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Overview

The student course enrolment is one of the key data (information) related to the student record story in the system - 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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Click to move to the COURSE ENROLMENT LIST section that

COURSE ENROLMENT LIST

The COURSE ENROLMENT LIST section 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.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,

that provides different functions to perform on that row of information.

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SCHEDULED PROGRAM LIST

This sections shows all the available Scheduled Programs offered in your business or institution. This section will give you options to enrol to the Scheduled Program and its related Scheduled Units in one click.

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ADD STUDENT COURSE ENROLMENTS

This section will let you enrol a student into a Course(s) with other overriding fields that you can set specific to the student’s circumstances when enrolled to that Course. Start and Expected End Date, Enrolment Status, Home Institution, Contact Mode, Funding Type are just some of the fields that you can set prior to enrolling.

The ADD STUDENT COURSE ENROLMENTS 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.Click to move to the

that the course enrolment details are complete and that they comply with the requirements of Government reporting.

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QUICK ADD STUDENT COURSE

This section is where you can add minimal details to a course enrolment for a student.

TRANSFER STUDENT COURSE

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

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COURSE DETAILS

This section is where you can edit the majority of fields that are directly related to a student's course enrolment.

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Click to move to the HEIMS DETAILS section

ADMISSION CRITERIA

Details of the student’s eligibility when applying to the Course.

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HEIMS DETAILS

This section is where you can add or edit any of the details required for international students.

AVETMISS

DetailsClick to move to the AVETMISS DETAILS section

DETAILS

This is where you can add or edit any of the details required for VET students.

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COURSE FEE PLAN

This section is 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

This is where you can attach any digital file to the student record against a Course Enrolment.

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Expand
titleStudent > Course Enrolment > Course screen sections

Student > Course Enrolment > Course screen sections

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.

NOTE:

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

Courses List

Add Courses

Transfer Course

Edit Details

HEIMS Details

Fee Plan

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titleCourse Enrolment Details Required by the Education Sector

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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

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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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

Info

INFO:

To add a Course Enrolment to a Student Record, the Student Record must have been previously created, and the intended Student Record must be currently loaded into the system.

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.

If you are using the Scheduled Program with all the Scheduled Units associated with it, you can refer to this Knowledge Base article: Scheduled Program Units

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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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