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| exclude | Overview|Workflow|Video |
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Workflow
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| title | Key Terms and Concepts |
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Key Terms and Concepts
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AssumptionsYou have already reported all of the unit enrolments relating to the course enrolment that the student is exiting, and you have resolved any validation errors that were triggered; and The course enrolment that the student is early exiting has not yet had an Element 599 value reported to the government.
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What is an Early ExitAn early exit happens when a student, already admitted to the course, chooses to discontinue their studies for one of many reasons (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 bachelor’s 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 Packethttps://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards Important Reporting Notes: |
Values | Course Outcome Code (E599) | Conditions |
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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2 | Withdrawn | “A student’s course outcome is to be coded as “withdrawn” where the student has formally notified the provider that they are discontinuing study in the course and they are not transferring to, or completing, a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3 | Enrolment cancelled | “A student’s course outcome is to be coded as “enrolment cancelled” where the Provider has withdrawn the student from the course due to the student’s lack of progress or other academic or disciplinary reasons.”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
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| title | When to report an Early Exit |
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When to Report an Early ExitCourse 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: - (Withdrawn), OR
- (Enrolment Cancelled), OR
- (Transfer to complete a related course)
On an early exit packet the E599 outcome code must be set to either: - (Completed), or
- (Completed but continuing a related course)
The Course Outcome Code (E599 ) can only be set to (Completed but continuing a related course) when the course enrolment being exited has already been reported to TCSI with an E599 value set to one of the following options:- (Completed), OR
- (Approved Leave), OR
- (Completed but continuing a related course), OR
- (Transfer to continue a related course).
TCSI Reporting notes The course identifier (UID5 or E307) in the exit awards packet must be the course for which the award is being granted. The course admission identifier (UID15 or E313/E307/E534) is the related course admission. 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 If 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:
(Withdrawn), OR (Enrolment Cancelled), OR (Transfer to complete a related course)/2021
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| title | How to configure your Course Enrolment Statuses to report the TCSI [E599] equivalent codes |
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Example: Coding Transferred, Cancelled, Withdrawn course outcome codes in Paradigm to send 6 for Transferred, 3 for Cancelled, and 2 for Withdrawn values to TCSI. The screenshot below shows all the three possible enrolment statuses you can choose and their TCSI values under the Course Enrolment Status field in Paradigm.  All the statuses above have been mapped to report the exact TCSI equivalent values via the System> Edit Status Items menus in Paradigm. In this example from the Edit Status Item screen, the Paradigm enrolment Status Item (represented by the Status Id field) has been mapped to a HEIMS Course Outcome Identifier E599 value to represent a Course Outcome. For the purposes of an Early Exit, the HEIMS Course Outcome Identifier can only hold a value of (Withdrawn), Enrolment cancelled canceled for (Cancelled), and Transfer to complete a related course for (Transferred) as per the instructions: https://silverband.atlassian.net/wiki/spaces/PKB/pages/19333226/Preparing+Paradigm+for TCSI reporting+TCSI+reporting#Element-599---Course-outcome-code.
 Early Exit Packet Element 599  Image RemovedOn an early exit packet the E599 outcome code must be set to either: (Completed), or |
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| title | What fields are required in the Early Exit Packet section |
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Early Exit Packet Required Fields Image Added | 5 | (Completed but continuing a related course)The Course Outcome Code (E599 ) can only be set to Edu Program Id – select the course/program that the student is being awarded as part of their early exit from their course enrolment5 (Completed but continuing a related course) when the course enrolment being exited has already been reported to TCSI with an E599 value set to one of the following options Course Outcome Code (E599) – select the correct outcome code here. There are only 2 possible reportable outcomes for an early exit:
5 (Completed but continuing a related course), OR Course Outcome Date (E592) – select the date when the early exit was approved by the provider
7 | (Transfer to continue a related course).back to top
Implications
NOTE
“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).”
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| Entity Status – set this field to Active |
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Workflow
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| title | 1. How to Set the Course Enrolment Status in Paradigm for an Early Exit Award |
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| How to the Course Enrolment Status in Paradigm for an Early Exit AwardNOTE |
Workflow
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 you have resolved any validation errors that were triggered
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A more detailed workflow on how to process an Early Exit can be found in this knowledge article: /wiki/spaces/
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INFO The allowable values to report an Early Exit to TCSI are listed above in the section called Key Terms and Concepts. |
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| title | 2. How to Report an Early Exit Award in Paradigm |
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| | via the Graduation screen |
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How to an Early Exit Award in Paradigm to TCSIvia the Graduation screen
NOTE The instructions below assume that you have already read and followed the steps in workflow 1 assumptions/notes above 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 the student record has not yet been loaded, 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 and then load the course enrolment record where you wish to report an Early Exit. 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.
Click the ACTIONS button on the right of the course enrolment of the student that you want to do an early exit. After clicking the ACTIONS button, click the Edit Graduation option. The Edit Graduation option will open the graduation details of the student. Scroll down and go to the EARLY EXIT AWARDS section, and click the NEW EARLY EXIT AWARD button. A new section below will open for you to enter the reportable information for an early exit.  Edu Program Id – select the course / program that the student is being awarded as part of their early exit from their course enrolment Course Outcome Code (E599) – select the correct outcome code here. There are only 2 possible reportable outcomes for an early exit:- (Completed), or
- (Completed but continuing a related course)
Course Outcome Date (E592) – select the date when the early exit was approved by the provider Entity Status – set this field to Active Click the SAVE DETAILS button after filling in the required information. After clicking the SAVE DETAILS button you should see a SUCCESS message similar to the message shown in the screenshot below.  back to top |
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