Embedded Files
General Job Aids
(Please note: click on the name of the job aid to access the WorkDay instructions)
How to Set Up Okta Verify for WorkDay
Learn how to set up your Okta Verify for WorkDay.
This job aid will walk you through the basics of navigating Workday, including key features you will use often.
When searching for students, courses, employees or other records in Workday, the initial search results you see will be limited to a default set of categories. More search results may be hidden in other categories; check these other categories, if you don't see your desired information. You can also change the default categories for which you'd like to see initial results. To do so, follow the steps below to manage your search category preferences.
Workday allows users to “delegate” certain business tasks during periods of times that an employee will be out of office. This is a recommended approach for 9-month Faculty members during summer break to delegate tasks for their Advisees to route to the Deans. For most faculty advisors, the Delegate should be the Dean of the academic program you advise.
The Workday Menu (found in the top-left corner) contains Apps and Shortcuts that are helpful starting points to navigate within the system. The Apps that appear by default can be edited and re-ordered. Shortcuts can be added for frequently used tasks and reports. You can configure up to 10 shortcuts on your menu.
Workday allows users to schedule certain reports to be run on a selected cadence. Reports can then be found under "My Reports" in Workday. The following job aid will outline steps for scheduling reports and finding them under My Reports. NOTE: Not all reports are accessible to all users. If you have an issue accessing or scheduling a report, please submit a freshservice ticket.
Viewing Advisee Job Aids
(Please note: click on the name of the job aid to access the WorkDay instructions)
On Workday, students are assigned to cohorts for various organizational alignments.
Example: an advisor is assigned an advising cohort, and all of their student advisees are added to their
advisor’s cohort. This allows the advisor the correct access to view information about the students, assist with registration, notes, etc.
How to Navigate Advisor Dashboard
Advisors will have access to an Advising Dashboard that will populate reports for all of their Advisees. Advisors can review general information, enrollment and easy access to Advising tasks. This job aid will outline how to access the Advising Dashboard and information available in the dashboard.
View & Remove Student Advising Hold
On Workday, undergraduate students will be assigned an Advising holds ahead of registration to allow Advisors to review Academic Plans, Saved Schedules, and any other registration plans during Pre-registration before the Student can be cleared to register. The attached job aid will outline steps to remove the Advising Hold from a Student Profile.
Schedule My New Advisees Report
Workday allows users to schedule certain reports to be run on a selected cadence. Reports can then be found under "My Reports" in Workday. A recommended scheduled report for faculty advisors, deans and program directors is “EC My New Advisees (Schedulable).” The following job aid will outline steps for scheduling this report and finding it under My Reports. NOTE: Not all reports are accessible to all users. If you have an issue accessing or scheduling a report, please submit a freshservice ticket.
View, Add, Edit, and Link Student Notes
On Workday, all Student Notes are stored in the Student Profile under History. You can add Student Notes to the Student Profile or review notes made by others in the same place.
On Workday, students have profiles similar to the Workday employee profile. All details regarding a student’s contact information, academic history, academic plans, current schedules, notes and additional details can be found on the Student Profile. The attached job aid will detail how to access a student profile and view the key components.
On Workday, all Instructors, Advisors, and Academic Staff will be able to search for Students. Access to the Student profile will vary by user. The following job aid will provide tips on searching for Students in Workday.
Generate PDF of Student Profile
On Workday, students have profiles similar to the Workday employee profile. All details regarding a student’s contact information, academic history, academic plans, current schedules, notes and additional details can be found on the Student Profile. This job aid will detail how to access a student profile and export a PDF version of the details from a Workday profile.
If you are an Advisor, you will be notified of any Progress Reports that are created for your Advisees. If you are a Dean or Academic
Coach, you will only be notified of a Course Progress Report submitted for a Student, if you have been added by the Instructor.
You will also receive notifications for any follow ups on the Course Progress Report. The following job aid will outline the steps on how to Find Course Progress Reports and how to view the Progress Report notifications.
Pre-Registration Job Aids
(Please note: click on the name of the job aid to access the WorkDay instructions)
How to Drop or Withdraw from a Course Section
On Workday, Students have access to Drop or Swap courses during registration and during the Add Drop period. Advisors will
have access to Drop Courses. For withdrawals, the Student or Registrar can submit a withdrawal request. If a Student requests a
withdrawal, it will be routed to the Advisor and Dean for approval before routing to the Registrar for final approval.
Register Student for Course Section
Students can be registered for course sections in a variety of ways. This job aid will walk you through the steps to
register a Student for a specific course section. Note, you will need to know the course section for which they wish to register.
Refer to the Find Course Sections job aid for these steps.
Find Course Sections, Details, Rosters, and Course Catalog
On Workday, course sections can be found under the Find Course Sections Report. The full course catalog (not specific to term) can
be found under Find Courses. This job aid will outline how to Find Course Sections, along with the section details. It will review how to find the following:
● Eligibility rules
● Reserve seating restrictions
● Final exam schedules
● Course section rosters
On Workday, Students have the access to Create Saved Schedules. Saved Schedules can be built ahead of registration to
allow Students to select their preferred Course Sections and easily register for them during their registration appointment. Advisors
can create Saved Schedules for their Advisees; however, they cannot edit them or register students from the Saved Schedule.
Academic Plan Job Aids
(Please note: click on the name of the job aid to access the WorkDay instructions)
On Workday, Students can have Academic Plans built to organize and plan for all requirements towards their Academic Program at
Endicott. After a plan has been created, a Student (or the Advisor) can register from the Academic Plan directly. The attached job aid
will outline steps for how to register from an Academic Plan.
Evaluate Academic Requirements for Student Program Change
On Workday, if a Student is interested in making a change in their Program of Study, Students and Advisors have the ability to run a
report that will evaluate their Academic History and what additional requirements they would need if they switched programs. This
process does not change the Program of Study for the Student but is an informational exercise that can be completed with an Advisor
before requesting a Program of Study Change. The following job aid will outline the steps to Evaluate Academic Requirements for a
Student.
Launch Academic Progress Evaluation
On Workday, a Student’s progress towards their degree completion is referred to as Academic Progress. A Student’s Academic
Progress can be found within their Workday Profile. For a Student, they can also review this information in their Academic Hub.
After an Academic Plan has been created for a Student, or after a change to a Program of Study or Advisory Program has been
made, or after a Student has registered for classes and you would like to see updated Academic Progress, you can refresh the
Academic Progress by running Launch Academic Progress. This process runs automatically every night so it is not required to be
run, however this is a feature that allows you to see more real time updates. The following job aid will outline the steps to launch
academic progress for a student.
Create or Update Academic Plan
On Workday, Students can have Academic Plans built to organize and plan for all requirements towards their Academic Program at
Endicott. Academic Plans will be generated by Academic Plan templates that are created and managed by the Registrar’s office.
The Academic Plan will list all requirements towards a specific Academic Program and will link related courses that will fulfill that
requirement. After a plan has been created, a Student (or the Advisor) can register from the Academic Plan directly.
Submit Course Substitution to Override Academic Requirements
On Workday, Advisors can submit course substitutions to satisfy Academic Requirements towards degree completion. It is a best
practice to review the Academic Progress before submitting the task. This will allow you to know which requirement you wish to
substitute. After an Advisor submits, it will be routed to the Associate/Assistant Dean or the Dean and then to the Registrar
before the change is reflected in the Student’s Academic Progress.
Approve Academic Plan for Student
Students can create their own Academic Plans and, when complete, request approval from their Primary Advisor. The
following job aid will outline the steps for approving a plan request from a Student.
Approve, Add, or Change of Program of Study for Student
Students can manage adding their own Programs of Study (Majors or Minors) directly from their Student Profile. The
requests will then be routed to the Advisor and respective Deans for approvals. If Advisors need to be updated based on the
Program change, the Registrar will be alerted to make the Advisor changes.
Update Expected Graduation Date for Student
Advisors have the ability to make changes to a Student’s expected graduation (or Program Completion) date
when necessary, if a Student expects to complete a degree early or late. This is not a common task that will be taken in Workday
and should be reviewed before making the change in Workday; it impacts other areas such as Financial Aid and the Bursar’s office.
Advisors can only update the Program Completion Date for their own Advisees.
Please note these are the expected completion dates through 2028:
● 5/17/25
● 5/16/26
● 5/22/27
● 5/28/28
Teaching Job Aids
(Please note: click on the name of the job aid to access the WorkDay instructions)
This job aid will outline all of the steps to Verify Participation (Roster Verification).
View Teaching Schedule & Rosters
This job aid will outline how to view your Teaching Schedule and Course Section Rosters.
This job aid will outline all of the steps to access the Teaching app. The Teaching App allows you to:
● View your Teaching Schedule
● View your Course Section Rosters
● Verify Participation (Roster Verification)
● Assign Final Grades (Note: you can also submit incompletes AND change grades from this task)
● Create Course Progress Reports
● Find Course Progress Reports
Create & Find Course Progress Reports
Instructors can Create Progress Reports for Students in their course sections. The progress reports are referred to as
Course Progress Reports and CPRs. Instructors can Create or Find Course Progress Reports from within the Teaching App and
can also search in the Workday Search Bar.
This job aid will outline all of the steps to Assign Final Grades (Note: you can also submit incompletes AND change grades from
this task).
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