Sign up to test the new bulk student appointment tool by July 31

July 19, 2024

Notice | August 16, 2024: the release of the bulk student appointment bot has been delayed due to unforeseen circumstances. We are currently working on a resolution and hope to get the bot up and running in the near future. In the meantime, and to prevent further delay of initiating student appointments, please begin to enter all student appointments into Workday manually.

A new tool will provide the option to process multiple student appointments at once using automation.  

Faculties and departments who process a high volume of student appointments in Workday can take advantage of a new automated tool (Robotic Process Automation, or RPA) that can initiate hiring transactions in Workday based on information they provide through a template.   

This can be used to hire/rehire a student, to extend their appointment, and for transfers.  

Student positions include: 
  • Undergraduate Research Assistants (URAs) / Graduate Research Assistants (GRAs) 
  • Undergraduate Teaching Assistants (UTAs) / Graduate Teaching Assistants (GTAs) 
  • Undergraduate Academic Assistants (UAAs) / Graduate Academic Assistants (GAAs) 
Supported Workday processes include: 
  • Hire 
  • Add Job 
  • Change Job (Extension) 
  • Change Job (Transfer)

Why use RPA? 

RPA is designed specifically for high volume, repetitive, manual and straight forward tasks, and will help staff save time and effort when inputting appointments of this nature into Workday. 

This tool can initiate multiple student appointments in Workday. Note that these tasks can still be performed manually one at a time in Workday, but this tool provides the option to perform these tasks in bulk. 

Who is RPA for? 

This tool is especially for those who process student appointments in Workday, including hiring managers and administrative reps in departments responsible for inputting student appointments.  

Learn more about other considerations when hiring a student on the Hiring a student employee page (CWL required). 

When can you use RPA? 

The RPA tool is now in a testing phase and is available to departments and units who would like to participate. Participation in testing is recommended if you plan to use this tool for fall hiring.

Following the testing period, the tool is expected to launch on Monday, August 19. After this date, the tool will be available for processing student appointments in Workday.  

How can you use RPA? 

Find out more about how this tool works on the Bulk Student Appointment Automation SharePoint site (CWL and VPN connection required).   

Access RPA SharePoint site

Sign up for testing 

The deadline to sign up for testing out the new tool is Wednesday, July 31. 

If you would like to take part in testing or if you have any other questions, please get in touch with may.pang@ubc.ca. 

Posted in Articles

Tagged

  • HR
  • HR Network News
  • Workday

UBC Human Resources

600 - 6190 Agronomy Road
Vancouver, BC Canada
V6T 1Z3
Contact us

UBC Crest The official logo of the University of British Columbia. Urgent Message An exclamation mark in a speech bubble. Caret An arrowhead indicating direction. Arrow An arrow indicating direction. Arrow in Circle An arrow indicating direction. Arrow in Circle An arrow indicating direction. Time A clock. Chats Two speech clouds. E-commerce Cart A shopping cart. Facebook The logo for the Facebook social media service. Home A house in silhouette. Information The letter 'i' in a circle. Instagram The logo for the Instagram social media service. Linkedin The logo for the LinkedIn social media service. Location Pin A map location pin. Locked A locked padlock. Mail An envelope. Menu Three horizontal lines indicating a menu. Minus A minus sign. Pencil A pencil indicating that this is editable. Telephone An antique telephone. Play A media play button. Plus A plus symbol indicating more or the ability to add. Search A magnifying glass. Settings A single gear. Speech Bubble A speech bubble. Star An outline of a star. Twitter The logo for the Twitter social media service. Unlocked An unlocked padlock. User A silhouette of a person. Vimeo The logo for the Vimeo video sharing service. Youtube The logo for the YouTube video sharing service.