Course section managers need to complete the following tasks to ensure Fall 2025 course sections are set up appropriately for publication in Workday.
Schools must complete all tasks identified on this page by Feb. 15, 2025, for applicable Fall 2025 course sections while they are still in preliminary status. The Office of the University Registrar (OUR) will begin publishing approved course sections in Workday on Feb. 18, 2025.
We will add additional tasks to this webpage and communicate them to course section managers as necessary. If your school follows an internal process to review and approve course sections prior to publication, those deadlines will be communicated separately.
Data Cleanup Tasks
Complete by 2/15/25 for Fall 2025 course sections*
Because Workday’s data and structures differ from WUCRSL’s, the Sunrise team and governance made strategic decisions regarding how best to bring data into Workday and specifically to address how Workday distinguishes between courses and course sections.
Required Tasks
The following tasks relate to how course section data was converted to Workday and require you to take action on specific fields for each of your school’s course sections.
- Enter Section & Waitlist Capacity
- Enter/update Minimum & Maximum Credit Hours
- Add Course Section Tags
- Update Instructional Format and Delivery Mode
- Add instructors to course sections (Instructor Roles)
- Enter Meeting Pattern and Location within the Section Components table
Recommended review
As you complete these required tasks, we encourage you to also reference this Course Section Data Conversion Guide, which outlines field by field how and why course section data was converted to Workday, based on available data in WUCRSL. Review this guide alongside your course section data in Workday to help you identify additional fields that need to be updated.
*Complete these data cleanup tasks before completing the course section setup tasks below for overlapping and clustering courses
Course Section Setup Tasks
Complete by 2/15/25 for Fall 2025 course sections*
Overlapping and clustering course sections are two new pieces of functionality available in Workday and therefore need to be set up manually. Whereas the data cleanup tasks above require action on each of your school’s course sections, you only need to overlap or cluster applicable course sections, as outlined below.
*Complete these course section setup tasks after you’ve completed the data cleanup tasks above
Section & Waitlist Capacity
Data Cleanup Task
Course sections were brought over to Workday with the Unlimited Capacity box checked. Course section managers need to uncheck the Unlimited Capacity box and enter the correct capacity information. Because Workday shares capacity data with EMS, it’s crucial that this data is accurate to ensure correct classroom scheduling. If approved by your school’s curriculum processes, you may also enter a Wait List Capacity.
Steps
Course section managers should do the following:
- Uncheck the Unlimited Capacity box on each course section in Workday.
- Enter the desired capacity in the Section Capacity field in Workday. This value must be equal to or lower than the Projected Enrollment.
- Enter the projected enrollment in the Projected Enrollment field in Workday. This value must be higher than the value entered in the Section Capacity field.
- You may also enter a Wait List Capacity. Limit this number to a reasonable proportion of the section capacity (e.g., limit the waitlist to 5 – 10% of section capacity to prevent students from waitlisting for an excessive number of sections/seats).
Important: Because Workday shares capacity data with EMS, it’s crucial that this data is accurate to ensure correct classroom scheduling.
Minimum and Maximum Credit Hours
Data Cleanup Task
Fall 2025 course sections were brought over to Workday with Minimum Credit Hours and Maximum Credit Hours using what was in WUCRSL for Fall 2024. Some of the values for Minimum Credit Hours and Maximum Credit Hours may be incorrect or blank. Course section managers should review these fields and update for accuracy or populate if blank.
Course Section Tags
Data Cleanup Task
For all course sections, enter a tag for Blue Evaluation and a tag for EMS Room Assignment in the Course Section Tags field in Workday. These tags must be added to ensure the EMS integration can assign a room for the course section.
Important: Because Workday shares location data with EMS, it’s crucial that this data is accurate to ensure correct classroom scheduling.
Instructional Format & Delivery Mode
Data Cleanup Task
Course section managers should review Instructional Format and Delivery Mode for accuracy and update if needed. Because of how data was converted, the Instructional Format and Delivery Mode may be incorrect for some course sections.
Background
WUCRSL uses one field – Instruction Types – to denote denote the mode of instruction (e.g., in-person, online), as well as some course types (e.g., internship, study abroad). Workday handles this differently; each course section has both an Instructional Format (type of course section, e.g. lecture, lab) and a Delivery Mode (how instruction is delivered, e.g. in-person, online).
To account for this, the Instructional Format for all course sections was brought over as either a “Lecture” or a “Lab,” which may not be correct as there are other available formats (e.g., discussion).
Instructor Roles
Data Cleanup Task
Course section managers must add instructors to all Fall 2025 course sections in Workday. Currently, the Instructor Roles field in Workday is blank, and no instructors are linked to course sections. This is because instructors could not be associated with course sections through data conversion and need to be manually added. Follow the instructions for adding an instructor(s) to a course section on the Course & Section Management in Workday Student reference guide on the Workday@WashU website.
Section Components Table
Data Cleanup Task
Course section managers must enter a Meeting Pattern and Location within the Section Components table in Workday. These could not be brought over to Workday via data conversion and need to be manually entered for each course section.
Overlapping course sections
Course Section Setup Task
Course section managers must overlap any course sections that should share the exact same instructor, location, date range and meeting pattern. This must be completed for any Fall 2025 course sections brought over from WUCRSL that need to overlap, as well as for any new course sections created in Workday that need to overlap.
When to use
This functionality is typically used for course sections that schools wish to offer at both the undergraduate and graduate levels.
How
Course sections can be overlapped after each course section has been created. Step-by-step instructions for overlapping course sections are available in the Course & Section Management in Workday Student reference guide on the Workday@WashU website.
Clustering course sections
Course Section Setup Task
Course section managers must create course section clusters for applicable course sections in Workday. This must be completed for any Fall 2025 course sections brought over from WUCRSL that need to be clustered, as well as for any new course sections created in Workday that need to be clustered.
When to use
In Workday, you can cluster multiple sections of one course or multiple sections of different courses, which indicate that students must take two course sections during the same term. For example, students who register for the lecture section of a course must also register for a discussion or lab section of the same course.
How
Course sections can be clustered after each course section has been created. Step-by-step instructions for clustering course sections are available in the Course & Section Management in Workday Student reference guide on the Workday@WashU website.