Course Section Rollover in Workday Student

Tutorial

In Workday, you can edit a rolled over course section, set a course section’s final exam date and time, cancel a rolled over course section, and track updates to rolled over course sections.  

To prepare for the next academic period and initiate the course section rollover process, the Office of the University Registrar (OUR) runs the Find Course Offerings to Roll Over report. Then, those who create course sections in schools can edit the course sections and notify OUR when they are ready to be published.  

Step-by-Step Instructions

Edit a rolled over course section 

  1. In Workday, search for and select the SRPT0041 – Find Course Section Definitions report.    
  2. Locate the course section that you want to edit. All course sections that OUR has recently rolled over have a Preliminary status. To locate the course section, try filtering by section status. 
  3. Hover your cursor over the course section and the Related Actions button will appear. 
  4. Click the course section’s Related Actions button, hover over Course Section Definition, and then click Edit.   
  5. Update the following fields as necessary. The Course and Section Management in Workday Student reference guide includes guidance on how to fill out these fields.
    • Academic Period
      • Intersession sections will roll over with the correct intersession dates, as determined by the academic calendar and academic period. 
      • Tip: See OUR’s website on academic calendars with details on the first day of classes.
    • Allowed Grading Bases  
    • Eligibility Rule  
      • Do not create a new eligibility rule. Only select from the existing options. OUR and the Workday Support Team can create new eligibility rules.
    • Section Capacity 
    • Reserved Capacity
      • (Optional) Select the Reserved Capacity checkbox to hold a specific number of seats in the course section for a defined student population based upon eligibility or student condition rules that have been created. Basic rules are based on class standing. There are specialty rules for the CSE and MD program. Any additional rules need to be requested from OUR.
    • Wait List Capacity  
    • Projected Enrollment 
      • The Projected Enrollment must be equal or greater than the Section Capacity to ensure appropriate classroom assignments and utilization.
    • Description    
    • Public Notes
      • Use sparingly to describe situations that Workday cannot. Some examples include entering a public note if a course section has alternative meeting dates or a location that can’t be scheduled in Workday. Or, describing course materials not available via traditional outlets such as Follet or Canvas. Public notes can also include course topic titles and course descriptions if there are variances among instructors (e.g., one instructor teaching a different genre/focus than the other course sections).
    • Course Section Tags  
      • An EMS Domain tag must be added to every course section.  
      • To add an EMS Domain tag, click within the Course Section Tags field, select By Category, select EMS Domain, and then select the relevant EMS Domain.  
      • If this course section does not require a classroom, select EMS Domain :: No Domain EMS.   
      • Only OUR can create course tags.
    • Published Instructor Roles
      • For instructors and associated roles to appear in public-facing course listings (e.g., SRPT0039 – Find Course Sections report), you must select the roles in the Published Instructor Roles.
    • Instructional Format 
    • Delivery Mode  
      • WashU only uses hybrid, in-person, and online delivery modes; do not select any other. 
  6. In the Instructor Roles table, choose a role and an instructor.  You can select multiple instructors in the same row.
    • Workday displays the names of individuals who have been given instructor eligibility. Instructor eligibility is automatically assigned to individuals with an academic appointment. 
    • If the person you need to assign as the instructor is not included on this list, confirm that the person has an academic appointment. If they do not, initiate the process to add an academic appointment to add a course association appointment. If they already have an academic appointment, you should contact the support team.  
    • To add another instructor role such as a graduate course support role , click + Add to add a row in the Instructor Roles table.
  7. In the Section Components table, choose a meeting pattern and location.
    1. Select a Meeting Pattern to determine when the course section will be offered. Warning: Only select a university approved meeting pattern. Contact OUR if a new meeting pattern is needed.
    2. Only pre-select a location if your school/ unit is the owner of that room.   
      • Warning: Verify the Location Not Required checkbox is NOT selected. If a classroom is not needed, instead select EMS Domain :: No Domain EMS in the Course Section Tags field.   
  8. Confirm that you have not entered anything for the following fields: Educational Taxonomy Codes, Graded Anonymously, Grid Configuration for Final Grade Roster, Grid Configuration for Interim Grade Roster, Competencies, Private Notes, Public Notes, Estimated Resident Cost, Estimated Non-Resident Cost, Learning Outcomes, Bookstore URL, Course Materials, Total Contact Hours for Course Section.   
    • Don’t manually enter a bookstore URL. It will automatically populate through an integration.
  9. Click Submit.  
    1. If you are editing a course section for Brown, CAPS, Law, Olin, or Sam Fox, please notify OUR that the course section is ready to be published.  
    2. If you are editing a course section for Arts & Sciences, McKelvey, or the Medical School, your school registrar will notify OUR that the course section is ready to be published. 

Set course section location 

After a course section has been created but prior to publication, course section managers can specify the course section location. After publication, only registrars can change the location. 

Set course section location prior to publication (for course section managers)

  1. In Workday, search for and select the SRPT0041 – Find Course Section Definitions report.
    1. Or search for and select the Find Available Instructional Locations report.
    2. Select the Course Section.
    3. For the Section Components, select the meeting pattern.
  2. If you’re using the SRPT0041 – Find Course Section Definitions report, locate the course section that needs a location. All course sections that have not been published by OUR will have a Preliminary status. To locate the course section, try filtering by the Preliminary section status.  
  3. Hover your cursor over the course section and the Related Actions will appear.  
  4. Click the course section’s Related Actions, hover over Course Section Definition, and then click Find Available Instructional Locations.
    • Workday displays the current course section you’re adding a location to. Ensure you’ve chosen the correct course section.  
    • For Section Components, select the section’s meeting pattern. Workday displays the meeting pattern determined during the course section creation process.  
  5. Navigate to the Available Instructional Locations table. 
  6. Choose your location by clicking the Select button.  
  7. Click OK.  
  8. Click Done.  

Set course section location after publication (for registrars)

  1. In Workday, search for and select the SRPT0041 – Find Course Section Definitions report.
    1. Or search for and select the Find Available Instructional Locations report.
    2. Select the Course Section.
    3. For the Section Components, select the meeting pattern.  
  2. If you’re using the SRPT0041 – Find Course Section Definitions report, locate the course section to edit. 
    • Try filtering by the Open section status to locate the course section.   
  3. Click the course section’s Related Actions, hover over Course Section Definition, and click Edit.   
  4. Navigate to the Section Components table.  
  5. In the Location column:
    • Click X next to the current classroom location to delete it.  
    • Choose a new location.  
  6. Click Submit.  
  7. The course section is routed to OUR for review and approval.  

Set course section final exam date and time

Before OUR publishes, course section managers must specify the final exam date and time details for each course section, even if a course section does not have a final exam. There are options to select no final, paper, presentation, or project for course sections that don’t have a final exam.  

Course section managers can also specify that the final exam date and time should be auto-assigned by OUR. 

  1. In Workday, search for and select the SRPT0041 – Find Course Section Definitions report.    
  2. Locate the Course Section to edit. 
    • All course sections that were recently created or rolled over and have not yet been published by OUR will be in a preliminary status. Try filtering by section status to locate the course section.   
  3. Click the course section’s related actions, hover over Course Section Definition, and click Maintain Scheduled Assessments. 
  4. Click + Add to add a row. 
  5. Select the Assessment Type. Course section managers must specify the final exam date and time details for each course section, even if a course section does not have a final exam, before OUR publishes. For sections with final exams, section managers must specify if the final exam date and time should be auto-assigned by OUR.
    • To have OUR assign a final exam date and time according to the University’s standard exam schedule:
      1. For the Assessment Type, select Standard Final Exam Date and Time.
      2. (Optional) select Delivery Mode.
      3. For Date, select the last date the class meets.
      4. For Start Time, enter the time the class regularly starts.
      5. For End Time, enter the time the class regularly ends.
      6. Do not enter the Location.
      7. After OUR completes the auto-assign process, the date and time for the final exam will be overridden and a location will be assigned.
    • To manually assign a final exam date and time:
      1. For the Assessment Type, select Standard Final Exam Date and Time.
      2. (Optional) select Delivery Mode.
      3. For Date, select the date of the exam.
      4. For Start Time, enter the time the exam starts.
      5. For End Time, enter the time the exam regularly ends.
      6. For Location, enter the exam location which should be the same room where the course section regularly meets.
    • If a course section doesn’t have a final exam:
      1. For the Assessment Type, select either No Final or Paper, Presentation, or Project.
      2. The system will still prompt for a date, start time, and end time which can be the last day and times of the course section.
        • For Date, select the date of the last day of the course section.
        • For Start Time, enter the regular start time of the course section.
        • For End Time, enter the regular ending time of the course section.
  6. Click OK.

Cancel a rolled over course section

  • Warning: Before canceling a course section, you must remove the classroom location. If not, the location does not appear in the Find Available Instructional Locations task for course section managers.

After you remove the location, you can change the change the section status to Cancelled: Preliminary. If a location is not removed, only registrars can apply a location from a canceled course section to an active course section with the Edit Course Section task.

  1. In Workday, search for and select the SRPT0041 – Find Course Section Definitions report.    
  2. Locate the course section that you want to edit. All course sections that OUR has recently rolled over have a Preliminary status. To locate the course section, try filtering with the Preliminary section status.  
  3. Hover your cursor over the course section and the Related Actions button will appear. 
  4. Click the course section’s Related Actions button, hover over Course Section Definition, and then click Edit.
  5. Navigate to the Section Components table.
  6. In the Location column, click X next to the current classroom to delete it.
  7. Click OK.
  8. Click Done.
  9. After removing the classroom location, search for and select the SRPT0041 – Find Course Section Definitions report again to change the course section’s status.
  10. Locate the course section.
  11. Click the course section’s Related Actions button, hover over Course Section Definition, and then click Edit Preliminary Section Status.   
    • Warning: Do not select cancel from the Related Actions button. You must edit the course section status.
  12. For Status, select Canceled: Preliminary.  
  13. Click OK. 

When OUR mass publishes course sections for the academic period, they will check the section status for all options except Canceled: Preliminary and then publish.  This way any sections marked as Canceled: Preliminary will not be published.  

Track updates to rolled over course sections

For Arts & Sciences, McKelvey, and the School of Medicine, department and program administrators edit the rolled over course sections.  Those with registrar functions in each of these schools run the SRPT0043 – Find Course Section Definition Details report to track when the departments have updated their course sections and to determine when to let OUR know that the course sections for the term are approved and ready for publishing.  

  1. In Workday, search for and select the SRPT0043 – Find Course Section Definition Details report.    
  2. Choose the academic period and course section owning AU. 
  3. For Section Status, select Preliminary. 
  4.  Click OK. 
  5. Navigate to the Last Updated Date and Last Updated By columns to determine whether the departments have updated their course sections. 
  6. If all updates have been made, notify OUR that the course sections for the term are approved and ready for publishing.  

Additional Context

Key Changes
  • In Workday, course fees are automated. To add a course fee, course section managers must notify Student Accounting or their school financial office when they have a course that needs a fee added. 
Considerations
  • OUR provides additional course and section management guidance on their website.
  • All rolled over course sections are in the Preliminary status.  
  • Edits to course sections in the Preliminary status do not route for approval, so OUR must be notified when rolled over course sections are ready to be published.  
  • After editing a rolled over course section, course section managers must choose whether the final exam date and time should be automatically or manually added to the course section. 
  • If a rolled over course section will not be offered in the upcoming academic period, the section status must be changed to Cancelled: Preliminary. That way it won’t be published. 
  • WashU grading bases now include Quality Graded, Audit and Pass/No Pass. 
    • The Credit/Letter Grade basis is now called Quality Graded. Credit is relabeled as quality graded credit and include the letter grade scale: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D- and F.
    • Pass/Fail has changed to Pass/No Pass. An F in this grading scheme will now be NP.  
    • Satisfactory/Unsatisfactory and X grades have been discontinued. 

Reports

  • SRPT0039 – Find Course Sections 
  • SRPT0038 – Find Courses 
  • SRPT0041 – Find Course Section Definitions  
  • SRPT0601 – Course and Course Sections Status Denied
  • SRPT0619 – Course Section Conflicts by Academic Period
  • SRPT0081 – Courses with Pre or Co-Requisites 
  • SRPT0091 – Course Section Fees 
  • SRPT0138 – Course Changes 
  • SRPT0139 – Course Section Changes 
  • SRPT0146 – Who Teaches What with Faculty Load 
  • SRPT0147 – Who Teaches What with Faculty Load and HCM 
  • SRPT0205 – Course Management Dashboard 
  • SRPT0590 – Course Section Missing Scheduled Assessment

Related Resources