Academic calendar is a Workday Student function that controls date-driven processes and works as a template to enable the creation of academic years and periods (like a stamp). Holidays and other non-instructional days are specified within this function, but no dates are associated with it; instead, it provides a shell of what the desired calendar should include. In Workday we can create more than one academic calendar to accommodate different academic periods. This differs from the UBC calendar, which is a guide to programs, courses, services and policies.
Academic level is a configuration setting in Workday assigned to all courses and programs of study to distinguish their level as undergraduate, graduate or other as defined by the University.
Describes the level of a learning opportunity. See the Academic Level Data Standard for more information.
The Academic Model is a UBC-developed conceptual framework representing all the learning opportunities at UBC and their relationships to learners, faculty and staff organizational units and timeframes. The model represents an inclusive and flexible approach to understanding the many ways in which people engage with learning throughout UBC and creates a common vocabulary and structure so similar processes and entities can be categorized for curricula and learning.
The academic progress report is a Workday Student function that tracks and displays a student’s progress toward meeting their academic requirements (e.g. courses, credits and GPA) for graduation. It applies a range of configured rules tied primarily to courses and programs of study.
A student’s academic record in Workday will be broken down into one or more records that contain the student’s study records from one or more programs. Academic records contain details about a student’s educational pursuits, such as programs of study, coursework and grades.
In Workday, an AU represents a school, division, department or other unit(s). These units can recruit prospective students, admit students, offer courses or programs of study and/or administer financial aid. AUs are also used with faculty academic appointments in Workday HCM.
A Workday organization type that represents a school, college, university, or other unit of your institution. These units can recruit prospective students, admit students, offer programs of study or courses, or administer financial aid. Academic units are also used with academic appointments in Workday.
Websites and web tools should be accessible to people with a diverse range of hearing, movement, sight and cognitive abilities. The Web Accessibility Initiative (WAI) is an international consortium that develops strategies, standards and supporting resources to help make the web more accessible to people with disabilities. Recommendations from the WAI form best practices for web standards internationally. More information on WAI can be found at https://www.w3.org/WAI/.
The process by which a student is registered in a course section.
These are the Workday business process names for requesting a change to a degree program, declaring a major/minor and similar functions.
Admissions is the IRP Student functional scope area that enables the application and evaluation processes for highly competitive and selective programs and other learning opportunities. The application processes for learners integrate into an admissions ecosystem that includes CRM and external provincial application services (application and transcript exchange) and the submission of test scores and other supporting documents. In addition, it enables internal application processes. The evaluation process includes the calculation of admission averages/GPAs and the assessment of external test scores and non-academic criteria, such as essays, interviews, auditions and portfolios. The result of the admissions process is that applicants are admitted or refused and admission offers are created or rescinded as appropriate. Admitted learners must accept or decline their offer of admission. The admissions area also supports the request, evaluation and processing of deferrals and appeals; current learners’ applications for a change of program or campus; and applications for readmission from former learners who have been away from the University for an extended period.
The Academic Model & Transformation Advisory Committee (AMTAC) is a cross-disciplinary, cross-campus academic advisory group composed of faculty academic leaders with the responsibility of providing academic guidance on multiple dimensions of solution design, curricular representation, data definitions, academic transformation, and change management.
The ARB is an internal UBC advisory body that enables business and technology alignment driven by enterprise architecture (EA) principles that provide UBC with a common vision for IT initiatives and architecture trends across the University. The ARB provides a formal mechanism for architecture approvals and for maintaining the link between implementation of the architecture and institutional priorities.
This is the IRP Student functional scope area that enables the management of established forms of assessment (e.g. exam, quiz, assignment, competency, practicum), emerging assessments (e.g. performance, badge) and graduate program assessments (thesis and dissertation) and the recording of their outcomes through both integration with external gradebook functionalities and direct outcome entry. The area also supports the communication of outcomes to learners and the management of exceptions and appeals.
BRM is at the heart of program management: programs are primarily driven by the need to deliver benefits. Undertaking BRM allows for structuring program-related efforts toward delivering benefits and for mitigating any threats to successful program achievement. A benefit is a positive outcome of a change ‒ measurable improvement resulting from an outcome perceived as an advantage by one or more stakeholders that contributes toward one or more strategic objective(s).
BAR ensures the data captured in Workday through newly designed business processes are easy to use and leveraged for strategic insights, decisions and actions.
This general term is used to define a set of tasks that individuals initiate, act upon and complete to accomplish a desired objective. In Workday, a BP follows a defined workflow, with automated hand-offs facilitating actions and approvals needed to complete the work.
CWL provides individuals with access to UBC’s online applications through a uniform username and password. A CWL account currently allows access to many systems, such as the student information system, the UBC Library, Blackboard Vista and connectivity services. Once deployed, a CWL is required to access many of Workday’s functionalities.
A CRA is conducted to determine the readiness of system users to successfully adopt Workday and to identify actions for managing change within the IRP Student.
Charge item is a Workday term for any item used to create a charge (e.g. tuition, student activity fee, student ID replacement fee, testing fees, duplicate diploma costs) on a student’s account.
This Workday term identifies the year a student is in by term (e.g. Year 1, Year 2, Year 3, Year 4). Class standing is calculated based on a student’s cumulative credits earned as of the start of the term. This definition differs from UBC’s historical use of the term to indicate academic performance and distinctions.
Workday operates on a cloud-based platform, which is a secure way to store information without any hardware on location. As the cloud is accessed through the Internet, it is conveniently available to any account holder on any device at any location, barring any access restrictions imposed by security administrators.
CDCs are onboarded individuals from various units across the University that the IRP Student Solution Team members work with to achieve the following: augment team expertise; identify use cases; evaluate design options; assist in arriving at recommendations for configuration; identify potential workarounds, when needed; validate configurations; and source additional expertise from colleagues. The CDCs on our roster have been identified based on the upcoming design and configuration work planned for the Student Solution Team. The roster will continue to grow as needed.
Community engagement involves the consultation of our key stakeholders ‒ students, faculty and staff ‒ to ensure the successful development, implementation and adoption of Workday, co-creating the future as we manage the transition process and adopt streamlined and standard processes based on higher education best practices.
The CEP is an IRP Student team member who consults and collaborates with key stakeholders to ensure the successful development of local change plans and the implementation of IRP Student, co-creating the future and adopting streamlined and standard processes based on higher education best practices.
Configuration refers to the arrangement of steps, approvals and variables that UBC, as an institution, will make to the Workday software. A configuration uses tools unique to the system to change its behaviour or features.
May be same as the owning academic unit or a subordinate unit within it. See the Program of Study Data Standard for more information.
Course eligibility is a Workday term referring to mandatory requirements that must be met before a student can enroll in a course, such as completion of a particular (prerequisite) course.
The state of student registration in a course section. Reference List - see
A course section in Workday is a time-specific representation of a specific instructional format of a course. This is the object in which students register. In addition, it can include attributes such as specific locations, notes, credit values, instructor names, course materials, date ranges of when the course is offered and more.
Course section clusters comprise a set of related course sections in Workday that must be enrolled in together during registration.
An entity that is responsible for developing a credit or non-credit offering based on learning objectives or a professional accreditation standard. See the UBC Senate and Other Curriculum Approving Body Data Standard for more information
The IRP Student functional scope area concerned with the set-up and management of all aspects of UBC’s academic offerings, including: configuration of organizational units, academic cycles, and learning opportunities, such as programs, pathways, and courses, as well as enabling the publishing the Academic Calendar.
In Workday, dashboards are specialized webpages containing a set of preconfigured worklets for a functional area (e.g. student financials) that can be customized and copied and to which users can add custom worklets.
Data governance is a discipline that enables UBC to formalize and guide behaviour over the definition, production and use of information. Institutional data constitute a strategic asset for UBC; therefore, appropriate governance for the management and use of data is critical to enable students, faculty and staff to make decisions. Inappropriate governance can result in inefficiencies and exposes the university to unwanted risk. A consistent, repeatable and sustainable approach to data governance is necessary to protect the security and integrity of UBC’s data assets.
Data readiness encompasses the work completed during the pre-implementation phase of the Integrated Renewal Program that provided a common understanding of key Workday business objects, as well as UBC’s as-is data as they relate to these business objects. The analysis involved participation from resources across the University and focused on a key subset of the most critical business objects within Workday’s Foundation Data Model (department ID, academic units, locations, supervisory organizations, compensation and job catalogue).
A student status of discontinued will be established in Workday to identify programs of study when students change their program, such as when they declare their major.
A disposition is a change type associated with in-scope applications of the Student Foundation Ecosystem. Following are the three disposition types: (1) Retrofit ‒ code and integration changes to a legacy application or system so it can function within the new ecosystem; (2) Integration ‒ a common service subscription or bespoke API build to enable data flows between the application and Workday; and (3) Sunset ‒ retiring an application because its functionality is replaced by Workday and/or other applications.
The process by which a student is unregistered from a course section prior to the Drop Without Record End Date.
The last date to withdraw a student from a course section without a W Standing appearing on their transcript.
UBC is considered an early adopter of Workday Student because we are the first extra-large enterprise institution to implement the system. As an early adopter, UBC has more influence over Workday Student’s development, as Workday seeks our input to inform efforts to help the product mature and evolve.
Conveys UBC's recognition that a program has been successfully completed. Degrees, Diplomas and Certificates are all types of Credentials. See the Educational Credentials Lists for the Okanagan campus and the Vancouver campus.
This Workday term refers to a scheme and set of codes assigned to programs of study and their concentrations to meet governmental requirements.
End-to-end testing involves verifying that a workflow of processes within and across systems runs as expected and includes documentation of the results. End-to-end testing will be completed at the conclusion of the configure and prototype stage of IRP Student implementation.
Workday refers to an interaction/communication UBC has with students via Workday as an engagement item. These can include emails or printed materials and can be part of a plan.
Enrolment is the IRP Student functional scope area concerned with aspects of initial and period-by-period entry into the University and students’ engagement status with the University. Enrolment envisions multiple ways for learners to confirm and clarify their continued engagement with UBC. During the enrolment period, learners may declare or apply for their chosen program of study or request a leave of absence. Staff-administered enrolment processes will include the administration of program declaration applications, academic leave requests and tracking of enrolment uptake for the subsequent academic cycle. The enrolment stage is separate from and occurs prior to registration.
The Executive Sponsors Committee is responsible for the strategic oversight and risk management of the IRP Student to ensure its successful implementation. The committee owns the business case and is accountable for the overall successful delivery of the program, including the achievement of the vision and benefits and oversight of the program’s scope, schedule and budget.
Workday’s FDM is a multi-faceted classification system that allows users to attach common keywords, or “worktags,” to transactions. By labelling information with worktags that are shared between business areas (HR, finance and student information), the University can effectively report and analyze data.
Governance is the structure used for oversight, accountability and decision-making. The IRP Student is governed by a range of groups and committees representing the interests of the UBC community. Participants represent the Vancouver and Okanagan campuses, UBC leadership, IT, enrolment services, the Integrated Renewal Program Team, faculty members, administrative staff and students; the governance system also includes executive representation from leaders outside UBC.
This Workday term refers to the instructional format of a course that is graded (only one can be graded).
Also known as Grading Practice. Guiding practice used to grade a student for a registered course section. This is determined by a combination of academic level, course, academic unit and/or program of study a student is enrolled in.
The Graduate Education Working Group is comprised of representatives from the College of Graduate Studies, Faculty of Graduate and Postdoctoral Studies, faculty Graduate Program Offices on both UBC campuses and the Integrated Renewal Program – Student (IRP Student). This group of graduate education experts meets to discuss graduate education related topics as part of the IRP Student implementation, including design, solutioning, configuration, reporting, integrations, security, data, testing, relevant ecosystem applications, and related academic/business transformation and change management implications. The group will advise IRP Student delivery teams, leadership, and governance groups on decisions, design options, and approaches to maximizing the effectiveness of the IRP Student ecosystem solution for graduate education stakeholders across the entire functional scope of IRP Student, and supporting successful transformation and change management for this community.
Graduation is the term used for the IRP Student functional scope area concerned with processes surrounding the life cycle of graduation, including confirmation of the learner’s desire to graduate, conferment of credentials and delivery of the degree parchment.
Established in September of 2014, the ITAC provides advice to the UBC Executive and Board of Governors related to maximizing the benefits from investments in information technology at UBC. The ITAC considers subjects related to the appropriateness of technology solutions proposed, the expected change impact to the institution, the likelihood of success with the proposed implementation approaches and the appropriateness of funding and other resourcing assumed by the University. The council membership includes senior executives from outside UBC and senior faculty and administrators from within the University.
The instructional format Workday concept defines the delivery format of a course (e.g. lecture, lab, seminar, tutorial). A course must have at least one instructional format but can have more than one; however, only one instructional format can be graded.
Internal articulation is a Workday term for the process of allowing a course taken at UBC in a previous program to be applied to a new program of study.
The association of a learner to a credit or non-credit Program of Study.
Learner financial management is the IRP Student functional scope area that supports processes related to establishment of tuition and student fee rules, calculation of tuition and fees, sponsorship, payments, refunds, debt management, tax slips, U-Pass and reconciliation.
The IRP Student learner financial support functional scope area enables the end-to-end management of awards and the administration of government and institutional (UBC) loans. Staff processes include creating and maintaining awards, managing award budgets, setting up and assessing award applications, adjudicating and assigning award recipients, managing award offers and disbursing award funding. Staff also support the processing of Canadian and US government loans (e.g. confirmation of enrolment, financial need assessment) and sponsor funding for and manage the administration of UBC loans/advances. Through this functional area, learners will be able to apply for awards and loans, track the status of their applications and accept their award offers online.
The IRP Student functional scope area referred to as learner management supports the management of learner data, including biographic data such as names (given and preferred), gender, contact details and citizenship. Additionally, it encompasses holds, statuses (e.g. leave), third-party authorizations, communications, comments and learner associations with individuals/groups at UBC, such as enrolment services professionals, academic advisors and research supervisors. The system will allow learners to self-update all elements of their biographical data and will accommodate inclusive gender identity.
The Workday match and merge business process helps eliminate duplicate records by identifying duplicate student prospect records and allowing users to review and reconcile those duplicate records.
Matriculation is the process of moving students from Applicant to Student stage. Matriculation happens when an applicant accepts their offer of admission and pays their acceptance deposit (when applicable).
The process by which an applicant becomes a learner and is enrolled in a credit Program of Study.
The meeting patterns or scheduling Workday terms reflect the days on and times at which course sections are offered.
The process by which learners are admitted and registered in non-credit learning instances.
A period when a student can start to change their registration regardless of their Registration Appointment.
A range of dates that specify when changes in registration can happen after an Registration Window End Date.
The academic unit that assigns requirements and assessments to a Program of Study. This is typically at the faculty or school level. See the Program of Study Data Standard for more information.
The UBC Academic Model defines POS as a path of studies that learners apply to (through either the application or registration process) and are admitted into that lead to a specific outcome (typically a credential) following the completion of certain requirements. In Workday, the academic record for a student comprises one or more POS. The POS determines students’ academic requirements, the educational credentials they can earn and the academic policies that apply to them.
Previous Term: All UBC pathway selections, for example, major, minor, option, and specialization. All UBC pathway terms will appear in the field labelled as Program of Study, which is visible to students and staff. A path of studies that a learner applies to through either an application or registration process and is admitted into, and which leads to a specific outcome or credential following the completion of a number of requirements. See the Program of Study Data Standard for more information.
A classification of a Program of Study used to control functionality, such as registration and application processes. See the Program of Study Data Standard for the full list of Program of Study Type values.
The IRP Student functional scope area concerned with managing academic milestones and evaluations throughout a learner’s journey to program completion is called progression. These milestones range from year-level promotion and the determination of a learner’s academic standing and eligibility to continue their studies, to the identification of graduate milestone outcomes.
A prototype is a specific functionality design and configuration in an application used to see how the process/function works in a system.
Also known as Non-Credit Enrollee, Participant in Non-Credit Programming (Academic Calendar Term). A person studying towards an outcome that does not confer student status. Examples: Extended Learning, Non-credit certificate, etc.
Activities and issues such as registration, waitlists, prerequisites and credit limits are managed under the IRP Student functional scope area referred to as registration. Registration embeds automated curriculum requirements and regulations to minimize the handling of exceptions. Learners can use program planning outputs to complete their registration; alternatively, they can search for and view learning instance details and availability, and then register in real time. Administrators will be able to perform related registration and waitlist administrative tasks, including processing exception (e.g. prerequisites) requests and approvals and registration on behalf of learners. This area also enables communication with learners and other administrative staff and faculty to resolve issues.
Also known as Enrolment Access Policy. The guiding rule set that is assigned to an academic unit and level that determines the courses a student can register in.
Previous Term: Registration Open Date. The earliest date and time a student can start to change their registration in a course section in an academic period.
Previous term: Registration Credit Limit. Also known as Enrolment Credit Limit Policy, Registration Credit Policy, Registration Credit Limit. The maximum number of credits in which a student can register during the Registration Appointment and Open Registration processes for an academic period.
Administrative process to waive restrictions that prevent a student from registering in a course section. E.g., Overriding time conflicts, unmet eligibility rules, lack of registration access to the course, maximum credit limit, hold.
A range of dates that specify when changes in registration can happen for a Registration Appointment in an academic period.
The related item Workday function allows users to see a list of available items involving next steps or additional information related to the current item.
Scheduling is the IRP Student functional scope area concerned with processes associated with learning instance scheduling and learning activity (e.g. exam) scheduling. Learning instance scheduling includes managing teaching assignments and the maintenance of applicable learning instance (e.g. course) information, as well as section creation, management and scheduling (assigning days, times, locations and primary instructors). Learning activity (e.g. exam) scheduling includes the following: setting dates for the exam period, creating and maintaining exam requests, generating schedules, finalizing and publishing exam timetables, scheduling invigilation and recording accessibility and disability accommodations. This area will also support the submission and management of deferred standing and the scheduling of deferred, supplemental and distance education exam requests.
•The security role Workday function determines access to the initiation and approval of BPs as well as to data in Workday.
SaaS applications are hosted, managed and updated by a vendor rather than on site. Workday delivers upgrades biannually, regardless of the industry sector, to ensure all clients operate on the same version. This service will ensure UBC is always current, with new features and functionalities added regularly. UBC’s Workday instance will be hosted at a secure facility in Canada.
The Student Process & Outcomes Committee (SPOC) is comprised of leaders from across the university who are responsible for the functional operations, and invested in, and contributing to the current and future state of UBC’s renewed Student Information System.
A person who is presently enrolled in a credit program of study or who is designated by resolution of the senate as a student.
Also known as Saved Schedule Worklist. A tentative schedule determined by a student ahead of the registration period, that contains course sections that the student wants to register for in a given academic period.
The association of a student to a credit program of study.
The Student Foundation Ecosystem comprises the group of interconnected systems and applications that will be used at UBC in our initial refresh to enable student administrative processes. This includes the existing student information system and point solutions, such as Scientia, UBC’s scheduling system. With the implementation of IRP Student, Workday will be at the centre of our ecosystem; other systems and applications will operate with Workday. UBC will evolve beyond this initial foundation solution as new functionality continues to be released in Workday that can take the place of other components of the ecosystem.
The association of a student enrolled in a credit program of study to a learning instance(s).
A local functional SME has specialized skills or knowledge of a particular job or topic.
The IRP Student transfer credit functional scope area enables the transfer credit articulation process for postsecondary courses and advanced secondary level courses (e.g. international baccalaureate and advanced placement courses). It also covers the set up and maintenance of transfer articulation rules (i.e. UBC course equivalencies for external courses). Transfer credit from an exchange program or from another postsecondary institution results in learning instances in a learner’s record that can be utilized throughout the learning life cycle as input toward all requirements and regulations associated with admissions, program planning, progression, registration and other relevant areas.
As members of the Transition Network, local transition leads are trusted knowledge experts within departments or subunits of a larger unit who support localization of change and adoption within their area, becoming go-to resources for the IRP Student Foundation Ecosystem.
As members of the Transition Network, primary transition leads are the primary liaisons between a major unit (such as a Faculty) and the Integrated Renewal Program and are key facilitators of their overall unit’s transition to the new Workday processes.
The Transition Network is a team of volunteers across the University who foster awareness and personal understanding of how Workday will impact and benefit students, faculty and staff.
A standing on a student academic record or transcript, indicating that a course section was dropped past the Drop without Record End Date.
The Workday function waitlist is used to manage the registration of high-demand learning instances and helps UBC to gauge where to allocate resources for additional seats or new sections.
Workday is a cloud-based application that will replace all three of UBC’s core administrative systems (HR, finance and student information). Workday is an industry leader in providing enterprise cloud applications for HR, finance and student processes and data and will provide UBC with the opportunity to integrate all three streams into one system. A number of Workday’s characteristics fit the requirements of UBC’s ever-changing needs: intuitive navigation; mobile-friendly; automated processes; agile design; and an integrated, modern and interactive interface. The application is user-friendly, and the system itself can be configured as required to address UBC’s requirements.
A Workday tenant is an instance of the Workday software that users access in a dedicated, secure space. These data exist independently of other tenants and can be configured and adapted to the user’s specific needs. All Workday customers have a secure tenant that only they can access.
Display icons on the Workday landing page that provide quick access to frequently referenced data and tasks are called worklets. Users can easily share these custom reports within their organization. By clicking on a worklet, the user is directed to the related functionality to view or complete information and tasks. Users can customize the worklets that appear on their landing page.
Worktag is a named attribute that Workday users can assign to events and objects to indicate their business purpose.