Workday Learning Security Role Essentials

• Learning Administrator – Manages all aspects of Workday Learning, including courses, offerings, programs, assignments, enrollments, reporting, prerequisites, equivalencies, campaigns, and reminders.
• Learning Local Administrator – Manages courses, offerings, programs, assignments, enrollments, and reporting.
• Learning Offering Administrator – Manages offerings.
• Learning Program Manager – Manages learning programs (groupings of digital and/or blended courses).
• Learning Enrollment Administrator – Manages assignments and enrollments.
• Learning Enrollment Partner (Deprecated) – Manages assignments and enrollments for specific Supervisory Organizations.
• Learning Reports Administrator – Access to Workday Learning reports.
• Learning Auditor – Views pre-hires and additional worker data.
• Learning Team – Creates and launches EIB integrations.
• Instructor – Manages grading and attendance for instructor-led classes.
• Assessor – Manages grading and attendance for training activities.

Depending on your security roles, you will have access to specific apps from the Menu:

Learning Management

• Learning Admin – Available to all Learning security roles.
• Learning Trainer – Available to Instructors and Assessors.

Configuration

• Campaigns – Available to Learning Administrators.

These apps are designed to align with your role, giving you the tools you need to manage, train, and configure learning campaigns effectively.

Sandbox (Workday link) is a testing environment accessible to Workday Learning security roles. It is especially useful for Learning Administrators and Learning Local Administrators to create and test courses, enroll in them, and experience the learner’s journey, including reporting.

We highly recommend using Sandbox to practice and explore your role before making changes in Production. Sandbox mirrors the Production environment and is refreshed every Friday evening.

The following are key responsibilities assigned to different Workday Learning Security Roles. These responsibilities are essential for managing various aspects of the learning experience, from assignments and enrollments to learning content and reporting.

1. Manage Assignments
   Responsible for creating and assigning learning activities or tasks to learners based on their role or training requirements. This includes managing due dates, prerequisites, and tracking progress. Assignments ensure learners are held accountable and complete required training.

2. Manage Enrollments
   This responsibility involves enrolling learners into specific courses, programs, or offerings. Security roles with this responsibility track and manage learner participation, ensure correct enrollment, and handle any necessary adjustments, such as cancellations or transfers.

3. Manage Rosters
   Rosters are essential for tracking attendance and grading in instructor-led offerings. Security roles with this responsibility manage rosters by ensuring learners are correctly listed for offerings, marking attendance and grading, and reporting on offering outcomes.

4. Manage Learning Content
   This includes the creation, editing, and updating of learning materials, such as courses, offerings, and programs. Security roles with this responsibility ensure that content is organized, up to date, and available to learners according to their assigned courses or programs. It may also include managing prerequisites and equivalencies between different learning materials.

5. Manage Reporting
   Reporting responsibilities involve generating and analyzing various reports within Workday Learning. These reports track learner progress, completion rates, and other training metrics. Security roles with this responsibility ensure that data is accurate and insights are shared with relevant stakeholders for decision-making and improvement of training programs.

6. Answer Learner Inquiries
   This responsibility involves providing timely and accurate responses to learners' questions and concerns regarding their training. Security roles with this responsibility address issues such as enrollment status, course content, assessment results, or technical difficulties, ensuring a smooth learning experience for all users.

Assignments and enrollments are treated as separate records in Workday Learning.

Assignments are system-generated records that indicate a learner is required to complete a specific course/program. Assignments are created through:

• Campaigns – Automated assignments based on predefined audience criteria. Campaign assignments do not appear on the learner's transcript until they start the learning content.
• Admins – Manual assignments made by Learning administrators.
• Managers – Assignments given by a learner’s direct manager.
• Retraining Processes – Automated assignments for courses/programs that have an expiry rule.

Assignments may have due dates and remain in the learner’s Required for You section until completed or waived.

Enrollments represent a learner’s active participation in a course/program. Enrollments are created when a learner:

• Is enrolled by an admin – A Learning administrator manually enrolls the learner.
• Is enrolled by a manager – A manager enrolls the learner.
• Self-enrolls – The learner voluntarily enrolls.

Security Roles Required

The following security roles have access to manage assignments and enrollments:

• Learning Administrator
• Learning Local Administrator
• Learning Enrollment Administrator
• Learning Enrollment Partner
• Learning Auditor (Includes Pre-Hires)

Learning Content in Workday Learning is created and managed to ensure workers have access to the appropriate training materials, including:

• Courses – Structured learning experiences that include lessons. The two types of courses are Blended (a mix of in-person and digital) and Digital (self-paced online modules).
• Programs – A grouping of related courses designed for progressive skill development.

Security Roles Required

The following security roles have access to create, edit, and manage learning content:

• Learning Administrator (Course and Programs)
• Learning Local Administrator (Courses and Programs)
• Learning Program Manager (Programs Only)

Instructors and Assessors help manage key aspects of blended courses and course offerings, including:

• Managing enrollments
• Grading and tracking attendance
• Answering learner inquiries

Instructors: Can be added to In-Person Classroom (Instructor-Led) and Virtual Classroom (Instructor-Led) lessons.

Assessor: Can be added to Training Activity lessons.

Security Roles Required

The following security roles have access to create and edit instructors and assessors:

• Learning Administrator
• Learning Local Administrator

Prerequisite and Equivalency Rules help structure learning paths by ensuring learners complete required training in the right order while also preventing redundant coursework.

• Prerequisite Rules define courses or programs that must be enrolled in/completed before enrolling in specific learning content.
• Equivalency Rules allow learners to receive credit for completing equivalent courses, reducing duplicate training.

Security Roles Required

The following security roles have access to create and manage prerequisite rules and equivalency rules:

• Learning Administrator
• Learning Local Administrator

Learning reports in Workday provide valuable insights into learning assignments, enrollments, completions, content, and content usage. These reports help managers, learning administrators, and other key roles track progress, ensure compliance, and make data-driven decisions about workforce learning.

To find, run, and export reports in Workday, review the Reports - Find / Run / Export (Job Aid) for step-by-step instructions.

Security Roles Required

The following security roles have access to view Learning-related reports:

• Learning Reports Administrator

While there are many eLearning software options available, our team recommends and offers consultations on the following tools to help you create dynamic and engaging learning experiences.

• PowerPoint – Easily upload slide-based presentations or convert them into videos for a more structured delivery.
• Articulate Storyline – Build interactive eLearning courses with scenarios, quizzes, and branching logic for deeper learner engagement.
• Articulate Rise – Design responsive, web-based courses with a modern, scrolling layout for seamless navigation across devices.

If you would like to schedule a consultation with one of our instructional designers or Workday Learning specialists, please complete the Learning Design & Technology Request Form.

Use the Find Workers - Enroll Others in Learning (Mass Enroll) reports to enroll workers in Workday Learning content. There are three versions:

• Find Workers - Enroll Others in Learning (Mass Enroll) (Workday link)
  • Available to Learning administrators. List all active workers.
•  Find Workers - Enroll Others in Learning (Mass Enroll) - Include Pre-Hires (Workday link)
  • Available to Learning Auditors. Lists all active workers and pre-hires.
• Find Workers - Enroll Others in Learning (Mass Enroll) - Role-Based (Workday link)
  • Available to Learning Enrollment Partners. Lists workers in specific supervisory organizations.

Job Aid

For step-by-step instructions, review the Assignment / Enrollment - Enroll / Drop / Waive (Job Aid).

Selecting a Course Offering

When enrolling workers in a blended course, you will see a Course Offerings page with two tabs:

• Open Offerings – Future or available sessions.
• In Progress / Closed – Ongoing or past sessions.

Admins can enroll workers in any offering, but enrolling in In Progress / Closed offerings is only recommended if you are the course contact or instructor.

Offering Details

• Start Date / End Date – The scheduled start and end time.
• Attendance Type:
  • Virtual – Hosted online (e.g., Zoom, Teams).
  • In-Person – Held at a physical location.
  • Self-Directed – Completed independently online.
• Location – Provided for in-person offerings.
• Instructor – The facilitator for virtual or in-person events.
• Availability – Maximum enrollment capacity (can be listed as a number or Unlimited).
  • Admins can enroll workers even if the offering is full, but this is only recommended for course owners or instructors.
• Offering Number – Identifier for additional details.
• Status:
  • Open – Learners can enroll.
  • In Progress – Session has started; enrollment is closed.
  • Closed – Session has ended; enrollment is closed.
    • Admins can enroll workers in Closed offerings, but this is only recommended for course owners or instructors.

Assign as Required Learning

On the Review page, you'll see the "Assign as Required Learning" option.

• Selecting "Yes" makes the assignment required:

  • It will appear on the employee’s "Required for You" slider.
  • You can set a due date or completion timeframe.
  • The course will stay on their Required for You slider, even if they drop it.
  • The assignment remains open until completed or waived.

• Selecting "No" makes the assignment optional:

  • It will appear on the employee’s "Continue Learning" slider.
  • The employee can drop the course, and it will be removed from their Learning application.
  • The assignment remains open until waived.

Ineligible

If a work is listed as 'Ineligible,' they are likely already enrolled in the learning content. To confirm, go to their profile, click the Career tab, click the Learning tab, and check the Not Started or In Progress sections.

Warnings

If a Warning appears, it means the worker has previously completed the learning content. To confirm the completion date, go to their profile, click the Career tab, click the Learning tab, and review the Learning History section. Be sure to check all columns, especially Expiration Date, Attendance Status, Grade, and Score, to verify successful completion.

Use the Waive Learning Assignment (Workday link) task to remove required or optional learning assignments when they are no longer relevant or were assigned in error.

Job Aid

For step-by-step instructions, review the Assignment / Enrollment - Enroll / Drop / Waive (Job Aid).

Task Prompts

• Learning Content – The name of the blended course(s), digital course(s), or program(s).
• Learners – Enter the name(s) of the learner(s).
• Learning Organization – The name of the Supervisory Organization or manager.
• Include Subordinate Organizations – Check this box to include all subordinate organizations under the selected Supervisory Org.

Waive Reasons

You must select a waive reason from the dropdown menu. These reasons are reportable in the Learning Assignment Records report.

To request a new waive reason, email LMS@virginia.edu.

Assignment Tabs

• Eligible Assignments – Assignments that can be waived.
• Ineligible Assignments – Assignments that cannot be waived.

Table Details

The task displays key information about each learning assignment, including:

• Learner – The name of the worker.
  • The worker list includes terminated and contract-ended employees. Assignments are not automatically waived upon termination.
• Learning Content – The assigned course or program.
• Assigned Date – When the content was assigned.
• Assignment Mechanism – How the assignment was made (e.g., mass enroll, campaign, retraining).
• Assigned By – Who assigned the content.
• Due Date – The deadline for completion (if applicable).
• Enrolled – Whether the learner is currently enrolled.
• Required – Whether the assignment is mandatory.

Use the Manage Waive Learning Assignment (Workday link) task to rescind a previously waived required or optional learning assignment.

Job Aid

For step-by-step instructions, review the Assignment / Enrollment - Enroll / Drop / Waive (Job Aid).

Task Prompts

• Learning Content – The name of the blended course(s), digital course(s), or program(s).
• Learners – The name(s) of the learner(s).
• Assignment Mechanism – How the assignment was made (e.g., mass enroll, campaign, retraining).

Table Details

This task displays key details about each waived learning assignment, including:

• Learner – The worker’s name.
• Learning Content – The assigned course or program.
• Assigned Date – When the content was assigned.
• Assignment Mechanism – How the assignment was made.
• Due Date – The completion deadline (if applicable).
• Assignment Cancellation Date – When the assignment was waived.
• Waived By – Who waived the assignment.
• Waive Reason – The selected waive reason.
• Required – Whether the assignment was required or optional.

Use the Drop Learners task to remove a worker from an assigned or self-enrolled course or program. There are three ways to drop a learner in Workday Learning:

• From the Learner’s Career Profile – Go to the learner’s profile, select the Career tab, then navigate to the Learning tab. Use the Related Actions button next to the magnifying glass, hover over Learning Enrollment, and choose Drop Learning Enrollment.
• From the Enrollments Tab – In the admin view of the course or program, click the Enrollments tab. Use the Related Actions button next to the learner's name, hover over Learning Enrollment, and choose Drop Learning Enrollment.
• Drop Learners Button – In the admin view of the course or program, click the Drop Learners button, then search for the learner to complete the drop.

Job Aid

For step-by-step instructions, review the Assignment / Enrollment - Enroll / Drop / Waive (Job Aid).

Drop Reasons

You must select a drop reason from the dropdown menu.

To request a new drop reason, email LMS@virginia.edu.

Use the Manage Enrollment Completions task to manually mark lessons as complete for digital courses or blended courses for non-classroom or training activity lessons. You can access the Manage Enrollment Completions task in two ways:

• From the Learner’s Career Profile: Go to the learner’s profile, select the Career tab, then navigate to the Learning tab. Use the Related Actions button next to the magnifying glass, hover over Learning Enrollment, and select Manage Enrollment Completion.
• From the Enrollments Tab: In the admin view of the course or program, click the Enrollments tab. Use the Related Actions button next to the learner's name, hover over Learning Enrollment, and choose Manage Enrollment Completion.

Job Aid

For step-by-step instructions, review the Digital Course Completion - Manage (Job Aid).

Additional Information

• Lesson Completion: All required lessons must be completed for a course to be marked as finished. To view which lessons are still pending, click the magnifying glass mentioned above or click the enrollment on the Enrollments tab.
• Blended Course Completion: If the course includes classroom or training activity lessons, the instructor or assessor must manage grading and attendance.
• Program Completion: A program is marked as complete when all required courses within the program are finished. To see which courses are still incomplete for a worker, check the Learning Program Completion (Workday link) report.

Use the Manage Grading and Attendance task to manage grading and attendance for blended courses with classroom or training activity lessons that have Track Attendance or Track Grades selected. You can access this task in three ways:

• Via Global Search: Type "Manage Grading and Attendance" (Workday link) into the Workday global search, enter the course offering title, and select the applicable date and time.
• Via Admin View on Course Offering: Select Manage Roster in the admin view of the course offering.
• Via Instructor Schedule Calendar (Workday link): Locate and select the applicable course offering, then click Manage Roster.

Job Aid

For step-by-step instructions, review the Course Offering Grading & Attendance - Manage (Job Aid).

Overall vs. Lesson Management

If the blended course includes multiple lessons with grading and attendance, you must manage both the Overall Grade (first tab) and Lessons (second tab) to ensure complete tracking for the course.

Important Notes

When you mark a learner as Not Attended or Failed, the course will be marked as Completed in their Learning History. If you prefer not to have this behavior, drop the learner and select Admin Use Only - Did Not Attend as the drop reason.

Use the Manage Waitlist (Workday link) report to manage the waitlist for course offerings that have reached their maximum enrollment capacity and have an active waitlist.

Job Aid

For step-by-step instructions, review the Course Offering Waitlist - Manage (Job Aid).

Waitlist Capacity and Auto-Enrollment Options

• When scheduling a blended course offering, you can set a Waitlist Capacity by adding a numerical value.
• If Auto-Enrollment is not enabled, waitlist management must be handled manually by a Learning Administrator (LA), Learning Local Administrator (LLA), Learning Enrollment Administrator, or Primary Instructor.

Important Notes

• Workers who moved from the waitlist to enrolled status will not receive an enrollment notification.
• Check the Enable Auto-Enrollment from the Waitlist box to allow Workday to automatically move learners on the waitlist to an available seat when one opens up.

Use the Reset Learning Due Dates (Workday link) task to reset the due dates in Workday Learning. This task can be used when a learner requires an updated deadline.

Job Aid

For step-by-step instructions, review the Due Date - Reset (Job Aid).

Important Note

• Resetting due dates can apply to both required and non-required learning assignments.
• Ensure that the new due dates are communicated to learners, as Workday does not automatically send notifications when a due date is reset.

Use the Reset Expiration Date on Learning Records (Workday link) task to reset the expiration dates for learning assignments in Workday Learning. This task is useful when a learner requires an updated expiration date for their training.

Job Aid

For step-by-step instructions, review the Expiration Date - Reset (Job Aid).

Important Note

• Resetting expiration dates can apply to both required and non-required learning assignments.
• Ensure that new expiration dates are communicated to learners, as Workday does not automatically send notifications when an expiration date is reset.

Use the Create Course (Workday link) task to create blended courses and digital courses.

Use the Edit Course (Workday link) task to edit an existing course.

Job Aid

For step-by-step instructions, review the Blended Course - Create / Edit / Inactivate (Job Aid).

Important Notes

• Blended courses typically include one or more of the following lesson types: In-Person Classroom (Instructor-Led), Virtual Classroom (Instructor-Led), or Training Activity lessons. These courses generally require an instructor or assessor to manage grading and/or attendance for course completion.
• Blended courses are used to schedule offerings that workers can enroll in.
• A blended course must include all applicable lesson types (e.g., In-Person Classroom (Instructor-Led), Virtual Classroom (Instructor-Led)) to be available at the offering level.

Versioning

Blended courses support versioning, with the following options available:

• Update Current Version
  • Use this option to modify the blended course details (e.g., Title, Image, Contact).
  • Do not use this option when adding or removing lessons.
• Select Version
  • Use this option to select a past, current, or future version (e.g., updating a future version to add a lesson that becomes available on the future effective date).
  • It is not recommended to add or remove lessons from a past version.
• Add New Version Effective Date
  • Use this option to add or remove lessons, unless a future version already exists—then use Select Version to modify that version if applicable.
  • Note: The effective date marks when the blended course is updated. This only impacts future offerings scheduled with the new course version. Any existing offerings will need to be updated manually or by using the Update Offering Version. See more in the Update Offering to Version section for additional details.

Important: Consider the impact of updating the current version on learners who have completed, are currently progressing, or have not started the course. If you add a lesson to a past or current version, workers who have completed the course will still show as completed, even if they have not completed the new lesson.

Use the Schedule Course Offering (Workday link) task to schedule a course offering for an existing blended course.

Job Aid

For step-by-step instructions, review the Blended Course Offering - Schedule / Edit / Cancel (Job Aid).

Important Notes

When scheduling a course offering, many of the course details will be inherited from the blended course. However, you can modify the following settings for each individual course offering:

• Language
• Contacts
• Enable Auto-Enrollment from the Waitlist
• Additional Details
• Minimum Enrollment Capacity
• Maximum Enrollment Capacity
• Offering Number
• Status (Uncheck the default "Update Status from Offering Dates" box)
• Unlimited Capacity
• Waitlist Capacity
• Units
• Instructor-Led Details
• Lesson Order (Including media files)

Note: A blended course must include all possible lesson types for an offering to be available in the system.

Update Offering to Version

 If a new version is created on the blended course, the Update Offering to Version button will display on the offering. If you choose to update, the offering will inherit the new version details from the blended course.

Use the Edit Course Offering (Workday link) task to edit an existing course offering.

Job Aid

For step-by-step instructions, review the Blended Course Offering - Schedule / Edit / Cancel (Job Aid).

Use the Update Offering to Version task to apply updates from a blended course to open course offerings. To use this task, click the Update Offering to Version button on an existing blended course.

Important Notes

• If an offering cannot be updated to the new version, it is likely because the offering is closed.
• To see which version an offering is using, check the Version column.

Use the Cancel Course Offering task to cancel an existing course offering that is no longer needed. This action will prevent further enrollments and attendance for that offering.

Job Aid

For step-by-step instructions, review the Blended Course Offering - Schedule / Edit / Cancel (Job Aid).

Important Notes

• Canceled offerings will remain in the system, but their status will be marked as Canceled.
• There are no automatic system notifications to inform learners that the offering has been canceled. It is the responsibility of the admin or instructor to notify learners of the cancellation.
• If you need to make changes to the offering, you may want to consider updating the offering instead of canceling it.

To request a new cancel reason, email LMS@virginia.edu.

Use the Create Course (Workday link) task to create digital courses.

Use the Edit Course (Workday link) task to modify an existing course.

Job Aid

For step-by-step instructions, review the Digital Course - Create / Edit / Inactivate (Job Aid).

Updating a Media File

If you add or remove media lessons, this will impact learners in the following way:

• Not Started: Learners who have not started the courses with see the newest changes once submitted.
• In Progress: Learners who are in progress will see the newest changes once submitted and will lose their progress in a media lesson when the media file is replaced.
• Completed: If learners who have previously completed the course navigate back to the course, they will see a completion in the course (this is also reflected on their transcript), but they will not see checkmarks next to the new/updated lessons.

Important Notes

• Digital courses can include one or more of the following lesson types
  • External Content - Direct links to external websites or files
  • Media - Various media file formats
    • Packaged Content
      • SCORM 1.2 - recommended for non-graded content
      • SCORM 2004 (4th Edition) - recommended for graded content
    • Videos
      • MP4 (.mp4) - recommended for best compatibility and performance
      • MOV (.mov)
      • WMV (.wmv)
      • AVI (.avi) (not recommended due to larger file sizes and compatibility issues)
    • Documents
      • PDF (Portable Document Format) - recommended to prevent automatic downloading of the file when viewing.
      • Word Documents (DOC/DOCX)
      • PowerPoint Presentations (PPT/PPTX)

Course completion is determined by the required vs. optional lessons, file types, and publishing settings. Please review the Media section below for more information about file types and publishing settings.

Use the Create Program (Workday link) task to create programs.

Use the Edit Program (Workday link) task to edit an existing program.

Job Aid

For step-by-step instructions, review the Program - Create / Edit / Inactivate (Job Aid).

Important Notes

• Courses must be created first before being added to a program.
• It is important to review the content of the course prior to adding it to your course or validating with the course owner that the content is still applicable and up-to-date for the program audience.
• When editing, you must remove all inactive courses before submitting changes.

Versioning

Programs support versioning, with the following options available:

• Update Current Version
  • Use this option to modify the program details (e.g., Program Title, Program Image, Program Contact).
  • Do not use this option when adding or removing courses.
• Select Version
  • Use this option to select a past, current, or future version (e.g., updating a future version to add a course that becomes available on the future effective date).
  • It is not recommended to add or remove courses from a past version.
• Add New Version Effective Date
  • Use this option to add or remove courses, unless a future version already exists—then use Select Version to modify that version if applicable.

Important: Consider the impact of updating the current version on learners who have completed, are currently progressing, or have not started the program. If you add a course to a past or current version, workers who have completed the program will still show as completed, even if they have not completed the new course.

Use the Edit Media task to add/modify video interactions, captions, and settings for a video file in Workday Drive. To access the task, view or navigate a video file in Workday Drive, and click the Edit Media button.

Job Aid

For step-by-step instructions, review the Video Interactions - Create / Edit (Job Aid).

Interactions

• Multiple Choice - Standard question format with any number of possible distractors and a single correct answer
• Checkbox - Standard question format with any number of possible distractors and multiple correct answers
• Open Response - Fill-in-the-blank question format where the user can type an answer to a question
• Text Note - Additional information to supplement the video’s content

Captions

When a video file with audio is uploaded to Workday, a closed caption file is automatically generated. Captions may need editing for accuracy, such as spelling corrections or capitalizing terms. You can also upload both Spanish and English caption files, allowing learners to choose their preferred language.

Settings

• Skip Restrictions - Setting to prohibit a learner from using the slider bar to skip through a video without watching
• Limit Question Attempts - Limit viewers to submit answers only once. Skip Restrictions will be auto-enabled.
  • Note: Limiting question attempts is not recommended because the learner will have to exit and re-enter the lesson to adjust interactions. Otherwise, the learner would have to completely re-enroll in the content.
• Passing Score - The percentage of questions the learner must reach to successfully complete the video.

Use the Create Reminder task to add up to three reminders to a course or program. To access this task, navigate to the course or program in Workday and click the Create Reminder button (located under the ellipses button).

Use the Manage Reminders task to modify existing reminders for a course or program. To access this task, navigate to the course or program in Workday and click the Manage Reminders button (located under the ellipses button).

Job Aid

For step-by-step instructions, review the Reminders - Create / Edit / Delete (Job Aid).

Important Notes

• Learning Administrators and Learning Local Administrators can add the reminder message, but only Learning Administrators have the ability to schedule the reminders.
• Reminders are sent to learners based on their due date and/or expiration date.
• The Create Reminder option will no longer be available once three reminders have been added to the course or program.

Use the Create Internal Learning Instructor (Workday link) task to create an instructor record for an active worker in Workday.

1. First, create the instructor record.
2. Once created, add the worker as an Allowed Instructor on the blended course.
3. After they are listed as an Allowed Instructor, they can be assigned as a Primary Instructor and/or Instructor on the course offering.

Job Aid

For step-by-step instructions, review the Instructor - Create / Edit (Job Aid).

Troubleshooting

If you cannot find the worker’s name in the Worker prompt when creating an instructor record:

• They may already have an instructor profile, or their profile may be inactive.
• Run the Learning Instructors Information report to check their status.

If you cannot add the worker as a Primary Instructor or Instructor on the course offering:

1. Verify that they are listed as an Allowed Instructor on the blended course.
2. Run the Learning Instructors Information report to check their status.
   • If their name is not on the report, use the Create Internal Learning Instructor task to create their instructor record.
   • If their name is on the report and they are inactive, use the Edit Internal Learning Instructor task to reactivate their record.

Editing an Instructor Record

Use the Edit Internal Learning Instructor (Workday link) task to reactivate an existing instructor record for a worker in Workday.

Use the Create Internal Learning Assessor (Workday link) task to create an assessor record for an active worker in Workday.

1. First, create the assessor record.
2. Once created, add the worker as an Allowed Assessor on the blended course.
3. After they are listed as an Allowed Assessor, they can be assigned as a Primary Assessor and/or Assessor on the course offering.

Job Aid

For step-by-step instructions, review the Assessor - Create / Edit / View (Job Aid).

Troubleshooting

If you cannot find the worker’s name in the Worker prompt when creating an assessor record:

• They may already have an assessor profile, or their profile may be inactive.
• Run the Edit Internal Learning Assessor task and view the All Internal Learning Assessors list.

If you cannot add the worker as a Primary Assessor or Assessor on the course offering:

1. Verify that they are listed as an Allowed Assessor on the blended course.
2. Run the Edit Internal Learning Assessor task and view All Internal Learning Assessors list.
   • If their name is not on the list, use the Create Internal Learning Assessor task to create their assessor record.
   • If their name is on the list and they are inactive, click their name and check the box to reactivate their record.

Editing an Assessor Record

Use the Edit Internal Learning Assessor (Workday link) task to reactivate an existing assessor record for a worker in Workday.

Use the Create Learning Prerequisite Rule (Workday link) task to set one or more courses or programs as prerequisites for enrolling in or consuming other learning content.

Job Aid

For step-by-step instructions, review the Create / Edit / View Prerequisite Rules (Job Aid).

Key Terms

• Target: The course or program learners can access after completing the required prerequisite(s).
• Qualifier: Specifies whether learners must complete or enroll in the prerequisite items.
• Rules: Define the required course(s) or program(s) learners must complete or enroll in before accessing the target content.
  • And: Enter multiple prerequisite items in the same row— all courses or programs in that row must meet the qualifier.
  • Or: Enter each prerequisite item in a separate row— any course or program listed separately can meet the qualifier.

Important Notes

• In the Learner View of a course or program, the View Prerequisite Button will appear until the learner has satisfied the prerequisite rule.
• In the Admin View of a course or program, Prerequisite Rules will appear as a new tab for review.

Managing Prerequisite Rules

Use the Manage Learning Prerequisite Rules (Workday link) task to view all current prerequisite rules. To edit a rule, click Edit in the right-hand column.

Use the Create Learning Equivalency Rule (Workday link) task to define course equivalencies (program equivalencies are not available at this time), allowing learners to receive credit for alternative courses.

Job Aid

For step-by-step instructions, review the Equivalency Rule - Create / Edit / View (Job Aid).

Types of Equivalency Rules

• Singular Equivalency Rule: Allows multiple courses to be added in the Source and Target fields.
• Group Equivalency Rule: Makes multiple courses equivalent to each other quickly, enabling learners to gain equivalency across multiple courses.

Key Terms

• Source: The courses learners must complete to achieve equivalency in the Target courses.
• Target: The courses in which learners receive equivalency upon completing the Source courses.
• Two-Way: Allows learners to take courses in either the Source or Target fields to achieve equivalency. (Only applies to Singular Equivalency Rules.)

Display Options

• Display Equivalency Records on Learning History:
  • Shows achieved equivalencies in the Learning History section of the Learning tab on the Career profile.
  • Each equivalency appears with a Record Type of Equivalent Record and is found at the bottom of the table.
• Display Equivalency Options on Course:
  • This section indicates whether learners can complete an equivalent course instead of the selected course.
  • Workday prioritizes the equivalency group with the least remaining content to complete.

Important Notes

• In the Learner View of a course, the View Equivalencies will appear under the course description, if applicable.
• In the Admin View of a course, Equivalency Rules will appear as a new tab for review.

Managing Equivalency Rules

Use the Manage Learning Equivalency Rules (Workday link) task to view and edit existing equivalency rules.

Run the Learning Assignment Records (Workday link) report to view assignment records.

Job Aid

For step-by-step instructions, review the Reports - Assignment, Enrollment, and Completion (Job Aid).

Assignment Mechanisms

• Campaigns – Automated assignments based on predefined audience criteria.
• Admins – Manual assignments made by Learning administrators.
• Managers – Assignments given by a learner’s direct manager.
• Retraining Processes – Automated assignments for courses/programs that have an expiry rule.

Learning Assignment Statuses

• Open
  • The learner needs to take action on this assignment.
• Completed
  • The learner has completed the associated content to satisfy the assignment record. When a learner completes an assignment, Workday updates the Assignment Record Completion Moment field on the record.
  • When you assign content to a learner that has equivalent content, if the learner completes the equivalent course or courses and gains equivalency, this satisfies the requirements of the assignment. We then update the status of the assignment record and any equivalent assignment record to Completed.
• Automatically Waived
  • The Enable dynamic removal and resend option is set on the Exclusion Rule prompt for a learning campaign, and the learner no longer meets the audience criteria. Workday removes the learner from the audience dynamically.
  • There's no need for the learner to complete the assignment, so Workday:
    • Waives the assignment automatically and updates the Assignment Cancellation Date field on the record.
    • Removes required learning content from the Required for You worklet on the Learning dashboard.
• Manually Waived
  • A learning administrator manually waived the learner from the assignment using the Waive Learning Assignment task because there's no need for the learner to complete the assignment, so Workday:
  • Updates the Assignment Cancellation Date field on the record.
  • Removes required learning content from the Required for You worklet on the Learning dashboard.

Run the Learning Enrollment and Completion Report ALL (Workday link) report to view enrollment records.

Job Aid

For step-by-step instructions, review the Reports - Assignment, Enrollment, and Completion (Job Aid).

Important Note

• Campaign and retraining assignments will not appear on any enrollment record reports until they start the content.

Run the Learning Program Completion Report (Workday link) to view enrollment records and status for each course within a program.

Job Aid

For step-by-step instructions, review the Reports - Assignment, Enrollment, and Completion (Job Aid).

Run the Video Interaction Response Information (Workday link) report to view video interaction records for a course or worker.

Job Aid

For step-by-step instructions, review the Reports - Assignment, Enrollment, and Completion (Job Aid).

The Official Learning Transcript Report (Workday link) lists all completed learning content for the worker, providing a formal, non-editable record that includes the UVA logo and meets the requirements set by regulatory agencies for licensure and certification renewals.

Report Prompt Definitions

• Worker: Enter the name of the worker whose learning transcript you want to view.
• Course Title: Enter the title of the course you want to search for in the transcript.
• Learning Unit Type: Select the type of learning unit (e.g., course, program) to filter the report.
• From: Enter the start date to filter the report for learning content completed after this date.
• To: Enter the end date to filter the report for learning content completed before this date.

Print Button

Click the Print button to export the report as a PDF for saving or printing.

Run the Upcoming Learning Course Offerings (Workday link) report to see scheduled offerings, along with their details and enrollment data.

Run the Learning Offering Sign In Sheet (Workday link) report to generate an exportable PDF sign-in sheet for collecting signatures during in-person lessons.

Run the Instructor Schedule Calendar (Workday link) report to view a calendar of all offerings where you are listed as the instructor.

Run the Learning Content Information (Workday link) report to view detailed information about the content.

Run the Learning Program Audit Report (Workday link) to view detailed information about the courses within a program or to identify which programs include a specific course.

Run the Packaged Content Tracking (Workday link) report to view enrollment record details for published content using SCORM, including interactions based on how the content was published.

Packaged content in Workday refers to learning materials that comply with SCORM (Sharable Content Object Reference Model) file-type standards. Workday supports the following SCORM versions for various use cases:

• SCORM 1.2: No interaction details provided.
• SCORM 2004 (4th Edition): Includes question and answer choices selected.

Use PowerPoint to create presentations and save them as PDFs, or add voiceover and export the presentation as a video file. Both formats can be uploaded to Workday, offering flexibility in how you deliver content to learners.

External Resource

For step-by-step instructions, review the PowerPoint for Windows training.

Articulate Storyline lets you create interactive eLearning courses with features like quizzes, scenarios, and branching. Once your course is ready, it can be exported and uploaded to Workday for an engaging learning experience. Please note that your department or team would need to purchase a license for Articulate Storyline to use this tool.

Job Aid

For step-by-step instructions on publishing for Workday Learning, review the Articulate Storyline - Publish (Job Aid).

External Resource

For step-by-step instructions, review the Articulate Storyline 360 - Build Interactive Courses User Guide.

Articulate Rise enables you to create responsive, web-based courses with a modern, scrolling design for easy navigation across devices. Once your course is complete, it can be exported and uploaded to Workday for seamless delivery. Please note that your department or team would need to purchase a license for Articulate Rise to use this tool.

Job Aid

For step-by-step instructions on publishing for Workday Learning, review the Articulate Rise - Publish (Job Aid).

External Resource

For step-by-step instructions, review the Articulate Rise 360 - Create Engaging Content User Guide.