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Overview

Adding notes to a student record can be done by category, in general or could be under a specific course or unit enrolment. This knowledge article will provide a workflow on how to add, edit, print the student notes, and configure the notes category in Paradigm.

Complexity:

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Navigation

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Workflow

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titleAssumptions

Assumptions

  • You have the minimum required level to access the Student > Notes menu; and

  • You have the FULLADMIN access to the System menu for adding and editing the Notes Category in Paradigm.

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titleKey Terms and Concepts

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KeyTermsAndConcepts

Key Terms and Concepts

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Edit Note

Field Name

Description

Date

The Date the note is created.

Subject

The title of the Note

Category

These are configurable in System > Search code item > Note_Category

Course Enrolment Id

The Course ID of the Course in which the student is Enrolled

Unit Enrolment

The Unit of Study that the note relates to.

The Current Enrolment status code  is included in the text

Comment

These are configurable in System > Search code item > Note_Comment

These are linked to the Category This will allow for notes to be sorted within category

Note

This is the main body of the note. It is written within a HTML writer to allow for large range of formatting and options


Implications

NOTE

The notes and files screens offer overlapping functionality. For this reason it is recommended that each institution develop an internal policy on how student information will be recorded to ensure that consistent data entry practices are maintained over time.

Workflow

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title1. How to Add a Student Note

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How to
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a Student Note

NOTE: If a student is currently loaded in the system, proceed to the

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instructions, else start with
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.

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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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Add a note.

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After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

 

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The notes section contains all notes associated to the student, here, you can edit the current notes or add new. Click the ADD NOTE button to add a new note for this student.

 

NOTE: Any notes added for this student on this section is used for internal purposes only.

 

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After clicking the ADD NOTE button, this will lead you to the EDIT NOTE Form section where you can specify your note based on the Subject, Course Enrolment Id, Unit Enrolment, Category, and pre-filled Comments.

NOTE: The Category field can be configured by referring to the how-to guide below “

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How to
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the Note Category.”

Info

INFO: The Comment field will provide you with a list of some of the commonly used comments in the system and can also be configured. Refer to the how-to guide below “

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How to
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the Comment field” below for the instructions.

 

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Enter the necessary details/category, and then type your notes for this student in the Note: section. Click the SAVE NOTE button to save your newly added notes for this student.

 

Info

INFO: You can check if you have successfully added the notes by going to Student > Summary on the side menus. Check the Number of Notes: field if it has incremented.

 

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  1. Click on the Student tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  4. Click on the Search Student button.

  5. This will show a list of students that meet these criteria

  6. To filter the list of students, in the search box above the list of students, start typing the student's first or given name. 

  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.

  8. The student's record has now been loaded into the Student Summary page.

  9. There are 2 ways to navigate to the notes section. Side Menu > Student > Notes. Alternatively from the Summary Page press on the Blue number next to the Number of Notes.

  10. Select the date picker to enter the date.

  11. Enter the Name of the note

  12. Select the Category of the note

  13. Enter the Course that the Note relates to.

  14. Select the Comment that the note relates to.

  15. Enter the main text of the note

  16. Click the Save Note button.

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title2. How to Edit a Student Note

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How to
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a Student Note

  1. Click on the Student tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  4. Click on the Search Student button.

  5. This will show a list of students that meet these criteria

  6. To filter the list of students, in the search box above the list of students, start typing the student's first or given name. 

  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.

  8. The student's record has now been loaded into the Student Summary page.

  9. Click on the Notes option in the side menu

  10. Click on the Edit icon next to the note to be edited

  11. Scroll down to the Edit Note section

  12. Update the required information

  13. Click on the Save Note button

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title3. How to Print a Student Note

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How to
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a Student Note

  1. Click on the Student tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  4. Click on the Search Student button.

  5. This will show a list of students that meet these criteria

  6. To filter the list of students, in the search box above the list of students, start typing the student's first or given name. 

  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.

  8. The student's record has now been loaded into the Student Summary page.

  9. Click on the Notes option in the side menu

  10. Click on the Print icon next to the note to be printed

  11. The Note is now ready to print

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title4. How to Configure the Note Category

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How to
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the Note Category

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title5. How to Configure the Comment Field

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How to
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the Comment Field

Related Pages

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