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Overview

The article outlines detailed workflows on how to use the Units Page in Paradigm. This includes enrolling students into units, withdrawing students from units, deleting units, transferring units from one course to another. This page also contains the function that allows you to perform bulk actions on selected units. Check the Key Terms and Concepts to learn more about fee types, etc., or you can choose from the list of how-to guides below relating to your concern with unit enrolments.

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titleKey Terms and Concepts

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Key Terms and Concepts

Click a term or concept below to learn more about it:

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Student > Course Enrolment > Units

There are 4 sections to this screen:

  • UNITS ENROLLED BY STUDENT - This is a full list of all of the units that the student has against this course including Scheduled Unit number, Unit Number, Unit Name (Title), Start Date, Census Date, End Date, Status, Institution, Funding type, Mode of Delivery and Class Number. The Units can be edited from here by clicking on the pencil icon or the action menu. These will be addressed further down in this article. You can also perform BULK Actions on unit enrolments as mentioned in the above navigation how-to guides on BULK Units Enrolment processes.

  • FEE UNITS ENROLLED BY STUDENT

  • COURSE PRIOR CREDITS

  • TCSI LOAN INFORMATION - The TCSI Student Loans Packet, for students who have accessed HELP loans

  • UNITS FINANCIAL SUMMARY INFORMATION - This section provides an overview of the student's financials at a glance, Including total course fee, Amount paid, Total Fees Due, Total Discounts, and total funding.

  • ADD UNITS VIA SCHEDULED UNIT SEARCH - This Section allows the user to enrol the student into units bypassing all courses or if the restrict course plan box is ticked then the course rules will apply. This section is one of the two ways you can enrol a student into the scheduled units. The other way to enrol a student is via the Course Plan.

TCSI LOAN INFORMATION

TCSI update has added the ability for Paradigm to download the current status of HELP loans received by the Australian Taxation Office (ATO). One way to view this information in Paradigm is using the STUDENT > Course Enrolment > Units screen, see sample screenshot below:

The loan data is re-downloaded from TCSI every 24 hours for records that meet one of the following criteria:

  • Unit enrolments' last submitted to TCSI within the past 3 calendar days

  • Unit Enrolments with a census date within the past 6 months

More information about loan processing, including a list of loan status codes, is available on the TCSI Support website.

ADD UNITS VIA SCHEDULED UNITS SEARCH Fields

Field Name

Brief Overview

Unit Id

The Institution specific unique unit identification code.

Unit Name

The Specific name of the unit

Unit Provider

Which institution is offering the unit.

Unit Keywords

Keywords are buzz words or words associated with the area of study. This can aide in locating a unit in a particular study area / topic /field.

Start date

What date is the first day of semester / term / delivery period.

End Date

What date is the last day of semester / term / delivery period.

Unit Location

At what location is the unit being delivered.

Restrict Course Plan

This option will restrict what units are displayed according to the course rules or pre-requisites, co-requites, disallowed units, etc.

Class

The Group , cohort or class name.

Unit Status

  • Active

  • Archived

  • Cancelled

  • Confirmed

  • Unconfirmed

Order By

  • Unit Code

  • Unit Name

  • Provider Id

  • Status Id

  • Last Modified Date

  • Unit Id

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Improved Student Session Enrolments Workflow

The STUDENT > Course Enrolment > Units screen has been upgraded to make it easier to manage student session enrolments in bulk.

Additional functionality has been added to support ad-hoc session enrolments for when a specific student must be enrolled in sessions that would otherwise break the normal session enrolment constraints.

  • The screen now shows all sessions associated with active unit enrolments in a new section

  • Staff users may use this new section to perform admin tasks associated with session enrolments across multiple unit enrolments

  • Staff users may also use this new section to break the normal rules around session group and session class to accommodate unique student requirements

See the sample screenshot below. This section is under the CLASS TIMES of the Student >Course Enrolment > Units screen.

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Fee payment information

Field Name

Element Number

Brief Overview

Unit Fee

E384

The amount pre-programmed into the Fees table for units with the Course of Enrolment.

HEIMS Loan Fee

E529

The Government charge of 25% of the unit fee for using Fee-HELP. If the student makes any upfront payments the loan fee is 25% of the amount deferred to HELP.

Amount Received


The total amount received for this unit of study (Fee-HELP+ Upfront Payments+ Subsidy).

Upfront Payment

E381

Amount paid to the institution and not deferred to help.

Funding Type


Payment method used for students tuition fees.

Funding Amount

E558

The Amount deferred to HELP.

Subsidy Type


Scholarships, discounts or levies paid to the institution for the students tuition.

Subsidy Amount


Scholarships, discounts or levies paid to the institution for the students tuition.

Payment Date


The date payment is received for tuition.

Amount Due


The Current Amount outstanding for the students tuition fees.

HEIMS Student Status

E490

A code that indicates how a student will be discharging their tuition balance, for example if they are paying upfront or deferring some or all of their tuition fee to the government via a funding scheme.

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Fee Types and Funding Amounts

Within the Fee and Funding fields there are 5 fields that provide vital information for the Accounting Section of the System:

Field Name

Brief Description

Unit Fee

The Amount Charged for the unit of Study regardless of funding type.

Amount Received

The Total amount received from all payment methods towards this unit of study. Once all payments types have been received this amount and the unit Fee Amount should be the same, thereby paying off the unit.

Subsidy Amount*

Any discounts, Scholarships or other fee reduction amounts paid on the students behalf.

Upfront Payment*

The Amount the student has elected to pay upfront (either as pre-payment or by promised amount).

Funding Amount*

The Amount the Government is going to pay on the students behalf (excluding any loan fee amounts).

NOTE:

The HEIMS Loan fee is calculated by percentage of the Unit fee and is reporting as part of HEPCAT / TCSI reporting, this amount is not collected by the institution.

*These fields [referring to the fields with * symbol in the above table] are revenue sources, the sum of these three fields should always equal to the amount received or the Unit Fee.

When entering data into these fields it is important to take into account the funding type. If the Student is upfront the Funding Amount (Fee-HELP/ HECS-HELP) field must be zero.

However if the Student is Fee-HELP/ HECS-HELP, the student can make a partial payment and defer the remainder to HELP.

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Excluded Fields from Transfer Credits between Courses

⬇ Related How-To Guide:

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Transfer Units from One Course to Another

When you perform the task of transferring a student’s units from one course to another and you select the bulk select actions ‘Transfer Credit the selected units to the degree’. The following listed fields are excluded from this action:

Label ID

Field Name

InvoiceId

read only - system populated field

invoiceItemSeqId

read only - system populated field

commissionInvoiceId

read only - system populated field

commissionInvoiceItemSeqId

read only - system populated field

commission2InvoiceId

read only - system populated field

commission2InvoiceItemSeqId

read only - system populated field

oshcInvoiceId

oshcInvoiceItemSeqId

gradeReleaseDate

Grade Release Date

destE490

Student status code

destCensusDate

HEIMS Census Date

destLastSubmitted (TCSI)

HEIMS Validation Status

destLastSubmittedStatus (TCSI)

HEIMS Last Validated

destUid16 (TCSI)

TCSI Unique Identifier

commissionPaidProvider

eduProviderSalesCommissionRuleId

eduUnitFeeId

entityExtraValuesId (TCSI)

TCSI UID

grade

Final Grade Percentage

crmEntityTypeId

CRM Entity Type Id

crmEntityId

CRM Entity Id

externalEntityTypeId

External Entity Type Id

externalEntityId

External Entity Id

remoteSmsEntityId

Remote SMS Entity ID

smsEntityTypeId

SMS Entity Type Id

smsEntityId

SMS Entity Id

Read Only

Read Only

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title12. Transfer Units from One Course to Another

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Transfer Units from One Course to Another

NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record.

Note

BE ADVISED: Following the below instruction, the selected units can be transferred from one course to another one. This action can also be performed from the Course screen but will transfer all units from one course to another. This set of steps assumes that the course that the units are going to has already been established / setup in the students course record.

Info

INFO: Check the knowledge article below on how to transfer a course enrolment with adding a new course instruction.

https://silverband.atlassian.net/wiki/spaces/PKB/pages/985177/Course#how-to-Transfer-a-Course-Enrolment-Record-for-the-same-Student

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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.

 

NOTE:

Paradigm by default will load the current Course Enrolment that has an Enrolled status. Before you proceed to the instructions below, make sure that the current Course Enrolment loaded in the system is the [Old] Course where the units you want to transfer belong. To load the [Old] Course Enrolment, in the Summary screen, click the ACTIONS button against the Course under the COURSE ENROLMENTS section and click the Edit Course Enrolment option.

 

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Transfer units from one course to another.

Warning

WARNING:

Before you proceed to the instructions below, as mentioned in the above assumption in this section, make sure that you have already enrolled the student in the Course where you want to transfer the units. If this is not the case yet, refer to the instructions on this workflow: How to Add a Course Enrolment to a Student’s Record.

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After loading the student’s record with the Course Enrolment that you want to transfer (given that the student is also already enrolled in the New Course where the units are to be transferred), choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Select all the units you want to transfer, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – if you want to transfer all the units on the list.

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Scroll down, click the Select Action to perform on Units drop-down list, and select your preferred transfer option. See below for a brief overview of each transfer option.

A. Transfer Selected Unit to the degree – This option will copy the selected units to the new degree, where the new unit gets the status of the old unit (e.g. Completed), and the old unit gets the status of "Transferred".

B. Transfer Selected units to the degree with no-fee checking – This option does the same function as the above, however, it does not check the fee rules and scheduled unit fees.

C.Transfer Credit to the selected units to the degree - choose this option when you do not need to report the transferred unit enrolment to the government via TCSI. The government only wants to know the credit in the form of a credit packet reported against the course enrolment. The prior credit sub-packet will be created automatically when selecting this option on the Student TCSI Edit screen that belongs to the new course.

NOTE:

Refer to the ⬆ above Excluded Fields from Transfer Credits between CoursesKey Terms and Concepts, there are a list of fields which are excluded from performing this option of transfer of the selected units between degrees.

This option will copy the selected units to the new degree (course), where the old unit remains unchanged and the new unit has the status set to "transferred credit", and all of the fee fields are set to '0.00'.

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After selecting your transfer option, a Course drop-down list will appear below. Select the [New] Course where you want all the units to be transferred to, and choose the values for the Credit Basis E561 and Credit Provider E566 fields, and then click the SUBMIT button.

Tip

Check the Success message (that would look like as the below screenshot) to ensure that the units have been successfully transferred to a course.

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