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Overview
One of the most important tasks to do in Paradigm is adding new student information. It also comes with the responsibility of entering the right information to comply with your business or institution, and the government reporting requirements. This knowledge article will give you all the mandatory requirements information for compliance, a detailed workflow on how to Add a New Student record to the system, additional guides on how to print a student card, etc. – all under the Workflow section.
Complexity:
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| title | Add New Student Record in Paradigm fields and buttons |
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NOTE: The pages, fields and buttons that you can see, and the items you can edit, are based on: How the Paradigm system is configured for your institution; The options that are made available by your institution; and The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.
For more information please contact your "nominated contact person" or other Paradigm expert. | Warning |
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WARNING: Fields in RED are mandatory/required/important fields that cannot be left blank. |
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| colour | Blue |
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| title | Form fields |
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Add New Student Record in ParadigmSTUDENT DETAILS |
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TCSI: Student UID | UID8 | Returned UID from TCSI for a validated student record | Student No | E313 | System-assigned or your insititution’s allocated student number | CHESSN No | E488 | will be replaced by USI.https://www.studyassist.gov.au/help-loans/your-chessn https://www.usi.gov.au/ | Student Internal Paradigm ID | | System-generated unique number once a student is added to the system. | Old Student No | | | USI Student Number | | https://www.usi.gov.au/ | USI Verified Date | | | Title | | a title provided by the student | Suffix | | | Given Names | E403 | First Name | Middle Names | | | Preferred Name | | a student's preferred name or a nickname | Family Name | E402 | Last Name | Printed Name | | is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title | Single Name | | see Data Entry Notes on Single Name section. | Previous First Name | | Any other names that the student has used or has been known to use. These fields were formally used in the “Edit HEIMS” section, which was retired once TCSI was implemented. | Previous Other Given Name | | Previous Last Name | | Address | | from the Edit Contact Info > Residential address | Permanent Address | | from the Edit Contact Info > Billing address | Email | | from the Edit Contact Info : Email field | HEIMS Loan Balance | | | Read Only | | if checked, will disable editing of the record except for FULL ADMIN users |
PERSONAL DETAILS |
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Date of Birth | E314 | Format: dd/mm/year, e.g. 24/02/1980. | Gender | E315 | student gender based on his/her birth certificate or any proof of identity | Select Pronouns | | see Student Pronouns in the newly added field section | Home Institution | E306 | this section should be set/pre-filled already to your institution’s name as part of the onboarding process, except if you have multiple campuses | Status | | Student Record status should be set as: Active, Alumni, Applied, Suspended, etc., | Study Interests | | | Qualifications | | | Citizenship | E358 | student citizenship in their legal proof / supporting documents | Tax File Number | | | Where Did You Hear About Us? | | Website | Referral | etc. | Secondary School | | Australia Secondary Schools list | Library Card No | | | Student Card Requested | | | Drivers Licence Number | | | Emergency Contact Relationship | | | Special Needs | | | Special Needs Requirements | | | Alumni | | Yes | No | Last Confirmed Date | | | COVID Vaccinated | | | COVID Passport Last Cited Date | | | Disability Type Identifier | | | TCSI Last Validated Status | | | TCSI Last Validated Date | | |
INTERNATIONAL STUDENTS ONLY |
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Overseas Student | | YES = students who are not considered domestic for TCSI reporting NO = students who are considered domestic for TCSI reporting Refer to the government’s definition of a Domestic Student:https://www.tcsisupport.gov.au/glossary/glossaryterm/Domestic%20student This field is also used to cross-validate government reportable field values | VISA Required | | | VISA Type | | | VISA Application | | | VISA Number | | | VISA Expiry | | | VISA Condition Reason | | | VISA Condition Reported | | | CoE Number | | Certificate of Enrolment given to international students information may alternatively be tracked against the course enrolment, see How to Add a New CoE | Date of CoE | | Passport Number | | | Passport Expiry | | | Overseas Health Cover Required | | | Overseas Health Cover | | | Overseas Health Cover Type | | | OSHC From Date | | | Overseas Health Cover Expiry Date | | |
ENTRY REQUIREMENTS |
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IELTS Listening Score | | | IELTS Reading Score | | | IELTS Writing Score | | | IELTS Speaking Score | | | IELTS Overall Score | | | IELTS Test Date | | | Language and Literacy Indicator | | | Numeracy Indicator | | | Literacy Working Level | | | Literacy Edit Level | | | Literacy Scale | | | Literacy Test Date | | | Numeracy Working Level | | | Numeracy Exit Level | | | Numeracy Scale | | | Numeracy Test Date | | | TOEFL Overall Score | | | TOEFL Test Date | | | Other English Overall Score | | | Other English Test Date | | | Completed a Year 12 English Equivalent? | | |
VET STUDENTS ONLY |
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In which Country are you Born | | | At School Flag | | | Client Identifier - New Apprenticeships | | | Disability Type Identifier | | | High School Level Completed | | | Indigenous Status Identifier | | | Labour Force Status Identifier | | | Main Language Other Than English Spoken At Home Identifier | | | Prior Educational Achievement Flag | | | Prior Educational Achievement Identifier | | | Proficiency in Spoken English Identifier | | | Year Highest School Level Completed | | | Client Industry of Employment | | | Client Occupation Identifier | | | Prior Educational Achievement Recognition Identifier | | | Survey Contact Status | | |
ASSOCIATED FILE ATTACHMENTS - ADD FILE ATTACHMENT |
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Attachment Number | | | Attachment Size | | | Entity Type | | | Entity Id | | | File Name | | | Media Type | | | Original File Name | | | Purpose | | | Category | | | Revision Number | | | Name | | | Description | | | Status | | | Permission Level | | | Upload File | | |
ADD NEW STUDENT RECORD buttons |
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TCSI GET BALANCE | | SAVE STUDENT | | ENCRYPT AND SAVE TAX FILE NUMBER | | SAVE PROVISIONAL STUDENT | | ADD FILE ATTACHMENT | |
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| Status |
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| colour | Green |
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| title | NEW FIELDS ADDED |
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Previous Names Made AvailableWe made these three fields available in the section labelled: STUDENT DETAILS NOTE: These fields were formally used in the “Edit HEIMS” section, which was retired once TCSI was implemented. | Status |
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| colour | Green |
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| title | NEW FIELDS ADDED |
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COVID Vaccination Status Tracking
Additional fields have been added to support providers with government-mandated requirements to track details regarding COVID vaccination status. These fields are available on the following screens: The fields have also been added to the following base reports within Report Builder: Note that these new fields have been deployed hidden and will need to be set to visible by editing the following form fields, see Making a Form Field Visible in Paradigm: | Status |
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| colour | Green |
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| title | NEW FIELD ADDED |
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Student Pronouns
The pronoun of a student may now be tracked on the following screens:  Image Removed Image AddedThis new field has been deployed hidden. To use this field set the following form field to visible, see Making a Form Field Visible in Paradigm: To customise the Code Item, search for the PERSON_PRONOUN Code Type, see Search, Add and Edit Code Item in Paradigm. back to top |
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| title | Student Record Status |
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| Status |
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| colour | Blue |
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| title | Key Term >> |
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Status Codes
All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student lifecycle. For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item. back to top |
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| title | Student Name Requirements: Data Entry Notes on Single Name |
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| Status |
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| colour | Red |
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| title | Mandatory info |
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Student Name Requirements
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WARNING: The student name for an International Student, must be entered exactly as the name appears on the student's passport or any identity documents. This is a mandatory requirement of the PRISMS system. |
Title – a title provided by the student, this is also a link to TCSI E405 Preferred Name – a student's preferred name or a nickname Printed Name – is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title Single Name – this field is intended for individuals who have a single name on their identity documents/proofs, if present – this will override the first and last name entered in the system for all the student’s report/documents/transcripts, etc., see below information on how to enter a single name in Paradigm:
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BE ADVISED: There are a number of options for entering students that are only known by one name. It is recommended that each institution adopt one option and use it consistently. |
Every student record must include some value in both the First Name and Family Name fields. In the case where a student has only a single name, e.g. "Jodo", consult the table below for a list of coding options. The field called Single Name may also be used to capture the complete name of the student as it appears on their identification documentation. The Single Name field may then be prioritised over the First Name and Family Name on system-generated letters or PDF reports. | First Name | Family Name | Single Name |
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| 1 | - | Jodo | Jodo | | 2 | Jodo | - | Jodo | | 3 | Jodo | . | Jodo |
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| title | Overseas Student: (Yes/No) field |
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| Status |
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| colour | Red |
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| title | TCSI required field |
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Overseas Student: (Yes/No) field
The definition of domestic for TCSI is a Refer to the following definition set by the government on being a Domestic Student: Domestic studentA student who is one of the following: Australian citizens citizen (including Australian citizens with dual citizenship) New Zealand citizen or a diplomatic or consular representative of New Zealand, a member of the staff of such a representative or the spouse or dependent relative of such a representative, excluding those with Australian citizenship (Note: includes any such persons who have Permanent Resident status) A a permanent humanitarian visa holder A a holder of a permanent visa other than a permanent humanitarian visa
Source: https://www.tcsisupport.gov.au/glossary/glossaryterm/Domestic%20student
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| title | Student Record Data-Entry Levels of Completeness |
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| Status |
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| colour | Red |
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| title | Mandatory info |
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Student Record Data-Entry Levels of Completeness
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BE ADVISED: The required field names in the table below with their equivalent TCSI codes are all subject to change. We would always recommend letting you use the Toggle Element Help menu when doing data entry as your guide. |
 Key: X = Mandatory, O = Optional Required Fields |  |  |  |  |  |  |  |
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Student Details Section |
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TCSI Student Uid | | | | | | | |
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Student Number E313 | X1 | X1 | X1 | X | X | X | X |
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CHESSN E488 | | | | | | | |
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Internal Paradigm Id | | | | | | | |
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First Name E404 | X | X | X | X | X | X | X |
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Middle Names | | | | | | | |
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Last Name E402 | X | X | X | X | X | X | X |
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Email Address | | X | X | O | O | O | O |
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Date of Birth E314 | X | X | X | X | X | X | X |
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Gender E315 | | | X | X | X | X | X |
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Status | X | X | X | O | O | O | O |
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Student Provider E306 | X | X | X | X | X | X | |
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Citizenship E358 | | | X | X | X | X | X |
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Semester / Term / Current Address E410, E469, E470 | | | X | X | X | X | X |
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Emergency Contact Address | | | O | | | | O |
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Overseas Student | X
in TCSI | X | X | | | | X |
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USI Number | | | | X | | | |
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USI Verified Date | | | | X | | | |
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CHESSN Number | | | | | X | X | |
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Are you of Australian Aboriginal or Torres Strait Islander descent? E316 | | | | | X | X | |
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In what country are you living THIS semester? E319 | | | | | X | X | |
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In what country is your permanent home residence? E320 | | | | | X | X | |
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In which country were you born? E346 | | | | | X | X | |
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Select where you were born and the year of arrival in Australia if not born in Australia E347 | | | | | X | X | |
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Do you speak a language other than English at your PERMANENT home residence? (E348) *Languages are sorted Alphabetically with English hardcoded to appear first. | | | | | X | X | |
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Do you have a disability, impairment, or long term medical condition that may affect your studies? (Multiple options) (E386) | | | | | X Retired | X | |
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The total EFTSU value that has been consumed at previous universities by a student who was enrolled in those universities under the Research Training Scheme (RTS) and who is enrolled at the current university under the same scheme. (E460) | | | | | X Retired | X | |
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The Separation status of a student enrolled in a Higher Degree Research course (E465) | | | | | X Retired | X | |
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The Australian postcode of your permanent home residence in the last year of secondary school for Domestic school leaver undergraduate commencers (E476) | | | | | X Retired | X | |
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The name of town where you completed your secondary studies? (E486) | | | | | X Retired | X | |
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A code which indicates your highest educational attainment and year of attainment prior to the first enrolment in the course (E493) | | | | | X Retired | X | |
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| title | Student Number Data Entry Notes |
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| Status |
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| colour | Purple |
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| title | a NOTE ON |
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Student Number
| Note |
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BE ADVISED: Student numbers assigned by the system may be overridden by a user with sufficient level of system access |
NOTE: If a student number is not supplied, the system will generate one - based on the next number in a predetermined sequence. For more information, refer to the section below | Warning |
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WARNING: Each student number must be unique. A student number must not be reallocated or reused under any circumstances. |
New student numbers may be assigned automatically by the system when a new student is created based on a number sequence that automatically increments after each new number is assigned. The number itself may also be given the following features: The text prefix is something that would not change over time. The year prefix if used is calculated by the system based on the year when the student number was generated. From January to September the system will issue a year prefix based on the current year. From 1st October the system will automatically start issuing student numbers based on the upcoming new year. TCSI ReportingProviders who wish to retain and use test accounts within Paradigm are advised to update the student number field to ensure that the record is never reported via TCSI. The system will prevent test students from being reported via TCSI Reporting > Bulk Push.
How to make the student record not reportable to TCSI
System users/providers need to update the Student Number field (Student > Edit Details) to be the format: “A” + Student Internal Paradigm ID
For example:  back to top |
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| title | Student Email Address Data Entry Notes |
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| Status |
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| colour | Purple |
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| title | a note on |
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Email Address
Upon following the steps in the Workflow section below, a new student email address will be created, using the Student Number and the name of the Home Institution. For example, a student whose Student Number is 100308, and whose Home Institution name is TPG, you would generate a student email address of: 100308@student.tpg.edu.au back to top |
Implications
| Note |
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BE ADVISED: Some details within a Student Record relate to indicators for Government Reporting, and should not be altered. Updating other details will require you to report those new details to the relevant governing body. Examples of such changes include Student Number, Date of Birth, CHESSN, USI, and Tax File Number (TFN). |
| Info |
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INFO: When you save changes to a student record, the changes are immediately available within the system. Historical information or previously recorded details, are available only to people with a system access level that allows them to view the Audit Log. |
Workflow
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| title | 1. How to Add a New Student record |
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How to a New Student Record Enter all the required, and available information to create a student record.
, , Choose the Student > Student Details > Add New menus on the side.
By doing the steps above, it will then load the ADD NEW page with all the fields required and available to enter for a student record in the system. Refer to the Add New Student Record in Paradigm table above for a brief description of each field. When you have entered all the required and available information, click the SAVE STUDENT button to save your changes.NOTE: If your institution is a VET Provider and the student record you are currently adding is a VET student, fill out the VET STUDENTS ONLY Form section. | Info |
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INFO: You can also add file attachments related to this student record below the page. Just click the ADD FILE ATTACHMENT button. |
Add the student’s address information.
Refer to the workflow in this article: Student - Edit Contact Info Edit, add and verify the remaining student details against government reporting requirements.
After adding all the contact details of the student, click the Edit Details menu on the side again to go back to the student details page. Enter the remaining student details and information that will satisfy all the requirements of a Government Reporting Compliant Record, according to the mandatory and optional fields [Level of Completeness] shown in the Student Record Requirements table above. After entering and verifying all the required information against the government reporting requirements, click the SAVE STUDENT button to save the record.| Tip |
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Congratulations, you just created a new student record in Paradigm, a success message the same as below will display at the top of the page. |
Alternatively, you can watch the demo clip below for an overview of a student record workflows: StudentWorkflowsDemo.mp4back to top |
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| title | 2. How to Add a Student Photo |
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How to a Student Photo
| Info |
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INFO: This method assumes that you have already taken a student photo, stored within your computer, and is in any of these accepted formats:PNG, PJPG, JPG, JPEG, GIF, BMP, GD, GD2 JPEG. You can also bulk upload student photos in Paradigm by referring to this article: Bulk Upload Student Photos. |
NOTE: If there is no current student record loaded in the system, you start following the instructions below from , else if a student is already loaded, please make sure that you are in the Student Summary Page by choosing Student > Summary on the side menus, and then proceed to instructions.
Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page. 
Add the student photo.
In the Student Summary Page, on the right side of the STUDENT DETAILS Form, you will find the STUDENT IMAGE section. There are two ways you can add the student photo to this section: You can either just drag and drop the image from its current folder location to the space with a question mark on it; Or you can click the Drop student photo to upload and navigate to where the photo is stored, select the photo and click the Open button, or you can just double click on the image and it will be uploaded automatically to the student page. | Tip |
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After doing the steps above, you should now be able to see the student photo being displayed and attached to the Student Summary Page. |
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| title | 5. How to Obtain a CHESSN for a Student |
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How to a CHESSN for a Student
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BE ADVISED: To maintain a high level of security, the HEIMS portal requires every password to be updated every 28 days. The system records when the password was last changed to help with setting reminders. |
Load the student’s record.
Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.
Get the CHESSN.
Once on the Student Summary page, choose the Student > Student Details > Edit Details menus on the side. This will load the student details page record of the selected student where you can edit and review the information. For the HEIMS Portal to provide you with a valid CHESSN number, all HEIMS fields, TFN, ECAF, course, and enrolment details must have been correctly entered. Repeat these steps until no error messages or warning messages are shown at the top of the page.Make sure that all HEIMS fields, TFN, ECAF, course, and enrolments have been correctly entered. If a piece of data is missing, an error message will appear at the top of the screen, notifying you of the missing or required information. Re-enter the missing, incorrect, or required details. Click the GET CHESSN NO button.
 When the HEIMS portal provides you with a valid CHESSN number, please read the returned report which provides some valuable information about the student, including whether the student has an available HELP balance, or if there are any warnings associated with the student's record. Click the TCSI GET BALANCE button. This will provide a current dollar figure of Fee-Help that is available to the student. Click the SAVE STUDENT button.
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| title | 6. How to Print a Student Card |
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How to a Student Card
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INFO: This method assumes that you have access to a card printer for printing student cards and that your institution has already had a template set up. If the expiry dates has already been set, proceed to “ Printing the Card” of the instructions below. If a template has not been set up, please contact the Silverband Support Team. |
Setting the Expiry Date
NOTE: A Student Card Expiry date is a Configuration Period. These are already set up in the system for you and these only need to be updated for each new period.  After clicking the SEARCH TIME PERIODS button, it will show a list of time periods with a CONFIGURATION_PERIOD type. Click the 📝 EDIT button next to the time period to be edited. It will then display another form at the bottom of the page called TIME PERIOD DETAILS. This is where you can edit the Start and End Date of the time period. Set the dates on the From and the To fields. You can use the calendar menu on the side of each field. Once the dates are set, click the SAVE TIME PERIOD button to apply the changes. Printing the Card
Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page. In the Student Summary Page, look for the ACTIONS button at the bottom of the STUDENT DETAILS Form section of the page, click on it and then select the Print ID Card option from the drop-down list. This will give you the printable pdf file of the student ID card, just click the Print button and select the card printer setup in your institution.
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Related Pages
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External Resources
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