2024-25 Academic Year for Registrar Offices

We are turning on Workday functionality on a rolling basis in 2024-25. This means that, between Feb. 17, 2025, and the end of the 2024-25 academic year, registrar offices will need to enter some data/processes in Workday and others in our legacy systems, while some may need to be entered in both places.

We also will begin removing access and retiring functionality within legacy systems, including SISAdmin, WUAchieve and WUCRSL, to support the transition to Workday.

Information on: Student/Academic Records | Program of Study Changes | Registration | Degree Conferral | PhD Data

2024-25 Timeline for Registrar Offices

Student/Academic Records

  • To prepare student records for migration to Workday, access to manually create new student records in SISAdmin will be removed on Jan. 24, 2025.
  • Records for current and historical students go live in Workday on Feb. 17, 2025. Workday becomes the source of truth for student contact/demographic data and academic record information on this date.
  • Student records will be created in Workday for new, incoming students when they matriculate via one of WashU’s admissions systems, e.g. Slate.

Program of Study Changes

Beginning Feb. 17, 2025, students can make changes to their programs of study via Workday, including requesting an inter-school transfer (IST). When an undergraduate student tries to change their primary program of study to a program in a different academic unit, this initiates an inter-school transfer request in Workday, similar to an inter-division transfer (IDT) today.

  • To prepare for migration to Workday, Major Programs windows will become view-only in SISAdmin on Feb. 7, 2025.
  • Students can continue to request major/minor changes in WebSTAC until Feb. 6, 2025. Registrar offices must approve or deny open major/minor change requests in SISAdmin by Feb. 13, 2025, for migration to Workday.
  • Beginning Feb. 17, 2025, students can make changes to their programs of study in Workday, and registrar offices can track these changes in Workday via reports.
  • Undergraduate students can apply for inter-division transfers for Spring 2025 in WebSTAC through Dec. 19, 2024. Registrar offices must approve or deny open IDTs in SISAdmin by Feb. 7, 2025, for migration to Workday.
  • The IDT process will not re-open in WebSTAC for Fall 2025. Instead, beginning Feb. 17, 2025, students can request an inter-school transfer when changing their primary program of study in Workday. An assistant/associate dean or another faculty member from the school in which the student wishes to transfer, as determined by the school, will review IST requests in Workday.

Registration

  • Registration for Spring 2025 and Summer 2025 will occur in SISAdmin/WebSTAC. Students will continue to use WebSTAC to manage their Spring 2025 and Summer 2025 registrations (add/drop classes) through the end of the Summer 2025 academic period.
  • Registration for Fall 2025 will occur in Workday. Registrar offices, students and advisors can access Workday on Feb. 17, 2025, to begin preparing. Students will add/drop course sections for Fall 2025 using Workday.
  • Students and advisors will retain access to WebSTAC/WUCRSL/Course Listings to support Spring and Summer 2025 registration activities. Their access will be removed at the end of the Summer 2025 academic period.
  • Registrar offices will retain full access to SISAdmin/WUCRSL to support Spring and Summer 2025 registration activities. Registrar offices will retain view-only access to these systems for 2025-26, after which point, they will be retired.

Degree Conferral

  • Degree conferral/checkout for Spring 2025 and Summer 2025 will occur in legacy systems. Registrars should follow legacy processes for any changes to a student’s expected completion date for Spring or Summer 2025 graduates. This includes students who currently intend to graduate in Spring or Summer 2025 and need to move their intended graduation date to Fall 2025 or later, as well as students who intended to graduate later and need to move their graduation date up to Spring or Summer 2025. 
  • Degree conferral/checkout for Fall 2025 will occur in Workday. Registrars should follow the program completion process in Workday for any changes to a student’s expected completion date for all students not indicated in the bullet above.
  • Students will retain access to WUAchieve until the end of the Summer 2025 academic period. Registrar offices will retain view-only access to WUAchieve for 2025-26, after which point, it will be retired.

PhD Data

Activities that must be completed at various stages of the PhD program are now set up in Workday as academic requirements using a combination of course requirements and any of the following non-course requirements: accomplishments, test achievements or practical learning activities. This data must be populated in Workday to provide an accurate academic progress report.

How PhD data was converted from SIS to Workday

Sunrise brought legacy SIS milestone data into Workday through the data conversion process and translated it as follows:

  • Many legacy SIS milestones translated into accomplishments. Refer to the SIS Milestones and their Workday equivalent mapping table on the Workday@WashU website to see how legacy SIS milestones translate to accomplishments in Workday.
  • Legacy SIS milestones that indicated the completion of qualifiers translated as waived academic requirements in Workday.

Which PhD data to enter in SIS and which to enter in Workday during Spring and Summer 2025 

Because we are turning on Workday functionality on a rolling basis, we will be working in two academic system environments during the 2024-25 academic year. This means that you will need to enter some PhD student data in Workday, some in legacy SIS, and some in both systems.

For PhD students graduating in Spring and Summer 2025:

We need to have data for PhD students graduating in Spring and Summer 2025 in both systems. We will need data in legacy SIS to confer degrees because we can’t begin conferring degrees in Workday until Sept. 8, 2025. We will also need to have Spring and Summer 2025 PhD students’ data in Workday because there’s a possibility they may not complete their programs as anticipated and they will become continuing PhD students. Here are the details on entering this data:

  • Enter milestones in legacy SIS that will translate into accomplishments in Workday through Sept. 7, 2025.
    • Dual entry in Workday is NOT REQUIRED because Sunrise will extract this milestone data for these students from legacy SIS in June and September 2025 and upload the data into Workday.
  • Enter milestones that indicate completed qualifiers in legacy SIS through Sept. 7, and in tandem, maintain educational tests and practical learning activities in Workday from Feb. 17, 2025-forward.
    • In Workday, qualifiers were set up as academic requirements, either as a series of educational tests or practical learning activities that need to be completed. You will enter each of the individual educational tests or practical learning activities needed to complete the series and satisfy the academic requirement.
    • Sunrise will extract completed qualifiers from legacy SIS in June and September 2025 and upload them as academic requirement waivers in Workday. This reconciles the data between legacy SIS and Workday. Academic requirements that have been satisfied in Workday will not have a waiver applied.
For continuing PhD students graduating in Fall 2025 and future academic periods:

Enter accomplishments, educational tests and practical learning activities in Workday from Feb. 17, 2025-forward.

Note: Accomplishment-supporting documents were uploaded to Workday and will be visible in certain business processes to those with security access to the business process. Accomplishment-supporting documents will not be visible on the student record.

Learn about PhD cutover tasks »

Timeline

Key dates and tasks for registrars

Fall 2024Understand what’s changing by reviewing available resources, including watching any Workday Student Sneak Peek webinars you did not attend in Spring/Summer 2024.
Nov. 2024Attend 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 registrar support materials on Workday@WashU before attending Mock enRoll to maximize your experience.
Dec. 2024 Register for a session of the Registrar Functions in Workday instructor-led training when you receive the invitation email.
Dec. 19, 2024Last day that students can apply for inter-division transfers (IDTs) for Spring 2025 in WebSTAC.
Jan.-Feb. 2025 Complete the pre-session eLearnings and attend your instructor-led training session in February. Afterward, complete the supplemental eLearnings and review support materials on the Workday@WashU website.
Jan. 24, 2025Access to manually create new student records in SISAdmin will be removed.
Feb. 6, 2025 Last day that students can submit major/minor changes through WebSTAC.
Feb. 7, 2025 Last day that inter-division transfer (IDT) coordinators can evaluate submitted IDT applications in WebSTAC for Spring 2025. 
Feb. 13, 2025 Last day that registrar offices can approve or deny major/minor change requests in SISAdmin.
Feb. 14, 2025Finish workbooks containing PhD students’ Research Rotations Completed and Dissertation Committee Formed accomplishments as well as the Dissertation Oral Defense Set Up accomplishment if the defense has been set up.

Finish workbooks containing PhD students’ partially completed PhD qualifiers (practical learning activities and educational tests).
Feb. 17, 2025Workday goes live with records and registration functionality and data:

Student/Academic Records
-Records for current and historical students go live in Workday.
-Workday becomes WashU’s source of truth for student demographic data; student demographic fields become view-only in SISAdmin.

Programs of Study Changes
-Students can begin making changes to their programs of study via Workday, including requesting an inter-school transfer (IST).
-Major Programs windows become view-only in SISAdmin.

Registration for Fall 2025
-Students, advisors and registrar offices can begin preparing for registration for Fall 2025 in Workday.
-Students can view their registration appointment in Workday.
Feb. 17-Sept. 7, 2025For PhD students graduating Spring/Summer 2025: Enter PhD milestones and completed PhD qualifiers in Legacy SIS.
Feb. 17, 2025-forward–For PhD students graduating Spring/Summer 2025: Enter PhD practical learning activities and educational tests in Workday.

-For PhD students graduating in Fall 2025 and future academic periods: Enter PhD accomplishments, practical learning activities and educational tests in Workday.

-Begin dual entry of external transfer credit in Workday and SIS.
March 2025Registration for Summer 2025 occurs in SISAdmin/WebSTAC.
March 3, 2025Update PhD students’ completed PhD qualifiers in Legacy SIS for upload to Workday as waived academic requirements.

Manually enter PhD students’ Research Rotations Completed and Dissertation Committee Formed accomplishments as well as the Dissertation Oral Defense Set Up accomplishment if the defense has been set up (if not using workbooks due Feb. 14).
March 8, 2025-Manually enter PhD students’ partially completed qualifiers (practical learning activities and educational tests) in Workday (if not using workbooks due Feb. 14).

-Manually articulate courses between academic records.

-Enter new academic requirement overrides and correct errors from the last load.

April 7, 2025Administrative registration begins in Workday for Fall 2025.
April 15-18, 2025Fall 2025 registration occurs in Workday for Danforth undergraduates and most Danforth graduates. Student registration appointments will fall between April 15-18.
April 2025Graduate/professional programs that follow rolling registration will begin Fall 2025 registration during or after April 2025. Visit the Office of the University Registrar’s website for the upcoming academic period’s registration dates for all programs.
May 2025Registrar offices use legacy systems for Spring 2025 degree conferral.
July 7, 2025Administrative registration begins for incoming first-year students for Fall 2025.
July 14-18, 2025Administrative schedule finalization period for Fall 2025 occurs.
Aug./Sept. 2025Registrar offices use legacy systems for Summer 2025 degree conferral.
Sept. 8, 2025-forward-Registrar offices use Workday for maintaining PhD student records and for PhD degree conferral.

-End dual entry of external transfer credit in Workday and SIS.
Dec./Jan. 2026Registrar offices use Workday for Fall 2025 degree conferral.