Cutover Tasks for Registrar Offices

Those who maintain academic records, including school registrars and their staff, need to complete the following cutover tasks to finalize academic data migration from SIS to Workday.

Due dates for specific tasks are included below and may vary between tasks. Some tasks may have correlating Box folders for ancillary items, including workbooks, instructions and reference materials. Within Box, you may request access to folders and/or files for your staff who may need to assist you in completing these tasks.

We may add additional tasks to this webpage and communicate them to registrar offices as necessary.

PhD Qualifiers

Complete Task 1 no later than end of business March 3, 2025, and Task 2 no later than end of business Feb. 14, 2025, if entering data in workbooks, or by end of business March 8, 2025, if entering data manually. This will allow PhD students and their advisors to have accurate information about what program requirements need to be completed and to help directors of graduate studies see whether students are meeting their academic requirements in a timely manner.

In Workday, PhD milestones for qualifiers are set up as academic requirements, either as educational tests or practical learning activities (other qualifying activities such as papers or projects). PhD students may need to complete a series of educational tests or practical learning activities to satisfy the academic requirement. Educational tests or practical learning activities that are part of a series are tracked individually for PhD students in Workday.

On Nov. 20, 2024, Student Sunrise bulk uploaded SIS milestones that indicated completed qualifiers for PhD students and waived those academic requirements in Workday. Now we need to gather any SIS milestones that indicated completed qualifiers for PhD students since that date.

Task 1: Update completed qualifiers in SIS

No later than end of business March 3, if you have students with completed PhD qualifiers that haven’t yet been entered as milestones in SIS since the Nov. 20, 2024, bulk upload, please update SIS with this data. The project will then bulk upload this data from SIS to Workday to waive the academic requirements for all completed qualifiers on these students’ records.

After completion of the cutover task, enter any new data in SIS:

Through Sept. 7, continue to enter qualifiers in SIS for PhD students who have completed their qualifiers. This is necessary because we will be performing degree audits in SIS for students completing their program before Fall 2025. The project will bulk upload this data to Workday again in June and Sept. 2025. We will begin conferring degrees in Workday on Sept. 8.

Task 2: Enter partially completed qualifiers in Workday

Enter partially completed qualifiers (educational tests and practical learning activities) for PhD students in Workday. Either enter the data manually in Workday or via workbook for upload to Workday.

For bulk upload:

Enter the partially completed qualifier data for each PhD student in the applicable workbook – educational test data in the Qualifying Exams workbook and practical learning activities in the Practical Learning workbook. These workbooks are in your school’s folder inside the Sunrise Cutover Tasks for Registrars > PhD Qualifiers folder in Box along with references to use. Instructions to help you complete the workbooks are inside the Sunrise Cutover Tasks for Registrars > PhD Qualifiers folder in Box: Instructions for Cutover Task – Update Qualifier Data.

Enter the partially completed qualifier data to your school’s workbooks no later than end of business Feb. 14 when the project will pull your workbook data for bulk upload to Workday.

For manual data entry:

To enter practical learning activities for PhD students in Workday, refer to the following instructions in the Manage Student Accomplishments and Create Practical Learning tutorial on Workday@WashU: Register a student for a practical learning offering.

To enter educational tests for PhD students in Workday, refer to the following instructions in the Instructions folder inside the Sunrise Cutover Tasks for Registrars > PhD Qualifiers folder in Box: Loading Education Test Results (Manually).

You may begin entering data manually on Feb. 17. Complete your data entry no later than close of business March 8.

After completion of the cutover task, enter new data in Workday:

After completing your workbook or manual data entry for Task 2, going forward, you will enter any newly completed educational tests and practical learning activities in Workday.

Accomplishments Not Maintained in SIS

Complete no later than Feb. 14, 2025, (if using your school’s workbook) or March 3 (if manually entering in Workday) to allow PhD students and their advisors to have accurate information about what program requirements need to be completed and to help directors of graduate studies see whether students are meeting their academic requirements in a timely manner.

In Workday, PhD milestones are set up as academic requirements in Workday. SIS milestones that are set up as accomplishments in Workday will be brought over to Workday through data conversion, and those requirements will be satisfied on the academic progress report.

Two PhD milestones are not recorded for PhD students in SIS—Research Rotations Completed and Dissertation Committee Formed—and need to be added to Workday as accomplishments for PhD students who have completed these milestones. Also, some schools do not record an SIS milestone for PhD students completing the Dissertation Oral Defense Set Up, and this accomplishment needs to be added to Workday for students who have completed it unless they have an SIS milestone for Dissertation Oral Defense passed. Students who have passed their dissertation oral defense will have their Dissertation Oral Defense Set Up requirement waived in Workday.

Task: Enter Research Rotations Completed, Dissertation Committee Formed and Dissertation Oral Defense Set Up accomplishments in Workday

Enter Research Rotations Completed and Dissertation Committee Formed accomplishments for your school’s PhD students in Workday for students who have completed these milestones.

For PhD students who do not have an SIS milestone for Dissertation Oral Defense Set Up and do not have an SIS milestone for Dissertation Oral Defense passed, enter the Dissertation Oral Defense Set Up accomplishment in Workday if the defense has been set up.

Either enter the data manually in Workday or via workbook for upload to Workday.

For bulk upload:

Add Research Rotations Completed, Dissertation Committee Formed and Dissertation Oral Defense Set Up accomplishments for each student to the workbook in your school’s folder that’s inside the Cutover Tasks for Registrars > PhD Accomplishments on Box. Instructions to help you complete the workbook are inside the Sunrise Cutover Tasks for Registrars > PhD Accomplishments folder in Box.

Enter these accomplishments for PhD students in your school’s workbook no later than end of business Feb. 14 when the project will pull your workbook data for bulk upload to Workday.

For manual data entry:

Refer to the following instructions in the Manage Student Accomplishments and Create Practical Learning tutorial on Workday@WashU: Add an accomplishment to a student’s academic record.

You may begin entering data manually on Feb. 17. Complete your data entry no later than close of business March 3.

After completion of the cutover task, enter new data in Workday:

After you have completed your workbook or manual data entry, continue entering new Research Rotations Completed, Dissertation Committee Formed and Dissertation Oral Defense Set Up accomplishments for PhD students in Workday.