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titleKey Terms and Concepts

Key Terms and Concepts

What is an Early Exit

An early exit happens when a student, already admitted to course, chooses to discontinue their studies for whatever reason (e.g. withdraws, transfers to complete a related course, medical reasons etc.) and satisfies the academic eligibility requirements to graduate with a lower course or award. In this sense lower means in terms of the AQF Levels. For example, a student currently undertaking a bachelor degree may be eligible for an early exit to graduate with a diploma. It is common for providers to publish information regarding eligible exit pathways for each course in their official course or handbook material.

TCSI Exit Awards Packet

https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards

Important Reporting Notes:

Values

Course Outcome Code (E599)

Conditions

1

Completed

“A student’s course outcome is to be coded as “completed” when the Provider has determined that the student has met all the requirements of the course in which the student is currently enrolled.” Source: https://www.tcsisupport.gov.au/element/599

2

Withdrawn

“A student’s course outcome is to be coded as “withdrawn” where the student has formally notified the provider that they are discontinuing study in the course and they are not transferring to, or completing, a related course with the provider.” Source: https://www.tcsisupport.gov.au/element/599

3

Enrolment cancelled

“A student’s course outcome is to be coded as “enrolment cancelled” where the Provider has withdrawn the student from the course due to the student’s lack of progress or other academic or disciplinary reasons.” Source: https://www.tcsisupport.gov.au/element/599

4

Approved leave

“A student’s course outcome is to be coded as “approved leave” where the Provider has approved a leave of absence for the student after the student has commenced the course.” Source: https://www.tcsisupport.gov.au/element/599

5

Completed but continuing a related course

“A student’s course outcome is to be coded as “completed but continuing a related course” where the student has completed the requirements of the course but will be continuing in a related course for which they will receive full credit recognition for the first course. This includes nested awards where a completion is reported for a lower or component award but the student will continue study. For example, a student completing a nested Graduate Certificate who is continuing with a Graduate Diploma or a student who is awarded a single degree (e.g. BA) but is continuing their enrolment in a related combined degree (e.g. BA/LLB).” Source: https://www.tcsisupport.gov.au/element/599

6

Transfer to complete a related course

“If the student is not continuing with the course in the related course admission record, the course outcome code (E599) on that course admission packet must be revised to indicate that the student has 'transferred to complete a related course'.” Source: https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards

“Where the student is not continuing study in the course or a related course with the provider but will be have a completion recorded (without further study) for the related course. This includes students receiving an exit award at the same or lower level.” Source: https://www.tcsisupport.gov.au/element/599

7

Transfer to continue a related course

“If the student is continuing the related course admission, the exit award should be reported as ‘completed but continuing a related course'.” Source: https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards

“Where the student is not continuing study in the course but is transferring to a related course that will require further study to meet the requirements of that second course. For example, a student who transfers from a combined degree to a related single degree but has yet to complete the single degree, or a student transferring from a bachelor pass to a bachelor honours degree but did not separately complete the pass degree.” Source: https://www.tcsisupport.gov.au/element/599

When to Report an Early Exit

A course enrolment is to be reported to TCSI as an Early Exit, only if it meets the following conditions:

  • The course enrolment in Paradigm from where the student is exiting must be assigned an enrolment status that has been mapped to one of the following Element 599 values:

    • Status
      colourGreen
      title2
      (Withdrawn), OR

    • Status
      colourGreen
      title3
      (Enrolment Cancelled), OR

    • Status
      colourGreen
      title6
      (Transfer to complete a related course)

  • The screenshot below shows all the three possible enrolment statuses you can choose and their TCSI values.

  • In this example, the Paradigm course enrolment status has been mapped to a Element 599 an E599 value of

    Status
    colourGreen
    title2
    (Withdrawn),
    Status
    colourGreen
    title3
    Enrolment cancelled for (Cancelled), and
    Status
    colourGreen
    title6
    Transfer to complete a related course for (Transferred) as per the instructions: Preparing Paradigm for TCSI reporting.

Early Exit

packet element

Packet Element 599

  • On an early exit packet the Element 599 E599 outcome code must be set to either:

    • Status
      colourGreen
      title1
      (Completed), or

    • Status
      colourGreen
      title5
      (Completed but continuing a related course)

  • The Course Outcome Code (E599 ) can only be set to

    Status
    colourGreen
    title5
    (Completed but continuing a related course) when the course enrolment of the course being exited has already been reported to TCSI with an E599 value set to one of the following options:

    • Status
      colourGreen
      title1
      (Completed), OR

    • Status
      colourGreen
      title4
      (Approved Leave), OR

    • Status
      colourGreen
      title5
      (Completed but continuing a related course), OR

    • Status
      colourGreen
      title7
      (transfer Transfer to continue a related course).

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title1. How to Set the Course Enrolment Status in Paradigm for an Early Exit Award

Status
colourYellow
title1.
How to
Status
colourBlue
titleset
the Course Enrolment Status in Paradigm for an Early Exit Award

NOTE

The instruction below assumes that you have already reported all of the unit enrolments relating to the course that the student is exiting and resolved any validation errors that were triggered

Status
colourGreen
title1
Refer to the instructions on this Knowledge Article on how to update the student course enrolment status: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985177/Course#08.How-to-update-the-Course-Enrolment-Status-for-a-Student%27s-Record.

Info

INFO

Refer to the allowable values above under the Key Terms and Concepts on when to report an Early Exit to TCSI.

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title2. How to Report an Early Exit Award in Paradigm

Status
colourYellow
title2.
How to
Status
colourRed
titlereport
an Early Exit Award in Paradigm to TCSI

NOTE

The instructions below assume that you have already followed the workflow 1 and that the course enrolment outcome (E599 ) has been successfully reported to TCSI without an error.

The instructions below also assume that the student record to be reported to TCSI for an early exit is currently loaded in the system. If not yet, refer to this article on how to load a student record in Paradigm: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985177/Course#01.How-to-load-a-Student-Record

Status
colourGreen
title1
,
Status
colourGreen
title2
,
Status
colourGreen
title3
Once the student record to be reported as an early exit is loaded, choose , you have two ways to get to the EDIT Graduation page:

  • In the Student Summary page (Student > Summary), go to the COURSE ENROLMENTS section and click the ACTIONS button of the course enrolment that you want to edit, or you can

  • Choose Student > Course Enrolment > Course menus on the side. This will display the course/s enrolled by the student.

Status
colourGreen
title4
Click the ACTIONS button on the right of the course enrolment of the student that you want to do an early exit.

Status
colourGreen
title5
After clicking the ACTIONS button, click the Edit Graduation option.

Status
colourGreen
title6
The Edit Graduation option will open the graduation details of the student. Scroll down and go to the EARLY EXIT AWARDS Form section, and click the NEW EARLY EXIT AWARD button.

Status
colourGreen
title7
A new section below will open for you to enter the reportable information for an early exit.

Status
colourGreen
titleA
Edu Program Id – select the course / program that the student is being awarded as part of their early exit from their course enrolment

Status
colourGreen
titleB
Course Outcome Code (E599) – select the correct outcome code here. There are only 2 possible reportable outcome for an early exit:

  • Status
    colourGreen
    title1
    (Completed), or

  • Status
    colourGreen
    title5
    (Completed but continuing a related course)

Status
colourGreen
titleC
Course Outcome Date (E592) – select the date when the early exit was approved by the provider

Status
colourGreen
titleD
Entity Status – set this field to Active

Status
colourGreen
title8
Click the SAVE DETAILS button after filling out the required information.

You should be receiving a similar SUCCESS message, as shown in the screenshot below after clicking the SAVE DETAILS button.

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Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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