Faculty and staff advisors from all schools and units will begin using Workday Student for advising in February 2025.
Advising tasks in Workday include making notes, viewing student records, tracking academic progress, and helping students prepare for registration.
Advisor roles in Workday reflect the holistic nature of advising and student support at WashU. In addition to those traditionally considered advisors, like academic and faculty advisors, those who support students in related areas like scholar programs, athletics, and career planning will also have roles in the system and should plan to participate in the activities below unless otherwise noted.
If you currently assign students to advisors or set people up as advisors in WebAdvising or another system, go to the advising training and support page for more information.
Timeline
Key dates and tasks for advisors
Additional details for Spring 2025 will be shared later this fall.
| Now: Fall 2024 | Understand what’s changing for you and your advisees by reviewing available resources, including watching any Workday Student Sneak Peek webinars you did not attend in Spring 2024. WebAdvising users: Make notes “shared” if you want them accessible in Workday. |
| September 2024 | Register for Workday Student Sneak Peek webinar sessions on Registration from the Student Perspective (Sept. 11; repeat of June) and Helping Students Navigate Their Financial Information in Workday (Sept. 17 or Sept. 25). |
| October 2024 | Academic advisors: Communicate with your advisees about the transition to Workday Student and encourage them to attend Mock enRoll using the communications package you receive via email. Register for a Workday Student Sneak Peek webinar session on The Future of Student Data (Oct. 8 or Oct. 16). |
| November 2024 | Attend your school’s Mock enRoll event between Nov. 11-21 to preview the system, practice advising tasks, and provide feedback on support resources. Optional: Complete eLearnings and review support materials on Workday@WashU (available Nov. 1) before attending Mock enRoll to maximize your experience. |
| December 2024 | Register for a virtual 2-hour session of the Advising in Workday instructor-led training when you receive the invitation email. |
| January-April 2025 | Complete the pre-session eLearnings and attend your instructor-led training session. Afterward, complete the supplemental eLearnings and review support materials on the Workday@WashU website. |
| Feb. 16, 2025 | Last day to make WebAdvising notes shared or make any advising notes in BASe, DBBS database, or CCTools before they’re migrated to Workday. |
| Feb. 17, 2025 | Begin using Workday Student for advising and student support tasks including making notes and viewing student records and progress. |
| March-April 2025 | Academic and faculty advisors: Meet with your advisees to help them prepare for registration in April; consider scheduling meetings to last longer than usual. Remove registration holds if required by your school. |
Understand what’s changing
Fall 2024
The following resources provide critical context on what’s changing and why, both for you and the students you advise. Being aware of what’s changing, and having some exposure to what the system looks like (through demos and screenshots) will make it easier for you to focus on learning and using the system when the time comes.
- Advising page: outlines key changes to advisor roles, notes, academic planning, and more
- Student pages: cover key changes, how to prepare, and benefits to students
- Workday Student Sneak Peeks
- Previous sessions: If you did not attend these webinars in Spring 2024, we highly recommend setting aside time now to watch the recordings and review the Q&A. All recordings have a chapter menu so you can jump to specific points of interest.
- Upcoming sessions: Register for sessions this fall, attend and ask questions.
- Updated course numbers: WashU has updated all course numbers to be four digits without letters in Workday Student for courses offered Fall 2025 onward–meaning, the classes students will begin registering for this spring.
Practice using the system
Mock enRoll: November 11-21, 2024 🎸
Mock enRoll is an opportunity for you to practice using the system alongside the students you advise before your instructor-led training, which kicks off in January.
Optionally, you may wish to complete the following eLearnings beforehand to feel more prepared, in addition to reviewing the resources in the section above.
- Navigating Workday Student (30 minutes)
- Reports in Workday Student (30 minutes)
Starting Nov. 1, 2024, you can also access a page on the Workday@WashU website with advisor-specific support materials.
Advising notes migration
We will migrate advising notes on active students from the following systems into Workday: WebAdvising; BASe in Olin Business School; the database maintained by the Division of Biology and Biomedical Sciences; and career advising notes in CCTools. Notes taken in these systems through Feb. 16, 2025, will be migrated to Workday in two waves.
BASe, DBBS database, and CCTools
Notes taken before Jan. 2, 2025, will be available in Workday when the system goes live Feb. 17, 2025. Notes taken Jan. 2-Feb. 16 will be available in Workday by Feb. 28, 2025.
WebAdvising
Only shared notes–not private–will be migrated to Workday. Keep this in mind as you make notes throughout the Fall 2024 semester. If you have existing private notes on active students that you would like accessible in Workday, you will need to make those shared, too.
Shared notes in the system as of Jan. 29, 2025, will be available in Workday Feb. 17, 2025. Shared notes from Jan. 30-Feb. 16 will be available in Workday by Feb. 28, 2025.
By moving a private note into Workday as a shared note, other advisors with associations to that student will be able to view it. Students will not see these notes in Workday but can request access under FERPA, as with any notes. (To see a demo of this functionality, watch this clip from the Workday Student Sneak Peeks webinar Advising Students in Workday.)
Private notes that are not converted into Workday will be archived with the Office of the University Registrar, available upon request.
Training and support
You may be apprehensive about using and getting comfortable in a new system. That’s why our comprehensive training plan for advisors includes a multitude of resources you can take at your own pace, along with instructor-led sessions offered via Zoom. For more information, visit Training & Support for Advisors.