Administrative Error - retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm.

There are different ways you can delete records from TCSI within Paradigm:

NOTE:

Recommended Workflow:

Load 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.

Read more.

A. Per Unit Enrolment Record

1. 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.

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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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B. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

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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 unit enrolments from TCSI option, and click SUBMIT

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For the step-by-step instructions of the recommended workflow, refer to this How-To Guide: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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Internal course transfer where the student is taking the same scheduled unit in both courses

When a student undertakes an internal course transfer, where they are undertaking the same unit in both courses, then care must be taken to avoid triggering a duplicate record TCSI validation error. This applies when the student has one or more unit

Recommended Workflow:

The recommended workflow is to trigger a “TCSI Delete” on the unit enrolment from the original course, prior to creating the unit enrolment in the new course. Do not attempt to transfer the unit enrolment directly between course enrolments within Paradigm as that is likely to just trigger multiple validation errors.

If you happen to transfer already the units, manually mark each of the units under the new course as RPL/Exempt/Credit. This is most efficiently done via the screen located: Student > Course Enrolment > Units section of Paradigm. Refer to the instructions found in this Confluence workflow: Processing RPL or Credit with an existing unit enrolment

Raise a ticket if the above solutions are not applicable to your case.

Related Workflow: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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Withdraw the student with a penalty (e.g. post census)

A late withdrawal penalty normally applies to students that withdraw from their studies after the census date has passed. Update the unit enrolment status to an option that reports a TCIS 355 value of 2. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code.

Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi

Recommended Workflow:

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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Withdraw the student and waive the loan debt (e.g. compassionate withdrawal post census)

The provider Provider may at its own discretion, approve a late withdrawal without penality on compassionate grounds. update

Recommended Workflow:

Update the unit enrolment status to an option that reports a TCIS 355 value of 1 or 6. You will need to check on your site what enrolment status options are mapped to those specific TCSI 355 codes.

If the student is a recipient of government funding (field “Funding Amount” has a value greater than 0.00) then you must also report a value of “Remission due to special circumstances” in the field Variation Reason (E446). This will ensure any debt already forwarded to the Australian Tax Office will be reversed.

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