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Workday Student Basics

Q. What is Workday Student? (March 3, 2021)

A. Workday Student is Stevens’ comprehensive new student information system that streamlines many of the tasks you need to perform from enrollment through commencement. Workday Student is an extension of the Workday HCM (Human Capital Management) platform that Stevens faculty, staff and student workers already use to manage all their human resources tasks. Workday Student brings a host of additional functions to Workday and places everyone at Stevens on one modern platform that can be accessed with a single login.

Q. What are some of the improvements and benefits of Workday Student? (March 3, 2021)

A. Workday Student is a comprehensive system that will make it much easier for students to manage important tasks, starting from the time they enroll right through graduation. It will streamline and automate processes that are now spread among several outdated legacy systems — including some processes that are still done on paper and require routing to different offices for signatures. Another benefit of Workday Student is that it will evolve. Stevens and our partners at Workday will continue to develop and improve the system based on our users’ experiences.”

Q. Who will use Workday Student? (March 3, 2021)

A. Workday Student will be used by students, faculty and academic staff. 

Q. I’m a student. What functions will I use Workday Student for? (Updated March 8, 2021)

A. When fully implemented, Workday Student will help students manage the following:

Academics

  • Register for classes
  • View schedules
  • View grades
  • View holds
  • Add or drop classes
  • View academic plans
  • Check progress toward degree completion
  • Apply for degree/program completion

Finance 

  • View pending financial aid awards
  • View tuition and fees
  • View details about student account activity
  • Pay bill

Q. I’m a member of the faculty or academic staff. What functions will I use Workday Student for? (March 3, 2021)

A. When fully implemented, Workday Student will help faculty manage the following:

  • View class rosters
  • Enter and change grades 
  • Verify student participation
  • View and approve academic plans
  • View degree requirements
  • Monitor students' progress toward degree completion

Members of the academic staff will be able to view class rosters and check academic plans.

Q. When can I access Workday Student? (Updated March 10, 2021)

A. Rollout will take place as follows:

  • Faculty and staff with access to Workday Student are able to use it starting Thursday, March 4.
  • Students have access starting Wednesday, March 10.
  • Fall 2021 registration for all students will take place using Workday Student beginning Tuesday, April 6. The schedule for registration is available here. Please note that the fall 2021 semester course schedule will be available in Workday Student late in the week of March 15. An announcement will be sent by the Office of the Registrar when the schedule is available.

Access and Support

Q. How do I access Workday Student? (March 3, 2021)

A. There are two ways to get in: 1) Visit myStevens, log in and click the Workday icon on the homepage; 2) Go directly to workday.stevens.edu and log in there with your Stevens credentials.

Q. How can I get help using Workday Student? (March 3, 2021)

A. To learn more about the system, visit the Workday Student pages on myStevens. You will find:

Live Zoom support is available for immediate questions through the registration period, concluding April 21. Visit this page for times and links.

For all other issues, please file a support ticket and a member of the Workday Student team will respond as soon as possible.

Q. Where can I learn how to use Workday Student? (March 3, 2021)

A. Visit the Workday Student pages on myStevens (the university’s intranet). You’ll find information on the Resources page and video tutorials on the Workday Wednesday page.

User guides for faculty and staff are on the IT TeamDynamix website in the Knowledge Base. (Sign to view the full list). User guides for students are in Canvas.

Q. “Worklets?” “Holds?” How can I learn about all the terms used in Workday Student? (March 3, 2021)

A. A glossary explaining all the terms in Workday Student is available here and under Resources on the Workday Student intranet pages.

Q. I am a student worker and I already use Workday HCM to log my work hours. Do I need to set up a separate Workday Student account? (March 3, 2021)

A. No. Workday Student is an expansion of the Workday HCM system you already use for human resources functions. You can accomplish everything you need using a single Workday login.

Functions for Faculty and Staff

Q. Can I use Workday Student to enter in grades for spring and summer 2021 courses? (March 3, 2021)

A. No. For Spring and Summer 2021, you should follow current processes by utilizing Canvas or Web for Faculty.

Q. Can I view historical academic records in Workday Student? (March 4, 2021)

A. Yes.

Q. When will Workday become the system of record for all student information? (Updated March 8, 2021)

A. Workday Student becomes the system of record for all student information beginning academic year 2021-2022. The rollout for Workday Student will happen in phases beginning with fall 2021 registration in April 2021; followed by  tuition billing, including pending financial aid, and payments in July; and spring 2022 registration in October 2021. PowerFAIDS will remain the system of record for the Office of Financial Aid.

Q. Where can I go to learn more about how to approve tasks in my inbox? (March 3, 2021)

A.  Please consult the tutorial video on the Workday Wednesday page.

Q. Where can I go to learn more about how to review a student’s profile? (March 3, 2021)

A.  Please consult the tutorial video on the Workday Wednesday page.

Q. Where can I go to learn more about a student’s academic plan? (March 3, 2021)

A.  Please consult the tutorial video on the Workday Wednesday page.

Functions for Students

Q. How do I find courses I can register for? (Updated March 10, 2021)

A. Enter “Find Course Sections" in the global search bar in Workday. It is also in the menu of options under your Academics worklet: Academics > Planning & Registration > Find Course Sections. Please note that the fall 2021 semester course schedule will be available in Workday Student late in the week of March 15. An announcement will be sent by the Office of the Registrar when the schedule is available.

Q. How can I explore my GPA? (March 3, 2021)

A. After you log in, click your profile picture, then click View My Profile. Please note that you will see two profiles (Worker and Student) if you are a student worker. Click the student profile and then the Academics icon to view Academic History. The Academic History tab will display your cumulative GPA and your Academic Period GPA.

Q. How can I view my student account balance? (Updated April 6, 2021)

A. Click the Finances worklet (icon) under Applications. During the week of July 6, 2021, your current account balance will be available under Account Activity. Additional details can be found about your balance by selecting View Statement.

Q. When can I view my student account balance? (Updated April 6, 2021)

A. Your student account charges will be assessed in Workday starting the week of July 6, with a due date of August 8. After that date, you can view your account activity and remit payment online by accessing the Finances worklet (icon) under Applications.

Q. When can I enroll in a payment plan for fall 2021? (March 25, 2021)

A. Payment plans for fall 2021 will be available in June. When the payment plan is open for enrollment, a link to the plan will be available on your Finances worklet (icon) under Applications.

Q. How do I provide access to my parent or authorized third party to make a payment or sign up for a payment plan? (March 25, 2021)

A. Beginning in June, you will be able to add a parent or an authorized third party to the Nelnet Payment and Payment Plan portal. This will allow your authorized third party to make a payment and set up a payment plan on your behalf. In June, the link to enroll an authorized third party will be available on your Finances worklet (icon) under Applications.

Q. Will my grades be posted in Workday? (March 3, 2021)

A. Yes, all grades will be posted in Workday. You can view your grades by logging into Workday and selecting the Academics worklet (icon) under Applications. In the Academic Records tab, select View My Grades and the academic period you want to see.

Q. How can I apply for graduation? (Updated March 19, 2021)

A. Students can only apply for graduation in Workday starting with the fall 2021 degree conferral date. Summer 2021 applications must still use paper Applications for Conferral. To apply in Workday, follow this procedure:

Click the Academics worklet under Applications. On the right side of the screen, under Academic Records, click on Apply for Program Completion. If you have more than one program of study, you will have to select an option in the Academic Records field. If you only have one program of study, this box will be pre-populated. Select the check box next to the program of study you are applying to complete, then click the Confirm checkbox, then OK. The next screen will show all programs of study you have selected as Applied for Completion. Then click Done.

Q. How do I change my preferred/chosen name? (March 3, 2021)

A. Click on your profile photo in the upper right corner of the Workday homepage, then select View Profile. On the next screen, click the Actions button, then Personal Data, then Change My Preferred Name. To use a name other than your legal name, unclick the Use Legal Name as Preferred Name checkbox, then enter your preferred/chosen name. Click Submit when you have made your changes; this change will now be sent to the Registrar for review and you will receive notification of the decision through your Notifications (bell icon) on the top of the screen.

Q. How do I change my personal information? (March 3, 2021)

A. Select Profile Image then View Profile > Actions – Personal Data > Change My Personal Information.

Q. Can I contact my advisor through Workday? (March 3, 2021)

A. Workday does not currently offer that feature. You can view your advisor's contact information by selecting the Academics worklet (icon) under applications. Your advisor's contact information will appear in the Important Contacts Support Network section.