Unit Enrolment Form Fields and Buttons

VIEW TCSI RECORD
UID	When the VIEW TCSI RECORD button is clicked, it will generate the values of the unit enrolment fields (listed on the right: UID - Unit of Study Year Long Indicator) you sent to TCSI
Discipline Code
EFTSL
Unit of Study Census Date
Unit of Study Code
Unit of Study Commencement Date
Unit of Study Outcome Date
Unit of Study Status Code
Unit of Study Year Long Indicator

UNIT ENROLMENT RECORD BUTTONS
The SAVE UNIT ENROLMENT button is used every time you make some changes or edit the fields of this particular unit enrolment. Regardless of which form section you made some changes to and which SAVE UNIT ENROLMENT button you clicked, it will still save all the changes you’ve made.
The WITHRAW UNIT ENROLMENT WITH CENSUS DATE button
The EDIT GRADE button is useful if you still want to edit a grade which has already been published. Technically, once you’ve published the grade, the Academic Outcomes section with the grade details will automatically be set to read-only mode. Only if necessary and required to edit, you can use this button.
Refer to the section below: TCSI Delete Button: Recommended Usage
The DELETE UNIT ENROLMENT button will delete the entire unit enrolment. Refer to your business or institution’s process of safely deleting a unit enrolment.
The SEARCH SCHEDULED UNIT button will let you search for scheduled unit(s) that you want to enrol the student into. This is another way of enrolling a student to scheduled units while you are in one of the unit enrolment’s edit screen.
The SHOW ENROLLED UNITS button will show all the units enrolled by the student under the UNITS ENROLLED BY STUDENT section. To hide this section, you can click the HIDE ENROLLED UNITS button.

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TCSI Delete Button: Recommended Usage

A red-coloured button has been added to the screen for users with either FULLADMIN or SYSTEM ADMIN permissions that when clicked will perform the following actions:

• Send an update to TCSI to delete the linked UID16 record

• Update the Paradigm unit enrolment status to "TCSI Deleted"

• Blank the contents of the fields UID16, TCSI Last Submitted Status, and TCSI Last Submitted Date

• Set the unit enrolment record as read-only

The read-only lock on a unit enrolment record can only be removed by a user with either FULLADMIN or SYSTEM ADMIN permissions.

Clicking the TCSI Delete button will render a full-screen warning prompt that the user must explicitly accept before the delete event is sent to TCSI.

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Loan fee (E529) Calculation

Fee-HELP loading is an additional charge that the Government imposes on Undergraduate students for the privilege of using Fee-HELP. It is currently (as at 2022) set at 20%. The loading does not count toward the student FEE-HELP Limit. This loading is not imposed on Postgraduate students meaning Postgraduate students can use Fee-HELP but are not charged for the loading.

The total amount deferred to the government on the students' behalf is calculated as tuition + 20%. For example, if the Unit fee is set at $1000.00 an additional $200.00 is added on.

Students have the option of paying part of their tuition fee for the unit upfront to their provider on or before the census date and obtaining FEE-HELP for the remainder.

The Higher Education Support Act 2003 (HESA) recognises a student’s right to make a partial payment of their tuition fees and does not place additional restrictions on a student’s use of FEE-HELP in circumstances where they choose to make part payment towards the fees for a unit, or where their remaining FEE-HELP balance covers only part of the tuition fee.

The amount of FEE-HELP for a unit of study is the difference between the tuition fee for the unit and the sum of any upfront payments the student has made on or before the census date.

Therefore over a student’s lifetime, they are able to use FEE-HELP to pay all or part of their tuition fees for a unit of study, up to the amount of the FEE-HELP limit.

The loading is only charged to students who have an amount deferred to Fee-HELP. This amount is also proportional. If the student pays $500.00 upfront, then defers the remaining $500.00 to Fee-Help the load is 20% of the remaining amount, in this case, $100.00.

For more information on FEE-HELP and loading please visit http://heimshelp.education.gov.au

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Unit of Study Status Code (E355) Reporting

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.

Changing the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355).

Further details regarding the default system status codes and their recommended use please refer to these pages:

• https://silverband.atlassian.net/wiki/spaces/PKB/pages/19333226/Preparing+Paradigm+for+TCSI+reporting#Element-355---Unit-of-study-status-code

• https://silverband.atlassian.net/wiki/spaces/PKB/pages/985126/Search+Add+and+Edit+a+Status+Item#1.-How-to-Map-a-Status-Item-in-Paradigm-to-TCSI-Allowable-Values

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Recognition of Prior Learning (RPL) and Credit Exemptions

Refer to this knowledge article: Recognition of Prior Learning (RPL) and Credit Exemptions if you want to process credits/exemptions to unit enrolments.

TCSI Early Exit Awards Packet if you want to process an early exit/continuing study

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Student Status code (E490)

The Funding type field does not get reported to TCSI. It is a Paradigm internal field. E490 student status is the field being reported to TCSI.

The Funding Type field is used to establish fees. The E490 value is independent of the funding type value, but the funding type value can affect the submission of unit enrolments with a conflicting E490 value, due to values in the fee fields on the unit enrolment.

When you first create a student course enrolment record you should set a value in the field labelled "HEIMS Student Status". The contents of this field will then be used as a default value when each new unit enrolment record is created.
Once the unit enrolment record has been created, changing the value of the field E490 Student Status at the unit enrolment will not impact the value of the field "HEIMS Student Status" on the course enrolment. The reverse is also true: changing the value of the field "HEIMS Student Status" will not impact any already existing, historically created unit enrolments.

Note that the contents of E490 are stored as an explicit value on each unit enrolment to accommodate the business rule that students may have unit enrolments that are a mix of upfront payments and debts deferred via Fee-HELP.

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Edit the Final Grade and not yet make it available to the student

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Publish Grades to make the grades visible to the student

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Unit Enrolment Withdrawal Before Census Date

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Unit Enrolment Withdrawal After the Census Date

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Adding Notes to a Student Record

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Adding Result Comments to a Unit Enrolment

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Processing Recognition of Prior Learning (RPL) and Credit Exemptions

A dedicated page on how to process RPL and Credit Exemptions can be found on this page: Recognition of Prior Learning (RPL) and Credit Exemptions

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Recording Payment for each Student's Unit Enrolment

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Update Funding Type for each Student's Unit Enrolment

New Unit Enrolment will have the following screen:

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Adding Subsidies or Scholarships to a Student's Unit Enrolment

How to Delete Unit Enrolment records in Paradigm and TCSI

There are different ways you can delete unit enrolments in Paradigm:

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.

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.

Click OK to confirm your action.

B. via the Units page

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side.

Click OK to confirm your action.

C. 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.

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

Click YES to confirm your action.

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

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

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 the information submitted to TCSI, 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”

Click YES to confirm your action.

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.

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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How to Unlock and Resend Unit Enrolment records to TCSI

Deleting information submitted to TCSI using the DELETE FROM TCSI button will set the unit enrolment record as read-only and therefore no edits are allowed unless otherwise unlocked. Read more details on the recommended usage of the DELETE FROM TCSI button in the above section.

For cases where you want to unlock the record to further modify the unit enrolment information and resubmit the record to TCSI, refer to the following instructions:

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 unlock, and select the Edit Unit Enrolment option.

3. With the unit enrolment record loaded, click the UNLOCK RECORD button. This will make the record editable.

4. Edit the required information to make the record valid to be resubmitted to TCSI.

5. Set the Enrolment Status to what is valid and reportable to the current unit enrolment record.

6. After editing the required information, and setting the correct unit enrolment status, click the SAVE UNIT ENROLMENT button. This will send the newly recorded information of the unit enrolment to TCSI.

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