Please double check cohorts ahead of registration planning and appointments. 

This email is being sent to individuals with access to maintain advising cohorts and/or academic requirement cohorts in Workday. 

Thank you for your time and effort reviewing and updating advising cohorts and academic requirement cohorts over the past several weeks.  

Additionally, we appreciate everyone who’s taken the time to attend office hours or submit tickets. Your feedback has been critical to identifying issues that require our attention. In some cases, we’ve been able to resolve these issues. In others, we continue to investigate and develop solutions. Thank you for your patience.  

Please review the following to-dos and updates based on what we've learned since go-live. There's also a list of available training materials and how to get help.

To-Dos

1. Double check your cohorts.

2. Refrain from editing criteria-based cohorts. Submit a ticket instead.  

Double check your cohorts

Since go-live, we’ve performed extensive data reviews and cleanup. Of note, we’ve addressed students’ program of study changes made in SIS/WebSTAC from Jan. 29-Feb. 16 to reflect those changes in Workday.

As such, we recommend double checking your cohorts to make sure the correct students are included based on their program of study. We’ve also asked advisors to contact you if they see any missing or extra students. 

Remember that advising cohorts control what advisors can see and do in the system–including viewing student records, making notes, and lifting registration holds (authorizing registration), if required. Ensuring academic requirement cohorts are up to date will provide students and their advisors with a holistic view of their requirements and progress, including program variations like tracks.

In summary, up-to-date cohorts are critical to support registration planning.

Criteria-based cohorts

Do not edit criteria-based cohorts; it will break the automation. You can tell if a cohort is criteria-based by using report SRPT0131 – Find Student Cohorts or by looking at the cohort itself. If Update Membership Automatically is Yes, the cohort is criteria-based. If the report says No, or there is no such designation on the cohort itself, then the cohort can be maintained manually.

If you notice any issues with a criteria-based cohort, please submit a ticket so we can investigate and resolve the underlying issue.  

Updates

• Continue to submit tickets for the following: 
  • Access to manage one or more cohorts or collections 
  • New cohort creation 
  • Criteria-based cohort issues 
• Coming soon: 
  • You’ll be able to submit bulk upload requests (using a spreadsheet) for manual cohorts that require at least 25 students to be added or removed.  
  • We're adding a report to find students in a program of study who are unassigned to the related program of study cohort. 

Resources 

• Instructor-led training: About 70% of you have registered for a session. 🎉
  • If you’ve attended a session, you can still access your learning program in Workday, which includes your participant guide and eLearning courses.  
  • There’s still time to register for an upcoming session: March 18 or April 16.
• eLearning courses: Navigating Workday Student & Reports in Workday Student 
• Reference guide: Manage Cohort Memberships and Assign Roles
  • Includes a list of related reports at the bottom of the page.
• Create shortcuts for frequently used reports, like the ones in the guide above.
• Schedule reports to run regularly. For peak performance, schedule a start time between 1-5 a.m. that's not at the top of the hour (:00) or half hour (:30).

Questions? Join us for virtual or in-person office hours or submit a ticket.

Thank you for prioritizing this critical work to support advisors and students as WashU transitions to Workday for student administration and support.