As UBC prepares to move to the new Student Information System (Workday Student), which will launch in the 2023/24 academic year, there are periods of time when it is important for configuration and data to be stabilized. Some high-risk periods over the next two years have been identified where we need to do what we can to limit changes to the current SIS.
The following information will help you plan appropriately and we can work together to process proposals on a different schedule than in a normal academic year cycle.
- Workday Student is being built to support activities starting with the 2024W session.
- We are encouraging proposals related to the 2024W session to be brought to the Senate as outlined in the table below.
- The more complex the request, the higher risk to the program, so we ask you to prioritize items that will introduce something NEW, such as a new program or award.
- Less complex items, like changes to existing courses, are lower risk, but because of the volume of proposals related to simple changes, we are asking these to be brought forward earlier than you are used to.
- We will need to work closely to reduce any risk to the project and at the same time reduce any risks to the delivery of our academic programs.
- These guidelines do not impact or adjust the schedule of Senate meetings. There may be proposals that are approved at Senate that need to be held and input in Workday Student at a later date, but proposals can still be brought forward.
- Proposals for 2023W follow the same guidelines. Any complex proposals will have to be reviewed against the Workday academic structure to ensure it fits the future data model and can be converted.
- The Senate Office will work closely with the IRP Student team to provide further details to this information and will share it here as it is available.
Guidelines
These guidelines are based on the Senate cycles.
Workday-Related Senate Approvals
Workday-related proposals approved by the Senates, by standing committees:
- Academic Policy
- Curriculum
Course Validation Project
The Office of the Senate is facilitating a University-wide course validation project in advance of Workday Student go-live. See full details here: senate.ubc.ca/course-validation-project/.
Frequently Asked Questions
If a proposal effective session is 23W, do those proceed as in current state?
Yes. Additionally, there will be a change control board in place that will help us understand all changes being requested to determine if they’ll have any impact on the project.
The Senate deadline for 23W proposals is also May 2023. Given this, is May 2023 the Senate deadline for Workday Student configuration for both 23W and 24W?
Yes. May 2023 is the deadline for any major changes needed for 24W. Simple changes for 24W can continue until September 2023. Note: some changes 24W may be configured in the systems after go-live.
The majority of proposals that take effective 24W would normally be submitted in 2023-24. For which session will those proposals (the ones submitted and approved in 2023-24) be configured in WD?
We would try to get all of the required changes configured for 24W. Items that don’t make it in before Launch 2 will need to be reviewed on a case-by-case basis to determine when they can be added. We don’t currently have a set date when updates will be allowed in production after Launch 2.
What are the launch dates for Workday Student?
- Launch 1: October 2023
- Launch 2: February 2024
See the full IRP Student timeline here: irp.ubc.ca/timeline-approach.
Where can I find more information on changes to pre-requisites, co-requisites, course equivalencies, and course restrictions?
Details on an upcoming course validation exercise can be found in this memo dated 4 August 2022. The Office of the Senate will send an email to Faculty curriculum committee chairs with instructions for submitting changes in bulk. Updated information will be shared when available.
Contact
If you have questions, please contact senate.irp@ubc.ca.