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Overview

This knowledge article contains one of the most important pages within the system – with all the fine details of an individual unit enrolment, as each unit has its own record and details. This page tells two folds parts of the same story : from both from the academic and the accounting perspectives.

Complexity

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titleNavigating to the single Unit Enrolment Details screen

Navigating to the single Unit Enrolment Details screen

With the student record being already loaded in the system, you can get to this page by going to Student > Summary on the side menus, then clicking the ACTIONS button against the any unit enrolmentsenrolment row, and finally selecting the Edit Unit Enrolment option.

Refer to the section below for a description of each field and button you can see under the single Unit Enrolment screen.

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titleUnit Enrolment Form Fields and Buttons

Unit Enrolment Form Fields and Buttons

NOTE:

  • The fields on the tables below are all the possible fields available that are currently available in Paradigm that you can may be able to see and use when adding a unit enrolment to a student record. In the Brief Description column, to for all the system-generated fields, we will also give you an overview as to describe where in Paradigm those system-generated fields are coming come from. Buttons found on this page are also included , giving you with an overview on how and when to use them.

  • The fields are highly customisable depending on your business or institution’s needs and requirements of reporting to the government.

  • Contact your Paradigm Administrator or our Support Team if you have questions regarding the fields below.

Start Date unit enrolment start and end date inherited from the scheduled unit start and end dates.(system-generated) The unit enrolment

UNIT DETAILS

Field Name

Brief Description

Paradigm Student ID

(system-generated) The student number generated by the system, inherited from the STUDENT DETAILS page when you added the student record in the system.

Paradigm Program Enrolment ID

(system-generated) The student course or program ID generated ID by the system from the COURSE DETAILS page when you enrolled the student into the course or program.

Parent Unit Enrolment ID

(system-generated) The base unit id of the unit that encompasses this child unit.

Paradigm Base Unit ID

(system-generated) The base unit ID generated by the system from the EDIT UNIT DETAILS page when you created the base unit record of this scheduled unit.

Scheduled Unit ID

(system-generated) The scheduled unit ID generated by the system from the EDIT SCHEDULED UNIT DETAILS page when you created the scheduled unit.

Home Institution

(system-generated) The abbreviation of the Provider record (name of your business or institution) which delivers this scheduled unit and was set when you created the scheduled unit.

Base Unit IdUnit NameCode

The institution provided code that identifies the base unit

Scheduled Unit Code

(system-generated) The Unit Code generated when you scheduled the unit.

Unit Name

(system-generated) The Unit Name you set when you created the base unit record of this scheduled unit. The name will be overridden on the scheduled unit level (if ever you made some changes of the Unit Name field on the scheduled unit level)

Scheduled Unit Name

(system-generated) The

Expected End Date

Census Date

Unit Name you set when you created the base unit record of this scheduled unit. The name will be overridden on the scheduled unit level (if ever you made some changes of the Unit Name field on the scheduled unit level)

Start Date

(system-generated) The unit enrolment start date and end date inherited from the scheduled unit start and end dates.

Expected End Date

Census Date

(system-generated) The unit enrolment census date inherited from the scheduled unit Census Date field.

Enrolment Status

The student’s current enrolment status for this unit.

Contact Mode

One of the defined options that indicates how the student accepts delivery of this unit.

Withdrawal Date

The date the student withdrew from the discontinued study in this unit.

Academic Outcomes section

Grade Description

The final grade description the student achieved upon completion of this unit based on the numerical value that has been awarded to the student..

Published Grade

The Grade that will appear on the student's transcript or Statement of Attainment. This grade may be different to the achieved grade due to moderation.

Grade Release Date

A date that is may or may not be defined by the provider, so restricting when the published grade will appear on student’s portal. Following be visible to the student via the student portal. The definition follows the rule of Now (today’s date) > Grade Release Date.

Final Mark

Numerical equivalent of the grade (if applicable)value awarded to the student

Credit Points

The number of point points the student will a crew towards accrue toward the completion of their course of student study upon successful completion of this unit.

GPA

(system-generated) Paradigm GPA (Grade Point Average) calculation, see Grade Schema.

Appear On Transcript

Select Visible if you want the grade to appear on transcript for this student, else, set it to Hidden. You may also set the value as Hidden at the base unit level, as an override for the case where the unit is to be hidden from the transcript for all students who enrol in the unit.

Note

Any internal notes for this student for this unit of study.

Result Comment

Comments that the student can see regarding the final grade of the unit.

Assessments section

Assessment Status

Applicable These fields are applicable to be used in by a Provider, only where there’s there is a one on to one relationship between Assessment and the Scheduled Unit. This is intended primarily for thesis units that are related to a HDR award.

Assessment Date

Reassessment Date

Primary Assessor

Secondary Assessor

Practical Hours Attended

Hours Attended

Record Protection section

Protection Start Date

Protection End Date

Read Only ◻

A checkmark on this box will make the record read-only and the unit enrolment record becomes not editable

FINANCIAL INFORMATION

Field Name

Brief Description

Unit Fee

E384 The total amount charged for the delivery of the unit (without dollar sign).

Amount Received

The total amount received from all funding types for the unit.

Amount Due

The amount owed and to be paid by the student

Upfront Payment

E381 The Amount the student has paid or will pay upfront for the unit.

Funding Amount

E558 The amount the Student has deferred to a HELP loan.

Funding Type

The payment method the student will / has used to meet the financial obligation of this unit.

HEIMS Loan Fee

E529 The amount the government charges the student for using FEE-HELP (25%currently 20%) of the unit totalfee described above.

Always check the government website for any changes on the percentagethe current loan rate.

Subsidy Amount

The amount of the student with the scholarship/subsidy is getting to study the unitthat is funded on behalf of the student to the provider.

Subsidy Type

Scholarship typeThe type of subsidy to be paid to the provider on behalf of the student

Select subsidy type from list

Select the subsidy type on this dropdown menu, and the Subsidy Type field will be auto-populated.

Administration Fee

Delivery Fee

-populated.

Administration Fee

An additional administration fee that is not a part of the unit fee, also charged to the student

Delivery Fee

An additional fee that is not a part of the unit fee, but is an additional fee related to the delivery of the content of the unit.

Accounting section

Fee Id

(system-generated) Invoice Id The Fee Id of the Fee Rule that has an applied payment been associated to this unit enrolment.

Contact who received payment

The Paradigm Contact who accepted payment for this unit enrolment

Payment Received

The amount of the payment received.

Payment Date

the The date the payment has been processed/invoice has been paid offis processed

Agent Commission Amount

The amount paid to the Agent for this unit to of study for this student.

Agent

The name of the agent the payment is made to.

Fee Payee

The person who made the payment on behalf of the student

Agent Commission Amount 2

The amount paid to a secondary Agent for this unit of study for this student.

Agent 2

Agent 2

The name of the secondary agent the payment is made to.

Fee Payee 2

The person who made the payment to the secondary agent.

Invoice Fee Code

An optional predefined code that represents the type of invoice fee for this unit enrolment.

TCSI INFORMATION

Field Name

Brief Description

Student status codeStatus Code

E490A reported TCSI reportable code to TCSI which indicates the student status for a unit of study

EFTSL Load

E339 The Equivalent Full Time Study Load ( the portion of 1 where 1 is divided by the number of units that the student is to complete in one year of full time study e.g. if 8 units are to be studied on a full time basis, then this unit represents an EFTSL of one eighth: 1/8 = 0.125.

HEIMS Study Completion Status

E355 The HEIMS / TCSI reportable code that represents the current completion status of the unit enrolment. This field value is a HEIMS / HEPCAT reportable field.

RPL Indicator

E577VET FEE-HELP only. A field indicating whether or not a unit of study has an RPL (Recognition of Prior Learning) component or not.

HEIMS Contribution Indicator

E392A reported code to TCSI which TCSI reportable code that indicates which maximum student contribution was used in calculating the student contribution amount

Related Page: Commonwealth Supported Places (CSPs)

HEIMS Variation Reason

E446 Pre-determined A code that represents the reason for variations a financial variation of HELP records as determined by HEIMS. If records. When a record has been reported incorrectly to HEIMS via HEPCAT prior to TCSI, a revision file needs needed to be created and submitted to correct the error. By updating the required fields within this screen, adding a HEIMS Variation reason, revision number and revision date – these files will be included into a revision file when created in the reporting section of Paradigm. When a remission is to be reported to TCSI, the workflow to process that remission is different depending on whether the unit enrolment census date is prior to 01/01/2021 or is on or after 01/01/2021.

Course Assurance Indicator

E619If VET ONLY that if checked, it will send a true value, else false. This indicates whether the student’s enrolment in the unit of study is the result of an approved VET Student Loans course assurance arrangement

HEIMS Revision Number

A sequential number that represents the order of the remission being adjusted

Variation Date

The date the revision file was created / sent to HEIMS for variation.

TCSI Unique Identifier

Information from TCSI once the record has been pushed successfully

TCSI Last Validated Status

TCSI Last Validated Date

VIEW TCSI RECORD

UID

When the VIEW TCSI RECORD button is clicked, it will generate download the values of the unit enrolment fields (listed on the right: UID - Unit of Study Year Long Indicator) you sent to TCSIthat are currently stored on the TCSI server

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

ASSOCIATED INVOICES

Field Name

Brief Description

Invoice ID

The system allocated number given to the invoice that where this unit appears on.

Invoice Item Sequence ID

The system allocated number given to the invoice that this unit appears onitem number for this item on this invoice id.

Invoice Number

The system allocated number given to for the invoice that where the line item for this unit enrolment appears on.

Invoice Batch Number

The system allocated number given to all invoices created in the same batch.

OSHC Provider

Applicable if the student has an Overseas Student Health Cover (OSHC) provider

OSHC Commission Amount

OSHC Invoice Id

OSHC Invoice Item Seq Id

RPL INFORMATION

Field Name

Brief Description

RPL Provider

Applicable to be used for internal use for RPL details which are not reportable to the government.

RPL Awarding Institutions

RPL Awarding Qualifications

RPL Awarding Units

RPL Awarding Dates

REMOTE IDENTIFIERS

Field Name

Brief Description

CRM Entity Type Id

API Integration information/details

CRM Entity Id

External Entity Type Id

External Entity Id

SMS Entity Type Id

SMS Entity Id

Remote SMS Entity ID

UNIT ENROLMENT RECORD BUTTONS

The SAVE UNIT ENROLMENT button is used every time you make some changes when you change or edit the fields of this particular student’s unit enrolment. Regardless of which form section you made some changes to and which Whichever SAVE UNIT ENROLMENT button you clickedclick, it will still save all the changes you’ve made will be saved for all different sections of the screen.

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 buttonThe EDIT GRADE button is useful if you need to edit a grade which has already been published.

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 intothis student is to be enrolled in. This is another way one method of enrolling a student to in 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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Key Terms and Concepts

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titleThe TCSI Delete Button: Recommended Usage

TCSI Delete Button: Recommended Usage

A red -coloured button has been added to the screen button now appears for users with either FULLADMIN or SYSTEM ADMIN SYSTEMADMIN 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 SYSTEMADMIN 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.

NOTE:

Unit enrolments with the status of "Deleted" or "TCSI Deleted" will only be visible to users with either FULLADMIN or SYSTEMADMIN permissions on the following screens:

  • Student Summary

  • Student Units

  • Student Units Edit

  • Academic Summary

  • Assessment Results

  • Student Session List

  • Accounting Summary

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titleLoan fee (E529): Calculation

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 studentsstudent's 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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titleUnit of Study Status Code (E355) Reporting

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 are described in these pages:

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titleRecognition of Prior Learning (RPL) and Credit Exemptions

Recognition of Prior Learning (RPL) and Credit Exemptions

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

You may also need to refer to TCSI Early Exit Awards Packet if you want need to process an early exit /that may or may not include continuing study.

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titleStudent Status code (E490) Reporting

Student Status code (E490)

The Funding type field does not get reported to TCSI. It is a Paradigm internal field and it is not reported to TCSI. The E490 student status field is the field being that is 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 during the progression of the student toward achieving their award.

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Workflow

ACADEMIC OUTCOMES

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title1. Record the Final Grade and not yet make it available to the student

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

NOTE:

The following method will enter the final grade, but not make it available for the student to access it - please see publishing grades section [“

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Publish Grades”] below to make the result available to the student or appear on the transcript.

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Enter the final grade.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to enter a final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can enter the final grade.

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In the UNIT DETAILS Form section, set the required Enrolment Status.

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Go to the Academic Outcomes section, just below the Enrolment Status field, click the Grade Description drop-down list, and select the required grade description. Enter the Final Mark if applicable.

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After setting the enrolment status and the grade description, click the SAVE UNIT ENROLMENT button to apply the changes.

Tip

HEIMS Study Completion Status E355 will update automatically based on the selected Unit Enrolment status, read more.

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title2. Edit the Final Grade and not yet make it available to the student

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

NOTE:

For cases where final grades will need to be adjusted due to reassessment, administrative error or moderation. This method shows the steps to update the final grade but does not make it available to the student - please see publishing grades section [“

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titleHOW TO
Publish Grades”] below to make the result available to the student or appear on the transcript.

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Update the final grade.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to update a final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can update the final grade.

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In the UNIT DETAILS Form section, scroll down and look for the EDIT GRADE button

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A pop-up warning message will appear on top of the screen – the same as the screenshot message below, just click the OK button.

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A UNIT DETAILS Form section will appear, update/ edit the following fields as required or if applicable:

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Enrolment Status: Update the Enrolment status code (if required)

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Final Mark: Update the Final Grade Percentage (if applicable)

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Grade Description: Update the Grade Description (required*)

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HEIMS Study Completion Status: Update the HEIMS Study Completion Status at the HEIMS INFORMATION Form section below the FINANCIAL INFORMATION Form section. (required*)

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Click the SAVE UNIT ENROLMENT button after filling out the required fields to update the final grade.

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title3. Publish Grades to make the grades visible to the student

Publish Grades to make the grades visible to the student

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Publish grades.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to enter a final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can enter the final grade.

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In the UNIT DETAILS Form section, click the Enrolment Status drop box and select the required completion status (Completed for a Passing Grade / Failed for a failing grade)

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Go to the Academic Outcomes section, and update the following fields:

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Grade Description: Select the student grade description to be published from the drop-down list. Also, enter the Final Mark if applicable.

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Published Grade: Select the student grade to be published from the drop-down list.

NOTE:

A note on the Grade Release Date field: set a date here if you want to block the release in the meantime and just release it in the future. The date you set here is the date the students will view their grades.

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After setting the enrolment status, grade description, published grade, etc. click the SAVE UNIT ENROLMENT button to apply the changes.

NOTE:

If you cannot update/save the grade, you need to check whether the HEIMS Undergraduate Loan Fee (%) or HEIMS Postgraduate Loan Fee (%) fields are filled out correctly on the base course that the student is enrolled into.

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title4. Unit Enrolment Withdrawal Before Census Date

Unit Enrolment Withdrawal Before Census Date

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Withdraw a student from a unit before the census date.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to withdraw before the census date. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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In the UNIT DETAILS Form section, look for the Enrolment Status: field, select Withdrawn from the drop-down list. Click the calendar icon and choose the Withdrawal Date (before census date).

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In the FINANCIAL INFORMATION Form section, make sure to make changes to the following fields:

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Unit Fee: Update the Unit fee field to 0.00 (This field cannot be left blank, and is required*)

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Amount Received: Check the Amount Received field is 0.00 (This field cannot be left blank, and is required*)

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Upfront Payment: Check the Upfront Payment field is 0.00 (This field cannot be left blank, and is required*)

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Funding Type: Update the Funding Type to Upfront (required*)

NOTE:

If you are using the Paradigm Accounting module, refer to this knowledge article for the required accounting workflows you need to process: Using the Accounting Module

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In the Academic Outcomes unit details section, update the following fields:

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Grade Description: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

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Published Grade: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

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Click the SAVE UNIT ENROLMENT button after filling out the required fields to successfully withdraw a student from a unit before the census date.

Tip

HEIMS Study Completion Status E355 will update automatically based on the selected Unit Enrolment status, read more.

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title5. Unit Enrolment Withdrawal After the Census Date

Unit Enrolment Withdrawal After the Census Date

Note

BE ADVISED:

Unlike the withdraw prior to census date the charges for the unit are still incurred by the student, either as a Fee-HELP / HECS-Help debt or as an upfront charge. These can only be remitted in special circumstances.

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

Info

INFO:

Refer to this knowledge article for the required accounting workflows you need to process: Using the Accounting Module

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titlestep 1
Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Withdraw a student from a unit after the census date.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to withdraw after the census date. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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In the UNIT DETAILS Form section, look for the Enrolment Status: field, and select Withdrawn from the drop-down list. Click the calendar icon and choose the Withdrawal Date (on or after census date).

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In the Academic Outcomes unit details section, update the following fields:

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Grade Description: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

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Published Grade: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

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Note: Enter any notes about this enrolment in this field.

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Click the SAVE UNIT ENROLMENT button after filling out the required fields to successfully withdraw a student from a unit after the census date.

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title6. Adding Notes to a Student Record

Adding Notes to a Student Record

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Add a note.

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After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

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The notes section contains all notes associated with the student, here, you can edit the current notes or add new ones. Click the ADD NOTE button to add a new note for this student.

NOTE:

Any notes added for this student on this section is used for internal purposes only.

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After clicking the ADD NOTE button, this will lead you to the EDIT NOTE Form section where you can specify your note based on the Subject, Course Enrolment Id, Unit Enrolment, Category, and pre-filled Comments.

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Enter the necessary details/category and then type your notes for this student in the Note: section. Click the SAVE NOTE button to save your newly added notes for this student.

Info

INFO:

You can check if you have successfully added the notes by going to Student > Summary on the side menus. Check the Number of Notes: field if it has incremented.

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Expand
title7. Adding Result Comments to a Unit Enrolment

Adding Result Comments to a Unit Enrolment

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titlestep 1
Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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titlestep 2
Add result comments.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to add the result comments. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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In the UNIT DETAILS Form section, click the Enrolment Status drop box and select the required completion status (Completed for a Passing Grade / Failed for a failing grade)

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Go to the Academic Outcomes section, and update the following fields:

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Grade Description: Select the student grade description to be published from the drop-down list.

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Published Grade: Select the student grade to be published from the drop-down list.

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Result Comment: Enter any result comments for the student to see in this field. 

NOTE:

Any text on this field can be viewed by the student.

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After entering the Result Comment for the student, click the SAVE UNIT ENROLMENT button to apply the changes.

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Expand
title8. Processing Recognition of Prior Learning (RPL) and Credit Exemptions

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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FINANCIAL INFORMATION

Expand
title9. Recording Payment for each Student's Unit Enrolment

Recording Payment for each Student's Unit Enrolment

Note

BE ADVISED:

This section is only relevant for providers that are not using the Paradigm accounting module. It is intended for use by providers with very basic requirements around tracking payments to unit enrolments.

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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titlestep 2
Record a payment.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to record a payment. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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Go to the FINANCIAL INFORMATION Form section of the page, and edit the following fields:

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Amount Received: Enter the dollar amount here.

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Payment Date: Enter the date the payment was received here. This field can be found under the Accounting section.

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Scroll up of the page and find the Note: field under the Academic Outcomes section. Enter any notes required on this field.

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After entering all the required information, click the SAVE UNIT ENROLMENT button to record the payment.

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Expand
title10. Update Funding Type for each Student's Unit Enrolment

Update Funding Type for each Student's Unit Enrolment

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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titlestep 2
Update funding type.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to update the funding type. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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Go to the FINANCIAL INFORMATION Form section of the page and edit the Funding Type: field. Select the new funding type from the drop-down list.

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Scroll down, and go to the HEIMS INFORMATION Form section. Select the required option from the drop-down list in the Student status code: field. After setting the student status code, click the SAVE UNIT ENROLMENT button to change the funding type.

New Unit Enrolment will have the following screen:

Info

INFO:

Once the unit has been saved, check the HEIMS Loan Fee: field under the FINANCIAL INFORMATION Form section of the page, if it has been updated.

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Expand
title11. Adding Subsidies or Scholarships to a Student's Unit Enrolment

Adding Subsidies or Scholarships to a Student's Unit Enrolment

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titlestep 1
Load the student’s record.

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title1
Go to Student > Search > Enter either the student number or name. > Click Search.

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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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titlestep 2
Add subsidies or scholarships.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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title4
Look for the unit/subject where you want to add subsidies or scholarships. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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Go to the FINANCIAL INFORMATION Form section of the page, and edit the following fields:

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Select subsidy type from list: select the subsidy type drop-down list depending on the student’s current subsidy type.The Subsidy Type: field on the left will be pre-filled depending on what subsidy type you’ve chosen.

Info

INFO:

If the scholarship or subsidy type applicable for this student is not in the drop down list, or you want to create a new scholarship or subsidy type for this student, refer to the System > Search, Add and Edit Code Item – B. Add a Code Item article. Code Type Id to be searched is “SCHOLARSHIP_TYPE”. After adding the code, the new code will now appear in the drop down list under the Select subsidy type from list: field in the Course Enrolment page.

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Subsidy Amount: Enter the dollar amount in this field. Do not enter a $ symbol.

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After entering all the required information, click the SAVE UNIT ENROLMENT button to add the subsidy or scholarship intended for this student.

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HOW-TO GUIDES

Expand
titleHow to Delete Unit Enrolment records in Paradigm and TCSI

How to Delete Unit Enrolment records in Paradigm and TCSI

Note

BE ADVISED:

Prior to following the instructions below, it is assumed that the unit enrolments are not yet invoiced and no published grades, and that you are aware of the implications when deleting units and that the record will be completely removed from both TCSI and Paradigm after clicking the Delete Unit Enrolment button.

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.

Tip

The unit enrolment record has now been removed from both TCSI and Paradigm.

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.

Tip

The unit enrolment record has now been removed from both TCSI and Paradigm.

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.

Tip

The unit enrolment records selected have now been removed from both TCSI and Paradigm.

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Expand
titleHow to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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

Note

BE ADVISED:

Prior to following the instructions below, it is assumed that you have already read the above section on the recommended usage of the TCSI Delete button 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.

Tip

The unit enrolment record has now been removed from TCSI, made the record in Paradigm read-only - and also set the enrolment status to “TCSI Deleted.”

 

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

Tip

The unit enrolments you have selected are now being removed from TCSI, made the record/s in Paradigm read-only - and also set the enrolment status to “TCSI Deleted.”

NOTE:

For cases where you want to unlock the unit enrolment record and resend the information to TCSI with the valid details, refer to the instructions in the workflow below.

 

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Expand
titleHow to Unlock and Resend Unit Enrolment records to TCSI

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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