Academic Records

In Workday, an additional academic record will be generated for a student when one or more of the following conditions are met:

• A student’s cumulative GPAs should be calculated separately
• Academic policies are different for programs in which a student is enrolled, e.g., undergraduate vs. graduate
• An application is required for a student to add a new program of study. For example, an MD student who wants to add the MPH program of study will need to follow a separate application process for the MPH program.
• A student’s programs of study follow different academic calendars, such as for Medical Scientist Training Program (MSTP) students who are MD and PhD

There are three common scenarios during which a student may have multiple academic records:

• Consecutive academic records involve two distinct credentials that are completed with no overlap in time, for example, a student who completes an undergraduate degree then returns for a graduate degree.
• Overlapping academic records involve concurrency of two distinct credentials for a period of time, for example, a BS/MS student who elects to have their BS degree conferred before completing their MS degree.
• Fully concurrent academic records involve two distinct credentials completed at the same time, for example, a student receiving a Master of Social Work (MSW) and Juris Doctor (JD) degrees.

Reporting record

When a student has more than one academic record, one will be designated as the reporting record to drive processes and reporting in Workday, similar to what we think of as the record for prime divisions/prime programs today.

When a student registers, users with the correct security access (primarily registrars) will apply courses to the student’s reporting record. The reporting record is also the record used for financial aid and student financials processing, including National Student Clearinghouse (NSC) reporting, financial aid attendance plans, and billing.

A student can only have one academic record as their reporting record at any time. The reporting record is set by default to the first matriculating record. If that record is no longer active, the reporting record updates to the next earliest active record.

For example, an undergraduate student who has already matriculated into their undergraduate program and is accepted into a graduate program will have the undergraduate record as their reporting record. Once they complete the undergraduate degree, the graduate record becomes the reporting record.

Reporting records for dual programs

School registrars will need to make a request in Workday in order to change a student’s reporting record, for instance, to update tuition billing for students in dual programs. The school with the current reporting record will have to approve, and then the Office of the University Registrar (OUR) will make the change.

One case where a reporting record switch is recommended is for students pursuing a bachelor’s degree together with a master’s degree, sometimes referred to as 3/2 students. Their reporting record should be switched when the bachelor’s is conferred or after their fourth year, whichever comes first.

Another case is for students who are in programs that follow separate academic calendars, such as Medical Scientist Training Program (MSTP) students who are MD and PhD. Note: There is specific timing around these changes, which should be driven by a memorandum of understanding (MOU) between schools/programs.