add minimal details to a course enrolment

for a student

.

TRANSFER STUDENT COURSE

The TRANSFER STUDENT COURSE section is where you can change the course enrolment details for a student from one course to another course.

Image Added

COURSE DETAILS

This section is where you can edit the majority of fields that are directly related to a student's course enrolment.

Image Added

ADMISSION CRITERIA

Details of the student’s eligibility when applying to the Course.

Image Added

HEIMS DETAILS

This section is where you can add or edit any of the details required for international students.

AVETMISS

DETAILS

This is where you can add or edit any of the details required for VET students.

Image Added

COURSE FEE PLAN

This section is where you can add or edit any of the details relating to the payment of the course fee.

Click to move to the

ASSOCIATED FILE ATTACHMENTS

This is where you can attach any digital file to the student record against a Course Enrolment.

Image Added

_{back to top}

SEARCH, ADD, EDIT

SEARCH, ADD, EDIT

Refer to the details on this workflow on how to search for a student record in the system.

Status
title option 2

Search by Course

To unload a record in the system

You can either do any of the two options (via Student > Search or Student > Search Course) above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system.

The best way to check if there is a student currently loaded in the system is above the Dashboard menu.

Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded].

_{back to top}

...

Expand
title 3. How to Add a Course Enrolment to a Student's Record
Status colour Yellow title 03. How to Status colour Green title Add a Course Enrolment to a Student’s Record Info INFO: To add a Course Enrolment to a Student Record, the Student Record must have been previously created, and the intended Student Record must be currently loaded into the system. Warning WARNING: All Higher Education Students must have all the required detail fields completed, as shown in the “Course Enrolment Details Required by the Education Sector” section table above under the Key Terms and Concepts, to ensure a fully compliant and Government reportable student record – even if the student is not accessing the HELP loan system. NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record. If you are using the Scheduled Program with all the Scheduled Units associated with it, you can refer to this Knowledge Base article: Scheduled Program - Scheduled Units Status colour Blue title step 1 Load the student's record. Follow the same instructions as above on how to load the student’s record “ Status colour Yellow title how to Load a Student Record.” Status colour Blue title step 2 Add the new course enrolment. Warning WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user. There are 2 ways [ Status title Workflow 1 and Status title Workflow 2 ] to add new course enrolment details to a student record, and you can choose whichever method you prefer. For both cases, with the student record loaded, choose After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side. It will then automatically display the Enrolling students within Paradigm can be done via the following sections: QUICK ADD STUDENT COURSE Form (earlier version) or SCHEDULED PROGRAM LIST (newest version)section. Status title Workflow 1 Quick and easy way to add a Course Enrolment. Depending on how your Paradigm is configured, refer to the instructions below whichever section is applicable. SCHEDULED PROGRAM LIST (newest version) Form section. In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each row. NOTE Creating a course enrolment record via this section (SCHEDULED PROGRAM LIST) will result in a course enrolment record that inherits the fields defined on the scheduled program (as created under Course > Course Offers > Add New Course Offer). It is very important that you check and verify the fields under the COURSE DETAILS section, edit or update the required fields which are true to the student’s circumstances, and save the course enrolment to apply the changes. Once this course enrolment has been created, any further changes to the scheduled program will NOT be reflected, or in any way change the values of the course enrolment record that you just added. The changes made to the scheduled program will only reflect to new enrolments (enrolments after the changes to the scheduled program record has been made) section - adding a course enrolment in the fastest way possible by selecting just the Course Name ADD STUDENT COURSE ENROLMENTS section- enrolling students this way will let you choose multiple courses with the same initial default values on Start and Expected End Dates, Enrolment Status, Home Institution, Contact Mode, Full/Part Time, Funding Type, and Fee Type. If the Courses are paid not by units, you can also set the Fee Amount, Course Length in weeks, and the First Fee Payment Amount received from the student. TRANSFER STUDENT COURSE section - For cases where students are transferring to another course, thus, new course enrolment is required. Check the implications before you use this option here. SCHEDULED PROGRAM LIST section - If you are using Scheduled Programs, you can use this section to enrol students into courses. This section is designed so you can link a course to scheduled units and enrol students with one click, see Scheduled Program - Scheduled Units. QUICK ADD STUDENT COURSE section Status colour Green title 1 In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name. Status colour Green title 1 Simply click the ADD COURSE button on the right of the Scheduled Course or Program that you want the student to enrol to. Image Removed 2 Click the ADD COURSE button. Image Added ADD STUDENT COURSE ENROLMENTS section Status colour Green title 2 After clicking the ADD COURSE button, you have the option to check and edit the COURSE DETAILS section, just below the SCHEDULED PROGRAM LIST section (edit fields that are relevant to the enrolled student’s circumstances) and just click the SAVE COURSE ENROLMENT button to apply the changes. Image Removed QUICK ADD STUDENT COURSE (earlier version) If your Paradigm is configured with the earlier version, continue following the instructions below: Status colour Green title 1 In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name. Status colour Green title 2 Click the ADD COURSE button. Image Removed Status title Workflow 2 Move down to the ADD STUDENT COURSE ENROLMENTS Form section. Status colour Green title 1 Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Refer to the “Course Enrolment Details Required by the Education Sector” section table above to double-check. The table below will give you a brief description of all the fields you can find when enrolling a student into a course in Paradigm (fields in RED are required). Image Removed
Field Name	Brief Description
Enrol into Courses (s)	Select the Course (s) in which you want the the student to enrol
Start Date (E534)	Select the appropriate semester start date from the dropdown
Expected End Date (E592)	The expected semester end date of the student to finish the course. Select the appropriate semester expected end date from the dropdown. e.g. Start Date 2021 Semester 1 will have an Expected End Date of 2023 Semester 2 if the course will run for 3 years to complete, given that the student will study Full Time.
Enrolment Status	Set this status to Enrolled, if the intention is to enrol the student to the course. Select the other options (Applied, Offered, etc.) as required and as appropriate.
Home Institution	The Campus where the student will study the course if you have multiple campuses, otherwise, Paradigm will default it to the name of your business or institution if you only have one campus.
Contact Mode	The student’s preferred contact mode depending on your options (Attending / On Campus, Distance, Online, Flexible Learning, Multi-Mode)
Full / Part Time	The student’s preferred pace to study the course, either full or part time.
Funding Type	The student’s eligibility to fund the study, for domestic students (FEE-HELP, HECS-HELP, OSS-HELP), and UPFRONT FEES for international students.
Fee Type	Select Standard fee for domestic students and International fee for international students (depending on the your fee structure, if you are charging a different amount for international students than the domestic ones).
Agent
Fee Payee	If someone is paying on behalf of the student.
Fee Amount	Total amount the student needs to pay to complete the course of study.
First Fee Payment Amount	The initial amount the student paid upon enrolment.
Course Length (weeks)	Duration of the course of study in weeks.
Terms and Conditions 🔲	These fields are highly customisable (in an Admin point of view).
Terms and Conditions Other

Image Removed

Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field).

Image Removed

Image Removed

Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.

Tip

The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page.

Image Added

Image Added Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field).

Image AddedImage Added Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.

SCHEDULED PROGRAM LIST section

In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each row.

This section has now an option to enrol on a Scheduled Program and its linked Scheduled Units, see Scheduled Program - Scheduled Units.

Image Added

Image Added

_{back to top}

TRANSFER COURSE ENROLMENT

...

RECORDs

Expand
title 5. How to Transfer a Course Enrolment Record for the same Student
Status colour Yellow title 05. How to Status colour Purple title transfer a Course Enrolment Record for the same Student NOTE: Please read carefully the Implications section above before transferring a course enrolment record. Status colour Blue title step 1 Load the student's record. Follow the same instructions as above on how to load the student’s record “ Status colour Yellow title how to Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system. Status colour Blue title step 2 Add the new course. Status colour Green title 1 With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Formsection. Status colour Green title 2 The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name. Status colour Green title 3 Click the ADD COURSE button to add the new course. Status colour Blue title step 3 Transfer a course enrolment for the same student. Status colour Green title 1 After adding the course enrolment to a student, move down to the TRANSFER STUDENT COURSE Form section, or choose Student > Course Enrolment > Course > Transfer Course on the side menu. Status colour Green title 2 Select the Course the information is being transferred from and the Course the information is being transferred to. Status colour Green title 3 If only the Course information is being transferred click the TRANSFER COURSE DETAILS ONLY button. However, if the Course information and all of the Units associated with the course are being transferred click the TRANSFER COURSE button.Image Removedassociated with the course are being transferred click the TRANSFER COURSE AND UNIT ENROLMENTS button. Image Added Note BE ADVISED: The TRANSFER COURSE AND UNIT ENROLMENTS button should only be used when you don’t want the course enrolment record to be reported to TCSI (which in most instances, is for non-FEE-HELP Providers). This button does carbon copy the original course to the new course which leads to duplicate submission to the government perspective. The section will render as shown in the screenshot below with the TRANSFER COURSE AND UNIT ENROLMENTS button disabled when the course enrolments have been reported to TCSI. Image Added back to top

...

Image Added

_{back to top}

OTHER HOW-TO GUIDEs

...

_{Paradigm Knowledge Base Home | Overview}

...

_{| Key Terms and Concepts | Implications | Workflow}

...

_{| Related Pages}

...

...

...

Next Page

^{Student Course Plan}