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Overview

Table of Contents
This is a section of the whole KB, by having this section,


Objective

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Objective

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Assumptions

This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KB.

Key terms and concepts

In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explained.

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Implications

This section of the KB will explain what potential issues or problems users can come across and why they happen.

Workflow

This section explains the exact workflow of how a task/process should be conducted.

It is recommended to divide the task into sub headings.

Further reading

This section of the KB contains links to any further related information that would be helpful for the purpose  understanding this topic.create and edit Leave of Absence records within paradigm

Assumptions

  • The User has the minimum required level to edit a record.
  • The student record has already been created
  • The User has an understanding of the Australian Tertiary industry / VET Sector
  • The User has an understanding of the Leave of Absence policy within your Institution.

Key terms and concepts


This report replaces the fields within the Course page. By using this method rather than the previous fields leave can be tracked from one day (Medical Certificate) to Long term leave. Also with this method multiple leaves can be recorded and not overwritten and previous data lost.


Field NameBrief Overview
Given names *Given name is the name as it appears on the students birth certificate and identification
Family Name*The Students family or Surname
DOB*The Date of Birth of the student
Gender*
  • Male
  • Female
  • Not Stated
  • Indeterminate /Intersex / Unspecified
Student No*An institution allocated Unique student identifier.
Title*
  • Mr
  • Mrs
  • Miss
  • Ms
  • Dr
  • Rev
CRICOS Provider Code*The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is a register of Australian education providers that recruit, enrol and teach overseas students. Registration on CRICOS allows providers to offer courses to overseas students studying in Australia on student visas.
Name (Provider)*The Full and Legal name of the Institution to appear on official documents
CRICOS Code*CRICOS Course Code
Name (Course)*The Full name of the Course of Study
Start Date*Start date of the Course of Study
Expected End Date*Expected / Estimated end date of the Course of Study
Agent*
Date FromCommencing Date of Leave
Date ToFinal Date of of Leave
Reason
  • Family
  • Illness
Absence Type
  • Leave
  • Deferral
Status
  • Approved
  • Denied
  • Pending
Staff Member ApprovedName of Staff member who approved the leave
Approved DateDate the Leave was approved
CommentsAny additional comments / notes

* Denotes fields pre-populated by the system when a Student / Course record is created

Workflow

How to Create a Leave of Absence Record

  1. Click on the Student Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by student Section
  10. Click on the Action button on the right hand side of the required Course
  11. The Action Menu will open
  12. Click on the Edit Course Enrolment option
  13. The Course Screen has now been loaded
  14. Click on the Action button on the right hand side of the required Course
  15. The Action Menu will open
  16. Click on the Edit Leave option
  17. Click on the Add New Button
  18. Enter the required data to create the record
  19. Click on the Save button



How to Edit a Leave of Absence Record

  1. Click on the Student Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by student Section
  10. Click on the Action button on the right hand side of the required Course
  11. The Action Menu will open
  12. Click on the Edit Course Enrolment option
  13. The Course Screen has now been loaded
  14. Click on the Action button on the right hand side of the required Course
  15. The Action Menu will open
  16. Click on the Edit Leave option
  17. Click on the Edit icon Image Added
  18. Update the Required data
  19. Click on the Save button


How to Print a Leave of Absence Record

  1. Click on the Student Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by student Section
  10. Click on the Action button on the right hand side of the required Course
  11. The Action Menu will open
  12. Click on the Edit Course Enrolment option
  13. The Course Screen has now been loaded
  14. Click on the Action button on the right hand side of the required Course
  15. The Action Menu will open
  16. Click on the Edit Leave option
  17. Click on the Print icon Image Added
  18. Click on the Preview Report Button
  19. Press and hold Control and P to print 

How to Add a file attachment to a Leave of Absence Record

  1. Click on the Student Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by student Section
  10. Click on the Action button on the right hand side of the required Course
  11. The Action Menu will open
  12. Click on the Edit Course Enrolment option
  13. The Course Screen has now been loaded
  14. Click on the Action button on the right hand side of the required Course
  15. The Action Menu will open
  16. Click on the Edit Leave option
  17. Click on the Edit icon Image Added
  18. Scroll to the bottom of the page
  19. Click on the Add File Attachment Button
  20. Click on the Drop down box next to the Purpose option and select the appropriate option
  21. Click on the Drop down box next to the Category option ( If required to be updated)
  22. Enter the name of the attachment. 
  23. Enter any important information about the attachment in the description box. Once the attachment has been saved this information will be come visible when hovering over the attachment's name. 
  24. Selected the Status of the item. 
  25. Select the Permission level. This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment.
  26. Select the Choose File button and navigate to where the attachment is saved. It is suggested that attachments are saved in PDF format to prevent attachments from being altered or changed.
  27. Click the Save File attachment button.