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  • The user has an understanding of the HEIMS / TCSI Element numbers

  • The user has an understanding of Australian Tertiary Education System

  • Fields that are greyed out can not be edited from this screen. Fields that are white can be edited. Any field that has been greyed out and has incorrect information needs to be updated prior to entering data into the TCSI page.

Key terms and concepts

Page details

There are 2 version of this page one for Full admin users and one for Student users. The full admin on can be used by the staff to verify the student’s TCSI (previously known as HEIMS) page details. The student version of the page can allow students to confirm their details and verify them themselves. This can be particularly useful for large institutions.

A “Check and Confirm” option can be set up by the system to ensure that students can be directed to the page intermittently to ensure that data is kept up to date. The frequency of visits is determined by the ‘HEIMS Last validated’ field in the Student>Course Enrolment>Course Page. If this field / date is blank the student will be directed to the Student TCSI edit page when they next log in. The after the initial validation the student will be directed to the page every three months. This is to ensure that it is checked every enrolment period.

Please consult with the Silverband support team to enable the “Check and Confirm” functionality

The Elements below are taken from the Student Residential information sections. It is critical that these are regularly checked, updated and confirmed by the student.

Element

E410 - Residential Street Address

E469 - Residential Address Suburb

E470 - Residential Address State

E320 - Residential Address Postcode

E658 - Residential Address Country Code

Student Level Users

To set up this page ready for student to validate it them selves some fields are required by TCSi and will need to be configured. The institution will need to decide as to how much of the data you will allow the students to verify themselves. Some fields will automatically be greyed out as they are populated from other parts of the system and are read only.

Field Names

Read Only

Sample Data

Student Details Section

Student Number - E313

*

USI Student Number

*This field becomes read only if a student has already provided. If not the student can enter a USI

Student Given name - E403

*

Student middle or other name(s) - E404

*

Family Name - E402

*

Gender - E315

*

DOB

*

Highest Educational Attainment Parent 1

Highest Educational Attainment Parent 2

In what Country were you born

Citizenship

*

Year of Arrival in Australia

Language spoken at home

Are you of Australian Aboriginal or Torres Strait Islander descent

Level left School

Year Left School

Do you have any disability, impairment or long term medical condition

Local Address

Once the student has confirmed their details and satisfied the validation requirements the system will redirect them to the Student Summary page.

Course Enrolment

Expand
titleCourse Enrolments data entry

A list of all of the courses the student has been enrolled into. Select the course enrolment record to add the TCSI information to by clicking on the edit icon (pencil) next to it.

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These instructions assume that the student record has been created and the student has been enrolled into a Course of Study .and are for Full Admin level users

Expand
title1. Loading a Student TCSI Record

  1. Click on the Student tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  4. Click on the Search Student button.

  5. This will show a list of students that meet these criteria

  6. To filter the list of students, in the search box above the list of students, start typing the student's first or given name. 

  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.

  8. The student's record has now been loaded into the Student Summary page.

  9. Click on the Course Enrolment option in the side menu

  10. Click on the Student TCSI Edit option in the side menu

  11. Click on the Edit (Pencil) icon next to the Course you want to add the TCSI record for.

  12. The Student TSCI Screen has now been loaded.

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Expand
title12. Adding & Editing Course Enrolment: RTP Stipend Amount Record

The Course Enrolment: Scholarship is only completed for Students who are receiving a Research Training Program Scholarship

Adding Course Enrolment: RTP Stipend Amount Record

  1. Load the Student record as above.

  2. Scroll down to the Course Enrolment: RTP Stipend Amount Section

  3. Click on the New RTP Stipend Amount Record button

  4. Enter the dollar amount into the RTP Stipend Amount field

  5. Enter the Reporting Year using the up and down arrows

  6. Click on the Entity Status drop box and select Active

  7. Click the Validate Values button

  8. Click the Save Details button

  9. Check for any errors (marked with a red Cross), correct any fields as required, then repeat steps 7 and 8.

Editing Course Enrolment: RTP Stipend Amount Record

  1. Load the Student record as above.

  2. Scroll down to the Course Enrolment: RTP Stipend Amount Section

  3. Locate the Course Enrolment: RTP Stipend Amount record and click the Edit icon (pencil) next to it

  4. The record has been loaded

  5. Update the required information, update the effective from or to date, or Entity status option

  6. Click the Validate Values button

  7. Click the Save Details button

  8. Check for any errors (marked with a red Cross), correct any fields as required, then repeat steps 6 and 7.

Expand
title13. Validating the Student TCSI edit page for Student level users

Further reading

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cqllabel = "TCSI"

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