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.
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| title | Course Enrolment Details Required by the Education Sector |
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| colour | Red |
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| title | mandatory info |
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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 |
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Course Name (E308) | X | X | X | X | X | X | X |
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Course Code (307) | X | X | X | X | X | X | X |
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Start Date (E328) | | X | X | X | X | X | X |
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End Date | | X | X | X | | | X |
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Full/Part Time (E329) | | X | X | X | X | | X |
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Funding Type | | X | X | X | | | X |
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Fee Type (E585) | | X | X | X | X | | X |
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Contact Mode (E330) | | X | X | X | X | X | X |
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Enrolment Status (E490) | X | X | X | X | X | X | X |
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Home Institution | | X | X | X | X | X | X |
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Commencing Course Identifier | | | X | | | | |
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Concession Type Identifier | | | X | | | | |
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Funding Source - National | | | X | | | | |
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Funding Source - State | | | X | | | | |
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Study Reason Identifier | | | X | | | | |
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HEIMS Student Status (E490) | | | | X | X | X | X |
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HEIMS HELP Eligibility | | | | X | | | X |
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Student Admission | | | | X | X | X | X |
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Tertiary Entrance Score (E369) | | | | X | X | | X |
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HEIMS Request Indicator | | | | X | | | X |
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HEIMS Contribution Indicator | | | | X | | | X |
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HEIMS Mode Of Attendance (E330) | | | | X | X | X | X |
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HEIMS Type Of Attendance | | | | X | X | X | X |
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HEIMS Residence Indicator | | | | X | X | X | X |
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Year Left School | | | | X | | | X |
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Highest Educational Attainment Of Parent 1 | | | | X | | | X |
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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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| title | 3. How to Add a Course Enrolment to a Student's Record |
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How to a Course Enrolment to a Student’s Record| Info |
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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. |
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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 - Scheduled Program Units
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.”
Add the new course enrolment.
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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 [ and ] 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. 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).
 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: In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name. Click the ADD COURSE button.
Move down to the ADD STUDENT COURSE ENROLMENTS Form section.
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 |
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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 |
 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. |
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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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| title | 5. How to Transfer a Course Enrolment Record for the same Student |
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How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record for the same Student
NOTE: Please read carefully the Implications section above before transferring a course enrolment record.
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.
Add the new course.
With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Formsection. The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name. Click the ADD COURSE button to add the new course.
Transfer a course enrolment for the same student.
After adding the course enrolment to a student, move down to the TRANSFER STUDENT COURSE Form section, or choose Student > Course Enrolment > Course > Transfer Course on the side menu. Select the Course the information is being transferred from and the Course the information is being transferred to. If only the Course information is being transferred click the TRANSFER COURSE DETAILS ONLY button. However, if the Course information and all of the Units associated with the course are being transferred click the TRANSFER COURSE AND UNIT ENROLMENTS button. Image Removed Image Added
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BE ADVISED: The TRANSFER COURSE AND UNIT ENROLMENTS button should only be used when you don’t want the course enrolment record to be reported to TCSI (which in most instances, is for non-FEE-HELP Providers). This button does carbon copy the original course to the new course which leads to duplicate submission to the government perspective. |
The section will render as shown in the screenshot below with the TRANSFER COURSE AND UNIT ENROLMENTS button disabled when the course enrolments have been reported to TCSI.  Image Added
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| title | 6. How To Transfer a Course Enrolment Record to a Different Student Record |
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How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record to a Different Student Record
NOTE: Please read carefully the Implications section above before transferring a course enrolment record. Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE. Load the SOURCE student record.
Load the Student Record for your SOURCE student number. | Info |
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INFO: You can follow the same instructions as above on how to load the student’s record “ Load a Student Record.” |
Transfer Course from the SOURCE to the RECEIVER.
Once the SOURCE student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. It will then load the COURSE ENROLMENT LIST Form section of your SOURCE student. In the COURSE ENROLMENT LIST Form section, click the ACTIONS button associated with the course you want to transfer. Select the Transfer Course To Person option.
After clicking the Transfer Course To Person button, the page will reload, scroll down the page and look for the STUDENT SEARCH Form section. Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow]. Click the SEARCH STUDENT button after filling out the RECEIVER student details. After clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER student's details and then click the TRANSFER TO STUDENT button, to transfer the course record.
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After completing these steps, the RECEIVER student record decided above, will now also contain both the SOURCE course enrolment AND any associated SOURCE unit enrolment records. |
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