Associate People to Courses in Workday Student

Academic appointments are the connecting point to allow individuals to be associated to a course section. This reference guide includes how to view, add, update, and end academic appointments.

View a person’s academic appointment

Before you add a course association appointment, double-check if a person already has an appointment. If they do, you don’t need to add a course association appointment.

1. In Workday, search for the person.  
   • Tip: Search for students using the student prefix (e.g., enter student: Bhat, Michael) and for workers using the worker prefix (e.g., enter worker: Ito, Amos). 
2. Click the person’s name to access their profile. 
3. Click the Actions button, hover over Academic Faculty, and then click View All Appointments. 
   • If you don’t see View All Appointments, the person doesn’t have any academic appointments.

4. (Optional) To narrow the results, choose a track type and date range. Leave the fields blank to see all appointments.
5. Click OK.
6. In the table, you’ll see a row for each of the person’s appointments, including the identifier, track type, academic unit, academic rank, title, and more.

View all academic appointments in an academic unit

You can also view academic appointments by academic unit.

1. In Workday, search for and select the View Academic Unit report.
2. Choose an academic unit.
3. Click OK.
4. Under the Overview tab, you’ll see the Directory, which includes a table with all academic appointees in the chosen academic unit.
   • If you don’t see the Directory tab, there is no one with an appointment in that academic unit.

5. Select the Academic Appointments tab to see more details, such as the appointee’s identifier, track type, academic rank, title, and more.

Add academic appointment

As a course or course section manager, you can add course association appointments for individuals who provide course support. If you’re adding more than 25 people at once, you can request a bulk data load.

• Do not add course association appointments for faculty, as they will automatically receive academic appointments. If you’re waiting for a faculty member to receive an academic appointment, contact Human Resources at hropsservices@email.wustl.edu or submit a ticket.

1. In Workday, search for the person that you want to add an academic appointment for. 
   • Tip: Search for students using the student prefix (e.g., enter student: Bhat, Michael) and for workers using the worker prefix (e.g., enter worker: Ito, Amos). 
2. Click the person’s name to access their profile. 
3. Click the Actions button, hover over Academic Faculty, and then click Add Academic Appointment.

4. Enter a start date for the appointment. 
5. Choose an academic unit. 
6. In the Track Type field, select Type, and then select N/A. 
7. For Reason, select Add Academic Appointment > Reason > Add Course Association. 
   • Do not select any other reason; those are for HR purposes only. 
8. For Rank, select No Rank. 
   • The Title field populates automatically when you select a rank. 

9. For Identifier, select CA – Course Association. 
10. (Optional) Enter a comment. 
11. Click Submit. Workday will automatically designate instructor eligibility. Now, you can assign the person to any role on a course section. If you’re not able to assign the person to a course section, you can troubleshoot.

Update academic appointment

1. In Workday, search for the person that you want to update their academic appointment. 
   • Tip: Search for students using the student prefix (e.g., enter student: Bhat, Michael) and for workers using the worker prefix (e.g., enter worker: Ito, Amos). 
2. Click the person’s name to access their profile.  
3. Click the Actions button, hover over Academic Faculty, and then click Update Academic Appointment. 

4. If the appointee has more than one track, select the track you want to update. 
5. Enter a start date for the updated appointment. 
6. Click OK. 
7. For Reason, select Update Academic Appointment > Reason > Update Course Association.
   • Do not select any other reason; those are for HR purposes only.

8. Make your change(s), such as updating the academic unit.  
9. (Optional) Enter a comment. 
10. Click Submit.

End academic appointment

You can end a course association appointment when a person is no longer associated with the university.  

To identify which workers no longer need academic appointments, you’ll receive an alert in your Workday daily digest with a list of individuals with course association appointments from your academic unit that are no longer working at WashU. You can end the appointment for all individuals listed in the alert. (You might see names you don’t expect that were added via historical course data loads. End appointments for them, too.) 

To identify which students no longer need academic appointments, you can periodically run the SRPT0317 – Inactive Students with Active Course Association Academic Appointments report.

1. In Workday, search for the person that you want to end their academic appointment. 
   • Tip: Search for students using the student prefix (e.g., enter student: Bhat, Michael) and for workers using the worker prefix (e.g., enter worker: Ito, Amos). 
2. Click the person’s name to access their profile.
3. Click the Actions button, hover over Academic Faculty, and then click End Academic Appointment Track.

4. For Track, if the appointee has more than one appointment, choose which appointment you want to end. 
5. Click OK. 
6. Enter an end date for the appointment. 
7. For Reason, select End Academic Appointment > Reason > End Course Association.  
   • Do not select any other reason; those are for HR purposes only. 

8. (Optional) Enter a comment. 
9. Click Submit.

Troubleshoot

If you’re not able to assign a person to a role on a course section, try the following:

• First, verify the person has an academic appointment. If not, use the step-by-step instructions above to add an academic appointment.
• Second, verify the person has instructor eligibility. You can use the View Instructor Eligibility report. If you’ve added them as an academic appointee and they don’t have instructor eligibility, submit a ticket with the Workday Student Support Team. 

Reports

• View Academic Unit
• View All Appointments for Appointee
• SRPT0317 – Inactive Students with Active Course Association Academic Appointments
• View Instructor Eligibility

Related Resources

• Create a New Course Section in Workday Student tutorial
• Course and Section Management in Workday Student reference guide
• Course and Section Management in Workday Student eLearning course
• Manage Academic Appointment tutorial
• Academic Appointment Matrix for Academic Faculty Partners reference guide
• View Academic Appointment Details video