We’ve compiled answers to some of the questions we’ve been hearing from you. Please share additional questions you have about the transition to Workday with your manager, Local Transition Lead (LTL) or with the ES Transition Network via Ryan Lai. We’ll do our best to answer your questions directly or in future communications with ES.

Are UBC O & V collaborating on the transition to Workday Student?

Yes, we are working collaboratively and in campus-specific groups to ensure we address our collective ES and campus-specific needs. UBC O & UBC V transition teams meet on a regular basis to share information and to ensure alignment of approaches across Enrolment Services.

When will we start using Workday Student?

It depends on your role as not all functions will be released at the same time:

  • Launch 1 takes place in October/November 2023 and includes Admissions, Learner Financial Support (partial functionality), Scheduling, and Curriculum Management. Note that students will not have access to Workday Student for launch 1.
  • Launch 2 will take place in February/March 2024 and includes the following functionality. Eligibility Rules/Academic Requirements, Enrolment Registration, Progression, Learner Management, Assessment Outcomes, Learner Financial Support, Learner Financial Management, Graduation. Students will also begin to use Workday Student during this launch.

Will I need to use both Workday Student and our current SIS for a period of time?

Yes, between Launch 1 (October 2023) & Launch 2 (February/March 2024), the current SIS and Workday Student will run in parallel, meaning both systems will be live. Workday will utilized for some processes, while the current SIS will remain in use for others. Workday Student will be exclusively used from the 2024 winter session onward. More details will follow on which processes will be handled in each system during the transition, and the timeline for full transition to Workday and supporting systems.

When will I get to see what Workday looks like for the work I do?

The first opportunity to see what the work you do will look like in Workday will be in upcoming Community Call-in Sessions. Community Call-in Sessions have been created for UBC faculty and staff to have the opportunity to dive deeper into the functionality and design of the new student information system through topic-specific overviews, demonstrations, recordings, and Q&A sessions.

Everyone in ES should watch the pre-recorded Onboarding video and the recording of the Program of Study session. The orientation video was created to accelerate your understanding of the concepts covered, and optimize your experience at call-in sessions. It is a recommended prerequisite for attending all Call-In Sessions

Invitations for upcoming Call-Ins will be sent to individuals who have previously engaged with the IRP team on that topic, however anyone is welcome to attend. If you do not receive an invite (sent a couple of weeks before each session), feel free to use the following links to self-register.

  • Admissions and Matriculation, February 21, 10-11 am – This session will provide background information on the Admissions Solution (relevant for undergrad and grad), high-level information on Admissions Solution integration with external admissions systems, functionality, and Admissions Solution concepts. Register Here
  • Course Inheritance & Making Course Section Updates​​, March 2, 12:30-1:30 pm – This session will provide an overview of how course sections inherit certain attributes from the course set up. We will cover what types of information can be edited directly on a course section by a course section administrator, versus what information resides in the course definition and cannot be updated by a course section administrator. Register Here
  • Maintain & Create Course Clusters, March 14, 10-11 am – Activity links in the SISC allow administrators to group course sections together. Similar capabilities exist through Course Section Clusters in Workday Student. This session will go through the process of creating and updating course section clusters in Workday Student. We will show how Course Section Clusters are enforced at registration. Prerequisite: Course Inheritance & Making Course Section Updates Register Here
  • Student Journey Through Registration, May 2, 10-11 am – This session will review the entire process a student goes through when registering for a course, from building a saved schedule and registering from that schedule, to paying tuition fees. Register Here

When will I receive training?

The IRP training team is currently working on the timeline for training, but have shared that ES staff who use Launch 1 functions can expect to be a part of the upcoming call-in sessions and advanced user and general user training, which will begin in late spring. The ES Transition Team will share timelines and training details as soon as we receive details from the IRP training team.

What will training look like?

Workday Student training will follow IRP’s “read it, watch it, try it” structure to offer interactive, realistic, contextual training in a wide range of formats – from PDFs to full simulations, delivered using a “Just in Time” model.

Learners will access training through the familiar Workplace Learning and Canvas environments and in context via direct links, accessible within Workday Student. More info regarding training will be released in the coming months.

When will Students start using Workday?

Current students will begin to use Workday Student at Launch 2 in February/March 2024.