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Overview

There are four different contact address types in Paradigm to a student record: Residential / Semester / Term / Current Address, Permanent / Billing Address, Emergency Contact Address, Employer Address. This knowledge article will provide you with the workflows on how to add and edit these information in the system.

Complexity:

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Workflow

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titleAssumptions

Assumptions

Note

BE ADVISED:

The pages, fields and buttons that you can see, and the items you can edit, are based on:

  • How the Paradigm system is configured for your institution, and

  • The options that are made available by your institution, and

  • The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.

For more information please contact your "nominated contact person" or other Paradigm expert.

  • You have an access level that allows you to create or edit student records;

  • You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used;

  • You have an understanding of the different types of Government reporting within the Higher Education and VET Sectors; and

  • The student record has already been created, and this article describes how you can change some of those details.

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titleKey Terms and Concepts

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Key Terms and Concepts

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Contact Information Types

This table describes the four different contact address types in the Paradigm system.

Contact Address

Definition

Government Reported

Validated via the Student Portal

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Residential / Semester / Term / Current Address

Contact details for the student during an active semester of study.

For some students this address may be the same as the billing address.

Yes

Yes

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Permanent / Billing Address

Contact details for the student whilst not actively studying, for example during the semester break period.

For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.

No

Yes

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titleC.
Emergency Contact Address

Contact information to be used in an emergency to reach a friend, family member or guardian of a specific student.

No

Yes

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Employer Address

Contact details for the student's place of employment

No

No

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Contact Information Template

Field Name

Description

Attention Name

The Student's full name. this field will appear on printed letters along with address details.

Property Name

e.g. The Burrows - If the student doesn't provide a property name please leave this field blank.

Flat / Unit no

e.g. Unit 4 - If the student doesn't provide a sub address please leave this field blank.

Street Number

Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct.

Street Name

Name of Street including street type e.g. Brown Road.

Postal Box

For a postal address with a non street address e.g. PO Box 9994.

City

City or Suburb. This field is a smart field that contains all Suburbs, States and Postcodes in Australia to ensure the correct Suburb / State / Postcode combination is entered.

Postcode

Australian postcode field - this will auto populate when the City or Suburb is selected in the above field.

State

The state is normally auto populated with the student provider's home state - when the suburb is selected in the suburb field, this will auto populate with the correct state as selected. If the State is not an Australian State please change the field to "Select State" and enter the details into the 'Or' box.

Or

This field is for Non-Australian State information.

Country

The Country defaults to Australia. Change if required.

Mobile

Mobile Phone number.

Home

After Hours contact number.

Day Phone

Working Hours contact number.

Fax

Fax number.

Email

Either personal email address or student email address depending on the institution's preference.

IM Protocol

Instant Messaging system or program preference e.g. Skype, Slack, Messenger - including Username

IM Address

Web address for Instant Messaging program.

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Implications

Note

BE ADVISED:

  • The communication module uses the email address provided within the Semester / Term / Current contact record.

  • The student portal may be configured such that students must validate the contents of their residential (Current), billing (Billing), and emergency contact details fields on a recurring schedule.

  • Potential students applying via the Applicant Portal are required to provide details for both residential (Current) and billing (Billing) addresses, as a minimum.

Workflow

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title1. How to Add a New Contact Information

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How to
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a New Contact Information

 

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

 

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Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

 

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titleSTEP 2
Add the New Contact Information.

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After loading the student’s record, choose Student > Student Details > Edit Contact Info menus on the side.

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For a student who has no existing contact record yet on the system, you will only see the system generated email address in the Billing Contact type row under the CONTACT DETAILS Form section.

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Adding Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to add, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to add.

NOTE: As a minimum, it is recommended that the Semester / Term / Current Address be added first, and then add the Permanent / Billing address.

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After selecting the type of contact information you want to add, the fields under the CONTACT DETAILS - STUDENT Form section will appear. Add your new details to the student record (you can refer to the table above under the Key Terms and Concepts for a description of each field).

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Click the SAVE STUDENT CONTACT DETAILS to add the new contact information.

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title2. How to Edit Existing Contact Information

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How to
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Existing Contact Information

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titleSTEP 1
Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

 

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Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

 

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titleSTEP 2
Edit the Existing Contact Information.

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After loading the student’s record, choose Student > Student Details > Edit Contact Info menus on the side.

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Any contact details that have already been saved for this student, appear in a list at the top of the page.

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Editing Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to edit, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to edit.

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After selecting the type of contact information you want to add, the fields and all the existing contact information under the CONTACT DETAILS - STUDENT Form section will appear. Edit the necessary details for that student record.

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Click the SAVE STUDENT CONTACT DETAILS to update the contact information.

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