Navigating the Transition: Understanding Washington University's Shift from WebSTAC to Workday
Washington University in St. Louis is undergoing a significant transition in its administrative systems, moving away from the long-standing WebSTAC platform to a new system called Workday Student. This article aims to provide a comprehensive overview of this transition, outlining the reasons behind it, the key changes students can expect, and the resources available to help navigate the new system.
The Dawn of Workday Student
Workday Student went live on February 17, marking a crucial step in the University's modernization efforts. However, the transition is not a complete and immediate replacement of WebSTAC. Students will need to utilize both Workday and WebSTAC concurrently for different functions throughout the semester and summer. Erin Culbreth, Executive Director of the Student Sunrise Project, emphasizes that this phased approach requires agility and patience, as some processes will remain in the old system while others shift to the new one. For example, managing schedules for spring and summer 2025 will still be done in WebSTAC, while registering for fall 2025 will be done in Workday.
Why the Change? Addressing the Limitations of WebSTAC
The decision to migrate to Workday stems from the limitations of WebSTAC's outdated infrastructure. Culbreth explains that the current system comprises over 80 interconnected systems, some dating back to the 1990s. This complex and aging infrastructure is difficult to maintain and update, hindering the University's ability to provide a modern and efficient student experience. The move to Workday is part of a larger institutional shift, with the implementation of Workday for Human Resources and finance a few years ago serving as the initial phase of this broader initiative.
Key Changes in Workday Student
The new Workday site introduces several changes that students will need to familiarize themselves with. These changes are designed to streamline processes and improve the overall student experience, but they may require some adjustment.
Enhanced Course Registration
One of the most notable changes lies in how course registration functions. Matthew DeVoll, Senior Assistant Dean in the College of Arts and Sciences, highlights a significant improvement: students can now put themselves on as many waitlists as they wish without those waitlisted classes counting towards their 21-credit limit. This provides students with greater flexibility in planning their schedules and increases their chances of enrolling in desired courses. Keri Disch, University Registrar, also notes that Workday prevents students from registering for classes that take place at the same time, eliminating potential scheduling conflicts.
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Enforced Prerequisites
Workday automatically verifies that students have taken the required prerequisites before registering for a course. This feature ensures that students have the necessary foundation to succeed in a particular class. Smith notes that enforced prerequisites add another layer of complexity to registration.
Course Listings by Academic Subject
Another change involves how classes are listed. In Workday, courses will be organized by academic subject rather than the department in which they are housed. Additionally, classes will no longer be cross-listed across several departments. DeVoll raises a concern about this change, particularly for interdisciplinary programs. He worries that students might not find all relevant courses if they only search within a specific department, potentially overlooking valuable offerings from other departments.
Preparing for the Transition: Awareness and Training
The Student Sunrise team recognizes the importance of preparing students for these changes and has invested significant effort in raising awareness and providing training. According to Workday, Washington University has put more effort into preparing its community than any other university implementing the system. This includes hosting preview and practice events, which have been attended by over 1,000 students.
Rostand emphasizes the training provided to faculty and academic advisors. They have had opportunities to attend Mock Enroll events and participate in training programs to familiarize themselves with the new system. These programs include instructor-led training sessions via Zoom. WashU faculty and advisors will be responsible for helping students navigate the new system.
Navigating the Dual System: Spring/Summer 2025 vs. Fall 2025
As students transition to Workday, it is crucial to understand which system to use for specific tasks. Currently, WebSTAC remains the platform for managing schedules for the spring and summer of 2025. Conversely, Workday is the system for fall 2025 registration. This dual system requires careful attention to ensure students are using the correct platform for their desired actions.
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Continuous Improvement: Workday's Biannual Updates
Workday is designed for continuous improvement, with new features and functionalities being released every six months. These updates allow the University to evaluate and implement enhancements to the system, ensuring it remains current and responsive to the needs of students and faculty.
A Collaborative Effort: Solving the Puzzle Together
DeVoll highlights the collaborative spirit fostered by the transition to Workday. He notes that the shared effort to solve the challenges of implementing a new system has brought people together in a way that hadn't necessarily happened before.
Additional Resources: WebFAC and EGrades
While Workday is the primary system for student administration, other resources remain essential for faculty and staff.
WebFAC: Accessing Course Information and Advisee Data
WebFAC provides a platform for viewing course information, including class rosters (showing the numbers of enrolled, waitlisted, and dropped students), classroom location, as well as final exam dates and times. Academic and registration information for advisees is also visible in WebFAC. Advisee grades, class schedules, and GPAs for each advisee are available.
EGrades: Electronic Grade Submission
EGrades is a web application used by faculty in most schools to submit and approve mid-term and final grades. The electronic grade submission process, called EGrades, gives each instructor the ability to enter grades directly into an online roster or to import a file containing grade information. The easiest way to access EGrades is from within WebFAC, where a link to the EGrades home page is available. The EGrades home page lists all course sections for which faculty have been designated as an instructor or as a support person with EGrades approval capability, and for which the grading period is open. More information regarding EGrades may be found at the EGrades help site.
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