Understanding IRP Student – Scheduling

The Integrated Renewal Program – Student (IRP Student) has numerous focus areas – following the student journey from application to graduation.  This series aims to explain each area, its unique requirements, and our designed solutions in terms you, our UBC community, will understand.    

Workday Student will replace UBC’s Student Information System (SIS). It will be the foundation for the renewed student information ecosystem, integrating with external systems - both existing and new - that are required to conduct operations at UBC. 

The new Student Information Ecosystem will integrate processes associated with scheduling course sections and exams from Scientia and a Business Process Management System (BPMS) into Workday Student. A BPMS is a newly created system that supplements Workday Student. 

Course scheduling functions that will be supported in the new student information ecosystem include: 

• Management of teaching assistant assignments (Workday Student) 
• Maintaining applicable course section information, including waitlists and seat pools. (Workday Student) 
• Creating and updating course sections, by assigning dates, times, locations, instructors, etc. (Scientia) 
• Annual roll-over of course sections (Scientia)  
• Faculty, staff and students view of course schedule (Workday Student or on a new public facing course schedule).  
• Standard Timetables (BPMS and Workday Student). 

Exam scheduling will be managed through the BPMS and will enable:  

• Administrators to enter exam requirements for courses.
• Students to view their exam schedule.  
• Students to apply for standing deferred, supplemental, and distance education exam requests.  

“The fundamentals of course and exam scheduling within the SIS will stay the same through functionality from both the BPMS and Workday Student.” 

- Erin Shannon, Senior Business Lead, Student Records and Advising 

*Reflecting on our experience so far in working with Workday and seeing how our design is shaping up, we realize that we have to embrace change and be confident in our ability to adapt. Workday Student, along with IRP Student’s functional requirements, are evolving quickly and this could mean that we may have to adapt our approach throughout the project timeline.