Objective
Once you have read this article you will be able to Add, Edit and report student data via TCSI.
Complexity:
| Status | ||||
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Page Contents
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Assumptions
| Info |
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Users can only edit course enrolments where the users home institution is set to the same as the student. This prevents users from editing records of student not within their own institution. |
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
There are 2 version of this page one for Full admin users called Student TCSI Edit and one for Student users called Student TCSI confirm detail.
Full Admin Level Users
The full admin version is used by the Full admin level users to verify the student’s TCSI details. This page contains 8 sections each on has it own data packet or submission.
Course Enrolment
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A list of all of the courses the student has been enrolled into. As time goes on the student will have a TCSI record for each course. If you are unsure if the correct record has loaded select edit icon (pencil) next to the record to be edited.  |
Student Details
...
| title | Student Details data entry |
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...
Objective
Once you have read this article you will be able to Add, Edit and report student data via TCSI.
Complexity:
| Status | ||||
|---|---|---|---|---|
|
Page Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
Assumptions
| Info |
|---|
Users can only edit course enrolments where the users home institution is set to the same as the student. This prevents users from editing records of student not within their own institution. |
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
There are 2 version of this page one for Full admin users called Student TCSI Edit and one for Student users called Student TCSI confirm detail.
Full Admin Level Users
The full admin version is used by the Full admin level users to verify the student’s TCSI details. This page contains 8 sections each on has it own data packet or submission.
Course Enrolment
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|---|---|---|
| ||
A list of all of the courses the student has been enrolled into. As time goes on the student will have a TCSI record for each course. If you are unsure if the correct record has loaded select edit icon (pencil) next to the record to be edited. |
Student Details
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The student's personal details are populated from the Student > Edit details page. Most of the fields here are read only.
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Permanent / Billing Address details
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The student's personal details are populated from the Student > Student details > Edit Contact info page > Billing
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Semester / Term / Current Address Details
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The student's personal details are populated from the Student > Student details > Edit Contact info page > Residential Fields that need to be completed in this section:
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First Reported Address
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Student: Disability
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The Student: Disability record only needs to be completed if a student HAS a disability. A new record needs to be completed for each type of disability. e.g. If a student is Vision impaired complete one new record. If the student is vision impaired and has a medical condition, a separate disability record is needed for each disability.
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Student: Citizenship
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The Student: Citizenship record needs to be initially completed each time the student commences a new course. After that an additional record would only need to be created for that course if the student changes citizenship.
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Student: Commonwealth Scholarship
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The Student: Commonwealth Scholarship record is only completed by institutions that have both HECS and Commonwealth Scholarships.
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Course Enrolment Details
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The Course Enrolment details are populated from the Student > Course Enrolment >Course page. Some of the fields here are read only. | ||||||||||||||||||||||||||||||||||||||||||||||||
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The student's personal details are populated from the Student > Student details > Edit Contact info page > Billing
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Permanent / Billing Address details
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Course Enrolment: Admission
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The Course Enrolment: Admission record is to be completed for each new student based on the method (up to 2) of entry into the enrolled course. Fields that need to be completed in this section:
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Course Enrolment: Prior Credit
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The Course Enrolment: Prior Credit record is only completed for students who are granted credit points (RPL, RPE, Status, Credit Transfer, Advanced Standing) toward the enrolled Course | ||||||||||||||||||||||
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The student's personal details are populated from the Student > Student details > Edit Contact info page > Residential Fields that need to be completed in this section:
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Semester / Term / Current Address Details
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Course Enrolment: Specialisation
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The Course Enrolment: Specialisation record is only completed for Students who have a major within their course that is different than the field of education code assigned to the Course. E.g. A Bachelor of Arts 120105 with a major in English 091501
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First Reported Address
...
Student: Disability
...
| title | Student: Disability data entry |
|---|
The Student: Disability record only needs to be completed if a student HAS a disability.
A new record needs to be completed for each type of disability. e.g. If a student is Vision impaired complete one new record. If the student is vision impaired and has a medical condition, a separate disability record is needed for each disability.
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
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Disability Code
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Editable & required
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Vision
...
Effective from Date
...
Editable & required
...
01/01/2021
...
Effective to date
...
Editable & only required if the condition ends
...
31/12/2027
...
Entity Status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
0511242
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Validation Status
...
Read only - Directly from TCSI
...
123450
Student: Citizenship
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| title | Student: Citizenship data entry |
|---|
The Student: Citizenship record needs to be initially completed each time the student commences a new course. After that an additional record would only need to be created for that course if the student changes citizenship.
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
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Citizen Resident Code
...
Editable & required
...
Australian Citizen
...
Effective From Date
...
Editable & required
...
05/02/2021
...
Entity status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
521401
...
Validation Status
...
Read only - Directly from TCSI
...
522014
Student: Commonwealth Scholarship
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| title | Student: Commonwealth Scholarship data entry |
|---|
The Student: Commonwealth Scholarship record is only completed by institutions that have both HECS and Commonwealth Scholarships.
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
...
Reporting year
...
Editable & required
...
2021
...
Reporting Period
...
Editable & required
...
Between 1st January and 30th of June
...
Commonwealth Scholarship type
...
Editable & required
...
Indigenous Reward Scholarship
...
Commonwealth Scholarship amount
...
Editable & required
...
500.00
...
Commonwealth Scholarship status code
...
Editable & required
...
Student has a current Commonwealth Learning Scholarship
...
Commonwealth Scholarship termination reason code
...
Editable & required
...
No longer eligible
...
Entity Status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
123421
...
Validation Status
...
Read only - Directly from TCSI
...
214451
Course Enrolment Details
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| title | Course Enrolment Details data entry |
|---|
The Course Enrolment details are populated from the Student > Course Enrolment >Course page. Some of the fields here are read only.
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
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Program Enrolment Internal Paradigm Id
...
Read only - Paradigm internal code
...
12419
...
Course
...
Read only - From Student > Course Enrolment
...
B Arts - Bachelor of Arts
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Start date
...
Read only - From Student > Course Enrolment
...
29/07/2021
...
Expected End date
...
Read only - From Student > Course Enrolment
...
31/12/2025
...
Enrolment Status
...
Read only - From Student > Course Enrolment
...
Enrolled
...
Agent
...
Read only - From Student > Course Enrolment
...
Funding type
...
Read only - From Student > Course Enrolment
...
Fee-HELP
...
HEIMS Student Status
...
Editable & required
...
Australian Citizen
...
Australian Tertiary Admission Rank
...
Editable & required
...
87
...
Selection Rank
...
Editable & required
...
65
...
Highest Attainment Code
...
Editable & required
...
Diploma
Course Enrolment: Admission
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| title | Course Enrolment: Admission data entry |
|---|
The Course Enrolment: Admission record is to be completed for each new student based on the method (up to 2) of entry into the enrolled course.
Fields that need to be completed in this section:
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
...
Basis For admission code
...
Editable & required
...
Work and Life experience
...
Entity Status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
123421
...
Validation Status
...
Read only - Directly from TCSI
...
214451
Course Enrolment: Prior Credit
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| title | Course Enrolment: Prior credit data entry |
|---|
The Course Enrolment: Prior Credit record is only completed for students who are granted credit points (RPL, RPE, Status, Credit Transfer, Advanced Standing) toward the enrolled Course
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
...
Credit Used value
...
Editable & required
...
0.125
...
Credit Basis code
...
Editable & required
...
Credit offered for Prior Higher Education study only
...
Credit Provider code
...
Editable & required
...
Silverband School for IT excellence
...
Entity status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
1234566
...
Validation Status
...
Read only - Directly from TCSI
...
541812
Course Enrolment: Specialisation
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| title | Course Enrolment: Specialisation data entry |
|---|
The Course Enrolment: Specialisation record is only completed for Students who have a major within their course that is different than the field of education code assigned to the Course. E.g. A Bachelor of Arts 120105 with a major in English 091501
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
...
Specialisation Code
...
Editable & required
...
Aquaculture (050701)
...
Entity Status
...
Editable & required
...
Active
...
DEST Uid
...
Read only - Directly from TCSI
...
1234566
...
Validation Status
...
Read only - Directly from TCSI
...
541812
Course Enrolment: HDR End-User Engagement (Only required for HDR Students)
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| title | Course Enrolment: HDR End-User Engagement data entry |
|---|
The Course Enrolment: HDR End-User Engagement record is only completed for Students who are undertaking a Higher Degree Research Course
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Fields in this section
...
Mode - Location within paradigm
...
Sample Data
...
Higher Degree by Research End-User Engagement Code
...
Effective From date
...
Effective to date
...
Entity status
Course Enrolment: Scholarship (Only required for HDR Students)
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|---|---|---|
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The Course Enrolment: Scholarship is only completed for Students who are receiving a Research Training Program Scholarship Fields that need to be completed in this section: |
Course Enrolment: RTP Stipend Amount (Only required for HDR Students)
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|---|---|---|
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The Course Enrolment: RTP Stipend Amount record is only completed for Students who are receiving a Research Training Program Scholarship to indicate the amount of Scholarship being received. Fields that need to be completed in this section: |
Student Level Users
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 student users 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 Confirm details 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. TCSI Errors generated by this screen will not be displayed to Student Users
The Elements below are taken from the Student Residential information sections. It is critical that these are regularly checked, updated and also confirmed by the student.
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Element
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E410 - Residential Street Address
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E469 - Residential Address Suburb
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E470 - Residential Address State
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E320 - Residential Address Postcode
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E658 - Residential Address Country Code
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.
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Field Names
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Read Only
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Sample Data
...
Student Details Section
...
Student Number - E313
...
*
...
USI Student Number
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*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
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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
...
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Course Enrolment: HDR End-User Engagement (Only required for HDR Students)
| Expand | |||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| |||||||||||||||
The Course Enrolment: HDR End-User Engagement record is only completed for Students who are undertaking a Higher Degree Research Course
|
Course Enrolment: Scholarship (Only required for HDR Students)
| Expand | ||
|---|---|---|
| ||
The Course Enrolment: Scholarship is only completed for Students who are receiving a Research Training Program Scholarship Fields that need to be completed in this section: |
Course Enrolment: RTP Stipend Amount (Only required for HDR Students)
| Expand | ||
|---|---|---|
| ||
The Course Enrolment: RTP Stipend Amount record is only completed for Students who are receiving a Research Training Program Scholarship to indicate the amount of Scholarship being received. Fields that need to be completed in this section: |
Student Level Users
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 student users 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 Confirm details 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. TCSI Errors generated by this screen will not be displayed to Student Users
The Elements below are taken from the Student Residential information sections. It is critical that these are regularly checked, updated and also 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 |
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 | Read Only - From Student > Edit details | 123456786 |
USI Student Number | Editable & required | FGNFNBGNBVJK |
Student Given name - E403 | Read Only - From Student > Edit details | James |
Student middle or other name(s) - E404 | Read Only - From Student > Edit details | Albert |
Family Name - E402 | Read Only - From Student > Edit details | Cook |
Gender - E315 | Read Only - From Student > Edit details | Male |
DOB | Read Only - From Student > Edit details | 23/09/1972 |
Highest Educational Attainment Parent 1 | Editable & required | Bachelor Degree |
Highest Educational Attainment Parent 2 | Editable & required | Postgraduate |
In what Country were you born | Editable & required | Australia |
Citizenship | Read Only - From Student > Edit details | Australian |
Year of Arrival in Australia | Editable & Required only if student was NOT born in Australia | 1985 |
Language spoken at home | Editable & required | English |
Are you of Australian Aboriginal or Torres Strait Islander descent | Editable & Required only if the student WAS born in Australia | Neither |
Level left School | Editable & required | 1990 |
Year Left School | Editable & required | Year 12 |
Do you have any disability, impairment or long term medical condition | Editable & Only required if the student has | Hearing |
Local Address | ||
To | Editable & required | |
Residential Attn name | Editable & required | Mr James Cook |
Property Name | Editable & required | The Burrows |
Residential Sub-address | Editable & required | Unit 2 |
Street number | Editable & required | 78 |
Street Name | Editable & required | Anvil Drive |
Postal Box | Editable & required | PO Box 9994 |
City | Editable & required | Sydney |
Postcode | Editable & required | 2000 |
State | Editable & required | NSW |
or | Editable & required | |
Country | Editable & required | Australia |
Mobile | Editable & required | 123456789 |
Home | Editable & required | 123456789 |
Day Phone | Editable & required | 1233456789 |
Fax | Editable & required | 123456789 |
Editable & required | jamescook@austmail.com | |
Web Address | Editable & Optional | |
IM Protocol | Editable & Optional | |
IM Address | Editable & Optional | |
Home Country Address | ||
To | Editable & required | |
Billing Attn name | Editable & required | Mr James Cook |
Property Name | Editable & required | The Burrows |
Billing Sub-address | Editable & required | Unit 2 |
Street number | Editable & required | 78 |
Street Name | Editable & required | Anvil Drive |
Postal Box | Editable & required | PO Box 9994 |
City | Editable & required | Sydney |
Postcode | Editable & required | 2000 |
State | Editable & required | NSW |
or | Editable & required | |
Country | Editable & required | Australia |
Mobile | Editable & required | 123456789 |
Home | Editable & required | 123456789 |
Day Phone | Editable & required | 1233456789 |
Fax | 123456789 | |
Web Address | ||
IM Protocol | ||
IM Address | ||
Emergency / Parent / Guardian Address | ||
Emergency Contact Name | Editable & Optional (Free Text) | Julie Cook |
Emergency Contact Relationship | Editable & Optional (Free Text) | Mother |
Emergency Contact details | Editable & Optional (Free Text) | 123456789 |
To | Editable & Optional | |
Billing Attn name | Editable & Optional | |
Property Name | Editable & Optional | The Burrows |
Billing Sub-address | Editable & Optional | Unit 2 |
Street number | Editable & Optional | 78 |
Street Name | Editable & Optional | Anvil Drive |
Postal Box | Editable & Optional | PO Box 9994 |
City | Editable & Optional | Sydney |
Postcode | Editable & Optional | 2000 |
State | Editable & Optional | NSW |
or | Editable & Optional | |
Country | Editable & Optional | Australia |
Mobile | Editable & Optional | 123456789 |
Home | Editable & Optional | 123456789 |
Day Phone | Editable & Optional | 1233456789 |
Fax | 123456789 | |
Web Address | ||
IM Protocol | ||
IM Address | ||
Course Enrolment Details | ||
Course | Read Only - From Student > Course Enrolment > Course | Bachelor of Arts |
Start Date | Read Only - From Student > Course Enrolment > Course | 01/03/2021 |
Expected End date | Read Only - From Student > Course Enrolment > Course | 31/12/2025 |
Contact hours (Full/Part) | Read Only - From Student > Course Enrolment > Course | Full |
Program Enrolment TCSI Uid | Read only - Directly from TCSI | 123456 |
Enrolment Status | Read Only - From Student > Course Enrolment > Course | Enrolled |
Agent | Read Only - From Student > Course Enrolment > Course | |
Funding type | Read Only - From Student > Course Enrolment > Course | Fee-Help |
Australian Tertiary Admission Rank | Editable & Optional | 78 |
Selection Rank | Editable & Optional | 65 |
Highest Attainment Code | Editable & Optional | Dip Arts |
Once the student has confirmed their details and satisfied the validation requirements the system will redirect them to the Student Summary page.
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