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The key status codes used across the main system include:
| Status |
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| colour | Blue |
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| title | Person status |
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,
| Status |
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| colour | Blue |
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| title | Course status |
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,
| Status |
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| colour | Blue |
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| title | Unit status |
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,
| Status |
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| colour | Blue |
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| title | Course enrolment status |
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, and the
| Status |
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| colour | Blue |
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| title | unit enrolment status |
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Workflow
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Choose your action with a Status Item:...
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| title | A. Search a Status Item |
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Search a Status Item
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INFO: If you know the exact Status Type Id or a keyword of the status that you want to search, you can do so by typing in the Status Type Id field and click the SEARCH STATUS TYPES button after. However, if you want to search for all the Status Items [to be displayed], follow the instructions below. |
, , Choose the System menu > Search Status Type > Click the SEARCH STATUS TYPES button.  A list of all Status Types will be displayed. You can filter your search by typing a keyword of the Status Type that you want to search in the Filter Box or in the Status Type Id field again.
Select the Status Type of the Status Item that you want to search under the Status Type Id Column.  | Info |
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INFO: In the example above, the ENROLMENT STATUS is being selected as the user would want to search for all the Status Items under the Enrolment Status type. |
An “ITEMS ASSOCIATED WITH STATUS TYPE”Form below will then appear showing all the Status Items of the Status Type that you’ve searched.
| Info |
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INFO: After selecting the ENROLMENT STATUS as the Status Type to search, a form like above will appear showing all the status items under that type. |
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| title | B. Add a Status Item |
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Add a Status Item
Follow the same instructions as above on how to “ Search for a Status Item”, to search for the Status Type where you want to add your new Status Item. Once you’ve found the Status Type and its associated Status Items, click the ADD STATUS ITEM button.  An EDIT STATUS ITEM DETAILS Form will appear below, with all the fields that you need to fill out to add successfully your new Status Item. Refer to the guide below in filling out this form. For more details on the definition of each field, refer to the Key Terms and Conceptssection [above] of this page. 
Status Id – Refer to your institution’s naming convention for your Status Items. The best way to check on the format is to check the previous Status Items on the list and follow the same format. Suggested format should be, as in the sample form above, STATUS_TYPE_ID_TITLE. Letters are all in uppercase. Use underscore in place of spaces. Status Type Id – This is the Status Type Id where your newly created Status Item will belong. In the example above, it will be under the Unit Status type. Status Code – Copy the Status Id field to this field.NOTE: We recommend making the Status Code field the same as the value of the Status Id field. Sequence Id – Enter a number here – a numerical value which will determine the order this option will appear in the drop down box.NOTE: Prefix any single digit number with a zero. Any order number entered below 10 should start with a zero. e.g. 01, 02, 03, etc. Description – Enter a description. This is the text to be displayed on the user screen, this field/data and can have a bit more detail. Visible – Select a visibility option. Visible will make the option available as soon as it has been saved as a code item, hidden will save it for a later time.| Info |
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INFO: Hiding an option doesn't remove or re-code it from historical records in the system(for these records it will still be visible), it will just remove it from being used in the future. |
AVETMISS Program Status Identifier – only for VET providerNOTE: If you are adding a status item with HEIMS required fields, you might see these two additional fields: HEIMS Unit of Study Identifier(E355)and HEIMS Course Outcome Identifier(E599), see above tables under the Key Terms and Concepts section for more details.
Click the SAVE STATUS ITEM button, to add the new Status Item in the Status Type.
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| title | C. Edit a Status Item |
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Edit a Status Item
Follow the same instructions as above on how to “ Search for a Status Item”, to search for the Status Type where you want to edit a Status Item. Once you’ve found the Status Type and its associated Status Item that you want to edit, click the 📝 EDIT button on the right. An EDIT STATUS ITEM DETAILS Form will appear below, with all the fields that you can edit for that Status Item. Refer to the guide below in editing this form. For more details on the definition of each field, refer to the Key Terms and Conceptssection [above] of this page. NOTE: Status items can be edited but not deleted. The order, visibility and the description can each be edited. 
Order – Edit the number here if you want to change the order of the Status Item. The numerical value you’ve entered will determine the order this option will appear in the drop down box.NOTE: Prefix any single digit number with a zero. Any order number entered below 10 should start with a zero. e.g. 01, 02, 03, etc. In the example above, it is being set to 03. Description – Edit the description field if you want a new display option for the user to see under this Status Type. This is the "human consumable" version of this data and can have a bit more detail. You can also edit the Status Id and the Status Code fields above if you are editing the description – to match your new description, just follow the same format. Visible – Edit the visibility depending on how you want this Status Item to be seen in the system. Visible will make the option available as soon as it has been saved as a status item, hidden will save it for a later time.NOTE: If you are editing a status items with government required fields, you might see these three additional fields: AVETMISS Program Status Identifier – only for VET providers, HEIMS Unit of Study Identifier(E355)and HEIMS Course Outcome Identifier(E599), see above tables under the Key Terms and Concepts section for more details.
Click the SAVE STATUS ITEM button, to apply changes.
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| title | D. Hide a Status Item |
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Hide a Status Item
Follow the same instructions as above on how to “ Search for a Status Item”, to search for the Status Item that you want to hide. Once you’ve found the Status Type and the Status Item under it that you want to hide, click the 📝 EDIT button on the right.
An EDIT STATUS ITEM DETAILS Form will appear below. Look for the Visible field. Select the “Hidden” option in the drop down list to hide the Status Code. Click the SAVE CODE ITEM button to apply the change.  | Info |
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INFO: In the example above, the Status Item “Unconfirmed” will no longer be shown in the drop down list of the Unit Status Type field. |
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