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Overview

Table of Contents

Objective

Upon completion of this KB you will be able to update student contact information including street address, email address, phone number etc.

Assumptions

...

Table of Contents
maxLevel1

Objective

Once you have read this article you will be able to make changes to the various parts of each of four types of contact information that is saved for each student.

Assumptions

Include Page
PKBEX:Info PKB Access Level
PKBEX:Info PKB Access Level

  • The student record has already been created (these instruction are how to edit an already existing record)The User has an understanding of Australian Tertiary Sector / VET Sector, and this article describes how you can change some of those details.

Include Page
PKBEX:List PKB Assumptions Student
PKBEX:List PKB Assumptions Student


Key terms and concepts

There are a range of address types that may be captured or stored in Paradigm. The four default address types are further described below.


CommentReplaces the permanent address section no the student edit details screen

TermContact AddressDefinitionGovernment ReportedValidated via the student portal
1Residential / Semester / Term / Current Address

Contact details for the student during an active semester of study.

For some students this address may be the same as the billing address.

YesYesReplaces the following fields on the student edit details screen:
  • Address line 1
  • Address line 2
  • Suburb
  • State
  • Country
  • Home phone
  • Day phone
  • Email
  • Mobile
2Permanent / Billing Address

Contact details for the student whilst not actively studying, for example during the semester break period.

For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.

NoYes
3Emergency Contact AddressContact information to be used in an emergency to reach a friend, family member or guardian of a specific student.NoYes

Replaces the following fields on the student edit details screen:

  • Emergency contact name
  • Emergency contact relationship
  • Emergency contact details
4Employer AddressContact details for the student's place of employmentNoNo

Implications

Note
titleIMPORTANT
  • The communication module uses the email address associated with provided within the Residential / Semester / Term / Current contact record.
  • The student portal may be configured such that students must validate the contents of their residential (Current), billing (Billing), and emergency contact details fields on a recurring scheduledschedule.
  • Potential students applying via the Applicant Portal are required to provide at minimum: billing and residential addressesdetails for both residential (Current) and billing (Billing) addresses, as a minimum.



Field NameBrief Overview
To
Attention NameThe Students Student's full name. this field will appear on printed letters along with address details.
Property Namee.g. The Burrows - If the student doesn't provide a property name please leave this field blank.
Flat / Unit noe.g. Unit 4 - If the student doesn't provide a sub address please leave this field blank.
Street NumberStreet number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct.
Street NameName of Street including street type e.g. Brown Road.
Postal BoxFor a postal address with a non street address e.g. PO Box 9994.
CityCity or Suburb. This field is a smart field that contains all suburbsSuburbs, States and Postcodes of in Australia to ensure the correct Suburb / State / Postcode Combination combination is entered.
PostcodeAustralian postcode field - this will auto populate when the City or Suburb is selected in the above field.
StateThe state is normally auto populated with the colleges student provider's home state - when the suburb is selected in the Suburb suburb field, this will auto populate with the correct state as selected. If the State is not an Australian State pleas please change the field to "Select State" and enter the details into the 'Or' box.
OrThis field is for Non-Australian State information.
CountryThe Country is defaulted defaults to Australia please change . Change if required.
MobileMobile Phone number.
HomeAfter Hours contact number.
Day PhoneWorking Hours contact number.
FaxFax number.
EmailEither Personal Email personal email address or student email address depending on the institutions institution's preference.
IM ProtocolInstant messaging Messaging system or program preference e.g. Skype, Slack, Messenger - including Username
IM AddressWeb address for Instant messaging Messaging program.

Workflows

...



Workflow

Updating Contact Information in the Student Record

  1. Click on the Student Tab tab in the Side Menuside menu
  2. Click on the Search option in the side menu
  3. Enter details for one of the following options in to the relevant search boxboxes: Student Number, Student's Family name  Student No, Family Name / Surname.
  4. Click on the Search Student ButtonThis will return SEARCH STUDENTImage Addedbutton to show a list of students that meet the searched criteriawhose details match your search.
  5. To reduce filter the returned options in this box Image Removed above the returned results list, in the search box Image Addedabove the list, start typing the students student's First Name / given name. This will reduce the number of results. Click on the blue hyper link
  6. When you see the row containing the details for your student, click on the Student Number highlighted in blue on the left side of the required record.The student's record has now been loadedthe row, to load the details for that student.
  7. Click on the the Student Details option on  option in the side menu
  8. Click on the Edit Contact info option on the side menu
  9. Click the Add (address type) to be created. If no address types have been added and expand it.
  10. Any contact details that have already been saved for this student, appear in a list at the top of the page.
  11. If the list is empty, or does not include a row for the Contact details you want to edit, use the steps below in Adding Contact Information.
  12. If the list already contains a row for the Contact details you want to edit, use the steps below in Editing Contact Information.


Adding Contact Information

  1. Click on the button that corresponds to the type of contact information you want to add: Image AddedImage AddedImage AddedImage Added
  2. As a minimum, it is recommended that the Semester / Term / Current Address be created added first, followed by and then add the Permanent / Billing address.
  3. Enter the required information Add your new details to the address fieldsstudent record.
  4. Click on the Save Student Contact details Buttonthe SAVE STUDENT CONTACT DETAILS Image Addedbutton.


Editing Contact Information

...

  1. If the list contains an entry for the Address Type you want to edit, click on the blue highlighted Address Type on the left side of the row that corresponds to the details you want to edit.
  2. The details for that row will be loaded in the section EDIT STUDENT CONTACT DETAILS.
  3. Make your changes to the details in the student record.
  4. Click on the SAVE STUDENT CONTACT DETAILS Image Addedbutton.

Further reading

  • Creating a new student record
  • Student Portal
  • Applicant Portal
  • HEIMS reporting
  • AVETMISS reporting

External resources