Overview
The student course enrolment is one of the key data (information) related to the student record story in the system - that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant with government reporting, and how-to guides to help with your student course enrolment data processes.
Complexity:
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Student > Course Enrolment > Course screen sectionsCOURSE ENROLMENT LISTThe COURSE ENROLMENT LIST section shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information.  SCHEDULED PROGRAM LISTThis sections section shows all the available Scheduled Programs offered in your business or institution. This section will give you options to enrol to on the Scheduled Program and its related Scheduled Units in one click.  ADD STUDENT COURSE ENROLMENTSThis section will let you enrol a student into a Course(s) with other overriding fields that you can set specific to the student’s circumstances when enrolled to on that Course. Start and Expected End Date, Enrolment Status, Home Institution, Contact Mode, and Funding Type are just some of the fields that you can set prior to enrolling. The ADD STUDENT COURSE ENROLMENTS allows you to add sufficient details to make an operationally viable course enrolment record to a student record. Whichever option you choose, you can edit the course enrolment details by clicking on the Edit Details option of the side menu, to ensure that the course enrolment details are complete and that they comply with the requirements of Government reporting.  QUICK ADD STUDENT COURSEThis section is where you can add minimal details to a course enrolment for a student. TRANSFER STUDENT COURSEThe TRANSFER STUDENT COURSE section is where you can change the course enrolment details for a student from one course to another course.  COURSE DETAILSThis section is where you can edit the majority of fields that are directly related to a student's course enrolment.  ADMISSION CRITERIADetails of the student’s eligibility when applying to the Course.  HEIMS DETAILSThis section is where you can add or edit any of the details required for international students. AVETMISS DETAILSThis is where you can add or edit any of the details required for VET students.  COURSE FEE PLANThis section is where you can add or edit any of the details relating to the payment of the course fee. ASSOCIATED FILE ATTACHMENTSThis is where you can attach any digital file to the student record against a Course Enrolment.  |
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This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.
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Implications
NOTE:
DATA Accuracy and Reporting
Clean, up-to-date, and accurate data makes reporting to interested parties easier. It can be very time consuming trying to report data that is not accurate or complete. Errors can accumulate, making it almost impossible to provide the required data. Please ensure that when entering data into the system, it is entered in a clean, accurate and timely manner.
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Refer to the following options when loading the Student Course Enrolment record in Paradigm: toc
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Refer to the details on this workflow on how to search for a student record in the system.
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The Student’s Course Enrolment record has now been loaded in the system. |
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The Student’s Course Enrolment record has now been loaded in the system. |
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].
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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
Follow the same instructions as above on how to load the student’s record “
There are 2 ways [
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:
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
 QUICK ADD STUDENT COURSE (earlier version) If your Paradigm is configured with the earlier version, continue following the instructions below:
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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 | This field is applicable if you want to record commission in the system, given that you already have Agents'records in Paradigm. If all are set already, just type the name of the agent and it will prefill the rest of the name based on the initial letters of the agent’s name that you typed in the field (the agent’s name that you want to associate for this course enrolment). ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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 |
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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).
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.
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.
You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details which are required for government reporting.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
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ADD STUDENT COURSE ENROLMENTS section
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Field Name | Brief Description |
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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 your fee structure, if you are charging a different amount for international students than the domestic ones). |
Agent | This field is applicable if you want to record commission in the system, given that you already have Agents'records in Paradigm. If all are set already, just type the name of the agent and it will prefill the rest of the name based on the initial letters of the agent’s name that you typed in the field (the agent’s name that you want to associate for this course enrolment). |
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 |
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 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). |
  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. |
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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. You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details which are required for government reporting. |
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.
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).
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NOTE: Please read carefully the Implications section above when editing or updating any new information to a student record course enrolment.
Follow the same instructions as above on how to load the student’s record “
Other ways to edit the Student’s Course Enrolment Details:
NOTE: Refer to the “Course Enrolment Details Required by the Education Sector” section table above in editing the fields which applies to this student, make sure that you enter all the required information.
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NOTE: When completing a course it is important that the Course Expected End Date be accurate as the end of the final study period. This date is used to populate the Past Course Completions file (PS) for HEPCAT / TCSI reporting. Without this date the student won’t be reported as part of your Completions data.
Follow the same instructions as above on how to load the student’s record “
the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.
Change the field Expected End Date to any date that is after the Unit enrolment Expected End Date or Grade Release Date, see Publishing Grades. When you change the course enrolment expected end date to a date that is before the Unit enrolment Grade Release Date, you might come across a TCSI Validation [10356] error.
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OTHER HOW-TO GUIDEs
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Follow the same instructions as above on how to load the student’s record “
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