SIS Transition Complete: Welcome to Workday Student

On September 1, 2024, UBC fully transitioned from its Classic Student Information System (SIS) to a renewed student information system - Workday Student. This transition marks a significant milestone for UBC’s academic mission. The transition to Workday Student is not just a system update but a total transformation of how UBC manages, stores, and interacts with student data. 

The successful completion of the SIS transition process, carefully designed to minimize disruptions to daily operations while ensuring the secure and accurate transfer of all data and functions to Workday Student, marks the end of the coexistence period that started one year ago in the Fall of 2023.  

As of today, Workday Student is the primary system of record for all student data. Students, faculty, instructors, and staff will notice significant changes in how they access and interact with information. 

What has changed? 

Several key UBC applications have transitioned to read-only access or have been integrated with Workday.  If you require information regarding a specific SIS-related tool’s transition status, please contact your Primary Transition Lead. 

Here is a summary of how this change may affect you: 
 

Student Service Centre (SSC): Students can no longer access SSC. This portal has been replaced by Workday Student for all functions related to registration, tuition payment, and academic records. 

Faculty Service Centre (FSC): Instructors and TAs now have read-only access to FSC. This read-only access will be available until the end of June 2025. After this period, FSC will be fully offline. As of September 1, all FSC-related functions are managed through Workday Student. 

Student Information Service Centre (SISC): Like FSC, SISC has also transitioned to read-only access as of September 1. All staff who previously had access to SISC can still perform searches in it, but no new data can be entered or modified in the system. SISC will remain available in read-only mode until June 2025, after which it will no longer be accessible.  

Degree Navigator: As of September 1, UBC students no longer have access to Degree Navigator. Students were encouraged to download a copy of their Degree Navigator report prior to the transition. For those who were unable to do so, please complete the online form to request a copy: https://ubc.ca1.qualtrics.com/jfe/form/SV_cYlBbvRVTJNnrRI 

Online Course Schedule for Summer 2024 and Prior: Access to the online course schedules for 2024 Summer session and prior has been removed. All course planning and registration activities are now handled within Workday Student.  

Information about the 2024 Winter session course schedule is available here: https://courses.students.ubc.ca/ 

What does Read-Only Access Mean? 

As we enter this post-transition phase, it is important to note that read-only access will remain until the end of June 2025, after which all access will be removed. read-only means that the data within these systems is now considered “static” and will no longer reflect real-time operational transactions and processes. 

Here is a summary of how read-only access may affect you: 

For staff: SISC and several other administrative portals are now read-only. This includes the Scheduling and Curriculum Management Centre (SCMC) and the Degree Navigator. These systems are now “static” and should only be accessed for historical data reference. Some areas of the Maintenance and Security Centre (MSC) will remain accessible to a small set of users in Enrolment Services.  

For students and faculty: Workday Student is now the primary platform for managing academic and financial records, course registrations, and student information. 

Looking Forward with Workday Student 

The transition to Workday Student represents a major development in UBC’s digital environment. Workday Student becoming our primary system of record after September 1, means the complete deployment of the foundation for an integrated, user-friendly, and scalable experience for students, faculty, and staff. 

For those still adjusting to the new system, support resources are readily available here: https://irp.ubc.ca/launch/support

We encourage everyone to take advantage of these resources to fully leverage the capabilities of Workday Student. 

Although this transition period may have been challenging, the benefits it brings to UBC are important for managing our complex administrative processes to achieve our Academic mission. 

Beyond IRP Student 

IRP Student is ending on November 30, 2024. We recognize, however, that the journey with Workday Student is only beginning for the UBC Community. In December 2024, the Student Completion project will commence. From there on, the journey continues.  

IRP Student has put together high-level information about the final phase of the project and the transition planning underway.  

You can find more information here: https://irp.ubc.ca/beyond-irp-student. 

IRP Student would like to thank the UBC Community for their support during this transition. We look forward to continuing to contribute to the UBC community with Workday Student as we move forward into a new student Information system.