Workday Student: preparing instructors to use the system this fall 

This post contains important information around how teaching faculty and instructors can prepare to use Workday Student this fall. 

Latest updates 

New tools in Workday Student 

All UBC Instructors and Teaching Assistants now have access to the Student Communications Tool and the Final Grade Submission Tool. These Workday Student tools will be in use for the 2024 Winter Session and onwards. 

The Student Communications Tool can be used by faculty and instructors to email students in their classes, but please note that the tool can take up to 30mins to setup first-time users. 

Per its name, the Final Grade Submission Tool is what instructors will use to submit final grades for students. Instructors can currently view and download class lists for 2024-25 Winter Term 1, and as of September 1 will be able to enter and upload grades. 

FSC Access Changes 

From September 1, 2024, access to the Faculty Service Center (FSC) will be 'Read-Only' until it is fully phased out at the end of June 2025.  

Accessing student photos 

Student photos in the Course Section roster in Workday are only available in the PDF view and cannot be downloaded or exported into other formats. IRP Student is exploring an alternate solution for enhanced visibility of student photos. Keep an eye on this post for further details.  

Instructions on How to Access a Class Roster can be found in the Training Hub for Instructors.  

Assessment Outcomes (Grades) Drop-In Sessions 

These 1-hour sessions will demonstrate how to enter final grades into the Final Grade Submission Tool and how to enter grade changes in Workday, including changes for Deferred Standing (SD). 
 
This material was covered in demo sessions in late July. If you attended one of these sessions, you are welcome to attend again but the content will not be new. 

UBC Okanagan (online via Zoom) 

• Monday, September 9: 1:00 pm - 2:00 pm 
• Monday, September 23: 10:00 am - 11:00 am 
• Tuesday, September 24: 1:00 pm - 2:00 pm 

UBC Vancouver (online via Zoom) 

• Tuesday, September 10: 10:00 am - 11:00 am 
• Thursday, September 12: 1:00 pm - 2:00 pm 
• Thursday, September 26: 10:00 am - 11:00 am 

Who Should Attend? 

• Instructors and Teaching Assistants 
• Faculty administrators (including G+PS and CoGS) responsible for entering grades 
• Department staff who support instructors 
• Academic Advisors 
• LT Hub and Centre for Teaching and Learning staff 

Register here by Monday, August 26 at 5:00 PM*

After completing the registration form, you will receive an email with the Zoom links for all sessions so that you can decide which session to attend based on your schedule and availability.  

*Please note: Due to the large number of attendees, access to the training environment will be provided to those who register for training by August 26. Access can only be provided for your current role. For example, Administrators cannot be granted access as an instructor or TA in the test environment and vice versa.   

The training environment provides you with the opportunity to test out the Final Grade Submission Tool, which will be demonstrated, in a safe environment. If you would like access to the training environment, please sign up by August 26 or access cannot be guaranteed in time for the sessions. If you have not signed up by August 26, you are welcome to still attend the training and follow along with the facilitator’s demo - please email integrated.renewal@ubc.ca.

Recordings will be made available after the sessions and will be available on the Training Hub for Instructors

Additional Resources 

User guides for Instructors and TAs are available on the Training Hub for Instructors

Current guides include: 

• How to access the Teaching App 
• How to View a Teaching Schedule 
• How to Access a Class Roster 
• How to find the Course Schedule 
• How to Email Students Registered in Your Course 
• How to Delegate Grade Change Approvals 
• How Instructors Make Grade Changes in Workday