Overview
Withdrawing a Unit Enrolment requires correct unit enrolment status and other financial information to be reported to the government, and the deletion of Unit Enrolment necessitates caution. This knowledge article will guide you on how to withdraw students from each unit enrolment before and after the Census Date, when - and how to delete unit enrolment safely.
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Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) valuesChanging the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355). When processing unit enrolment withdrawal, it is important to report the right E355 value to TCSI depending on the student’s reasons for withdrawing the enrolment. Read More: Related Workflow: How to Map a Status Item in Paradigm to TCSI Allowable Values |
Workflow
Delete Unit Enrolment Scenarios
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Administrative Error - do not retain a record of what happenedDeleting unit enrolments with the methods below will completely remove the record from both TCSI and Paradigm. There are different ways you can delete unit enrolments in Paradigm which would mean not retaining the record in Paradigm and removing it from TCSI: A. Per Unit Enrolment Record1. Load the Student Summary screen. 2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.  3. With the Unit Enrolment page loaded, click the DELETE UNIT ENROLMENT button. Again, clicking this button will remove the record from both TCSI and Paradigm.  B. via the Units page1. Load the Student Summary screen. 2. Choose Student > Course Enrolment > Units menus on the side.  C. via the Select Action to perform in Units menu1. Load the Student Summary screen. 2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.  3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete selected units option, and click SUBMIT  |
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Administrative Error - retain a record of what happenedLoad the unit enrolment and click the “Delete From TCSI” button. That will remove the record from TCSI and make the record in Paradigm read-only and also set the enrolment status to “TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record. Methods to delete from TCSI:A. Per Unit Enrolment Record1. Load the Student Summary screen. 2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.  3. With the Unit Enrolment page loaded, click the DELETE FROM TCSI button. Again, clicking this button will remove the record from TCSI and make the record in Paradigm read-only, and also set the enrolment status to “TCSI Deleted”  |
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Administrative Error - retain a record of what happenedLoad the unit enrolment and click the “Delete From TCSI” button. That will remove the record from TCSI and make the record in Paradigm read-only and also set the enrolment status to “TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record. |
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Withdraw Before Census Date Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date Related Workflow: Cancelling an Invoice |
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Withdraw After Census Date
Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi Refer to the instructions on this workflow: How to Withdraw a Student from a Unit After Census Date Related Workflow: Cancelling an Invoice |
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Sample Recording of Financial Details with Different Funding TypesExample 1 - Fee-Help only Student enrols into a unit with a unit fee of $2,300.00 and elects to defer the full amount via FEE-HELP. Refer to the following dollar amount against each field:
Note that for FEE-HELP students, the action of raising the invoice will inform the system to copy the value defined in the funding amount field and add it to the value defined in the amount received. This is based on the assumption that the student cannot change their liability and that any amount deferred to the government will be collected without issue. Example 2 - Fee-Help and Upfront payment Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000 via FEE-HELP and to pay the balance themselves as an upfront payment. Refer to the following dollar amount against each field:
Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged. Example 3 - Upfront payment only Student enrols into a unit with a unit fee of $2,300.00 and elects to pay the balance themselves as an upfront payment. Refer to the following dollar amount against each field:
Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged. Example 4 - Fee-Help, Scholarship and Upfront payments Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000.00 via FEE-HELP, receives a $1,000.00 scholarship from the provider, and elects to pay the balance themselves as an upfront payment. Refer to the following dollar amount against each field:
Note: the amount received above is at the moment of the invoice being generated. The scholarship amount field is treated to a similar set of assumptions as to the funding amount field in that it is assumed any debt deferred to the Provider in the form of a scholarship will be discharged without issue. At the moment of the invoice being generated the system will take the sum of the scholarship amount and the funding amount and add them to the amount received field. If there is a remaining balance then the student will need to discharge that via one or more upfront payments that may then be used to pay off the balance of the unit fee debt as defined on the invoice. |
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NOTE: Take note of the Revision Number so that when you are submitting the Revision file to HEIMS, the correct information is submitted. |
