Workday at Brandeis

Workday Student replaced Sage, Brandeis’ old student information system. It is the system of record where students go to view information and access tools related to personal and contact information, financial aid, student account information, academic records, academic planning and records, and registration.

Workday Student provides a streamlined system for students as they engage with Brandeis throughout their academic careers, enabling them to:

• Update personal information
• Register for classes 
• Add or drop classes
• View grades 
• View financial aid and financial information 
• Access advising information

Your enrollment window is defined based on your current class standing. Class standing is based on your completed (and graded) units. For example, Seniors are students who have earned 88 or more credits. Appointments are automatically assigned in Workday, as long as you are an active student. Additionally, Round 3 appointments (Dec. 3) will be released upon completion of round 1 enrollment windows which conclude on Dec. 1.

Spring term 2022 Registration Schedule

Early registration for new undergraduates starts at 10:00am, Wednesday, Dec. 1 (and at 10:15am for students currently studying abroad) and runs until 11:59pm, Monday, Dec. 6. 

Priority registration for students approved by Student Accessibility Services runs from noon, Monday, Nov. 29 through 11:59pm, Monday, Dec. 6.

• Round 1 (first years and seniors) - Wednesday, Dec. 1, 11:30am - 11:59pm (credit limit: 6)
• Round 1 (sophomores and juniors) - Wednesday, Dec. 1, 1:30pm - 11:59pm (credit limit: 6)
• Round 2 (sophomores and juniors) - Thursday, Dec. 2, 9:30am - 11:59pm (credit limit: 12)
• Round 2 (first years and seniors) - Thursday, Dec. 2, 11:30am - 11:59pm (credit limit: 12)
• Round 3 (all undergraduates) - Friday, Dec. 3, 9:30am through Monday, Dec. 6, 11:59pm (credit limit: 22)

Early registration for graduate students starts at 11:30am, Wednesday, Dec. 1 and ends at 11:59pm, Monday, Dec. 6.

General registration for all students starts at midnight, Monday, Dec. 6. (All times are listed in eastern standard time.)

No. You may choose to utilize the academic planning tools in Workday, such as the academic plan or schedule feature to view simulations of courses but it is totally optional. However, if you do not create a plan or schedule, you may register for a course by using the "Find Course Section Brandeis" report.

Helpful resources: using academic plans job aid and search and register for courses job aid

Schedules are a great way to register within Workday. Due to Brandeis having three rounds of registration spanning 12/01 - 12/06, you will need to create three separate schedules, if you choose to utilize the schedule functionality. Having three schedules will allow you to plan the courses you need to take over the coming days and quickly be able to register for each during each unique registration appointment.

If you currently have one schedule, you will need to create two additional schedules and move the additional courses you would like to register for to the newly created schedules. The max units to register for round 1 is 6 units. The max to register for round 2 is an additional 6 units (12 units total).

Pre-requisite overrides within Workday are used to override an academic requirement that may be preventing you from registering from a course.

Pre-requisite overrides are not used for waitlist management. To be moved from a waitlist to the course roster, the department administrator or instructor of the course will need to manage the waitlist within Workday and manually add the student to the course.

This could be due to a number of causes. First, using your student profile select the academics tab and the academic progress tab to validate that the transfer credit has been applied to your student profile. If the credit was not applied within Workday, you will need to reach out to the Registrar's Office (registrar@brandeis.edu) to ensure your credit is accounted for. You also may submit a pre-requisite override request through your academic worklet for your instructor or department administrator to approve if needed.

The instructor or department administrator must approve any override requests in Workday before you are eligible to enroll. Once the request has been approved, you will get a notification within Workday alerting you that it has been complete. Once complete, you will be able to register for the course.

While waiting for an override request in Workday, you will not be able to enroll in the course until the request is fully approved. The request will need to be approved by either the department admin or the instructor prior to being able to register in the course.

If the course section is not pre-populating, you don't need to request permission to enroll in the class. If you are still unable to enroll, please contact the Registrar's Office (registrar@brandeis.edu).

To see course capacity, navigate to your academics worklet, then select "Find Course Sections Brandeis" under the Planning and Registration menu. By entering your term (Spring 2022) and academic level (undergraduate or graduate), you will see the course schedule that meets your defined search. By selecting the course title in blue (which is link to the course itself), you will then see the enrollment and capacity for the course.

It will make it much easier to register the class that “failed” if both course sections are on your schedule when you initially try to register.

You do not need a prerequisite override. Click on the hyperlink for the course section that failed. You’ll see a “register” button there. You can register directly from there.

Waitlisted classes may not have seats available until January 2022 and even then there is no guarantee that seats will open up. You can register for another open class (that does not generate a time conflict). If a seat opens in your first choice, you can drop the second choice class and enroll in your first choice. Waiting for a class may impact your ability to carry a full course load. Refer to the manage my waitlist job aid for detailed instructions on how to add, register or drop a waitlisted class.

Waitlisted courses do not count towards your daily registration unit limit. You will be able to continue to register for courses up to your credit capacity. If a seat opens for the course you are waitlisted in, you will need to take action in your Workday inbox to approve the request within 24 hours. Once approved by the student, the courses will count in your current unit count.

You may also be receiving an error message because you cannot waitlist for a course if you are enrolled/waitlisted in another course held during the same meeting time (i.e., time conflict).

You cannot waitlist for a course unless you meet the prerequisites for the class. If you do not meet the prerequisites, please submit a prerequisite override request to put yourself on the waitlist.

Yes, but you cannot take the lab without the lecture unless you get permission from the instructor through the permission to enroll/prerequisite override request process.

You can add yourself to the waitlist in case a spot opens up for the spring term.

HWL courses do not pull into the Spring 2022 course search as these are module courses. Students will have to search by module 1 or module 2, to locate HWL courses when using the Find Course Sections Brandeis Report.

If you are trying to enroll in HSSP 89a or HSSP 100b, you will need to request permission through Workday via 'Request Permission/Prerequisite Override'

If you are trying to enroll in HSSP 110a, no further action is required at this time. Students will be enrolled by the Registrar's office from a list provided by the program on Dec 3.

Workday offers a feature called reserved seating. Reserved seats may be reserved for a defined population of students such as a students academic year of study (ex: First-Year) or for a particular program of study (ex: Biology majors). Seats may look available by viewing the course capacity but the seats may actually be held for the defined student population. If you do not meet the defined population and no general seats are available, you will be unable to register in a course but may add yourself to the course section waitlist.

Please confirm that your department administrator has submitted the request to the Registrar's Office (registrar@brandeis.edu).

Workday does not allow the 'Request Permission/Prerequisite Overrides' task to be used for students taking courses outside of their career. For an undergraduate to enroll in a graduate course (numbered above 199), or a graduate student to enroll in a class numbered below 100, you must fill out an add/drop form and submit that to the Registrar's Office (registrar@brandeis.edu) along with either the instructor's signature on the form or an email indicating approval.

Faculty will not be able to see students' grades in other courses unless they are a faculty advisor.

Enrollment appointments will still be required. Enrollment appointments are based on the Brandeis Academic Calendar that will be available within Workday Student.

In Workday Student, there is a text box to fill in the Advisor. The business process may vary by school for advisor selection.

Within the student profile, there are various types of student statuses. A student who is on a leave of absence will show up as an active student on the Student Summary page of the student profile. However, we would see the specific leave of absence status located on the academics tab, where the programs of study are listed.

Students with a withdrawn status have started their course work at Brandeis, but have left the institution either by choice, or as requested by administration. Students with a discontinued status have been admitted, but decided not to attend Brandeis before starting their course work. We will also use the discontinued status to inactivate non-degree records (e.g., cross-registration students or special students).

Staff who currently receive notification of student changes of status will continue to do. However, those notifications will be sent via Workday rather than by email. Please note that the Registrar's Office will be retiring the google sheets used to track changes of status. Instead departments will be able to generate reports to view students with a change of status.

Currently, the Registrar's office is the only office that can run transcripts. However, the Academic History and Academic Statistics tabs in the Student Profile show all of the information available on an unofficial transcript. Department administrators will be able to pull a comprehensive listing of all the students in their department.

The project team is working on various custom reports in Workday Student. For school specific needs, please email workday@brandeis.edu with additional detail you are looking to see within your report.

Any graduate program that had audits before, will continue to have them in Workday. We are building out Heller audits; GSAS will take a little more time, so when we go live with Milestone 2 at the end of April there will not be an audit for GSAS immediately available. We will continue to build that audit out so that we have audits for all Masters students, at the very least! We hope to have PhD audits in the future as well.

The process to track milestones in Workday will be different than the current process of using the Audit Checklist form. Brandeis will have transcript notes within Workday that will appear at the bottom of the transcript in the same way that they currently do.

Please note that the process is specific to PhD students, therefore the project team will be working with each department and the Registrar's Office to review and document the current process.

PhD audits in GSAS are part of the long term plan for Workday Student. We will begin with Masters audits in GSAS and then work towards the PhD audits.

The same process of grading will be in effect within Workday. As a reminder, this means that a C- or better is required for an undergraduate student to satisfy a requirement or pass a course. Most graduate programs require a B- or better.

Unfortunately, this is not something we will be able to accommodate in Workday with current functionality. From the Registrar's Office point of view, if the requirement is complete and the student is going to graduate, then the requirement is considered complete. The Registrar's Office would prefer not to move courses in and out of the degree audit just to change the program of study GPA, ultimately due to staffing constraints.

By default, the primary program of study will be the first program of study that the student declares. This can be adjusted in Workday, but Brandeis would like to limit unnecessary changes to the student record.

Due to system security at this time, staff members with access to update a program of study for a student, will see all programs within Brandeis University, regardless of their unit.

An Undergraduate student is allowed to declare three majors at Brandeis. If a student is not already declared in three majors, then the order which the student adds the programs does not matter. However, if a drop is currently in progress within Workday, you will not be able to add a major. If this is the case, the request button will simply not be available for the requestor. As soon as the drop is completed, the Request button within Workday will be available again.

It is not a system requirement that minors must have an advisor tied to a minor; however, the Brandeis process is that all programs must have a faculty member tied to it. This provides students with a program contact.

Academic Administrators will have the ability to see any and all students regardless of their major or program of study. This was a purposeful change from Sage, because we know there are times when Academic Administrators may need to see students outside of their specific school or unit.

Students will be matriculated into the 5-yr programs by the respective graduate admissions office. For the four-year BA/MA and BS/MS programs, the Registrar's Office is still discussing how this information will be entered into Workday.

The My Advisees report does not show the total units required (128 units for all undergraduate students), but advisors will see this information on the student's profile, under the academics tab and academic progress subtab.

Yes! You will be able to search for students by first and/or last name, student id, email and more!

Students will continue to have a SAGE id, but it will transition to being called a student ID in Workday. It will remain the same number if the student had an existing Sage ID.

Yes! Academic Administrations will be able to view all student profiles. In addition, the training team is working to compile a list of reports that will be useful to department administrators.

Course grades are located on the student's profile page. By navigating to the Academics tab, then academic history, users will be able to view course grades and grade points.

Program requirements are loaded into Workday for IBS, GPS and Heller. Graduate programs in the Graduate School of Arts and Sciences will continue to be built out over time.

The academic plan feature in Workday allows students to select required courses by program requirements. If a student does not utilize the academic plan feature, the student will not be notified that a course does not meet program requirements.

Students will request overrides within Workday. Once requested, notifications will go to both the instructor and Dept administrator. Either of these roles can approve the override, though it may vary by school or academic department.

Foundational literacies that must be met through major requirements will be listed on the Academic Progress tab in the student profile. When you click into the literacy, you will see the course eligibility rule, which lists the course that the student must take for that specific requirement.

Yes! For GPS students each time a requirement is completed, the visual circle will update to show the fulfilled requirement.

Department administrators will have access to view all students.

The Registrar's Office will apply AP credit to a student's profile. An override is not required.

Graduate student overrides must be initiated in Workday.

Undergraduate students will continue to use the existing Qualtrics form to petition for substitutions and exemptions. The Registrar's Office will complete any overrides within Workday for requirements that are approved using Qualtrics. However, you may choose to use the Workday functionality to override a requirement for an undergraduate stud

Pre-med students will not have an academic plan template, but they can create an academic plan that includes the pre-med requirements at any time. If we create an advisory program for pre-med, we can configure academic requirements for that program of study. The requirements will appear on the student Academic Progress tab and will be visible to the student in their academic plan.

As an academic services advisor, you will have access to student notes within Workday that you could choose to share with students. If shared with a student, a student will be able to view the note on their student profile.

The Academic Plan pulls courses from the Course Catalog, not the Schedule of Classes for a particular semester. Students should review their academic plan when the schedule of classes is published each semester. Students can update their academic plan at any time.

Yes! Students can incorporate multiple programs of study into a single plan, including minors. Students may also create multiple academic plans.

Yes! Students can add courses to their academic plan without satisfying the prerequisite requirements. The status column on the far left of the plan will tell a student if they are eligible, or ineligible to enroll. Once the student satisfies the prerequisite, or receives a prerequisite override from the instructor, the status column will update.

Yes! Students will be able to enroll during pre-registration, but if they don't earn an appropriate grade, there is a way to automatically drop them within Workday.

Advisors may utilize the "My Advisee" report to see a listing of their various advisees. We do show tags for international students, student athletes, and their various programs of study. A preview of this content may be found in the instructional videos under the resource tab, in the March Staff Readiness workshop.

Yes! Students will be able to use the support network to see all types of advisors.

Yes! Within Workday Student, there is a feature called Evaluate Academic Requirements that students and advisors will be able to run to be able to see forecasted major or minor additions or adjustments.

There will not be a shopping cart for registration in Workday. However, Workday Student does offer Academic Planning features which functions in a similar fashion as a registration shopping cart. With Academic Planning students can map out the courses they want to take during their time at Brandeis. Academic plans can be used to register for courses during a student's registration appointment, similar to the Shopping Cart feature.

If there are course sections that require pre- or co-requisites, and if the student has not yet completed those requirements, the student will not be able to register for that course. We are reviewing the waitlist process and will provide more information in the future.

Yes, instructors can waive prerequisites within Workday. By using the Registration Troubleshooter, students can request an override for a course prerequisite. Once requested, the instructor will receive an inbox item to approve the requirement waiver.

Yes! Students must register for both course sections if the sections have a determined co-requisite. In addition, when planning using an Academic Plan, if there are course sections that are co-requisites, and if the student has not yet completed those requirements, the student will not be able to register for that course.

Yes! There will be mechanisms in place to prevent drops from required courses such as UWS. These mechanisms include alerts and reports within Workday Student.

Yes, students will be able to drop HWL modules. There will be reports in Workday accessible to staff to track course drops.

Yes! Students must register, and be enrolled, for both course sections if the sections have a determined co-requisite. If a student tries to drop one course, the student will get a notification alerting them of the impact of the change.

Students can access course syllabi directly in LATTE.

Yes, students will be prevented from dropping courses if they fall below the minimum rate of academic units.

There will not be a shopping cart for registration in Workday. However, Workday Student does offer Academic Planning features which functions in a similar fashion as a registration shopping cart. With Academic Planning students can map out the courses they want to take during their time at Brandeis. Academic plans can be used to register for courses during a student's registration appointment, similar to the Shopping Cart feature.

There is an may be opportunity to tag classes for half course credit after our April go live. In addition, there may be an opportunity to advance a current Workday Student customized report to allow units in the faceted search criteria. We will ensure this feedback is taken back to the project team and discussed for consideration.

Yes! You can download or print reports directly from Workday. While viewing a report, select the printer or Excel icon from the top right-hand menu of icons to download or print report(s) within Workday.

Administrators may have access to student financial information in Workday which will be based on role and business needs.

Yes, once we make the full transition to Nelnet, students and parents will use nelnet.com/welcome to access the site. More information about access to and using Nelnet will be sent to students and parents in the upcoming month. Stay tuned!

Workday security has been set up so that if you currently have access and it is still pertinent to your job, then you will be set up with access once we fully transition to Workday. If you have any questions as to whether or not access should be supplied to you, please reach out to the security team through the Workday help link.

If you have security access to view student holds then you would absolutely be able to see the details about the types of holds students have.

Workday Student is not enabling Work Study so as of now administrators will not be able to look up award balances for students. We are working on creating a report for administrators; we will send a noticiation when it is available.

Work study is not applied to students' bills so administrators and students will not see it as part of their statement. We are working to make Workday balances available to students. You will be notified if it becomes available.

Yes. Students will be able to add themselves to, or remove themselves from, a course waitlist.

Based on community feedback, the Workday Student project team is working to ensure that faculty will be able to enroll students from the waitlist for their respective sections.

Yes. Faculty and academic administrators will have the ability to manage waitlists within Workday.

Faculty will not receive an automatic daily summary of waitlisted students, but they may generate a list at any time by viewing the waitlist details.

Students can view their own waitlist status on their student profile. If the student no longer wishes to take a course for which they are on the waitlist, they can remove themselves. However, please note that there are no automated notifications.

No, there currently is not a way to remove via  group or batch function. At this time, students will need to be removed through the task entitled "Remove Student from Waitlist," which removes students one at a time from the waitlist.

No, there will no longer be codes for students to register themselves. To register a student from the waitlist, an administrator or faculty member will run the "Register Student from Waitlist" task. However, once a seat becomes available, the student next on the waitlist will receive an inbox item to act upon to register for the course. Once the student approves this inbox item, no further action is needed.

During the registration period, multiple students may be registered for a course at once. Once the course meets capacity and students begin to get waitlisted, only one student may be enrolled off the waitlist at a time.

Signature required courses will have a prerequisite tied to the course, allowing staff to approve students meeting the requirement in the specific section, during their open registration window.

The leave of absence and the withdrawal processes should generally be initiated by the student but select staff members, including the Registrar's Office, Academic Services, and GSAS/Heller/IBS student services offices will be able to initiate on a student’s behalf, if needed.

Yes. A glossary of search terms may be found by searching with the "?" symbol in the search bar in Workday.

Please direct any concerns, questions, or feedback to the Workday Student project team at workday@brandeis.edu. Your feedback is important to us!

Students will be able to add themselves to, or remove themselves from, a course waitlist during the registration process. Faculty will not receive an automatic daily summary of waitlisted students, but they may generate a list at any time by viewing the waitlist details.

If a seat opens for student, it will go in automatic, sequential order, down the waitlist. Students will be notified via a Workday inbox item that a seat is available, and based on the popularity of the course, the student will have a defined set of time to accept or decline the seat.

If no action is taken by the student during the allotted time, Workday will work down the waitlist order. However, faculty and staff, such as department administrators, will be able to manually manage the waitlist for their respective course sections. This means individuals with proper permissions will have the ability to add or remove students on a waitlist, manually register the student for a course, or edit the waitlist order for the course section, allowing flexibility in course enrollment.

The primary program of study is the one carrying the credential. As majors are declared or changed, the Registrar's Office will make adjustments to stick to this pattern. The BS will be the primary Program of Study. If a student declares a BS after a BA, the Registrar's Office will make sure that the BS is the primary program of study. As majors are declared/changed we make adjustments administratively to ensure we stick to this pattern.

Students will need to claim their AP credit through the Registrar's office. Once the credit is processed, the student's eligibility will update in Workday and an override will not be required. If we do not have a student's AP scores, the student will need to request an override.

Dismissal is not being used in the place of withdrawal. Dismissal would be used by the Dean of Students or Student Right and Responsibilities. If COAS initiates a request to dismiss the student, the term for which the dismissal is effective is required. However, the terminology of dismissed does not appear on the transcript. We will the historic practice of adding a transcript note when a student is required to withdraw by COAS.

Students with a withdrawn status have started their course work at Brandeis, but have left the institution either by choice, or as requested by administration. Students with a discontinued status have been admitted but decided not attend Brandeis before starting their course work. We will also use the discontinued status to inactivate non-degree records (e.g., cross-registration students or special students). Keep in mind that Academic Services staff will primarily use "Withdraw" and "Leave of Absence". The Registrar's Office will be using discontinued for the reasons stated above.

There will not be any notations on the transcript if the student drops a course for medical reasons.

Yes! Student notes may be used for alumni even if their status in Workday is inactive.