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Overview

This knowledge article will define what a provider is, the required fields and the form fields related to it in Paradigm. This will also provide the workflows on how to load a provider record, create a provider record, assign provider roles, delete an assigned provider role, add attachments, and edit or add a provider address.

Complexity:

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Navigation

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Overview|Workflow|Video

Workflow

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titleAssumptions

Assumptions

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  • You have the minimum required level to access the Provider tab and an understanding that making changes within this section has system-wide implications.

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  • You have an understanding of the Australian Tertiary Education System / VET Sector.

  • A provider record must have been created and saved before trying to assign a role to that provider

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titleKey Terms and Concepts

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KeyTermsAndConcepts
KeyTermsAndConcepts

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Name

Terms and Concepts


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title1. Search Fields

Field Name

Brief Overview

Organisation Name

This is the Full name / title of an Institution within Paradigm. This name will use where ever the full title of the institution is required.

Institution Status

The status of the institution Active or Archived

Abbreviated Name

Each institution is given an abbreviated name to make identification

Role

Different Roles within the system will allow for different functionality and need to be used in combination:

  • Educational Program Provider

  • Educational Unit Provider

  • Education Agent

  • Training Organisation

  • HEIMS Higher Education Provider

  • Training Organisation Location

  • Work Experience Provider

  • Education Payment Agent

  • Education Bank

  • Assoc Educational Program Provider

  • SVP Provider

Order by

The list produced can to be ordered by:

  • Name

  • Abbreviation

  • Status Id

  • Last Modified Date

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title2. The Minimum System Required Fields

Field Name

Brief Overview

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titlewhat is
a Provider?

A provider is an organisation that has relationships to people reflecting some form of service they provide in an education context. Examples of services include a campus, a higher education provider, work experience business etc. In the context of Paradigm, the organisation is defined once as a provider. The type of provider is further distinguished through the assigning of one or more roles.

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Provider Roles 

Roles are assigned to providers as a way of defining the types of relationships they may have with other records within Paradigm. Assigning the correct role to a provider is critically important to ensure that various features function correctly.

The table below outlines the intended use of each role:

Role

Description

Education Provider

Default role assigned to all providers

Educational Program Provider

Associated with course enrolment records (i.e. the campus)

Educational Unit Provider

Associated with base units and scheduled units (i.e. the campus)

Education Agent

Identifies the provider as being an agent for the purposes of student recruitment

Training Organisation

Associated with AVETMISS reporting

HEIMS Higher Education Provider

Associated with HEIMS reporting

Training Organisation Location

Associated with an AVETMISS delivery location

Work Experience Provider

Associated with the work experience module

Education Payment Agent

Associated with the agent payment workflow

Diocese

Allows the provider to be assigned as a diocese against the student record

Seminary

Allows the provider to be assigned as a seminary against the student record

Communication sender

Allows users to send communications on behalf of the provider using the email address of the provider record. If this role is added in your provider record, your Provider/Home Institution name will appear in one of the From list options when creating communication events.

Health provider

Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm

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Provider Information Related Fields

The table below outlines the types of information that may be recorded against a provider type record.

Field Name

Required Field

Brief Overview

Edit Provider Details Section

Provider Unique Id

X

Unique code to identify the Provider

Provider TCSI Uid

X

Unique code to identify the Provider allocated by TCSI

Name

X

The Full and Legal name of the

Institution

Provider to appear on official documents

Abbreviation E333

X

An Abbreviated

institution

Provider name to be used in drop boxes and internal system instances

ABN

The Australian Business Number is a unique identifier issued by the Australian Business Register

Trading Name

A business name used to carry out business functions and activities

Address Line 1 E427

Physical address of

Institution

Provider

Address line 2 E428

Physical address of

Institution

Provider

Suburb E429

Physical address of

Institution

Provider

Post Code E431

Physical address of

Institution

Provider

State E430

Physical address of

Institution

Provider

Country

Physical address of

Institution

Provider

Phone

Contact Phone number of

Institution

Provider (Work phone)

Fax

Fax Number of

Institution

Provider

Other Phone

Other Contact Phone numbers of

Institution

Provider (Home phone)

Mobile

Mobile phone of

Institutionemail

Provider (Mobile phone)

Email

Primary contact of

Institution

Provider's email address

Web URL

InstitutionWeb image

Provider's Web address

Logo image

Institution's logo, this in embedded into reports eg Transcripts, AHEGS, CANS, letters,

Primary logo or branding image for use in system generated letters or reports

Web image

Secondary logo or branding image primarily used in various Paradigm screens

Invoice Fee Code

Abbreviated Fee Code eg SF - Star Fleet Academy

GST Amount

The amount of GST charged 10%

HE Provider Code E306

The Higher Education Code allocated to each

institution

Provider by the Government

Agent Commission Percentage

the percentage amount paid to this agent for referring a student

Agent Category

  • Local

  • Overseas

Agent Focus

Agent Sales Representative

Agent Contact Person

Primary contact for Agent

Agent Contract Original Date

Agent Contract Renewal Date

Institution

Provider Status

X

  • Active

  • Archived

Provider Course Id Type

  • Short

  • Long

SVP Agent

SVP stands for Streamlined Visa Processing Agent

AHEGS Provider Print

DetailCricos

Details

Provider specific details that are to be optionally printed on each AHEGS

CRICOS Provider Code

The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is a register of Australian education providers that recruit, enrol and teach overseas students. Registration on CRICOS allows providers to offer courses to overseas students studying in Australia on student visas.

Related Bank Account

Same as Above (Tick Box)

Billing Attention Name

Billing Company Name


Parent Reporting Provider

The parent provider to be reported, or this provider if it is the parent provider

Effective From Date E609

The date the TCSI provider record is effective from

Effective To Date E610

The date the TCSI provider record is due to expire

Validation Status

The Status from TCSI of the provider record

Last Validated

The date the TCSI provider record was last validated on

Vet Provider Details

Statistical Local Area

Training Authority Identifier

Training Authority Name

Training Contract Identifier - New Apprenticeships

Training Organisation Delivery Location Identifier

Training Organisation Identifier

Training Organisation Type Identifier

Addresses Section

Attention Name

Person to address at the Provider

To Name

The business name to be shown for the Provider

Address Line 1

Mailing address of the Provider

Address Line 2

Mailing address of the Provider

Suburb

Suburb of the mailing address of the Provider

Postcode

Postcode of the mailing address of the Provider

State

State of the mailing address of the Provider

Country

Country of the mailing address of the Provider

Phone

Fixed phone number of the Provider

Fax

Fax number of the Provider

Other Phone

Alternative phone number of the Provider

Mobile

Provider Roles 

These may be added when a record is created or at later time when required

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Assigned Roles for Provider options

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Education Provider

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Educational Program Provider

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Educational Unit Provider

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Education Agent

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Training Organisation

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HEIMS Higher Education Provider

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Training Organisation Location

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Work Experience Provider

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Education Payment Agent

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Education Bank

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Assoc Educational Program Provider

Mobile phone number of the Provider

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Provider Information Required Fields

Required Fields

System Required

Abbreviation E333

X

Group Name

X

Party Group Status Id

X

Provider Unique Id

X

Provider TCSI Uid

X


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Implications

NOTE:

Depending on the individual user's levels of access, not all pages will be available or editable. If you have Full Admin level access and the pages still isn't visible, it may either not be in use at your institution or may have been hidden. For more information contact the Silverband Help Desk.

Note

BE ADVISED:

Editing data in any of these options has implications across the entire system and potentially at all security levels. Please ensure that any changes or updates are carefully thought through and all of the implications have been assessed prior to action.

Workflow

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Expand
title1. How to Load a Provider Record

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Click on the Provider tab in the side menu

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Click on the Search option in the side menu

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Enter the Organisation name or Abbreviation

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Click on the Search Institution button

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How to
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a Provider Record


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Choose Providers > Search > Enter the organisation name or abbreviation > Click the SEARCH button.

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After clicking the SEARCH button, it will show a list of

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providers that meet

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your searched criteria

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To filter the list of Providers, in the search box above the list of Providers, start typing the Provider name to reduce the number of results.

. You can filter the result more by entering more keywords relating to the provider name that you want to search in the Filter Box.

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When you see the record for the Provider you are looking for, click

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the

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provider code hyperlink under the first column. This will load the provider record.

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Tip

In the sample screenshot above, SILVER is selected as the provider record to be searched.

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After clicking the chosen provider code hyperlink, an EDIT PROVIDER DETAILS Form section will appear, detailing all the provider information saved in the system.


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title2. How to Create / Add a Provider Record

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  1. Click on the Provider tab in the side menu

  2. Click on the Add new option in the side menu

  3. Enter the required information in the correct fields

  4. Click on the Save Details button

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How to
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a Provider Record


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Choose Providers > Add New.

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It will open an EDIT PROVIDER DETAILS Form section where you can enter the new information of the provider record that you want to add.

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Enter at least the minimum required fields for an operational provider record, and any further information in the appropriate fields available.

Info

INFO:

For a brief description of all the fields found in creating or adding a new record in the system, refer to the

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Provider Information Related Fields table above under the Key Terms and Concepts section.

Refer to the minimum required fields from the screenshot below (numbered 1-3):

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If the record that you are adding is a VET Provider, you can also enter the available information you have under the VET PROVIDER DETAILS Form section.

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After filling out the details of the provider, click the SAVE DETAILS button to add the new provider record in the system.


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Expand
title3. How to Assign Provider Roles

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How to
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Provider Roles


Note

BE ADVISED:

Before you try to assign a role to a provider, a provider record must have already been created and saved.

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Refer to the workflow above on how to “

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2.
How to

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For a new Provider, refer to the section above "How To Create / Add a Provider Record".

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For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".

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a Provider Record.”

NOTE:

The steps below is applicable only when there are already existing provider records in Paradigm.

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Load the Provider’s Record that you want to assign a role by choosing Providers > Search menus on the side. Refer to the workflow above on “
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How to
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a Provider Record” if you need a more detailed step.

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Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the drop-down menu and choose the role that you want to assign to the provider.

Info

INFO:

Refer to the Key Terms and Concepts section above under the

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Provider Roles section for a list of the possible roles a provider can have in the system and a brief description of each.

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Click on the Assign Role button

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Click the ASSIGN ROLE button after selecting a role from the drop-down menu.

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NOTE:

A provider record may have many assigned roles. Repeat steps

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and
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as necessary for your provider.


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title4. How to Delete an Assigned Provider Role

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How to
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an Assigned Provider Role


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Load

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the Provider’s Record that you want to delete an assigned role by choosing Providers > Search menus on the side. Refer to the workflow above on “

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How to
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a Provider Record” if you need a more detailed step.

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Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the DELETE button next to the role to be removed

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A warning message will appear  - Are you sure you want to delete the selected item

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To proceed, click OK, or to keep the assigned role, click CANCEL.

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title5. How to Add Attachment to Provider Record
  1. Load the provider record or refer to the section above "How To Load a Provider Record".

  2. Scroll to the Bottom of the Page

  3. Click the Add File Attachment button

  4. Click on the Purpose Drop box and select the required Section

  5. Click on the Category Drop Box and Select the Required Option

  6. Enter the name of  the Attachment

  7. Optional - Enter a brief description of the Attachment

  8. Select the lowest Permission level required to View this attachment

  9. Click the Choose File button

  10. Navigate to the item to be attached

  11. Click on the Save File Attachment button

  12. Check for Successful save message.

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title6. How to Edit / Update a Provider Record
  1. Load the provider record or refer to the section above "How To Load a Provider Record".

  2. Update the required data.

  3. Click on the Save Details button

Further Reading

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Related Pages

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.

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A pop-up message on top of the screen will appear wanting to confirm your deletion action. Click OK to confirm.

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After clicking the OK button, the role you’ve chosen to delete will no longer apply to that provider record.


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title5. How to Add / Edit a Generic File Attachment for a Provider Record

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How to
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a Generic File Attachment for a Provider Record


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Load the Provider’s Record that you want to add an attachment to by choosing Providers > Search menus on the side. Refer to the workflow above on “
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How to
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a Provider Record” if you need a more detailed step.

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Once the Provider Record is loaded, go to the file attachment section, you can either scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section, or choose Providers > Edit Details > Files menus on the side. This will automatically scroll down the page to the attachment section.

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Click the ADD FILE ATTACHMENT button, or, to edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record. This will open the EDIT FILE ATTACHMENT Form section.

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In the EDIT FILE ATTACHMENT Form, fill out the following information (fields highlighted in BLUE are optional, RED are required).

NOTE:

The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.

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Click the Choose file button and locate the file that you want to attach.

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Click the SAVE FILE ATTACHMENT button.

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Tip

Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them.


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title6. How to Add / Edit a Signature File Attachment for a Provider Record

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How to
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a Signature File Attachment for a Provider Record


NOTE:

Six fields are commonly used for a signature file attachment for the provider or contact record. This Workflow is intended solely for file attachments that are related to the signatories for official documents such as the testamur, transcript, AHEGS. The file attachment details can be used across many templates, and each template that is to use these details, will require that a support request be raised, to authorise Silverband to update the template to use the new details.

Warning

WARNING:

Changing an image file will be immediately effective across all letter and report templates that are currently using that image file.

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Load the Provider’s Record that you want to add an attachment to by choosing Providers > Search menus on the side. Refer to the workflow above on “
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How to
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a Provider Record” if you need a more detailed step.

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Once the Provider Record is loaded, go to the file attachment section, you can either scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section, or choose Providers > Edit Details > Files menus on the side. This will automatically scroll down the page to the attachment section.

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Click the ADD FILE ATTACHMENT button, or, to edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record. This will open the EDIT FILE ATTACHMENT Form section.

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In the EDIT FILE ATTACHMENT Form, fill out the following information (fields highlighted in BLUE are optional, RED are required).

NOTE:

The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.

The Purpose dropdown field should be set as Signature.

The Name field should be set as Signature since the attachment relates to the signature that will appear on the templates. This name is how we refer to the file attachment record. 'Signature' is case sensitive including the uppercase S.

The Category field can also be used if its dropdown box has been populated with options.

The Description field can be configured for your site to contain the name of the current Registrar or Dean and that name will appear on the templates. Immediately on the next line in the Description field under the name, you can add the official position title of the person whose signature will appear on the templates. Note that the position title will also appear whenever the Description field of the file attachment record is used on the template. If the Description field is not being used by your site in this way, the field can be used as a description of the file attachment.

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The Status field should be set as Published.

The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.

It is not necessary to upload an image file in the file attachment record, but this should contain the signature of the person who represents the provider, and the image should be set to have a transparent background. The transparent background allows for the signature to appear superimposed on the template without obscuring any part of any background image that may also be printed.

Once these details have been added, you are then able to update these details as you please, without the need to raise a support request with the Silverband Helpdesk. The new details will be immediately updated across all templates that are currently configured to use them.

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Click the Choose file button and locate the file that you want to attach.

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Click the SAVE FILE ATTACHMENT button.

Tip

Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them.

Produce a letter or report that uses the file attachment, to verify that the changes appear as you intend. If changes are required, repeat the steps above until the changes are suitable. When further help may be needed, raise a support request via the Silverband Helpdesk, describing the nature of the issue.


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title7. How to Edit / Add a Provider Address

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a Provider Address


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Load the Provider’s Record that you want to edit or update the billing or address information by choosing Providers > Search menus on the side. Refer to the workflow above on “
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How to
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a Provider Record” if you need a more detailed step.

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Once the Provider Record is loaded, go to the ADDRESS section, you can either scroll down the page and look for the ADDRESS Form section, or choose Providers > Edit Details > Billing menus on the side. This will automatically scroll down the page to the address section.

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In the ADDRESS Form section of the provider record, click the EDIT ADDRESS button.

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The EDIT ADDRESS button will open the CONTACT DETAILS - PROVIDER Form section page where you can add the following contact types: Residential, Billing, Employer Address, Emergency Contact Details. You can either (Option 1)click the blue hyperlink of each type under the CONTACT DETAILS Form section above or (Option 2)click the drop-down menu under the CONTACT DETAILS -PROVIDER Form section to start adding the contact information.

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Once you have entered the appropriate details for the specified contact category, click the SAVE PROVIDER CONTACT DETAILS button.

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Tip

Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the COPY FROM PERMANENT or BILLING DETAILS button, and then click the SAVE PROVIDER CONTACT DETAILS button again to copy.


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title8. How to Add a New Campus Provider Record

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How to
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a New Campus Provider Record


Why Add a New Provider Record in Paradigm

A Provider record in Paradigm is a generic record used to represent some type of organisation or other business entity that provides one or more services in an education context. The specific services that are offered are confirmed by granting roles to the provider record within Paradigm. These roles inform Paradigm about when to make a specific Provider available as an option in a drop-down menu field on a range of record types recorded within Paradigm.

Primary Provider

All Paradigm sites will have at least one Provider record that is used to designate the education institution itself. This is the primary Provider record for various system tasks such as government PIR reporting. The primary Provider is identified by the role ‘TCSI PIR Provider’ or ‘HEIMS Higher Education Provider’ based on the reporting frameworks that are applied to the Provider. Additionally, we also require provider records that are used in any capacity for TCSI reporting to be associated with the primary Provider via the field “Parent Reporting Provider” found on the Provider Edit screen. The primary Provider record itself is associated with itself. In contrast, a campus location (Campus Specific Provider record) would be associated with the Primary Provider via that same field.

Campus Specific Provider

An education provider may operate across multiple geographic locations or campuses. Each of these locations should be tracked as a separate Provider record within Paradigm.

When a provider is operating across multiple campuses, we recommend that Provider roles are assigned as follows:
Primary Provider, e.g. Silverband University (SBUNI)
• PIR Provider
• Communication sender (the email address of the originator of communication events that are issued via Paradigm)
• Educational Program Provider (the owner of base courses whose content is to be delivered)
• Educational Unit Provider (the owner of scheduled units whose content can be delivered)
Campus Specific Provider, e.g. Silverband University - Sydney (SBUNI-SYD)
• Educational Program Provider (the owner of base courses whose content is to be delivered)
• Educational Unit Provider (the owner of scheduled units whose content can be delivered)

When creating and updating records in Paradigm we recommend coding the provider-related fields as follows:
• Base course – Primary Provider (e.g. SBUNI)
• Base unit – Primary Provider (e.g. SBUNI)
• Scheduled unit – Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.)
• Student home institution – Primary Provider (e.g. SBUNI)
• Student course enrolment home institution – Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.)
• Time periods – Primary Provider (e.g. SBUNI) where the academic calendar is common to all campuses, otherwise Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.)
• Contact - Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.)


How to create the New Campus Provider Record in Paradigm

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Refer to the same instructions in Workflow 2 above to create a new Provider record

Fields to Note when adding a New Campus Provider record:

  • Parent Reporting Provider - set this to your Primary Provider record if the new campus or Provider record is also a TCSI reporting Provider.

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After adding the new Provider record, proceed to add the campus location details by following the instructions on this workflow: Add the Provider Contact Record.

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Also assign the roles of the new Provider record with the following, see Workflow 3 above:

  • Educational Program Provider (the owner of base courses whose content is to be delivered)

  • Educational Unit Provider (the owner of scheduled units whose content can be delivered)

Tip

SUCCESS:

You New Campus Provider has now been created. You can now create records, e.g. Scheduled Units specific to the new campus provider.

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Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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