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Overview

The student course enrolment is one of the key data information in your business or institution that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant with government reporting, and how-to guides to help with your student course enrolment data processes.

Complexity:

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titleKey Terms and Concepts

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Key Terms and Concepts

The Course page within the Course Enrolment tab on the side menu, contains many sections of related data specific to the course, Government reporting data, reviews, file attachments, advisors, and examiners.

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

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Status Codes

All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life cycle.

For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item

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Credit Point Calculations 

These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.

Field

Description

Credit Points Earned

Count credit points where the unit enrolment published grade is marked as contributing to credit on the relevant grade schema.

Credit Points Enrolled

Count credit points where the unit enrolment status is set to "Enrolled (ENROLMENT_ENROLLED)" or "Confirmed (ENROLMENT_CONFIRMED)".

Credit Points Granted

Manually entered number reflecting block credit granted to a specific student. This number is separate to any additional credit the student may achieve via their unit enrolments.

Total Credit Points

The sum of fields (Credit Points Earned and Credit Points Enrolled) / Credit Points Required field from the base course.

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Grade Points Calculations

The acronym GPA stands for grade point average, which in turn requires the allocation of grade points to each unit enrolment outcome. Specifically, this involves allocating a grade point value (e.g. 5) to a specific letter score (e.g. credit). Australian providers differ on the exact grade point scale to use, but the process is always the same.

For comparison, click here: https://en.wikipedia.org/wiki/Academic_grading_in_Australia.

Paradigm implements GPA in a way that reflects industry practice. As per the above link institutions may define their own GPA scale by adding the relevant information to the grading schema defined in the interface under SYSTEM > Search Grade Type.

We expect providers to assign a GPA value to fail and fail equivalent grades.

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Weighted Average Mark Calculations

The acronym WAM stands for Weighted Average Mark. The Weighted Average Mark (WAM) is a more precise measurement of your student’s academic performance than the grade point average. This is because it bases the calculation on your actual marks (eg: 78, 63, 50, and so on) and the year level of each base unit. Therefore, the WAM is the average mark you achieve across all completed units in a course, including any failed and repeated units. The WAM is out of 100.

WAM is weighted according to the:

  • credit point value defined at each base unit;

  • year level weighting defined at each base unit;

  • weighting level defined at each base unit (Note: If no weighting level is defined then the system assumes a weighting of one); and

  • The value you entered into the published result field on the unit enrolment must have a corresponding value in the grade point field on the Paradigm grade schema (System > Edit Grade item).

Find more information, link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984984/Search+Add+and+Edit+Grades+and+Grade+Types#Weighted-Average-Mark-(WAM)

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Student Course Sub-Menus Description

Menu Option

Overview

Search Courses

Click to move to the COURSE ENROLMENT SEARCH section that allows you to search for all students who are enrolled in a particular course. If the COURSE ENROLMENT SEARCH section does not appear at the top of the page, it means that a student record is currently loaded in the system, and must be unloaded to allow courses to be searched. Refer to the How To Load A Student Record table in the Workflow section below, and use the Actions To Take to load a student record.

Info

NOTE:

Course are listed by program enrolment status sequence id (previously ordered alphabetically)

Courses List

Click to move to the COURSE ENROLMENT LIST section that shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information.

Add Courses

Click to move to the QUICK ADD STUDENT COURSE section where you can add minimal details to a course enrolment for a student. The ADD STUDENT COURSE ENROLMENTS section immediately above it, allows you to add sufficient details to make an operationally viable course enrolment record to a student record. Whichever option you choose, you can edit the course enrolment details by clicking on the Edit Details option of the side menu, to ensure that the course enrolment details are complete and that they comply with the requirements of Government reporting.

Transfer Course

Click to move to the TRANSFER STUDENT COURSE section where you can change the course enrolment details for a student from one course to another course.

Edit Details

Click to move to the COURSE DETAILS section where you can edit the majority of fields that are directly related to a student's course enrolment.

HEIMS Details

Click to move to the HEIMS DETAILS section where you can add or edit any of the details required for international students.

AVETMISS Details

Click to move to the AVETMISS DETAILS section where you can add or edit any of the details required for VET students.

Fee Plan

Click to move to the COURSE FEE PLAN section where you can add or edit any of the details relating to the payment of the course fee.

Files

Click to move to the ASSOCIATED FILE ATTACHMENTS section where you can attach any digital file to the student record.

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Course Enrolment Details Required by the Education Sector 

This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.

Field Name

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International

Course Name (E308)

X

X

X

X

X

X

X

Course Code (307)

X

X

X

X

X

X

X

Start Date (E328)


X

X

X

X

X

X

End Date


X

X

X



X

Full/Part Time (E329)


X

X

X

X


X

Funding Type


X

X

X



X

Fee Type (E585)


X

X

X

X


X

Contact Mode (E330)


X

X

X

X

X

X

Enrolment Status (E490)

X

X

X

X

X

X

X

Home Institution


X

X

X

X

X

X

Commencing Course Identifier



X





Concession Type Identifier



X





Funding Source - National



X





Funding Source - State



X





Study Reason Identifier



X





HEIMS Student Status (E490)




X

X

X

X

HEIMS HELP Eligibility




X



X

Student Admission




X

X

X

X

Tertiary Entrance Score (E369)




X

X


X

HEIMS Request Indicator




X



X

HEIMS Contribution Indicator




X



X

HEIMS Mode Of Attendance (E330)




X

X

X

X

HEIMS Type Of Attendance




X

X

X

X

HEIMS Residence Indicator




X

X

X

X

Year Left School




X



X

Highest Educational Attainment Of Parent 1




X



X

Highest Educational Attainment Of Parent 2




X



X

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Implications

NOTE:

DATA Accuracy and Reporting

Clean, up-to-date, and accurate data makes reporting to interested parties easier. It can be very time consuming trying to report data that is not accurate or complete. Errors can accumulate, making it almost impossible to provide the required data. Please ensure that when entering data into the system, it is entered in a clean, accurate and timely manner.

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title1. How to Load a Student Record

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How to
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a Student Course Enrolment Record

Refer to the following options when loading the Student Course Enrolment record in Paradigm:

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Search by Student

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Choose Student > Search menus on the side. Enter either the student number or name. Click the SEARCH button.

Refer to the details on this workflow on how to search for a student record in the system.

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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.

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In the Student Summary screen, go to the COURSE ENROLMENTS section, click the ACTIONS button against the course record that you want to load, and choose the Edit Course Enrolment option

Tip

The Student’s Course Enrolment record has now been loaded in the system.

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Search by Course

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Choose Student > Search Course menus on the side. Select the Course Name > Click the SEARCH COURSE ENROLMENTS button.

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Filter the list, once you’ve found the student, click the 📝 EDIT button on the right of the student record.

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A list of all the courses the student has been enrolled in or being associated with will appear in the COURSE ENROLMENT LIST Form. Click the ACTIONS button on the right side of the course that you want to edit, and then click the EDIT button.

Tip

The Student’s Course Enrolment record has now been loaded in the system.

To unload a record in the system

You can either do any of the two options (via Student > Search or Student > Search Course) above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system.

The best way to check if there is a student currently loaded in the system is above the Dashboard menu.

Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded].

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title3. How to Add a Course Enrolment to a Student's Record

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How to
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a Course Enrolment to a Student’s Record

Warning

WARNING:

All Higher Education Students must have all the required detail fields completed, as shown in the “Course Enrolment Details Required by the Education Sector” section table above under the Key Terms and Concepts, to ensure a fully compliant and Government reportable student record – even if the student is not accessing the HELP loan system.

NOTE:

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

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Load the student's record.

Follow the same instructions as above on how to load the student’s record “

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Load a Student Record.”

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Add the new course enrolment.

Warning

WARNING:

Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user.

There are 2 ways [

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] to add new course enrolment details to a student record, and you can choose whichever method you prefer.

For both cases, with the student record loaded, choose Student > Course Enrolment > Course > Add Courses menus on the side. It will then automatically display the QUICK ADD STUDENT COURSE Form (earlier version) or SCHEDULED PROGRAM LIST (newest version)section.

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Quick and easy way to add a Course Enrolment. Depending on how your Paradigm is configured, refer to the instructions below whichever section is applicable.

SCHEDULED PROGRAM LIST (newest version) Form section.

In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each row.

NOTE

  • Creating a course enrolment record via this section (SCHEDULED PROGRAM LIST) will result in a course enrolment record that inherits the fields defined on the scheduled program (as created under Course > Course Offers > Add New Course Offer).

  • It is very important that you check and verify the fields under the COURSE DETAILS section, edit or update the required fields which are true to the student’s circumstances, and save the course enrolment to apply the changes.

  • Once this course enrolment has been created, any further changes to the scheduled program will NOT be reflected, or in any way change the values of the course enrolment record that you just added. The changes made to the scheduled program will only reflect to new enrolments (enrolments after the changes to the scheduled program record has been made).

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Simply click the ADD COURSE button on the right of the Scheduled Course or Program that you want the student to enrol to.

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After clicking the ADD COURSE button, you have the option to check and edit the COURSE DETAILS section, just below the SCHEDULED PROGRAM LIST section (edit fields that are relevant to the enrolled student’s circumstances) and just click the SAVE COURSE ENROLMENT button to apply the changes.

QUICK ADD STUDENT COURSE (earlier version)

If your Paradigm is configured with the earlier version, continue following the instructions below:

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In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name.

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Click the ADD COURSE button.

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Move down to the ADD STUDENT COURSE ENROLMENTS Form section.

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Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Refer to the “Course Enrolment Details Required by the Education Sector” section table above to double-check. The table below will give you a brief description of all the fields you can find when enrolling a student into a course in Paradigm (fields in RED are required).

Field Name

Brief Description

Enrol into Courses (s)

Select the Course (s) in which you want the the student to enrol

Start Date (E534)

Select the appropriate semester start date from the dropdown

Expected End Date (E592)

The expected semester end date of the student to finish the course. Select the appropriate semester expected end date from the dropdown.

e.g. Start Date 2021 Semester 1 will have an Expected End Date of 2023 Semester 2 if the course will run for 3 years to complete, given that the student will study Full Time.

Enrolment Status

Set this status to Enrolled, if the intention is to enrol the student to the course. Select the other options (Applied, Offered, etc.) as required and as appropriate.

Home Institution

The Campus where the student will study the course if you have multiple campuses, otherwise, Paradigm will default it to the name of your business or institution if you only have one campus.

Contact Mode

The student’s preferred contact mode depending on your options (Attending / On Campus, Distance, Online, Flexible Learning, Multi-Mode)

Full / Part Time

The student’s preferred pace to study the course, either full or part time.

Funding Type

The student’s eligibility to fund the study, for domestic students (FEE-HELP, HECS-HELP, OSS-HELP), and UPFRONT FEES for international students.

Fee Type

Select Standard fee for domestic students and International fee for international students (depending on the your fee structure, if you are charging a different amount for international students than the domestic ones).

Agent

This field is applicable if you want to record commission in the system, given that you already have Agents'records in Paradigm. If all are set already, just type the name of the agent and it will prefill the rest of the name based on the initial letters of the agent’s name that you typed in the field (the agent’s name that you want to associate for this course enrolment).

Fee Payee

If someone is paying on behalf of the student.

Fee Amount

Total amount the student needs to pay to complete the course of study.

First Fee Payment Amount

The initial amount the student paid upon enrolment.

Course Length (weeks)

Duration of the course of study in weeks.

Terms and Conditions 🔲

These fields are highly customisable (in an Admin point of view).

Terms and Conditions Other

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Click the ADD COURSE ENROLMENT button to add the course enrolment, (see the below table for all the add course buttons descriptions).

Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field).

Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.

Tip

The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page.

You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details which are required for government reporting.

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