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This is The Possibility Perspective.
The show where we peel back the layers on enhancing enterprise solutions with Workday magic and PeopleSoft innovation. We’ll sit with real-time customers who've participated in our tailored services.
Whether you're eyeing a smooth Workday transition or modernizing your PeopleSoft with the power of Amazon’s public cloud (AWS), we've got you covered. We’ll dive into topics from cloud migrations to fluid user experiences.
Tune in and empower yourself with the knowledge to optimize your enterprise solutions.
[00:00:00] Jonathan Cedeno: Workday now delivers enhanced configuration options specific to student sponsor invoicing. So no more piggybacking on customer invoice. With this release, Workday enables you to create, manage track, consolidate current email, and even report on student sponsor invoices directly within Workday. Student.
[00:00:23] Hello friends. I'm Jeff Miller from ERPA and you're listening to the possibility perspective, the show where we talk to strategic minded Workday customers who partner with ERPA for a better Workday experience.
[00:00:35] Jeff Miller: PA And thank you for joining er PA's higher education webinar to review the top features in the 2026 release one update for Workday student. That is fast approaching. little bit about ERPA. We support institutions throughout their entire life lifecycle on Workday.
[00:00:51] Our model benefits both existing and new Workday customers with implementation services. And that by the way, includes Phase X [00:01:00] or add-on modules. we can benefit you with application support after you go live. Integrations, warranties, and much more. All with a team of named resources who are familiar with your tenant setup.
[00:01:13] But today. today is all about Workday's upcoming release for Workday student. On the next slide, you're gonna see the, safe harbor statement, or formerly known as the Safe Harbor statement. It is now called the product Statement from Workday.
[00:01:26] On the next slide, you're gonna see our table of contents are where we're gonna journey together today. These are the Workday student areas that we're gonna be reviewing today.
[00:01:35] As I mentioned, we have a world class team of presenters ready to meet you today. James is gonna be our first. Presenter. He is one of the best in the business. James, if you'll join me on camera and unmute yourself. Tell us a little bit about yourself, and then, uh, James, if you would, go ahead and take it away.
[00:01:51] James Delacruz: Hi everybody. Welcome. My name is James. I, am a senior consultant here at ERPA and I will be presenting the admissions features and [00:02:00] functionality for 2026 R one.
[00:02:02] We have one main feature, for this release, which is pretty exciting, and that is the external student site redesign, for both admissions and financial aid. we'll get a little bit more into the details there, but, um, really, at its basics, this feature is,It is to provide a modernized, persona driven experience for both desktop and mobile users. it's displayed based on personas, so I think that's pretty important. it makes it relevant for anyone who is logged in. and there's other several other iterative, enhancements to it as well. And I'm gonna be talking about that, both nuanced and iter.
[00:02:33] So when we hear redesign sometimes we think about, oh gosh, everything is changing. And I know from a recruiting and admissions perspective that is sometimes scary. rest assured these changes are iterative. it is not a complete re redesign. and in that light. There's very minor setup required. it has to be enabled.
[00:02:50] and then there's a very small, option that needs to be enabled on the edited external student site, to get this up and running. and as Ron Po Peel would say, it's almost set in, forget it, after that. [00:03:00] So it works pretty well. it doesn't include enhanced functionality and value.
[00:03:04] It doesn't material materially change that experience. and again, you'll see that in those screenshots. just to kind of talk through some of those iterative changes that we have is, uh, persona driven surfaces of information. So whether you're a recommender or you're a student, or a parent, that will be catered to you.
[00:03:24] there are definitely accessibility improvements to make that more accessible, for those that have to use things like screen readers, which brings us to the next item. so enhanced, screen reader read readability, through testing. and then also, some other kind of iterative things such as expanded and collapsible long test text blocks.
[00:03:43] just the way that the information is displayed. a prominent home button. To get home a little bit easier. And, uh, there's no place like home. And we'll see that in a moment. also some streamlined financial aid requirements and award details, functionality. I've got some screenshots of that, but more specifically, students don't have to go [00:04:00] to two separate pages to get that information.
[00:04:02] it puts it all in one place, and as we all know. The less clicks the better, right? Particularly when we're working with students, the less confusion. So that's great. also, confirmation is to prevent accidental deletion of uploaded files. I think we've all dealt with that, right? you upload it and you, you don't click the right button and you have to upload it again.
[00:04:20] so to kind of decrease, frustration there, a more user friendly financial aid document generation, Again, that paged view of financial aid rewards, just to make that experience look a little bit more, seamless and streamlined. So let's take a look at some of, those features in person. so as you can see, nothing is really materially changed.
[00:04:43] There's just these nuanced little refinements that kind of make things a bit better. in that we've got some better buffering and some better layout options. you'll also note, and I forgot to say this before, there's not a great way. To show this on a webinar. but it's also applies to the [00:05:00] mobile experience as well.
[00:05:01] The mobile experience, has been refined just to make it look a little bit more clear, a little bit better flowing, as well. So if you look at things like events, they're still there. The admissions area is still there. just displayed in a little bit more smoother context. and, um, to the student.
[00:05:18] next we'll go to the financial aid page. again, you'll note here that both our financial aid requirements are there as typical with our, I review and completed, tabs. But in addition to that, we have the award details on the same page. and so, students don't have to click around, and to get that information.
[00:05:38] I think they got a lot of feedback showing that, Where's this page? And now we put it all right there. in addition, um, that additional functionality just to remind you of, uploading data doesn't get lost. and an easier way to kind of transition from page to page. and so that is what we call the, that is what the redesign is.
[00:05:57] Again, it is a redesign. It is, a lot better [00:06:00] functionality and flowing, but it is not a very catastrophic change to the way the students see everything, which I think is very important for admissions folks. and with that, that, concludes the admissions portion of the webinar. I'm now gonna hand it out to, hand it off to my colleague, Tina.
[00:06:15] Tina Sutherland: Thank you.
[00:06:16] I'm Tina Sutherland and I'm a consultant with ERPA, for the curriculum and advising area. for academic advising, if we can get into our features. The first one we have is we have a couple exciting ones. the academic requirements evaluations or what if they made some changes there?
[00:06:33] There's also some changes to the launch academic progress for students. As well as non-live registrations and assigning registration overrides, and I'll explain each of those. so for academic requirements evaluations or what I like to call, what if Workday is updating the evaluate academic requirements, those for the administrators, as well as evaluate academic requirements for student tasks, that allows you now to do different [00:07:00] requirement effective dates.
[00:07:01] For requirements inherited from academic units and program areas. So this feature is automatically available and you're gonna want to look at your academic requirement configuration specifically, to see how this is, how this will affect that. And if, uh, I'm gonna show you now, what it looks like is a screenshot.
[00:07:21] So for evaluate requirements for students specifically, I just did that one. You could again do this with the evaluate academic requirements, for administrators. That one you would just do the individual one, but it would look the same. And essentially, I'm Amalia and what I'm doing here, this student is, they're in the business admin tech major and they're considering the economics major.
[00:07:40] And what this allows 'em in this, what if is to pick on the, by the effective dates, the requirement effective date itself. So you can, they can look at today's date, the current date, the current requirements, effective date, matriculation date, as well as program of study and configuration date. If this, major were set up as well [00:08:00] to instead be, do by declare date, you would have that option as well.
[00:08:05] Okay.
[00:08:06] So that's that one onto the next, Launch Academic Progress evaluation for Student. So this one, Workday is now providing a dedicated task that allows users to evaluate the academic progress. For an individual student, there was always the option, or there has been the option before to do it by multiple students.
[00:08:25] This now is giving us a task and a domain that you can just secure the access specifically to,you know, to run by one student. So there will be, You will want to configure the appropriate security access to the new domain, which is managed launch academic progress evaluation for student.
[00:08:44] And you also will wanna consider and look at, are you gonna give that access for individual students? To maybe just your advisors, but maybe other advisors, or other area student or people on your organization may need, the whole en mass to launch [00:09:00] by multiple students. You'll wanna look at and examine those two tasks to decide who should or shouldn't have, access to run the academic progress evaluations for individual students as opposed to the, multiple students.
[00:09:14] and then I have an example of what that looks like as well. So for there, here's an example. This person, I have access to run it both for the student as well as for the academic unit. Level and program of study or the program area. So right now, if I had, I selected students, so then it gives you that option to then put a student's name in and run it and you'll confirm and then just run it one by one.
[00:09:39] Or you have the option if you still have security to both to do the academic unit level program of study, so you can run them in mass and run multiple students at the same time. Okay, onto our next one feature, the non-live registrations and assigned registration overrides. It's a neat, fancy way to say Workday is now allowing you [00:10:00] to pick the non-live registrations, or basically you think of it as, Workday determines like transfer credit is a non-live.
[00:10:08] Registration as well as, the other ones. and so you can now pick transfer credit to be pulled into academic overrides for a student, and that comes into play because we can now basically take a transfer credit, allow that transfer credit. To count as a repeat while still keeping the actual live registration in the student's GPA, that's, pretty key.
[00:10:33] A lot of people were having issues with this in general, so the feature is automatically available. there is a recommendation from Workday that if a non-live registration is signed to a requirement already satisfied by a live registration, you'll wanna perform a second override to exclude the live attempt to prevent duplicate satisfaction, if that's an issue for your university.
[00:10:54] And then, when a student fails the course, so I'm just gonna go back over that and retakes that course in another [00:11:00] institution. The attempt taken in residence. Can now be said as the live registration that impacts the student's GPA, but override the non-live credit attempt to satisfy the requirement.
[00:11:12] So I have a screenshot for that as well. You can basically, if you look at the academic requirement override for a student when you pull in, for Sandra, we wanna override their upper division economics electives, and. You use the assigned course to requirement override type, and then at the bottom, as you can see, I'm pulling in that transfer credit
[00:11:31] The course was repeated as the live registration, meaning the university's course. The student had to repeat it, and we're now using that transfer credit to apply to the repeat, but keep, so again, the GPA will be calculated from that live registration, and this will allow the transfer credit to satisfy the requirement itself.
[00:11:50] Okay, I'm gonna turn it over to Terry Green, our expert on curriculum.
[00:11:56] Terri Green: Hi, happy Wednesday. My name is Terry Green and I am a [00:12:00] curriculum and advising consultant here at ERPA. So the features we're going to cover today are filtering courses and course sections by academic unit and filtering courses by course event status.
[00:12:13] I know this doesn't sound real exciting, but I think you guys will love this fe these features. So the first one, filter courses and course sections by academic unit. What is the, what is the feature? It enables you, you to filter courses or course sections by academic unit. And when I say you, I mean your students, your administrators, anyone that has access to courses.
[00:12:41] Is there a setup required? No, this is automatically available. Preview tenants already have this feature and production tenants will have it on March 14th. the impact is searching becomes quicker, and just all round easier to use. I have a [00:13:00] slide here that shows you, the. Features from a student's perspective, you have fine courses and on the left you see that the academic unit is in the, in the box and you're able to pick the academic unit.
[00:13:17] So in this case, the student was looking for something in the, accounting realm. And instead of having to sort through hundreds of courses, they were able to see the accounting courses very quickly. On the right side, you see the find course sections. Again, this can get daunting for students, as well as administrators.
[00:13:42] So using the academic unit to search for the courses you're looking for is gonna be, just a game changer for both, students and administrators. the academic unit filter is going to be on fine courses. Find course sections as you see [00:14:00] here, but also on the find course section definition and find course definition.
[00:14:07] So such an exciting, improvement little but I think very powerful. Our next feature is, filter courses by course event status. Again, doesn't sound like something that's really, a big deal except for those administrators out there are. I think you're just gonna absolutely love this feature. It provides a filter for courses by course, event status on the find course definition report.
[00:14:38] the only setup that's gonna be required, I will say, first off, is setup required. No, unless you have a custom version of this report. If you have a custom version or you're not seeing this facet, then go into your Hyde Workday delivered report [00:15:00] and see if you have created a custom version as a copy. If you have, you'll need to add the fo facet to the custom report.
[00:15:11] Again, it's already in the preview. Tenant, production tenant is March 14th. impact, I just, I think this is just gonna be a game changer for an awful lot of administrative people. I've got a slide here that shows you what this is gonna look like. So on your fine course definition report, you can see down in the purple box where it shows course event status.
[00:15:37] Administrative personnel will be able to find courses that have an event status. Has the course been canceled or has the event been canceled, denied in progress, or is it approved? Why do I think this is a game changer for all of you out there that create your course sections, but [00:16:00] know that you've got a course event that maybe is changing something for the coming term and you don't wanna create those course sections prior to, uh, having that event finished, having that change updated.
[00:16:15] So this allows you to watch, where the. change is in, its in its life cycle, and once it's been approved, you're able to go in and start creating your courses. and that is the curriculum changes for the, 2025 R one. And now I'll hand things over to Austin, who will be walking us through student core enhancements included in the 26 R one release.
[00:16:43] Austin Schader: Everyone. my name's Austin Shader. I'm a Workday student, consultant with ERPA, focusing on Student Core. and today I'm gonna walk us through the, key feature for student Core.
[00:16:55] to start things off, the standout feature really for student Core is, is gonna be the [00:17:00] student housing security update. So this feature's automatically gonna be available to you, but it does require some configuration. so the student housing feature it, it's gonna give you a much more granular control over who can see student housing information.
[00:17:15] So instead of an all or nothing approach, you're gonna now be able to grant access to specific student populations, which means that your staff members are only gonna be able to see the data relevant to their specific roles. So overall this is gonna be more of a significant privacy improvement for student housing data.
[00:17:33] in order to take advantage of this Ines enhancement student setup is going to be necessary. So if you have, but if at as an institution you choose not to update security, your existing permissions are still gonna work the same. You're just not gonna have that granular control, available to you.
[00:17:50] When we talk about configuration considerations, Workday has introduced several changes to enable this new functionality. So first there's the new security [00:18:00] domain. it's called Manage Student Housing Assignment, and that's gonna be what governs access to view housing assignment data. The previous domain, has also been renamed to for a better reflection of, of its functionality.
[00:18:14] And then the, nightly background, job process, dynamic student cohorts, that's, been updated to connect student group membership automatically to your student housing. So if a student is added to a cohort, that the correct staff are gonna be able to gain access after that job runs. So you're not gonna have to make any manual updates there.
[00:18:34] Really the biggest change with this enhancement is that the student data, student housing security domain now supports new secure securable group types for student cohort collect, cohort collection and academic record. So these role types are what gonna, are gonna be, make it possible to filter your access based on specific student groupings.
[00:18:56] Impact wise, if someone, like, let's say an athletic director needed [00:19:00] housing information, previously they were given permissions that let them see housing assignments for all students. so this new enhancement is gonna allow that same person and that let's, in this example, athletic advisor, be limited to just see the housing information for only the athletes on their specific, speci specific team that they're assigned to.
[00:19:20] So let's take a look at the domain security. So student data housing, this is where you're gonna enable this. The granular security, you'll really just, it's pretty simple. You'll just add the appropriate role-based security group. in this example, we have roles student cohorts. You add that to the policy, activate your pending security policy changes.
[00:19:41] Now once the all of that has been activated and configured, when the process dynamic student cohorts, nightly background job runs, your users are gonna gain access to the appropriate student housing information based on their access to the student specific cohort. So that's automatic of, you won't have to make [00:20:00] any manual changes to that, those reports.
[00:20:04] Then when the next time when they, they see that information, they're only going to be able to see the students in their assigned groups, like their advi, their athletes, or advisees. With that, that's gonna wrap things up for student core. I'll go ahead and hand it over to Solange.
[00:20:19] Solange Anduze James: Hello everyone. My name is Lon Janus James, and I'm a student records consultant here at ERPA. Today I'll be walking us through some of the top student records enhancements included in the Workday 2026 R one release. All right, so here are our top four student records features we're going to review today.
[00:20:40] First is the saved schedules builder, which introduces, a modern visual schedule planning experience for students. The second is the registration assignment policy, which gives institutions more control over how registrations roll up to academic periods. The third is the ability to [00:21:00] override the program of study effective date, which allows administrators to align students to the correct program version without altering the original declaration date.
[00:21:10] and finally we have, the expiration limits for wait list promotion notifications, which helps institutions keep wait lists moving efficiently when students do not respond to promotion offers. Several of these features, as you might notice, require some configuration and security considerations, so institutions should, certainly review them carefully before enabling.
[00:21:34] We'll kick off our, our feature number one overview slide, and that's going to be on the saved schedule builder. This feature as mentioned, introduces a really modernized schedule planning experience that's designed to help students build and visualize their schedules before registration opens.
[00:21:55] students can now plan their schedules using a really neat color-coded [00:22:00] calendar interface, which really gives them a clearer picture of how their classes. All fit together across the week as they build their schedule. And I'll show this, some examples in a few minutes here. Workday automatically checks the plan against their academic requirements and course eligibility rules.
[00:22:18] This really helps students identify potential issues early. such things like time conflicts, pre-reqs or repeat restrictions. the feature. Also introduce some new tasks, which include, create, save, schedule, and edit Save schedule. And as mentioned, institutions will need to opt in to enable this new interface.
[00:22:40] but the benefits are definitely clear by giving students better visibility into the schedules and upcoming requirements. This feature should reduce registration errors and help students come to registration better prepared. So I'll now take us through some, some screenshots, uh, showing what this, schedule planning interface [00:23:00] looks like.
[00:23:01] so on the left side of the page, we can see, courses from the academic plan, that are included. there are some visual indicators now included, such as check marks, check marks, and Xs that help students quickly see, the courses that they've already added to their schedule and those that they'll need to plan for.
[00:23:22] Below that, the interface, displays all available course sections for the selected academic period grouped by course students can also search on, on, on this same interface for, courses using the search bar. They can toggle on and off weekend visibility if needed, and they can browse multiple course sections, quickly.
[00:23:45] Overall, this layout really makes schedule planning much more intuitive compared to the previous list based experience. So when I'm continue on to, how students can, click through the [00:24:00] information icon. and we see an example of this on the screen, where they can click into the little i i icon, the information icon to view full course details in a popup window.
[00:24:11] This allows, students to quickly review information such as section details, meeting times in structured details, and other, really important course attributes. Students can also, within the same interface, as you can see, the trash can, remove section. They can also really easily remove a course from their sch schedule using this icon.
[00:24:34] and again, making it really easy for them to adjust their plan as they explore different options.
[00:24:41] We will now, move forward to take a look at some of the alerts and warnings, that are part of this new, builder interface. particularly helpful. These yellow alerts, notify students of potential issues as they build their schedule.
[00:24:55] they, raise issues such as time conflicts, eligibility [00:25:00] requirements, any repeat or attempt limits. Again, these alerts act as early warnings so that, they aren't surprised when it's, it's time to, to register. these alerts, if the issue still exists at the point of registration, workday will prevent the student from completing the registration.
[00:25:18] So again, it's really helps surface what the potential issues are. Way ahead of time and allow students to adjust their safe schedule plan before registration opens.
[00:25:31] I've got another, screenshot here showing, um. Just how easy it is for students to to register, off of the save schedule.
[00:25:39] Once they're satisfied with the schedule that they've put together, they can register directly from the saved schedule. you can see the register icon has been highlighted on there. Students also have access to an actions menu, which allows them to modify or edit the schedule. if they need to make any [00:26:00] changes prior to submitting their registration.
[00:26:03] I'm gonna give you a brief overview of what the calendar view looks like here. They can also, students can also toggle that calendar view, which re really helps them, visualize that plan schedule across the week, helps students more quickly identify scheduling conflicts. Any overlapping classes or gaps, between courses that they might want to fill with, another activity or, or course.
[00:26:28] So again, this visual format really makes schedule planning easier for students.
[00:26:41] So we're gonna move on to the second feature, which is the registration assignment policy. This is a new configurable policy that gives Institutions, more control over how students' registrations rolled up to academic periods.
[00:26:47] this is a really great, feature. Previously, the logic for how registrations were associated with academic periods were largely fixed. Now institutions can define their preferred roll up logic [00:27:00] using. The maintain registrations assignment policy task, this configuration should be completed before opening registration as it impacts reporting and registration validation.
[00:27:12] One benefit of this update is improved data consistency and reporting accuracy since registrations will more closely align with the institution's academic periods. All right. So because institutions can now define how registrations roll up to academic periods, Workday has also updated several registration related tasks to ensure that they follow the policy logic.
[00:27:36] And, When a student drops or swaps a course. Workday now checks whether the change would place the student below the enrollment unit, enrollment unit limit minimum for the academic period defined by the policy When. Administrators reassign student course registrations.
[00:27:56] Workday will now indicate if moving the registration [00:28:00] would violate enrollment limits for a specific academic period, and there is some updated validation across tasks. Tasks such as register for course, section swap, course section registration, confirm wait lists. Advancement. So what this, what this slide is actually also showing is how one would go in and set up this new maintain registration, assignment policy.
[00:28:27] Again, I just reviewed some of the highlights,or key takeaways, from setting this policy up. Most importantly, I do want to note that there is no financial aid impact from this feature and registrations will com continue to roll up to finan financial aid periods based on the course section start date, just as they do today.
[00:28:48] We're gonna move on to our feature number three. Program of study override This, feature, gives this enhancements, allows administrators to update the [00:29:00] program version effective date without changing the student's original program declaration date. This can be incredibly helpful when institutions introduce new, new program versions or curriculum changes, but need to align existing students with the appropriate program version.
[00:29:19] To enable this capability, institutions will need to grant security access to the override program of effective date task and configure a new business process to support the override, workflow. So I'll show you what this looks like on the, upcoming slide. this slide shows where the override program of study effective date task actually lifts so that you can, you can locate it.
[00:29:46] In this example, we're looking, we're, so we're looking at the view a student's profile, on the student's academic tab under overview, where you can view the student's program of study record. So this is where it shows up, not a task that you would [00:30:00] search for. shows up on the student's, tab, academic record.
[00:30:04] From there, selecting the request button will display the available actions, including the override program of study effective date.
[00:30:29] So we're now gonna move on to our fourth and final feature for student records, which focuses on improving weightless movement and seat utilization. All right, so I. Great new feature, institutions can now configure an expiration limit within the course wait list policy.
[00:30:35] This feature is known as the expiration limits for wait list, promotion and notifications. an example of how this would work, if a student receives several promotion opportunities but does not respond. Workday can automatically remove them from the wait list Once they've reached that, prescribed limit that you'll enter, as an administrator.
[00:30:56] This helps keep wait lists moving and allows seats [00:31:00] to be offered more quickly to students who are ready to enroll. So let's take a quick look at where this is configured within Workday.
[00:31:08] All right, so the expiration limit, we can see it highlighted in green. there's one set of, two notifications. the expiration limit determines how many times a student can allow a wait list promotion notification to expire before they are automatically removed from the wait list. Configuration is pretty straightforward and takes place within the EE course Wait list.
[00:31:31] Policy task. Just to note institutions might also, this is a pretty, uh, this is a great new feature and, uh, fundamentally changes, the wait list, process. So institutions might also want to review their student communications so that students understand that repeatedly allowing promotion notifications to expire could result in them being removed from the wait list overall.
[00:31:56] This great feature really helps reduce manual monitoring for [00:32:00] registration teams while helping ensure that all available seats move quickly to the students who are ready to enroll. And that concludes the student record updates. I'll now hand things over to Sharon, who will walk us through the student financial aid enhancements for 2026 R one.
[00:32:18] Sharon Gan: Thank you Solange.
[00:32:20] hi everybody. My name's Sharon GaN, and I am a student financial aid consultant at ERPA. I'll be presenting our top financial aid features for Workday's 2026 R one.
[00:32:32] So this release has some very important updates for financial aid that I'm excited to share with you today. These features will provide packaging updates necessary for schools to align processes with recent regulatory updates to maintain compliance with awarding align processes, and assist with return of Title IV and enable your office to better serve students.
[00:32:55] So first we have our packaging regulatory update, which is a huge focus for most of this [00:33:00] release. Along with this workday is delivering a new feature that drives even acceptance of subsidized and unsubsidized loans for students. We also have a new report field for Title IV eligibility to identify students for return of Title iv.
[00:33:15] Additionally, James has already explained some great updates to applicant processing with the new external site redesign, which is really gonna benefit financial aid, and for schools that process financial aid for applicants. There is a new data, new feature for data transfer for applicants that matriculate to program study, which is different from that to which they applied.
[00:33:39] So of these features, I'm gonna take a little extra time to discuss the first two in more detail that I think will have the most immediate impact for you and your teams.
[00:33:50] Starting off with our packaging regulatory update. So we all know there's so much going on in financial aid these days and there is a lot to keep up with.
[00:34:01] Workday has rolled out some significant features to align our financial aid packaging practices with recent federal requirements. There are some setups and considerations to this feature and lots of pieces to it. So what this is Workday is updating the packaging selection logic for merit and need to always include all financial aid period records within a packaging period.
[00:34:27] This is gonna kick into place when you use the run student financial aid processes by period report to process select students, as well as within your nightly packaging job schedules. It is also gonna work within the action framework. If a student gets flagged for reprocessing, all academic periods within that same packaging period will be picked up and packaged or repackaged altogether.
[00:34:51] There are a few other changes in relation to this new logic. So this will include an academic period within the packaging period field on your [00:35:00] reaction options. Task, a new award year prompt on the run student financial aid processes by period report, new warning messages, and then removal of the packaging package, provisional awards checkbox.
[00:35:15] In addition, Workday is delivering a new task view data used for financial aid awards. You'll be able to access this task from the related actions menu of a student award or from the View Student Award task. So these updates are gonna support Workday using that Student aid index or SAI that as required by the Department of Education.
[00:35:37] So now need will be assessed for all of the eligible academic periods that exist within a financial aid award year. So let's take a brief look at how these updates will function in workday. So here we have a student with an attendance plan. Her, it's built out for 26, 27. It's including fall, spring, and summer, and fall's going to be the [00:36:00] start of the packaging period.
[00:36:01] She's, she has projected enrollment for fall and spring as full-time, but no expected enrollment in summer.
[00:36:07] Here we're going to use the run student financial aid processes by period report to run her through the merit and need packaging processes. So you can see on the slide, we're only selecting the fall 2026 term for packaging. So once this process is run, let's look at the results.
[00:36:27] So from the results of the need packaging run that we see here, note that all the terms of the aid year have been included in the process. Our wheel here is giving us the amounts awarded. So let's see how that looks at her total financial assistance on her profile.
[00:36:44] So here's her, her total financial assistance breakdown. So remember that we only selected the fall period, and our student was selected for and as assessed for all the relevant terms in the packaging period. So she has both fall and [00:37:00] spring awards, and she was not processed for anything for summer because she didn't have projected enrollment.
[00:37:07] So we see her, her FSUG, and her pal. She fall and spring is all processed.
[00:37:12] So with this, I'm gonna use the cool new feature to view data used for financial aid award and go into the F-S-E-O-G. So here on this slide from the view data used from the financial aid award screen. So you'll notice that the need assessment encompasses all the relevant terms in the packaging year. So Workday here is using the fall spring cost of attendance and the full nine month SAI to assess her eligibility across the board.
[00:37:42] And you can see the award amounts displayed are for both the fall and spring terms. there is one thing to note about this new field. If you do add an award manually, the view data used option will not appear, as no packaging job took place.
[00:37:58] So we can move on [00:38:00] to our feature two, which is, in related news. Moving on this new workday feature, even acceptance for subsidized and unsubsidized loan. This is requiring that student loans have that same acceptance status and an equal amount for all terms within the loan period. This feature is automatically available.
[00:38:22] Workday will present an error message when the student does not accept a loan for all of the academic periods that the loan encompasses or if they attempt to accept different amounts within these academic periods. Workday will also stop financial aid administrators from offering a loan within the same sequence if it is uneven across academic periods.
[00:38:48] So on the next slide, we can go back to our student as she logs in to accept her loan offer. So you'll see here that she's gone in to accept her [00:39:00] loans, but she's attempting to take a lower amount in the subsidized loan for spring than what she accepted in the fall. Next slide shows us, and she cannot do that.
[00:39:12] So the error message pops up to remind her to use the same decision status and amount across terms.
[00:39:22] So this feature is going to help us align with requirements, um, as federal student loans, which generally be divided equally across all the academic terms within an academic year. And this is ensuring consistent funding. Bringing compliance with federal regulations prevents front loading debt. Overall helps our students.
[00:39:44] So with these features, um, Workday is really focused on enhancing the packaging and the award maintenance process and ensuring compliance and alignment with the recent federal, regulations. this is gonna conclude the financial aid update. So [00:40:00] now going to pass this off to Jonathan for student finance.
[00:40:02] Thank you everybody.
[00:40:04] Jonathan Cedeno: Welcome everyone. thank you, Sharon. My name is Jonathan Sano. I am a student financials consultant here at ERPA and I will be featuring the Workday Student Financials top features for the 2026 R one release. just to note, while we walk through these top features updates for student financials, I'd be highlighting just a few of the features.
[00:40:26] That will, perhaps be most impactful. Of course, student finance we're definitely awaiting the, real time student accounts. A couple other features, uh, will be really helpful, but the first student financial feature that I'd like to present today would be our streamline student sponsor invoicing. Now, this update has been highly anticipated and as someone who in a former student finance life was responsible for invoicing of all sponsors, I'm myself am very excited for this functionality.
[00:40:56] A Workday now delivers enhanced configuration options [00:41:00] specific to student sponsor invoicing. So no more piggybacking on customer invoice. With this release, Workday enables you to create, manage track, consolidate current email, and even report on student sponsor invoices directly within Workday. Student.
[00:41:18] You can now consolidate multiple invoices across several student sponsor contracts into a single document. This also is significantly important when it comes to creating or syncing large volumes of invoices. There are a few new tasks though, to manage these individual invoices. First one being create new invoices for student sponsored contract.
[00:41:40] Now this will enable you to generate an invoices for contract lines, and you can access this task by selecting create new invoices from the deleted actions there of the student sponsor contract. Additionally. One thing that stood out to me that was, uh, very helpful with this update was they finally made [00:42:00] invoice type a required field for when creating invoices.
[00:42:03] And as we can see on our next slide, just a simple image of just something as small as it is that's so important there. with that, Invoice type being required. We know that if you had perhaps some custom validations tied to your customer invoice, linking toward that type, if you forgot to select it, you can cause some, uh, issues.
[00:42:24] It'd be problematic for you. in addition, we'll also have some of the new, tasks such as syncing up invoices from contract lines. view student sponsor, invoice view, student sponsor invoice adjustment. edit, approve student sponsor invoice, and as well, you'll be able to cancel student sponsor invoice.
[00:42:43] In addition, Workday also delivers several new tasks to manage consolidated invoices. So what does this mean? Well, Workday is now gonna enable you to group multiple eligible invoices for a sponsor that might be across. Multiple student sponsor [00:43:00] contract. Again for that same sponsor though. If we look here on our next image, we have an example of that where for one sponsor, we're able to group into a single invoice, from different contracts.
[00:43:11] This is huge and this can also provide us a lot less manual labor later. This also provides a detailed view of consolidated invoices from our view. Consolidated invoice, sponsor, invoice, task. As well. There's also a cancel consolidated student sponsor invoice task. in addition, a workday has added some simple buttons, but they go a long way as we see in our next image or our next slide, rather, toward the top there of our view student sponsor contract, we see that there's some buttons that now will now appear that are no longer gonna be within the related actions of that contract.
[00:43:48] Here we see disperse, we calculate, but we'll also have a button for sync up invoices if necessary, in addition to create new invoice. Now these will appear if that is a possible task [00:44:00] to select on that particular contract. Some things to keep in mind also is that Workday is delivering some new tasks to assist with the related documents.
[00:44:10] So we'll have print student sponsor invoices, print consolidated student sponsor invoices. These tasks, will be used to select and print multiple invoices in a single process using filters such as academic unit sponsor invoice status. as well you'll be able to access the status and output files for each group from other tasks that'll be available.
[00:44:33] In addition, there'll also be the task of email student sponsor invoices that you can access by selecting in email sponsor invoice. On the View student sponsor invoice printing group. So yes, you'll be able to email invoices to your sponsors. In addition, of course to email printed invoices, the sponsor must have a primary business email address configured Now, Workday [00:45:00] emails, the printed invoices to that address, and it's also to the bill to contact if one exists for the invoice.
[00:45:08] some things to also keep in mind is that work that will also deliver some new tasks and reports to customize the appearance of our printed documents and our layouts. Maybe we have a, a Burt report being used background to, uh, maybe adjust how our layout looks. So we'll have, create for our student sponsor invoice layout as well as for the consolidated.
[00:45:29] We also edit as another task for the student sponsor invoice and consolidate student sponsor invoice layout. The same will be the case for view, be able to view student sponsor, invoice rule, layout rule as well as for the consolidated. As for reporting, there are some delivered standard reports, several new reporting data sources to create custom reports.
[00:45:50] we know reporting is, it can be very vital for an institution, so they've delivered some new business objects such as student sponsor invoice document. Student [00:46:00] sponsor invoice, document attachment printing, run, printing run group cons, and the same for the consolidated as well. Now what do you need to do?
[00:46:09] Goal workday is gonna automatically convert your existing customer invoices and adjustments, consolidate invoices, notes, attachments to student sponsor invoices. Now we do recommend that you would update your customer reports that are using, customer invoice or customer invoice documents or consolidated invoice.
[00:46:28] As data sources, those customer reports will now need to use student sponsor invoice documents or consolidated student sponsor invoice data sources. So we see that separation there from customer invoice to now student sponsor invoice, which has definitely been needed for some time. And as usual, test, test, test and sandbox environments before touching anything in production.
[00:46:50] Now for our second feature. For student financials. That's a simple one, but it can go a long way. This is pertaining to configuration item usage, visibility [00:47:00] for student waivers. Now with this release workday's providing a A view to identify where specific waiver items are in use within your configuration.
[00:47:09] This can help you assess downstream impacts of changes to waiver items. That new usage tab, as we can see on the next screen or the next slide. On the View Student Waiver Item task provides a list of all student waiver item rules that are utilizing that specific waiver. Sometimes if we need to create a new waiver, we wanna see, well, what did we do in the past?
[00:47:28] What does it look like? This can help us just by going to that usage tab. We can see where it's been used before and we can take advantage of that now.
[00:47:37] And next we have our third and final student financials feature that we wanted to highlight. The 10 90 at lifetime consent policy. Workday introduces a lifetime consent policy for electronic delivery for the 10 90 at now.
[00:47:51] This offers students a more streamlined experience by eliminating the need to declare every academic year the 10 90 a t delivery [00:48:00] preference. It improves management as well. The 10 90 consent for administrators ability to view, create, and edit policy snapshots. this helps with compliance and reduces administrative burden by optimizing the consent process for electronic delivery.
[00:48:15] There are some new tasks of course, such as maintain 10 90 a t consent policy. You can set the policy duration of the student electronic consent to academic year or lifetime. As we see on the next slide, we're able to pre-select the electronic consent checkbox on a student's related my task message as part of an associated onboarding process.
[00:48:38] In addition, we can also add a custom description for the default text that comes to the student when they're making their selection. in addition, there's View 10 90 t consent policy Snapshot enables administrators with access to the academic policy viewer to view the 10 90 T snapshot for the calendar year.
[00:48:57] Now, some may ask, well, what do we need to do? Well, [00:49:00] you can access this task. Maintain 10 90 policy, consent policy. You can select in there the lifetime options and that's it. It's pretty much done. Of course, if you do nothing, when a student doesn't consent to lifetime electronic delivery of 10 90 t Workday will just continue to prompt the student about opting out of the 10 98 t printing for each academic year if they're enrolled and it's configured on the associated business process.
[00:49:28] That's it for our student financials. 26 R one, updates. Next we'll be handing it right back to Jeff.
[00:49:35] Jeff Miller: Awesome, Jonathan. Thank you. great job team. Fantastic information,and a great amount of helpful information in this deck worked on by a small army of folks at ERPA and brought to you, of course, by our presenters today, and we did it in less than an hour. Jonathan, you guys nailed it. You guys.
[00:49:54] absolutely hit it right on the head. We got it. just within the hour,
[00:49:58] you're gonna see, [00:50:00] ERPA, of course, as a workday partner. But also an AWS partner and uh, this slide says that if your organization wish wishes to, you can use the AWS marketplace to streamline your experience, transacting your services with ERPA. So check with your procurement department.
[00:50:16] It's just an option. It's not your only option with the ERPA. Use it only if it makes it more convenient for you to transact with us. And then my final slide tells you how to get in touch with us. We would love to hear from you.
[00:50:29] Again, great material. thank you to our experts and their teams for the work you put into this material.
[00:50:35] We will see you next time, and until then, we hope that you have a great rest of your day and a great rest of your week. Bye-bye for now.