Workday Training Security Roles

Make the Most out of Your Workday Security Role


When you need to take action on specific items/areas of Workday to help support your area, you may be granted additional security roles/access in Workday to permit you to carry out your duties.

Workday Security Roles

Click the accordion (+) to view training opportunities and job aids for the specific security role.

  • Student Hiring Support

    Student Hiring Support role is granted to those within the Academic Division who are responsible for coordinating, maintaining, and ending Student Worker positions within their area. The following list of Job Aids assist in the various actions that a Student Hiring Support person would take in Workday. 

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Hourly students are paid by the hour for their duties. Use this guide to help you navigate the process of checking the student's eligibility for employment and entering the position in Workday. 

    Period Activity Pay students are paid a lump-sum every other week for their work. Most often, Period Activity Pay is used to compensate Graduate Teaching Assistants and Graduate Research Assistants. Use this guide to help you navigate the process of checking the student's eligibility for employment and entering the position in Workday (to include entry of the Period Activity Pay component). 

    When students graduate, they are still eligible for student employment up until the start of the semester following their graduation. The process for hiring a graduated student is different than other student hires; follow this guide to help you hire an eligible graduated student. 

    If a student is already working as a student worker and you wish to add a job to their record, you'll use Add Additional Job. Follow this guide to help you enter the Add Job.

  • Period Activity Pay Coordinators

    The Period Activity Pay Coordinator will have the ability to add and manage Period Activity Pay for the Supervisory Organization they are associated with in Workday.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Period Activity Pay is a compensation element that pays an employee a set amount of money over a set period of time, for a specific activity (e.g. Faculty taking on Summer Research, or a Graduate Student Teaching Assistant, etc). Reference the Period Activity Pay Activity Type Tip Sheet as needed.

    Sometimes plans change and you'll need to either adjust or end a scheduled Period Activity Pay. Use this guide to help you navigate the process in Workday. 

  • Learning Instructor

    Workday Learning Instructors can reconcile their blended course offering rosters, manage their course offering waitlists, and download their course offering dates/times to their Outlook calendar. These capabilities are available only for courses where they are listed as the Instructor.

    Instructors automatically receive the Learning Trainer app on their Workday dashboard.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Learn how to view and download course offerings to your UVA Outlook account with the date, time, and location of the course offering.

    Learn how to manually manage the waitlist for a course offering you are listed as the Instructor.

    Learn how to print an Excel sign-in sheet for an in-person course offering for learners to sign their attendance.

    Learn how to reconcile the roster (manage attendance) for course offerings you are listed as the Instructor.

    Learn how to manage attendance for a course offering with a large number of participants with a swipe card/mag strip reader.

  • Learning Enrollment Administrator (LEA)

    As a Workday Learning Enrollment Administrator (LEA), you have access to enroll/drop of learners in courses, reconcile course rosters, manage a course waitlist, run Learning reports.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Learn how to enroll an individual learner, or a group of learners (e.g. department/organization) into a Workday Learning course/program.

    Learn how to manually manage the waitlist for a course offering you are listed as the Instructor.

    Learn how to print an Excel sign-in sheet for an in-person course offering for learners to sign their attendance.

    Learn how to reconcile the roster (manage attendance) for course offerings you are listed as the Instructor.

    Learn how to manage attendance for a course offering with a large number of participants with a swipe card/mag strip reader.

    Learn how to access and run Learning reports in Workday.
  • Learning Enrollment Partner (LEP)

    This role allows enrollments for specific supervisory orgs/departments only. The Learning Enrollment ADMIN allows them to enroll anyone at UVA.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Learn how to enroll an individual learner, or a group of learners (e.g. department/organization) into a Workday Learning course/program.

    Learn how to manually manage the waitlist for a course offering you are listed as the Instructor.

    Learn how to print an Excel sign-in sheet for an in-person course offering for learners to sign their attendance.

    Learn how to reconcile the roster (manage attendance) for course offerings you are listed as the Instructor.

    Learn how to manage attendance for a course offering with a large number of participants with a swipe card/mag strip reader.

    Learn how to access and run Learning reports in Workday.
  • Learning Report Administrator (LRA)

    The LRA handles Reporting in Workday Learning. The LRA has access to all Workday Learning reports.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview
    Learn how to access and run Learning reports in Workday.
  • Learning Offering Administrator (LOA)

    The LOA handles schedule/edit Learning Course Offerings (live sessions), update course offering versions, and run Learning reports.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Learning how to schedule/edit blended course offerings for an existing blended course.

    Learn how to access and run Learning reports in Workday.
  • Learning Program Manager (LPM)

    The LPM handles Learning Program creation/edits, and reporting (e.g. Program Reporting).

    TRAINING OPPORTUNITIES

    JOB AIDS

    Title Overview

    Learning how to create or edit a new/existing Program in Workday Learning.

    Learn how to access and run Learning reports in Workday.
  • Learning Local Administrator (LLA)

    LLAs are almost identical to an LA but are unable to Create/Manage Campaigns/Campaign Categories or Create Programs.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Content Creation

    Creating content for Workday Learning entails proper use of best practices, system requirements, publishing/testing, and managing of created content in Workday Drive. Use these guides to navigate through the process.

    Title Overview

    Workday supports almost all popular web, consumer, and professional media formats. The most common formats can be found in the table below.

    When developing content in an authoring tool that you will publish to SCORM, there are settings to consider for your content to function appropriately in an LMS. While the Technical Training Team provides assistance and services for creating campaigns, courses, and enrollments, assistance with your authoring tool is beyond the scope of the services provided. Below are some basic tips that can assist with the setup of your properties. Links to additional resources are also included in this document.
    Excel test/quiz template.
    The LMS team strongly recommends using Workday Drive in place of a UVA internal server, drive, or folder. This ensures that the learning administrator and LMS team will be able to access the current, correct media in case of server issues or if the creator is unavailable. Access to Drive is not automatically granted when someone is assigned a security role; however, anyone can request access to Drive by contacting UVA Human Resources. To do so, contact AskHR@virginia.edu. Drive functions similar to Box or Dropbox. Users can upload single or multiple digital files to Drive. It is recommended that multiple files be uploaded at one time vs. uploading digital content as each lesson is created. The versatility of Drive allows those with access to easily locate, use or download media files, eliminating the need to store media files on UVA servers.
    Courses / Programs
    Title Overview

    The “Create Digital Course” instructions are for courses with digital content. If an Offering (live course) is part of a course, use the Create Blended Course job aid.

    Blended courses contain live classes (offerings) or a combination of offerings and digital content. For digital content only, see the Create Digital Course job aid.
    Offerings are the an instance of a live session (class). A course is required in order for an offering to be schedule. Contact your Learning Admin/Learning Local Admin to create a course, or fill out a course request form and submit to AskHR@virginia.edu prior to attempting this guidance.
    When updating a blended course, Workday provides the option to update with or without versioning. Course Versioning is only available on blended course. Versioning is useful when there are substantial content changes and there is a need to track which version of a course was taken by learners.
    When a course is no longer active it should be archived. This resource guides you through the process of archiving a course.
    Programs are a way to create a multi-course curriculum and suggest the order of course completions within the program, if appropriate. Learners can self-enroll in a learning program.
    Instructors are not a security role in Workday; therefore, they are created/deactivated by the Learning Admins in Human Resources.
    Enrollments
    Title Overview

    Currently, only campaigned learning assignments have a due date. Enroll learners in courses only when there is no regulatory due date or due dates can be managed external to Workday. If the completion of a courses will be audited by external agencies, contact AskHR@virginia.edu for assistance in creating/assigning a campaign.

    Only learners can add themselves to a waitlist. No learning security role (admin) can add a learner to a waitlist manually. Admins can over enroll a course above the capacity limit or move a waitlisted learner to an open seat in a course.
    Learning Local Admins and Learning Admins can drop a learner from enrollment in digital courses or live offerings. Learners can initiate a Drop Course business process for assigned learning that will be routed simultaneously to their manager and Learning Administrator (LA); either can approve.
    Learning Local Admins and Learning Admins can waive assigned courses when the assignment was made in error or when the learner no longer needs to complete the course. A waived status is included in reports were dropped courses are not tracked.
    It is possible to manually complete a digital lesson for a learner. This is only recommended when there is a compelling reason. If this process is used to complete the learner training another way (i.e. live class with equivalent content), consider setting up an equivalency for the course. If course malfunction is suspect, contact AskHR@virginia.edu (with Learning in the subject line) for investigation.
    Reset the due date for a course or program.
    An Excel sign-in sheet can be used for in-person events to understand who attended the offering. Workday provides a spreadsheet report with multiple columns of information as a sign-in sheet.

    Used to reconcile the roster from a completed course/offering (e.g. indicate who attended/who did not attend) and/or Manage a course Waitlist.

    Swipe Card/Mag Strip readers can be used to help sign Learners in for Offerings. HR does not support installation of Swipe Card/Mag Strip readers but does provide this guide on how to utilize this tool within Learning.
     Reports
    Title Overview
    Learn how to access and run Learning reports in Workday.
  • Learning Administrator (LA)

    The LA is the highest level of Security in Workday Learning. The LA is able to initiate any of the Learning Business Processes in Workday. Unique to LA’s is the ability to Create/Manage Learning Campaigns/Learning Campaign Categories in Workday.

    TRAINING OPPORTUNITIES

    JOB AIDS

    Campaigns

    Campaigns are used to draw attention of audience members toward Learning Courses or Lessons utilizing Announcements/Notifications or the Learning Dashboard (e.g. Sliders/Required for You section). These articles will help guide you through the Campaign process from end to end.

    Title Overview

    Learning Admins can create/edit a Learning Campaign to assign a course(s) or Learning Program to a group of workers, and simultaneously send communication about the assignment.

    Learning Admins and Local Learning Admins can create audiences to streamline assigning courses to groups of learners. Audiences are a necessity when creating campaigns.
    Use this feature if you used a saved search to build your audience and need to add new audience members to the campaign. It is not possible to add to an audience member to an existing campaign. Learning Admins (LAs) can copy a campaign and create a new audience for that copy. This will create multiple campaigns for the same training.
    When an employee is on leave, the campaign due date will be extended to 2 weeks after the scheduled return date. There may be circumstances where the due date will be extended for a different time span, depending on the content.
    Content Creation

    Creating content for Workday Learning entails proper use of best practices, system requirements, publishing/testing, and managing of created content in Workday Drive. Use these guides to navigate through the process.

    Title Overview

    Workday supports almost all popular web, consumer, and professional media formats. The most common formats can be found in the table below.

    When developing content in an authoring tool that you will publish to SCORM, there are settings to consider for your content to function appropriately in an LMS. While the Technical Training Team provides assistance and services for creating campaigns, courses, and enrollments, assistance with your authoring tool is beyond the scope of the services provided. Below are some basic tips that can assist with the setup of your properties. Links to additional resources are also included in this document.
    Excel test/quiz template.
    The LMS team strongly recommends using Workday Drive in place of a UVA internal server, drive, or folder. This ensures that the learning administrator and LMS team will be able to access the current, correct media in case of server issues or if the creator is unavailable. Access to Drive is not automatically granted when someone is assigned a security role; however, anyone can request access to Drive by contacting UVA Human Resources. To do so, contact AskHR@virginia.edu. Drive functions similar to Box or Dropbox. Users can upload single or multiple digital files to Drive. It is recommended that multiple files be uploaded at one time vs. uploading digital content as each lesson is created. The versatility of Drive allows those with access to easily locate, use or download media files, eliminating the need to store media files on UVA servers.
    Courses / Programs
    Title Overview

    The “Create Digital Course” instructions are for courses with digital content. If an Offering (live course) is part of a course, use the Create Blended Course job aid.

    Blended courses contain live classes (offerings) or a combination of offerings and digital content. For digital content only, see the Create Digital Course job aid.
    Offerings are the an instance of a live session (class). A course is required in order for an offering to be schedule. Contact your Learning Admin/Learning Local Admin to create a course, or fill out a course request form and submit to AskHR@virginia.edu prior to attempting this guidance.
    When updating a blended course, Workday provides the option to update with or without versioning. Course Versioning is only available on blended course. Versioning is useful when there are substantial content changes and there is a need to track which version of a course was taken by learners.
    When a course is no longer active it should be archived. This resource guides you through the process of archiving a course.
    Programs are a way to create a multi-course curriculum and suggest the order of course completions within the program, if appropriate. Learners can self-enroll in a learning program.
    Instructors are not a security role in Workday; therefore, they are created/deactivated by the Learning Admins in Human Resources.
    Enrollments
    Title Overview

    Currently, only campaigned learning assignments have a due date. Enroll learners in courses only when there is no regulatory due date or due dates can be managed external to Workday. If the completion of a courses will be audited by external agencies, contact AskHR@virginia.edu for assistance in creating/assigning a campaign.

    Only learners can add themselves to a waitlist. No learning security role (admin) can add a learner to a waitlist manually. Admins can over enroll a course above the capacity limit or move a waitlisted learner to an open seat in a course.
    Learning Local Admins and Learning Admins can drop a learner from enrollment in digital courses or live offerings. Learners can initiate a Drop Course business process for assigned learning that will be routed simultaneously to their manager and Learning Administrator (LA); either can approve.
    Learning Local Admins and Learning Admins can waive assigned courses when the assignment was made in error or when the learner no longer needs to complete the course. A waived status is included in reports were dropped courses are not tracked.
    It is possible to manually complete a digital lesson for a learner. This is only recommended when there is a compelling reason. If this process is used to complete the learner training another way (i.e. live class with equivalent content), consider setting up an equivalency for the course. If course malfunction is suspect, contact AskHR@virginia.edu (with Learning in the subject line) for investigation.
    Reset the due date for a course or program.
    An Excel sign-in sheet can be used for in-person events to understand who attended the offering. Workday provides a spreadsheet report with multiple columns of information as a sign-in sheet.

    Used to reconcile the roster from a completed course/offering (e.g. indicate who attended/who did not attend) and/or Manage a course Waitlist.

    Swipe Card/Mag Strip readers can be used to help sign Learners in for Offerings. HR does not support installation of Swipe Card/Mag Strip readers but does provide this guide on how to utilize this tool within Learning.
    Reports
    Title Overview
    Learn how to access and run Learning reports in Workday.
  • Content Creator

    TRAINING OPPORTUNITIES

    JOB AIDS

    Creating content for Workday Learning entails proper use of best practices, system requirements, publishing/testing, and managing of created content in Workday Drive. Use these guides to navigate through the process.

    Title Overview

    Workday supports almost all popular web, consumer, and professional media formats. The most common formats can be found in the table below.

    When developing content in an authoring tool that you will publish to SCORM, there are settings to consider for your content to function appropriately in an LMS. While the Technical Training Team provides assistance and services for creating campaigns, courses, and enrollments, assistance with your authoring tool is beyond the scope of the services provided. Below are some basic tips that can assist with the setup of your properties. Links to additional resources are also included in this document.
    Excel test/quiz template.
    The LMS team strongly recommends using Workday Drive in place of a UVA internal server, drive, or folder. This ensures that the learning administrator and LMS team will be able to access the current, correct media in case of server issues or if the creator is unavailable. Access to Drive is not automatically granted when someone is assigned a security role; however, anyone can request access to Drive by contacting UVA Human Resources. To do so, contact AskHR@virginia.edu. Drive functions similar to Box or Dropbox. Users can upload single or multiple digital files to Drive. It is recommended that multiple files be uploaded at one time vs. uploading digital content as each lesson is created. The versatility of Drive allows those with access to easily locate, use or download media files, eliminating the need to store media files on UVA servers.