Curriculum management, or course management, involves the creation and maintenance of courses and course sections. Registration involves the management of registration appointments and enrollment policies, including course repeat policies, waitlists and overrides.
Key terms: In Workday, a course section is the specific instance of a course for which a student registers during a given academic period. It has a meeting pattern, instructional format, instructor, etc. Course sections are “children” of courses, which contain core information like course title, course number, description, and pre- or co-requisites.
WashU will use Workday Student for the following curriculum and registration-related activities and policies:
- Course and course section creation and maintenance, including components like course tags (attributes), subjects, meeting patterns, pre- and co-requisites
- Instructor assignments, including instructor eligibility and managing instructor load
- Registration management, including appointments, waitlists, overrides, drops and reserving seats
- Enrollment policies, including which courses a student can register for and the maximum number of units in which a student can enroll
- Student registration and pre-registration planning, supported by advising
- Course attempt and repeat (retake) policies
- Grading, including entering and viewing final grades, and how students can be graded
- Updating the Bulletin
Reduced manual effort during registration
School registrars, and to varying degrees departmental administrators, spend significant time reviewing and manipulating waitlists and rosters to enforce prerequisites and prioritize enrollment for specific populations of students. The following changes in Workday Student should reduce manual effort for these tasks.
Pre- and co-requisites will be configured in Workday Student and visible when browsing courses. Students who do not meet the defined requirements will be unable to register. This change will benefit students by equitably enforcing requirements and allowing them to see what they’re eligible for ahead of registration, so they can plan accordingly.
Seats can be reserved for specific populations of students within course sections, and automatically released at a designated point in time. For example, seats can be reserved for students in a particular program of study, school or year, e.g., seniors.
Improved planning and roster stability
Instructors, registrars and administrators experience notable instability of class rosters during the first 10 days of class prior to the “add/drop” deadline. This instability is exacerbated by WebSTAC functionality that allows students to register for concurrent course sections. Realistically, students can only be in one class at a time (unless they have a Time Turner a la Hermione Granger), so they eventually need to drop one, or more, classes.
In Workday, a student cannot register for two course sections that occur at the same time. However, they can use Workday’s academic planning functionality and their saved schedule to prepare for registration. Students also will be able to see which courses they are eligible for ahead of registration and plan accordingly, which should reduce the need to register for concurrent courses to safeguard against ineligibility.
Course organization and maintenance
WashU will be adopting a universal four-digit course numbering system to indicate course rigor and level. Currently, courses are a mix of three and four digits, and numbering is not always consistent within and across departments or schools. This change should make it easier for students to see the progression of courses available within a program.
Effective dating will allow WashU to create new versions of a course for minor changes, e.g., units or grading basis, rather than creating an entirely new course and course number. This change will address the current need to create new courses and numbers for such changes, which has led to some departments “running out” of numbers.
SIS web applications WebFAC, used by faculty for entering and approving final grades, and WebSTAC, used by students for registering for courses, will be replaced by Workday Student. Workday will connect with other systems to exchange data related to rosters, classroom assignments, course materials, instructor evaluations and updating the Bulletin.
In general, users will be able to view and report on the same types of data in Workday as they do in our current systems for curriculum and registration. The primary difference in Workday will be the consolidation of data in one system, which should reduce the need to combine data from multiple systems using external tools like Excel, Access or other databases. The move to a single student administrative system also should eliminate certain audit reports currently used to ensure that data “matches” in multiple systems, i.e., SIS and WUCRSL.
Please contact Sean McWilliams, our courses and registration change manager, who serves as a liaison between the WashU community and the project.
Project team members
- Stephanie Brelsford, Curriculum functional lead
- Michael Thomas, Curriculum principal business analyst
- Melody Cox, Curriculum support business analyst
- Marissa Kaltwasser, Records and Registration functional lead
- Eddie Anderson, Records and Registration principal business analyst
- Kelly Johnson, Records and Registration support business analyst
- Sean McWilliams, change manager
Campus team members
View the Sunrise campus teams roster to see who’s on the Curriculum & Registration campus team from your school or unit. Campus team members provide input on how Workday Student is configured and insight into how changes will affect their area.
Current state assessment
Sunrise project work related to advising is informed by a curriculum management & registration current state assessment developed during the Discovery Phase.
These articles are from past issues of Sunrise Spotlight, the project’s newsletter.