Course managers must complete the following tasks by Feb. 15, 2025, to ensure Fall 2025 courses are set up appropriately in Workday for the start of the advising cycle for Fall 2025 registration. We will add additional tasks to this webpage and communicate them to course managers as necessary.
Course Renumbering Task
Complete by 10/31/24 for identified courses.
This is a continuation of the course renumbering activity from earlier this year. Course managers need to edit the Fall 2025 version of the courses that produced errors during data conversion process (e.g., duplicate number used, new course added since last review). Follow these instructions to renumber courses by 10/31/24.
Data Cleanup Tasks
Complete by 2/15/25 for all courses. Make changes by editing the Fall 2025 version of the course (marked “Effective 08/21/2025”).
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 data was converted to Workday and require you to take action on specific fields for each of your school’s courses.
- Review/update Typical Periods Offered
- Determine if any courses should be hidden from the student view (Hide Course)
- Review/update Allowed Locations
- Review/update Instructional Format
- Review/update whether courses are Repeatable for Additional Credit
- Enter Section & Waitlist Capacity
Recommended review
As you complete these required tasks, we encourage you to also reference this Course Data Conversion Guide, which outlines field by field how and why course data was converted to Workday, based on available data in WUCRSL. Review this guide alongside your course data in Workday to help you identify additional fields that need to be updated.
IMPORTANT: To complete the data cleanup tasks, you must edit the version of the course in Workday effective for Fall 2025. Do not edit any other course versions in Workday – this will produce an error in the integration keeping Workday and WUCRSL in sync during go-live year.
You can find the Fall 2025 course versions under the Version History tab of the course definition in Workday. The courses are labeled “Effective 08/21/2025.”
Typical Periods Offered
Data Cleanup Task
Course managers should review the Typical Periods Offered field in Workday for accuracy.
Some courses did not have Typical Periods Offered information in WUCRSL (“frequency” in the Curriculum file). As a result, this field may be blank in Workday.
Important: The Typical Periods Offered field is helpful for advising and course planning for students. If the typical periods offered are not in sync with the semester the student plans to take a course, they will get an alert, which may cause confusion for the student.
Hide Course
Data Cleanup Task
Course managers should check the Hide Course box for courses that should not be included in student-facing reports.
There are some courses that students should not be able to self-register for, e.g. transfer credit courses, study abroad courses., etc. Checking the Hide Course box will hide these courses in student-facing reports.
Allowed Locations
Data Cleanup Task
Courses were brought over to Workday with “all” selected in the Allowed Locations field. Course managers should review the Allowed Locations field for each course and update course locations if necessary.
Important: Because Workday shares location data with EMS at the course section level, it’s crucial that this data is accurate to ensure correct classroom scheduling.
Instructional Format
Data Cleanup Task
Course managers should review the Instructional Format field in the Course Components table for accuracy and update if needed.
Background
WUCRSL uses one field – Instruction Types – to 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 has both an Instructional Format (type of course, e.g. lecture, lab) and an Allowed Delivery Mode (how instruction is delivered, e.g. in-person, online).
To account for this, the Instructional Format for all courses was brought over as either a “Lecture” or a “Lab,” which may not be correct as there are other available formats (e.g., discussion).
Repeatable for Additional Credit
Data Cleanup Task
Course managers should review the Repeatable for Additional Credit field to ensure it’s checked on appropriate courses. If checked, additional fields will display to complete.
Important: The Repeatable for Additional Credit field must be accurate to ensure that the load status for financial aid is calculated correctly. It also must be accurate for the course to count appropriately toward academic requirements.
Background
All courses marked as repeatable in WUCRSL were brought over as Repeatable for Additional Credit in Workday based on one of the following criteria:
- The course has an approved active repeat attribute in WUCRSL,
- The course is denoted “Financial Aid Load” in WUCRSL, and/or
- The course has a study abroad instruction type in WUCRSL.
Section & Waitlist Capacity
Data Cleanup Task
Courses were brought over to Workday with the Unlimited Capacity box checked. Course managers need to uncheck the Unlimited Capacity box and enter additional data not available in SIS. If approved by your school’s curriculum processes, you may also enter a Wait List Capacity.
Important: Because Workday shares capacity data with EMS at the section level, it’s crucial that this data is accurate to ensure correct classroom scheduling.
Steps
Course managers should do the following:
- Uncheck the Unlimited Capacity box on each course in Workday.
- Enter the desired capacity in the Default Section Capacity field in Workday. This value must be equal to or lower than the value entered in the Default Projected Enrollment field.
- Enter the projected enrollment in the Default Projected Enrollment field in Workday. This value must be higher than the value entered in the Default Section Capacity field.
- You may also enter a Default 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).