How administrators maintain course offerings and student eligibility

School registrars and departmental administrators spend significant time reviewing and manipulating waitlists and rosters to enforce prerequisites and prioritize enrollment for specific populations of students.

In Workday, there are several new tools to manage who can register for what in addition to waitlists.

Upcoming webinars

Join us for the Workday Student Sneak Peeks series to get familiar with the new system and what’s changing, including how we manage courses and enrollment.

Course and course section eligibility

Part of setting up a course is defining who is eligible to take it. For example, only first-years are eligible for first-year seminars.

In Workday, eligibility rules are listed on the course description and enforced by the system, meaning only students who are eligible can register (without an override). These eligibility rules can be applied automatically for simple requirements, like pre-requisites or class standing. They also can be managed manually for requirements like instructor permission.

Enrollment access

On a broader scale, Workday allows schools to specify which course offerings from other schools their students can enroll in, as well as whether students from other schools can enroll in their own courses. For example, Arts & Sciences allows their undergraduate students to take classes from all other schools, with the exception of the School of Continuing and Professional Studies (CAPS). The School of Medicine only allows their own students to take their classes. Enrollment access is defined per academic unit.


Reserved capacity

Course sections can be set up to reserve a specific number of seats for a specific population, for example, for students from a particular major or class year. Workday calls this reserved capacity.

Effective dating

Effective dating allows administrators to create new versions of a course for minor changes, e.g., grading basis or number of units, rather than creating an entirely new course and course number. This new functionality will allow us to more effectively track the history of changes to a course over time. ​It also will address the current need to create new courses and course numbers for such changes, which has led to some departments running out of numbers.