The Office of the University Registrar (OUR) oversees the use, management of, and access to a number of systems which enable our office, schools and campus partners to support the maintenance of student data.

Access to systems with student data is assigned only to campus officials who have a legitimate educational interest in student data, per FERPA, such that their job duties require access to view or use it.

Faculty, advisors and campus partners providing certain services to students have legitimate educational interest under the law to portions of student records in order to do their work. Instructors are provided access to class rosters for the courses they teach, and others are provided access to certain academic records of students to provide advice and services. Registrars and department administrators may have access to update, maintain or view student or course data. Certain officials with responsibilities for strategic reporting who support operational or strategic data analysis may have access to reporting environments to provide data.

CourseLeaf CAT – Bulletin

The Bulletin is published by the Office of the University Registrar on behalf of the university and is Washington University’s official record of admissions criteria, academic program requirements, and policies. Washington University relies on the Catalog (CAT) module of the CourseLeaf curricular management software by Leepfrog Technologies to organize, edit, and publish the Bulletin. CourseLeaf CAT creates the necessary pages and tracks them through a series of approvers to ensure the accuracy and currency of all information.

Access
During times scheduled by the Office of the University Registrar, updates to the Bulletin are made for the upcoming academic year. Authorized users from all schools and departments must review their assigned content annually. If access changes are needed, please contact the Bulletin editor. Access is WashU Key protected.

Training and Use
Visit our Faculty and Staff Bulletin page on the Office of the University Registrar website.

EMS – Academic and Classroom Scheduling

Using the university’s classroom scheduling tool, Event Management System (EMS), the Office of the University Registrar plays a significant role in facilitating the management of courses and classroom scheduling across much of Washington University’s Danforth Campus. Class-related events (classes, evening exams, review sessions, and final exams) scheduled in pooled classrooms are assigned by OUR using EMS.

Access
Contact the Office of the University Registrar with questions about scheduling class-related events in pooled classrooms. Access is requested by submitting the EMS Access Form. EMS is WashU Key protected.

Training & Support
Visit the Academic and Classroom Scheduling page on the Office of the University Registrar website.

Explorance Blue – Course Evaluations

Washington University Course Evaluations are managed by the Office of the University Registrar with support from participating schools/programs. Explorance Blue is the system used to collect, analyze, and make data-driven decisions based on student feedback regarding courses, instructors and programs.

Access
You will be sent a system-generated email when any course evaluation task or report becomes available. You can also access your evaluation tasks and reports anytime via the Course Evaluation Dashboard. Access is WashU Key protected.

Training and Support
Visit the Course Evaluations page on the Office of the University Registrar website.

KnowledgeLake – Student Records Documents

Because Workday is not designed as a document repository, records materials that are useful or necessary to retain and refer to are stored by WashU in KnowledgeLake. Access is available in a limited capacity for authorized school personnel and those in records leadership roles.

Access
Only those whose role is appropriate to this level of student information is given access to records stored in KnowledgeLake. If your school or department has someone new or wishes to make an addition, roles are described and access requests may be submitted through a specific ServiceNow form linked through the IT KnowledgeLake website.  The form routes to the Office of the University Registrar for approval, and if approved, to IT to apply the access.

Training & Support
Visit the KnowledgeLake: Student Records Documents page on the Office of the University Registrar website.

Workday

Workday Student is the system Washington University uses for academic administration, including advising, course management, student records and registration, and student financials.

Access
Requests for new user access to Workday Student must be submitted to the Workday Student Support Team via ServiceNow. Access is WashU Key protected.

Please note, if the link does not take you directly to the Security Request form, you will need to follow the steps below:

  • Click the button for current WashU students, faculty, and staff, and log in with your WashU credentials.
  • Once on the ServiceNow landing page, click the “Workday Student Support” button.
  • Under “I need support with,” ensure the “Student” radio button is selected.
  • From the “Specify the support area” dropdown, select “Workday Student.”
  • This will populate another dropdown titled, “Select the category you need support with”;
    • choose “Security.”
  • Underneath the dropdown, click the “Security Request” link in red.
    • This will open a new tab with the “Workday – Security Request” form.
  • Read the form instructions and complete the fields by selecting the most relevant option for your situation from the dropdowns.
  • Once you have completed all required fields, click the “Submit” button on the right-hand side of the page.

Training and Support
Visit WashU’s Workday website for support and to submit an inquiry.

Click here regarding Administrative Access to Legacy Student Information Systems