WashU will transition to Workday Student for Fall 2025 courses.
This means that faculty and staff who teach, and those with instruction support roles, will begin using Workday Student for Fall 2025 course activities, including:
- Reviewing students’ course section eligibility override requests, starting February 2025; (for instructors of Arts & Sciences, McKelvey, and Sam Fox courses only).
- Viewing course section rosters and teaching schedules, available Spring 2025.
- Entering and approving final grades and grade changes for Fall 2025 classes.
Workday Student is replacing the legacy student information systems WebFAC, Course Listings, and EGrades. If you use Canvas or Keystone to deliver instructional content, you will continue to do so. Workday is not replacing these systems.
Follow the links below to learn more about what you can expect as the university makes the transition to Workday Student.
Timeline
The timeline below outlines when you can or must begin using Workday Student for Fall 2025 courses, along with resources and activities to help you prepare.
For Spring & Summer 2025 courses:
Continue using your school’s typical processes and systems.
| Fall 2024 | Support your school registrars and other staff involved in Fall 2025 course setup by promptly providing information that may be requested earlier than usual. Understand what is changing for you and for students using the available resources. |
| November 2024 | Preview and practice using Workday Student at a Mock enRoll event. |
| Feb. 18, 2025 | Arts & Sciences, McKelvey, and Sam Fox: Instructors must begin approving or denying students’ eligibility override requests in Workday for Fall 2025 course sections. Fall 2025 teaching schedules will populate as course sections are published and instructional roles are assigned. |
| April 2025 | Fall 2025 course section rosters will populate as students register or are registered administratively. |
| May 2025 | Fall 2025 course information will populate in Canvas. |
| June 2025 | Med Year 2025 course information will populate in Keystone. |
| December 2025 | Fall 2025 grades can be entered in Workday (manual or file import) or Canvas. Instructors must use Workday to approve final grades and make any grade changes for Fall 2025. |
Support roles
Instruction support roles in Workday Student include graders, graduate student course support, and mentors. All three roles can view course section rosters and teaching schedules in Workday. Graders and graduate course support roles can also enter grades for instructor approval. PhD students in mentored teaching experiences, assistants in instruction, and similar roles are common examples of graduate student course support.
Support roles that assist with course materials but not grading will not have access to view rosters or teaching schedules in Workday; however, they may continue to use other systems like Canvas.
| Role | View rosters and teaching schedules | Enter grades | Approve grades |
|---|---|---|---|
| Instructor | ✔ | ✔ | ✔ |
| Graduate student course support | ✔ | ✔ | |
| Grader | ✔ | ✔ | |
| Mentor | ✔ |
Fall 2025 course setup
Registrars and department administrators began using Workday in late September 2024 to ensure Fall 2025 courses are ready when students and advisors begin using the system in late February 2025. Because this is a new system, it will take them extra time to do this work until they gain proficiency in Workday, which will likely take several semesters.
If you are asked to provide updates on information about your courses, please be responsive and support them during this transition.
Resources: what’s changing?
The following resources provide context on what’s changing and why, both for you and the students you teach or support.
- Courses versus course sections: New terminology you need to know.
- Enforced course eligibility requirements: See below.
- Student info: Key changes and benefits to students, including updates to registration processes that may affect who can enroll in your courses.
- Updated course numbers: A new course numbering approach will create more consistency and logic for students.
- Advising: If you also advise students, visit this page for more information.
- Workday Student Sneak Peeks: These recorded webinars cover a variety of topics and have chapters so you can jump to specific points of interest. You can also browse a list of Q&As from these sessions.
Practice using the system
Mock enRoll: November 11-21, 2024 🎸
Mock enRoll is an opportunity for you to preview and practice Workday Student before you begin using the system in 2025.
You may wish to complete the following eLearnings beforehand to maximize your experience, in addition to reviewing the resources above.
- Navigating Workday Student (30 minutes)
- Reports in Workday Student (30 minutes)
You can also visit the Workday@WashU website for tutorials and videos on getting started. There will be an instruction-specific page on Workday@WashU available after Nov. 1, with additional resources added throughout the go-live year.
Enforced course eligibility requirements
Eligibility requirements for the courses you teach (pre- and co-requisites, class standing, program of study, etc.) are programmed into Workday and will be automatically enforced. Students can request section-level overrides through Workday to enable registration.
If you are teaching a course in Arts & Sciences, McKelvey, or Sam Fox, you must log into Workday to approve or deny student-requested overrides. By default, you will receive a notification in Workday and via email.1
School registrars, advisors, or other administrators will process requests for all other schools.
Students who wish to submit a request for a course section eligibility override will be encouraged to do so as early as possible to avoid potential holdups or uncertainty during their registration appointment. Fall 2025 course sections will be published on a rolling basis starting Feb. 18, 2025, meaning students can begin submitting override requests for your approval at that time.
1 If you previously changed your notification preferences in Workday, you may wish to review them to ensure “custom business processes” are not set to “mute” so you receive these emails.
Canvas & Keystone
Workday is not replacing Canvas or Keystone, the university’s most common learning management systems. If you use one of these systems, you will continue to do so. Fall 2025 and Med Year 2025 course data will begin flowing from Workday into Canvas and Keystone, respectively, in late Spring 2025. So, you can continue to view rosters in those systems, or in Workday. See information below on grading.
Grading
Grading will remain largely the same as today, with Workday replacing EGrades for Fall 2025. Instructors and those with grading access may continue to enter grades manually or by file import (in Workday), or through Canvas. Instructors must use Workday to approve final grades and make any grade changes.
Learning Workday
You will have access to a variety of training and support resources to help you understand and use Workday Student. These resources are designed to guide you step-by-step through activities you’ll do in the system. They cover the basics, such as navigating and setting system preferences, to the essentials, such as performing academic tasks and producing reports. Learn more about Training & Support.
You can visit the Workday@WashU website for tutorials and videos on getting started and instruction-related tasks like viewing rosters and teaching schedules. Additional resources will be added throughout the go-live year.