Override Academic Requirements in Workday: Course Substitution

This article will walk a user through using the Course Substitution Academic Override in Workday.

Academic Requirements Override

There are six types of Academic Requirement Overrides, all of which may be initiated by any of a student’s advisors.

Assign Course to Requirement: The most commonly used of the overrides. Allows a course (already In-Progress or Completed) to be added and applied towards the requirement.

Add Course: Allows a new course to be applied towards the academic requirement. Best used for courses a student has not yet enrolled in.

Adjust Units: Allows the number of units on an academic requirement to be changed for a student.

Adjust Course Count: Allows the number of courses needed to fulfill an academic requirement to be changed.

Course Substitution: Allows a specific course to be removed from an academic requirement and replaced with a different course. Additionally, this allows a specific course to be removed without a replacement.

Waive Requirement: Allows the student to no longer need the entire academic requirement.

How to Apply an Academic Requirement Override in Workday

Course Substitution

Allows a specific course to be removed from an academic requirement and either be replaced with a different course or removed without a replacement.

Quick Search: Override Academic Requirement for Student

Step 1: From the Workday homepage, enter Student’s Name in the search bar.

The Workday global search bar with the student's name entered.

Step 2: Select student’s Academics tab, then select Academic Progress.

Step 3: Scroll down to the student’s Academic Requirements and select Related Actions icon next to the academic requirement you are modifying.

User interface showing student's Academic Requirements. User selects which academic requirement they want to override. The Physical Education Requirement - Complete 4 PE Courses requirement is highlighted.

Step 4: Select Academic Requirement located in the Actions section, then select Create Override.

Screenshot displaying Related Actions tabs and the selected Academic Requirement information. User selects Academic Requirements, then Create Override from the dropdown menu.

Step 5: On the Override Academic Requirement for Student page, select Substitute Course, then select OK.

Screenshot prompting user to select Override Type. User selects OK icon to proceed.

Step 6: Select course to be removed from the Required Course dropdown menu. There are two types of overrides that can be applied here (detailed in the following steps). Once the choices have been selected, select Submit.

Screenshot of the Override Academic Requirement for Student action. The Student's Academic Record, the Academic Requirement, Eligibility Rule Meaning, and Override Type are all listed. Under Substitute Course, there are two dropdown menus highlighted: Required Course and Override. Once filled out, user selects the highlighted Submit icon.

Step 7a: Alternate Course Set allows you to choose a substitute course to add to the requirement, replacing the original course. Courses can be searched by Course Subject or Courses with Valid Registrations for Override.

Representation of the actions taken with the Alternate Course Set Override. A Course dropdown menu appears where the user can search for substitute courses in two ways: Course by Course Subject, or Courses with Valid Registrations for Override.

Step 7b: Not Required allows you to remove the course from the requirement with no replacement.

Representation of the actions taken with the Not Required Override option. There is no further action needed if Not Required is chosen. The Submit icon is highlighted.

Step 8: Click on the Process tab for the next steps in the process (in this example, the request routes to the student’s Faculty Advisor).

Screenshot of the Details and Process page for the override request. Image currently shows the Process tab, which goes to the Faculty Advisor for the next step of the approval process.

Step 9: In the Faculty Advisor’s Inbox, the request can be reviewed, then select Approve.

Screenshot of the Faculty Advisor's Inbox with Requirement Override Request details, comment section, and process history. User can select the Approve, Deny, or Cancel icons for this action.

Step 10: Click on the Process tab for the final step in the process (in this example, the request routes to the Academic Advising Manager).

Screenshot of the Faculty Advisor's process tab after approving the request. The next step in the approval process is shown with the Academic Advising Managers listed.

Step 11: Academic Advising Manager reviews the request and selects Approve. The process is now complete.

Override Request Review in Academic Advising Manager's inbox. Lists details of the override, reason, and the eligibility rule. User can selected Approve, Deny, or Cancel. The Approve icon is highlighted.

Step 12: The override now appears on the student’s Academic Progress tab as “Override Assigned”.

Screenshot of the student's modified Academic Requirements. The Academic Requirement that was changed is highlighted to show the Override Assigned listed.

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