Staff Training
Launch 2 uptake timeline
You will recognize many of the milestones and tasks that mark our academic year. Launch 2 training will follow the academic cycle and when specific tasks need to be completed in Workday Student, ensuring that you have the information and training in time to perform the tasks necessary to support our students and the academic cycle.
Workday Student Training Hub for staff now available!
The Integrated Renewal Program - Student (IRP Student) has created a central and secure repository of all training resources, allowing easy access for our community to find relevant training material. As links to content for training and recorded sessions become available, they will be added to this page.
Staff Training Topics
Expand the accordion for the training topic(s) you are interested in. This section aims to provide a high-level overview* of the topics staff will be trained on, when the business uptake date is for that topic, and what type of training you can expect. Please note that simultaneous training, across several topic areas, will occur throughout the entire training period. For example, users can expect to receive Build Foundation training in one topic area while completing Build Expertise training in another. Audiences are highlighted for each training type below.
*Last updated: February 1st, 2024
Basic Admissions Processing (Launch 1 - October 2023)
First Use: October 2023
Build Foundation Audience: Advisors, Recruiters, Program Administrators and other staff who support applicants
Advanced training for ES Scheduling teams and roll-out to the Timetable Reps and Department Admins for 24W course scheduling.
First Use: November 2023 (Scheduling Services) & March 2024 (T-Reps and Scheduling Administrators)
Build Foundation Audience: Enrolment Services Scheduling Services, T-Reps, Scheduling Administrators
Build Expertise Audience: Enrolment Services Scheduling Services
This session covers how transfer credit is displayed and used in Workday. You will learn in which systems transfer credit will be added to a student record, view where transfer credit is displayed in Workday and review processes where transfer credit is used. Demo presented during the call-in is undergrad specific.
First Use: March 2024
Build Foundation Audience: Academic advisors (all faculties) and Enrolment Services, open to anyone interested in transfer credit.
Build Expertise Audience: Enrolment Services Admissions – they are currently adding transfer credit in the AS/AAP. For adding transfer credit in Workday – End of February 2024
This Canvas course covers how to navigate Student Financial page and understand the foundational student financial concepts in Workday.
First Use: End of February 2024
Build Foundation Audience: Any UBC staff members handling student financial information who require an understanding of how student finances are presented in Workday
Build Expertise Audience: Targeted Audiences who will have access to student financials.
Processing changes in the Admissions Administrative Portal (AAP)
First Use: End of February 2024
Build Foundation Audience: Enrolment Services, Teacher Education Office, Graduate Admissions External Admissions Management Systems, Certificate Programs, Staff in Faculties/departments who support applicants
Build Expertise Audience: Enrolment Services, Teacher Education Office, Graduate Admissions.
Multiple sessions on how the student record is constructed (matriculated and converted), how to find students, historic student records, and generally finding your way around the student record. Dual entry for student personal information and residency changes.
First Use: End of February - March 2024
Build Foundation Audience: All (Topics of broad interest and applicability); Units that support any and all students
Build Expertise Audience: All (Topics of broad interest and applicability); Units that support any and all students
Hands-on training on how-to complete actions leading to, and resulting in, changing, adding, or dropping an academic program for a graduate or undergraduate student.
First Use: Staff starting March 2024, Students May 21, 2024
Build Foundation & Build Expertise Audience: Enrolment Services,Academic & Advising staff who complete actions to either approve or deny the student’s request to add/drop/change a program of study AND/OR perform an add/drop/change of program of study on the student’s behalf.
Hands-on training on how to complete actions leading to, and resulting in, a degree audit of a student's progress towards their completion of academic requirements via the Academic Progress Report (APR) tool in Workday. This includes how to run a “what-if” report for students to help them explore different programs of study at UBC.
First Use: Launch 2: March 2024 for advisors to enter overrides, and May 2024 for students and advisors to review and advise on academic requirements starting 24W.
Build Expertise Audience: Enrolment Services, Advising offices within Faculties, Schools, and units that support students in degree audit. (The training will be applicable, but not limited, to those Faculties/units that currently use Degree Navigator reports)
How to complete processes specific to Graduate Education Management, including supervisory committees, Leaves of Absence, extensions, student onboarding, pathway, advancement to candidacy, track milestones, transfer credit, Quit/Withdraw/Required to Leave, time expired, dual entry for program status changes.
First Use: Dependent on topic from March 2024
Build Expertise Audience: Graduate Studies and units that support Graduate students
How to create an Unclassified student record; how to create and navigate (internal) Undergraduate Dual Degree records.
First Use: March 2024
Build Expertise Audience: Enrolment Services, Undergraduate Faculties, Schools, and units that support Undergraduate students
Administering and using waitlists, saved schedules, registration appointments, Standard Timetables, How to register students and manage student registration in course sections; Credit/D/Fail, Add/Drop/Swap, Withdraw, Tokens, Credit limits, Pre-requisite checking.
First Use: Dependent on topic Waitlist (set up March 2024, student waitlisting themselves – June 2024, Saved Schedule – May 2024, Registration Appointments – May 2024, STTs – set up March 2024, students registering in waitlists – June 2024
Registration Appointments Audience: All (Topics of broad interest and applicability); Units that support any and all students
Build Expertise Audience: All (Topics of broad interest and applicability); Units that support any and all students
How to associate individual student records with ES Advisors, how to create record relationships for Accommodations and Varsity Athletes, and identifying and working with Indigenous self-identification.
First Use: March – May 2024
Build Expertise Audience: Enrolment Services
Hands-on training on how-to complete actions leading to, and resulting in, the assignment of Academic Standings and Additional Period Honours at the end of an academic session. Trainees will also learn how to identify students at risk using Workday reports.
First Use: Launch 2: Spring 2025 to process 24W Sessional Evaluations. (Note: And possibly as early as May/June 2024 for any overrides needed in Workday after Launch 2.)
Training Type: Under development
Audience: Enrolment Services, advising offices within Faculties, Schools, and units that support undergraduate sessional evaluations.
Hands-on training on how-to complete actions leading to, and resulting in, the assignment of Class Standings (Year Level).
First Use: Launch 2: Spring 2025 to process 24W Sessional Evaluations. (Note: Possibly as early as May/June 2024 for any overrides needed in Workday after Launch 2.)
Training Type: Under development
Audience: Enrolment Services, Advising offices within Faculties, Schools, and units that support students in the promotion of year levels.
How staff and students will access and request Confirmation of Enrolment letters, Official and Advising Transcripts, Program Completion letters, Replacement parchments.
First Use: June 2024
Build Foundation Audience: Broad Interest - Staff in Enrolment Services, Advisors in Departments, Programs, Faculties, and Schools
Build Expertise Audience: Enrolment Services Student Records
Grades submission and changes, concessions including SD management and removals, SD exams, missing grades, and Not Submitted (NS).
First Use: September 2024
Build Foundation Audience: Instructors and Teaching Assistants, Faculty administrators (including G+PS and CoGS) responsible for entering grades, ES administrators who have responsibility for entering grades, Department staff who support instructors, Academic Advisors, LT Hub and Centre for Teaching and Learning
Build Expertise Audience: Instructors and Teaching Assistants, Faculty administrators (including G+PS and CoGS) responsible for entering grades, ES administrators who have responsibility for entering grades, Department staff who support instructors, Academic Advisors, LT Hub and Centre for Teaching and Learning
Hands-on training on how-to complete actions leading to, and resulting in, Program Completion for graduate and undergraduate students. This includes all steps from managing the Program Completion Application to credential conferral in Workday.
First Use: Launch 2 - Sep 2024 for College of Graduate Studies staff and students. Nov 2024 for all other staff and students.
Training Type: Under development
Audience: Enrolment Services; Senate; Staff in Faculties, Schools, and units that adjudicate and process graduation applications.
How to submit exam requests, how to process SD and Supplemental exam applications, publishing student exam schedules.
First Use: August 2024
Build Foundation Audience: Exam Representatives in Faculties and Department (both campuses), Advisors and staff in Faculties, Departments, and central units such as Academic and Career Advising, Enrolment Services Advisors and Enrolment Services Student Financial Services staff
Build Expertise Audience: Enrolment Services Scheduling Specialists
How to support IRCC reporting.
First Use: September 2024
Build Foundation Audience: Specified ES users
Build Expertise Audience: Specified ES users