Objective
Upon completion of this KB the user will be able to Search for Add New and Edit base units
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You have the minimum required level to access the Units tab and an understanding that making changes within this section has system wide implications.
You have an understanding of the Australian Tertiary Education System / VET Sector.
You have an understanding of the Units and Courses within your Institution for scheduling and timetabling.
Key terms and concepts
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| title | 1. Key Fields for Searching Units |
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Field Name
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Brief Overview
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Unit Codes
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Institution allocated unique unit codes to identify units of study
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Unit Name
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Institution allocated unique unit names to identify units of study
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Unit Provider
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The provider / Institution the unit will be offered by
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Unit Keywords
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Key words / or buzz words that relate to the unit. These can be use when trying to find a unit when you don't know the exact name
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Unit Status
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Active
Archived
Cancelled
Confirmed
Unconfirmed
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Order by
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Unit Codes
Unit Names
Provider Id
Status Id
Last modified Date
Unit Id
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What is EFTSL
EFTSL is an acronym of Equivalent Full Time Study Load. EFTSL is a measure used by the Australian Government and institutions to measure the total load consumed by a student. EFTSL is a measurement of how much a unit is worth in a normal full-time study year.
How to Calculate an EFTSL
To calculate a study load (EFTSL) for a single unit, divide the number of credit points for the unit by one years of full time load. For example, if the one year load is worth 96 and a single unit is worth 12 credit points, then the EFTSL is 0.125 which represents 12 divided by 96, or one-eighth.
This is based on a normal study year being two semesters in a year, meaning the sum of EFTSL for each semester is 0.5 in total. The student may study 4 units per semester, implying 8 units for the year, meaning that a single unit is now worth 0.125 EFTSL. If your institution works on a trimester structure, then you may end up with an EFTSL count of more than 1. Technically, trimester study mode is overloading above a normal study load. A similar overloading of EFTSL would occur in the event that a student was enrolled in units above the normal level, for example accelerated learning.
Key Fields for Searching Units
Field Name | Brief Overview |
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Unit Codes | Institution allocated unique unit codes to identify units of study |
Unit Name | Institution allocated unique unit names to identify units of study |
Unit Provider | The provider / Institution the unit will be offered by |
Unit Keywords | Key words / or buzz words that relate to the unit. These can be use when trying to find a unit when you don't know the exact name |
Unit Status |
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Order by |
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Key Fields for Adding New Units
Field Name | Brief Overview |
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Reporting Code | ||
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Unit Id | System allocated internal Id code | |
Parent Unit Id | Internal System allocated Id code (no data entry required) | |
Unit Codes | Institution allocated unique Unit Id code | |
Provider Other Unit Id | Institution allocated unique Unit Id code - this code is useful when paired with a time period code for LMS (Learning Management System) systems | |
Name | Full name of the units - this will appear on the students transcript | |
Unit Category |
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Unit Focus | Focus areas of the unit.These can be added to the system via the system tab | |
Unit Discipline | Focus Area sub-group. These can be added to the system via the system tab | |
HEIMS Discipline* | A 6 digit code which uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/VET provider. These are |
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shown in the HEIMS help website Appendix E |
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Unit Provider | If the provider has multiple institutions within the same system, this can identify which is running this instance of the unit | |||||||
Credit Point Statement* | The number points the student will earn towards their course of study upon successful completion of this unit of study |
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Unit Type |
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Unit Purpose and Aims | Within this field a description of the Unit Purpose and aims can be outlined. Students can be granted access to this information in order to decide if this is the unit they want to study. | |||||||
Prerequisites | A list of any units that are required to be completed PRIOR to attempting this unit of study | |||||||
Co requisites | A list of any units that are required to be completed CONCURRENTLY with this unit of study | |||||||
Learning Outcomes | A detailed list of the learning outcomes as per the TESQA regulation for this Unit of Study | |||||||
Learning Outcomes - Able to: | A more human consumable version of the field above. | |||||||
Learning Outcomes - Be in a position to | What the student will able able to do upon completion of this units of study | |||||||
Requirements | An overview of what the student needs to achieve to complete this unit | |||||||
Assessments | A list of the assessments required to be successfully completed to receive a passing grade for this unit of Study | |||||||
Target Audience | Who is this unit of study aimed at | |||||||
Bibliography | A list of required and suggested readings for this unit of study | |||||||
Unit Exclusions | If a student does this unit of study are there any units that they are prohibited from doing. Alternatively If a student has completed another unit of study that prohibited them from doing this unit. | |||||||
Unit Content | Topics or areas covered in this unit of study | |||||||
Keywords | Buzz words or key words, used in the search section for staff to find this unit if unsure of the exact title of this unit | |||||||
Method of delivery* | Online, On Campus, Intensive, Printed |
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Approval required | Does the Head of School or Senior Academic need to approve a students enrolment in this unit of study | |||||||
HEIMS Work Experience Indicator* | An indicator whether a unit of study consists wholly of work experience in the industry |
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EFSTL Load (Ugrad)* | Equivalent Full Time Study Load - What fraction of 1 does this unit represent within the Course of study at a full time load for an Undergraduate Student |
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EFSTL Load (PGrad)* | Equivalent Full Time Study Load - What fraction of 1 does this unit represent within the Course of study at a full time load for a Postgraduate |
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Student |
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Unit Status | Active |
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Nominal Hours*
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The nationally agreed minimum hours for nationally recognised training packages - for a list of units click here
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Scheduled Hours*
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The number of hours the institution / provider has scheduled to delivery this units / competency
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Vet Flag*
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Is the Focus of this unit of Study Vocational?
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VET in Schools*
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Is this unit a part of the National VET in schools program
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Delivery Mode Identifier*
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What mode of delivery is this unit being done in
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Appear on transcript
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Should this unit of study appear on the students transcript
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GST Percentage
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What is the GST charge for this unit of Study
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Unit Level
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What level of study is the unit of study
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School
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To which school or Department does this unit of study belong to
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Invoice Fee Code
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To which department / School do the fees for this unit go to
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Accreditation Date
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What date was this unit accredited
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Accreditation Due Date
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When is this unit due for re-accreditation / When does accreditation expire?
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Custom Unit Grade Calculation
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Predominant Delivery Mode Identifier*
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Delivery Mode Identifier*
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Unit Read Only
* = Fields for Higher Education Government reporting
* = Fields for VET Government reporting
Implications
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| title | 1. Before a student can be enrolled into a Unit |
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The unit / subject needs to be created as a base unit
The base unit must then be scheduled, by creating a scheduled unit record, giving it a specific time period for delivery, a census date, and a venue
Once these have be done, the student can be enrolled in the Scheduled Unit.
Some of the fields within the Add Unit section are required by either or both sections of Government reporting (HEIMS and AVETMISS).
When creating a base unit the fields listed below are required for a viable / functioning unit record. However, more information is often required for Government reporting compliance.
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Required Fields
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Sample Data
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Unit ID
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1001(Unique ID Assigned by the System)
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Unit code
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ICT201
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Name
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Introduction to Information Systems
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Unit provider
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Paradigm College
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Unit type
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Tuition
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Method of delivery
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On Campus
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Unit status
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Active
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EFTSL Load (UGrad) &/or (PGrad)
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0.125
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Optional Fields
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Overview
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Credit Points
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For the unit result to contribute to the student final course result total the unit will require a credit point statement. This is the number of points that the unit will contribute to the overall course total.
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| title | 1. HEIMS Fields Reporting Fields |
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HEIMS fields are required for the HEIMS courses
HEIMS Discipline: A code that uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/Vet provider. These codes are taken from the HEIMS Discipline code document. This document is updated annually (normally available in September for the following year) and can be found on the HEIMS website.
HEIMS Work Experience Indicator: An indicator whether a unit of study consists wholly of work experience in the industry
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Code
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Meaning
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0
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Student is not undertaking work experience in industry or student is undertaking work experience in industry where learning and performance is directed by the provider
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1
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Student is undertaking work experience in industry where learning and performance is not directed by the provider, but support is received from the provider
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2
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Student is undertaking work experience in industry where learning and performance is not directed by, and support is not received from, the provider
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Workflow
How to search for a Base unit
Click on the Units tab in the Side menu
Click on the Search option with the side menu
Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)
Click on the Search Unit
Button.
This will show a list of units that meet the searched criteria
To filter the list of units, in the search box
above the list of units, start typing the unit name.When you see the record for the unit you are looking for , click on the unit id code, highlighted in blue in the left column of that row.
The Base Unit has now been loaded
How to Create / Add a New Base Unit (Higher Education)
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These instruction indicate the minimum required fields to create a system viable and compliant Government reportable Higher Education unit. |
Click on the Units tab in the side menu
Click on the Unit Details option in the side menu
Click on the Add new option in the Side menu
Enter the Unit Code
Enter the Unit Name
Select the HEIMS Discipline code from the drop down box
Select the Unit Provider
Enter the number of credit points to be granted upon successful completion of this unit of study.
Select the Method of Delivery
Select the HEIMS work experience indicator
Enter the EFTSL Load (UGrad)
Enter the EFTSL Load (PGrad)
Select the Unit Status
Click on the Save Unit
button
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, Archived, Cancelled, Confirmed, Unconfirmed | ||||||||
Nominal Hours* | The nationally agreed minimum hours for nationally recognised training packages - for a list of units click here |
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Scheduled Hours* | The number of hours the institution / provider has scheduled to delivery this units / competency |
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Vet Flag* | Is the Focus of this unit of Study Vocational? |
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VET in Schools* | Is this unit a part of the National VET in schools program |
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Delivery Mode Identifier* | What mode of delivery is this unit being done in |
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Appear on transcript | Should this unit of study appear on the students transcript | |||||||
GST Percentage | What is the GST charge for this unit of Study | |||||||
Unit Level | What level of study is the unit of study | |||||||
School | To which school or Department does this unit of study belong to | |||||||
Invoice Fee Code | To which department / School do the fees for this unit go to | |||||||
Accreditation Date | What date was this unit accredited | |||||||
Accreditation Due Date | When is this unit due for re-accreditation / When does accreditation expire? | |||||||
Custom Unit Grade Calculation | ||||||||
Predominant Delivery Mode Identifier* |
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Delivery Mode Identifier* |
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Unit Read Only |
Implications
Before a student can be enrolled into a Unit:
The unit / subject needs to be created as a Base Unit
The Base Unit must then be scheduled, by creating a scheduled unit record, giving it a specific time period for delivery, a census date, and a venue
Once these have be done, the student can be enrolled in the Scheduled Unit.
Some of the fields within the Add Unit section are required by either or both sections of Government reporting (HEIMS and AVETMISS).
These fields are required to create a viable / functioning base unit record.
Required Fields | Sample Data |
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Unit ID | 1001(Unique ID Assigned by the System) |
Unit code | ICT201 |
Name | Introduction to Information Systems |
Unit provider | Paradigm College |
Unit type | Tuition |
Method of delivery | On Campus |
Unit status | Active |
EFTSL Load (UGrad) &/or (PGrad) | 0.125 |
However, more information is often required for Government reporting compliance.
Optional Fields | Overview |
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Credit Points | For the unit result to contribute to the student final course result total the unit will require a credit point statement. This is the number of points that the unit will contribute to the overall course total. |
HEIMS Reporting Fields
HEIMS fields are required for HEIMS courses
HEIMS Discipline: A code that uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/Vet provider. These codes are taken from the HEIMS Discipline code document. This document is updated annually (normally available in September for the following year) and can be found on the HEIMS website.
HEIMS Work Experience Indicator: An indicator whether a unit of study consists wholly of work experience in the industry
Code | Meaning |
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0 | Student is not undertaking work experience in industry or student is undertaking work experience in industry where learning and performance is directed by the provider |
1 | Student is undertaking work experience in industry where learning and performance is not directed by the provider, but support is received from the provider |
2 | Student is undertaking work experience in industry where learning and performance is not directed by, and support is not received from, the provider |
VET / AVETMISS Reporting Fields
Field | Meaning |
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Nominal Hours | The nationally agreed number of hours that the unit of study requires to be completed. These hours are reviewed and updated annually and are available form the NCVER website |
Scheduled Hours | The number of hours the provider has allocated to teach the unit of study |
VET Flag | Is the unit a part of VET Course or is the unit considered Vocational Training? Answer yes or no |
VET in Schools | Is this unit a part of the National VET in Schools Program? Answer yes or no |
Workflow
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Enter the Scheduled Hours
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Select the VET Flag
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Select the VET in Schools identifier
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Select the Delivery mode Identifier
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Click on the Save Unit
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button
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Click on the Search Unit 
Button.
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This will show a list of units that meet the searched criteria
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To filter the list of units, in the search box above the list of units, start typing the unit name.
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When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.
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Scroll down to the Assessments Associated with this Scheduled Unit section.
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Click on the Add Scheduled Assessments from Assessments 
button.
This will add the assessments to the Scheduled unit irrespective of delivery method
How to add Assessment to Scheduled Units from a Base Unit by Delivery Method
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Assessments designated Online will be added to an online Scheduled unit. Assessments designated on Campus will be added to an On Campus scheduled unit.
How to Add Attachments to a Base Unit
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Attachments can be saved against the base unit. This is useful for storing, unit of study outlines, accreditation documents, change or updates of accreditation documents, |
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This will add the assessments to the Scheduled unit irrespective of delivery method |
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Scroll to the bottom of the screen and click the Add File Attachment 
button
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Click the Purpose drop box and select the most appropriate option for the attachment
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Click the Category drop box and select the most appropriate option for the attachment
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Enter the Name of the attachment (This is the name that will appear on the screen so be specific and concise)
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Enter a Description of the attachment. The description will appear when hovering over the name of the attachment. This will allow the user to have more details about the attachment without having to download it.
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Click the Status drop box to select a status option
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Select the minimum permission level required to view the attachment
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Click the Choose file button to navigate to where the attachment is currently stored
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Click the Save File attachment 
button.
How to Edit a Base Unit
Click on the Units tab in the side menu
Click on the Unit Details option in the side menu
Click on the Edit Details option in the side menu
Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)
Click on the Search Unit
button.This will return a list of units that meet the searched criteria
To filter the list of units, in the search box
above the list of units, start typing the unit name.When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.
Update the required field(s)
Click on the Save Unit
button
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Please Note:
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How to Delete a Base Unit
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A Base unit can not be deleted if it has any Scheduled units associated with it. If it does have any associated scheduled the system won't allow for it to be deleted
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Scroll to the bottom of the screen and click the Delete Unit
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button.
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A warning will appear, Are you sure that you want to delete the selected items? Click OK if you want to proceed or Cancel to abort.
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The unit has now been deleted.
What are EFTSLs
EFTSL is an acronym meaning Equivalent Full Tim Study Load. EFTSL is a measure used by the Australian Government and institutions to measure total load consumed by a student. EFTSL is a measurement of how much a unit is worth in a normal full-time study year.
How to calculate an EFTSL
To calculate a study load (EFTSL) for a single unit, divide the number of credit points for the unit by one years full time load. For example, if the one year is worth 96 and a single unit is worth 12 credit points, then the EFTSL is 0.125.
This is based on a normal study year being two semesters in a year, meaning the sum of EFTSL for each semester is 0.5 in total. The student may study 4 units per semester, meaning that a single unit is now worth 0.125 EFTSL. If your institution works on a trimester structure, then you may end up with an EFTSL count above 1. Technically, trimester study mode is overloading above a normal study load. A similar overloading of EFTSL would occur in the event that a student was enrolled in units above the normal level, for example accelerated learning.
Further Reading
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Further Reading
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