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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
colourBlue
titleMEDIUM

Page Contents

Table of Contents
maxLevel1
excludePage Contents

Assumptions

  • 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

Course Enrolment

Expand
titleCourse Enrolments data entry

A list of all of the courses the student has been enrolled into. Select the course enrolment record to add the TCSI information to by clicking on the edit icon (pencil) next to it.

Student Details

Expand
titleStudent Details data entry

The student's personal details are populated from the Student > Edit details page. Most of the fields here are read only.

Fields that need to be completed in this section:

  • Overseas Student indicator,

Permanent / Billing Address details

Expand
titlePermanent / Billing Address details data entry

The student's personal details are populated from the Student > Student details > Edit Contact info page > Billing

Fields that need to be completed in this section:

  • None

Semester / Term / Current Address Details

Expand
titleSemester / Term / Current Address data entry

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:

  • Country of Birth

  • Year of Arrival in Australia (if born OS)

  • Language Spoken at home

  • Aboriginal / Torres Strait Islander Indicator

  • Year Level Completed at School

  • Year Left School E612

  • Year E572

  • Parent 1 Highest Educational Attainment E573

  • Parent 2 Highest Educational Attainment E574

Student: Disability

Expand
titleStudent: 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.

Fields that need to be completed in this section:

  • Disability Code (Type) E615

  • Effective From date E609

  • Effective to date (if required) E610

  • Entity status (Active for a current record)

Student: Citizenship

Expand
titleStudent: 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.

Fields that need to be completed in this section:

  • Citizen Resident Code (Country) E358

  • Effective from date E609

  • Entity status (Active for a current record)

Student: Commonwealth Scholarship

Expand
titleStudent: Commonwealth Scholarship data entry

The Student: Commonwealth Scholarship record is only completed by institutions that have both HECS and Commonwealth Scholarships.

Fields that need to be completed in this section:

  • Reporting Year E415

  • Reporting Period E666

  • Commonwealth Scholarship status code E526

  • Commonwealth Scholarship termination reason E538

  • Commonwealth Scholarship type E545

  • Commonwealth Scholarship amount E598

  • Entity status (Active for a current record)

Course Enrolment Details

Expand
titleCourse Enrolment Details data entry

The student's personal details are populated from the Student > Course Enrolment >Course page. Some of the fields here are read only.

Fields that need to be completed in this section:

  • Funding Type

  • Australian Tertiary Admission Rank (ATAR). This score is a raw ATAR and does not include adjustment factors such as bonus points E632

  • Selection Rank. This score is to include any adjustment factors such as bonus points. Where no adjustment factors have been applied this score must match the ATAR E605

  • Highest Attainment Code E620

  • HEIMS Student Status E490

  • HEIMS Contribution Indicator E392

  • Study Reason Identifier E575

  • Labour Force Status Identifier E576

Course Enrolment: Admission

Expand
titleCourse 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:

  • Basis for Admission Code E327

  • Entity status (Active for a current record)

Course Enrolment: Prior Credit

Expand
titleCourse Enrolment: Prior credit data entry

The Student: Commonwealth Scholarship record is only completed for students who are granted credit points ( RPL, RPE, Status, Credit Transfer, Advanced Standing) toward the enrolled Course

Fields that need to be completed in this section:

  • Credit Used Value E560

  • Credit Basis Code E561

  • Credit Provider Code E566

  • Entity status (Active for a current record)

Course Enrolment: Specialisation

Expand
titleCourse 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

Fields that need to be completed in this section:

  • Specialisation code E463

  • Entity status (Active for a current record)

Course Enrolment: HDR End-User Engagement

Expand
titleCourse 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

Fields that need to be completed in this section:

  • Higher Degree by Research End-User Engagement Code E593

  • Effective From date E609

  • Effective to date (if required) E610

  • Entity status (Active for a current record)

Course Enrolment: Scholarship

Expand
titleCourse Enrolment: Scholarship data entry

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:

  • Scholarship type E487

  • Effective From date E609

  • Effective to date (if required) E610

  • Entity status (Active for a current record)

Course Enrolment: RTP Stipend Amount

...

titleCourse Enrolment: RTP Stipend Amount data entry

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:

...

RTP Stipend Amount E623

...

Reporting Year E415

...

Objective

Once you have read this article you will be able to Add, Edit and report student data via TCSI.

Complexity:

Status
colourBlue
titleMEDIUM

Page Contents

Table of Contents
maxLevel1
excludePage 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

Expand
titleCourse Enrolments data entry

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.

Image Added

Student Details

Expand
titleStudent Details data entry

The student's personal details are populated from the Student > Edit details page. Most of the fields here are read only.

Fields in this section

Mode - Location within paradigm

Sample Data

TCSI: Student UID

Read only - Directly from TCSI

2468573

Tax File Number

Read only - From Student > Course Enrolment

123456789

Student Number

Read Only - From Student > Edit details

SIL654987

USI Student Number

Read Only - From Student > Edit details

KEBFDS195

CHESSN No

Read Only - From Student > Edit details

123456789

Given Names

Read Only - From Student > Edit details

James

Student middle or other names

Read Only - From Student > Edit details

Arthur

Family Name

Read Only - From Student > Edit details

Cook

Gender

Read Only - From Student > Edit details

Male

DOB

Read Only - From Student > Edit details

23/09/1972

Oversea Student

Editable & required

Yes / No

Permanent / Billing Address details

Expand
titlePermanent / Billing Address details data entry

The student's personal details are populated from the Student > Student details > Edit Contact info page > Billing

Fields in this section

Mode - Location within paradigm

Sample Data

Address Line 1

Read Only - From Student >Contact details > Billing Address

16 Chamberlain Court

Address Line 2

Read Only - From Student >Contact details > Billing Address

Suburb

Read Only - From Student >Contact details > Billing Address

North Melbourne

State

Read Only - Drop Box (Australia only)From Student >Contact details > Billing Address

Victoria

State

Read Only - Free Text Field for International Addresses From Student >Contact details > Billing Address

Postcode

Read Only - From Student >Contact details > Billing Address

3000

Country

Read Only - From Student >Contact details > Billing Address

Australia

Semester / Term / Current Address Details

Expand
titleSemester / Term / Current Address data entry

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:

Fields in this section

Mode - Location within paradigm

Sample Data

Post Code

Read Only - From Student >Contact details > Term Address

3000

Country

Read Only - From Student >Contact details > Term Address

Australia

In What Country were you born

Editable & required

England

Citizenship

Read Only - From Student >Edit details

Australia

Language spoken at home

Editable & required

English

Are you of Australian Aboriginal or Torres Strait Islander descent

Editable & required

Neither Aboriginal or Torres strait Islander origin

Level Left school

Editable & required

Year 12

Year left school

Editable & required

A commencing Student who completed the final year of School

Year

Editable & only required if previous answer needs a year.

1992

Highest Educational Attainment parent 1

Editable & required

Bachelor Degree

Highest Educational Attainment parent 2

Editable & required

Postgraduate Qualification

First Reported Address

Expand

Student: Disability

Expand
titleStudent: 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.

Fields in this section

Mode - Location within paradigm

Sample Data

Disability Code

Editable & required

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

Validation Status

Read only - Directly from TCSI

123450

Student: Citizenship

Expand
titleStudent: 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.

Fields in this section

Mode - Location within paradigm

Sample Data

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

Expand
titleStudent: Commonwealth Scholarship data entry

The Student: Commonwealth Scholarship record is only completed by institutions that have both HECS and Commonwealth Scholarships.

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

Expand
titleCourse 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.

Fields in this section

Mode - Location within paradigm

Sample Data

Program Enrolment Internal Paradigm Id

Read only - Paradigm internal code

12419

Course

Read only - From Student > Course Enrolment

B Arts - Bachelor of Arts

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

Expand
titleCourse 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:

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

Expand
titleCourse 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

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

Expand
titleCourse 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

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)

Expand
titleCourse 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

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)

Expand
titleCourse Enrolment: Scholarship data entry

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:

  • Scholarship type E487

  • Effective From date E609

  • Effective to date (if required) E610

  • Entity status (Active for a current record)

Course Enrolment: RTP Stipend Amount (Only required for HDR Students)

Expand
titleCourse Enrolment: RTP Stipend Amount data entry

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:

  • RTP Stipend Amount E623

  • Reporting Year E415

  • Entity status (Active for a current record)

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

Email

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

Email

jamescook@austmail.com

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

Email

juliecook@austmail.com

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.

Workflow

These instructions assume that the student record has been created and the student has been enrolled into a Course of Study .and are for Full Admin level users

Expand
title1. Loading a Student TCSI Record

  1. Click on the Student tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  4. Click on the Search Student button.

  5. This will show a list of students that meet these criteria

  6. To filter the list of students, in the search box above the list of students, start typing the student's first or given name. 

  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.

  8. The student's record has now been loaded into the Student Summary page.

  9. Click on the Course Enrolment option in the side menu

  10. Click on the Student TCSI Edit option in the side menu

  11. Click on the Edit (Pencil) icon next to the Course you want to add the TCSI record for.

  12. The Student TSCI Screen has now been loaded.

...

Expand
title12. Adding & Editing Course Enrolment: RTP Stipend Amount Record

The Course Enrolment: Scholarship is only completed for Students who are receiving a Research Training Program Scholarship

Adding Course Enrolment: RTP Stipend Amount Record

  1. Load the Student record as above.

  2. Scroll down to the Course Enrolment: RTP Stipend Amount Section

  3. Click on the New RTP Stipend Amount Record button

  4. Enter the dollar amount into the RTP Stipend Amount field

  5. Enter the Reporting Year using the up and down arrows

  6. Click on the Entity Status drop box and select Active

  7. Click the Validate Values button

  8. Click the Save Details button

  9. Check for any errors (marked with a red Cross), correct any fields as required, then repeat steps 7 and 8.

Editing Course Enrolment: RTP Stipend Amount Record

  1. Load the Student record as above.

  2. Scroll down to the Course Enrolment: RTP Stipend Amount Section

  3. Locate the Course Enrolment: RTP Stipend Amount record and click the Edit icon (pencil) next to it

  4. The record has been loaded

  5. Update the required information, update the effective from or to date, or Entity status option

  6. Click the Validate Values button

  7. Click the Save Details button

  8. Check for any errors (marked with a red Cross), correct any fields as required, then repeat steps 6 and 7.

Expand
title13. Validating the Student TCSI edit page for Student level users

Further reading

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