Canvas / Workday Student Announcements

Dear Faculty and Staff,

As we transition to Workday Student as our new student information system (SIS), we want to provide you with a comprehensive overview of how this integration affects user identification, data synchronization, course management, and the Gradebook export/import functionality within Canvas. The cutover to Workday Student is scheduled for 15 May 2025.

Canvas SIS ID (User Identification) and the SIS User ID Field :

• The “SIS ID” in Canvas, technically known as the user_id, is a crucial, globally unique identifier used to link user data between Canvas and other systems, including Workday.
• Effective after the cutover, the Canvas SIS ID for all users will now be set to their Universal ID (WUPeopleId), which Workday supplies.
• Specifically, the SIS User ID field within Canvas will be populated with the user’s Universal ID (WUPeopleId) from Workday, replacing any previous identifier.
• Prior to the Workday Student integration, the Canvas SIS User ID used WashU’s internal SIS ID. After the cutover, this field will be populated with the user’s Universal ID (WUPeopleId) from Workday. This effectively replaces the previous identifier.
• Unification of User Identification: This change aims to unify user identification across systems. Instead of having separate IDs in Canvas and Workday, users will now be identified using the same Universal ID.
• Impact on Integrations: Any integrations that rely on the Canvas SIS User ID will need to be updated to use the Workday Universal ID. This change may require adjustments to existing workflows and processes.
• In essence, the SIS User ID field in Canvas will transition from WashU’s SIS ID to the Workday Universal ID, becoming the primary key for user identification in Canvas.

Data Synchronization and User Data Fields

• Workday will be the authoritative source for user data, synchronizing fields like login, names, email, pronouns, and user roles.

Canvas Course Data Fields and Workday Integration:

• Key course data fields like course_id (SIS ID), short_name, long_name, and term dates are managed, with the crucial course_id remaining unchanged.

• Workday will manage term dates.

Course Display on Dashboard

• Course cards on the Dashboard will primarily display the Course Title, with the full course code below.

Workday and Canvas Coexistence:

• Canvas remains the primary LMS. Data for Fall 2025 will flow from Workday into Canvas in Spring 2025.

• Rosters are available in both Canvas and Workday.

• Workday replaces EGrades for final grade approval.

Support Roles:

• Final Support Roles are being determined and will be in place prior to Go-Live. This space will be updated as soon as they are decided.

Gradebook Export/Import Functionality and Workday Integration:

• SIS User ID – Field in Canvas Gradebook now displays the user’s Universal ID as SIS User ID

• Gradebook export/import details remain the same as in the previous version

What This Means For You:

• Consistent user and course identification, with the SIS User ID field now reflecting the Workday Universal ID.

• Streamlined data synchronization.

• Continued use of the Gradebook export/import feature with the added step of final grade approval in Workday.

• Clear distinctions between read-only and editable columns in the CSV.

We understand these changes may raise questions. For assistance, please contact the IT Help Desk at ithelp@wustl.edu or call 314-933-3333.