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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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titleStudent > Course Enrolment > Course screen sections

Student > Course Enrolment > Course screen sections

COURSE ENROLMENT LIST

The 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 LIST

This 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 ENROLMENTS

This 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 COURSE

This section is where you can 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.

COURSE DETAILS

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

ADMISSION CRITERIA

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

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.

COURSE FEE PLAN

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

ASSOCIATED FILE ATTACHMENTS

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

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titleCourse Enrolment Details Required by the Education Sector

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titlemandatory info
Course Enrolment Details Required by the Education Sector 

This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.

Field Name

International

Course Name (E308)

X

X

X

X

X

X

X

Course Code (307)

X

X

X

X

X

X

X

Start Date (E328)

X

X

X

X

X

X

End Date

X

X

X

X

Full/Part Time (E329)

X

X

X

X

X

Funding Type

X

X

X

X

Fee Type (E585)

X

X

X

X

X

Contact Mode (E330)

X

X

X

X

X

X

Enrolment Status (E490)

X

X

X

X

X

X

X

Home Institution

X

X

X

X

X

X

Commencing Course Identifier

X

Concession Type Identifier

X

Funding Source - National

X

Funding Source - State

X

Study Reason Identifier

X

HEIMS Student Status (E490)

X

X

X

X

HEIMS HELP Eligibility

X

X

Student Admission

X

X

X

X

Tertiary Entrance Score (E369)

X

X

X

HEIMS Request Indicator

X

X

HEIMS Contribution Indicator

X

X

HEIMS Mode Of Attendance (E330)

X

X

X

X

HEIMS Type Of Attendance

X

X

X

X

HEIMS Residence Indicator

X

X

X

X

Year Left School

X

X

Highest Educational Attainment Of Parent 1

X

X

Highest Educational Attainment Of Parent 2

X

X

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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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title1. How to Load a Student Course Enrolment Record

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How to
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SEARCH
a Student Course Enrolment Record

Refer to the following options when loading the Student Course Enrolment record in Paradigm:

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Search by Student

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Choose Student > Search menus on the side. Enter either the student number or name. Click the SEARCH button.

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

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Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

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In the Student Summary screen, go to the COURSE ENROLMENTS section, click the ACTIONS button against the course record that you want to load, and choose the Edit Course Enrolment option

Tip

The Student’s Course Enrolment record has now been loaded in the system.

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Search by Course

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Choose Student > Search Course menus on the side. Select the Course Name > Click the SEARCH COURSE ENROLMENTS button.

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Filter the list, once you’ve found the student, click the 📝 EDIT button on the right of the student record.

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A list of all the courses the student has been enrolled in or being associated with will appear in the COURSE ENROLMENT LIST Form. Click the ACTIONS button on the right side of the course that you want to edit, and then click the EDIT button.

Tip

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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title3. How to Add a Course Enrolment to a Student's Record

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title03.
How to
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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

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Load the student's record.

Follow the same instructions as above on how to load the student’s record “

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Load a Student Record.”

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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.

After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side.

Enrolling students within Paradigm can be done via the following sections:

  • QUICK ADD STUDENT COURSE 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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In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name.

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Click the ADD COURSE button.

ADD STUDENT COURSE ENROLMENTS section

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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).

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 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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Click the ADD COURSE ENROLMENT button to add the course enrolment, (see the below table for all the add course buttons descriptions).

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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).

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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.

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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Simply click the ADD COURSE button on the right of the Scheduled Course or Program that you want the student to enrol on.

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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.

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The new details for the Course Enrolment have now been saved to the student's record

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title10. How to Mark a Course as Completed in a Student's Record

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How to
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a Course as Completed in a Student's Record

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.

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Load the student's record.

Follow the same instructions as above on how to load the student’s record “

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Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

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Mark a course as completed.

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Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.

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Update the “Expected End Date:”.

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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After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment Status field. Change the Enrolment Status field to Completed.

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Update the “Expected End Date:”.
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Click the SAVE COURSE ENROLMENT button to apply the changes.

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Tip
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Create a Specialisation Packet [E463] via the Course Enrolment > Student TCSI Edit: COURSE ENROLMENT SPECIALISATION section.

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OTHER HOW-TO GUIDEs

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title11. How to Add a New Certificate of Enrolment (CoE) details to a Student's Record

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How to
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a New Certificate of Enrolment (CoE) details to a Student’s Record

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Load the student's record.

Follow the same instructions as above on how to load the student’s record “

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Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

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Edit and Add the CoE details.

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Once the student record has now been loaded, Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then Edit COE. It will then load the CERTIFICATE OF ENROLMENT LIST Form section of the student.

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After clicking the Edit COE button, click ADD NEW button each time you enter a new CoE record.

Tip

The new details for the Certificate of Enrolment (CoE) have now been saved to the student's record.

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