Overview
Withdrawing a Unit Enrolment requires a correct unit enrolment of study status code and other financial information to be correctly properly reported to the government, and the deletion of a Unit Enrolment necessitates caution. This knowledge article will guide you on how to withdraw students from each unit enrolment before and after the Census Date, and when - delete unit enrolments safely and how to delete withdraw students from unit enrolments safelyin different circumstances.
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| title | Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values |
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Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values
Changing the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355).
When processing unit enrolment withdrawal, it is important to report the right E355 value to TCSI depending on the student’s reasons for withdrawing the enrolment.
Read More:
Related Workflow: How to Map a Status Item in Paradigm to TCSI Allowable Values
Workflow
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Workflow
Deleting Unit Enrolments scenarios
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BE ADVISED: Before following the deleting of unit enrolments instructions below, it is assumed that the unit enrolments are not yet invoiced, that you are aware of the implications when deleting units and that the record will be completely removed from both TCSI and Paradigm after clicking the Delete Unit Enrolment button. |
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Administrative Error - do not retain a record of what happenedThis scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record within Paradigm and TCSI. Recommended Workflow:Load the unit enrolment and click the “Delete Unit Enrolment” “DELETE UNIT ENROLMENT” button. That This will remove the record from both TCSI and Paradigm. For the step-by-step instructions of the recommended workflow and for other ways of deleting unit enrolments in Paradigm, refer to this How-To Guide: How to Delete Unit Enrolment records in Paradigm and TCSI |
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Administrative Error - retain a record of what happenedThis scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm. Recommended Workflow:Load the unit enrolment and click the “Delete From TCSI” “DELETE FROM TCSI” button. That This will remove the record from TCSI and make the record in Paradigm read-only and also set the unit enrolment status to “TCSI Deleted”“TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record. For the step-by-step instructions of the recommended workflow, refer to this How-To Guide: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm |
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Internal course transfer where the student is taking the same scheduled unit in both coursesWhen a student undertakes an internal course transfer, where they are undertaking the same unit in both courses, then care must be taken to avoid triggering a duplicate record TCSI validation error. This applies when the student has one or more unitunits. Recommended Workflow:The recommended workflow is to trigger a “TCSI Delete” (using the DELETE FROM TCSI button) on the unit enrolment from the original course, prior to creating the unit enrolment in the new course. Do not attempt to transfer the unit enrolment directly between course enrolments within Paradigm as that is likely to just trigger multiple validation errors. If you happen to transfer already the units, manually mark each of the units under the new course as RPL/Exempt/Credit. This is most efficiently done via the screen located: Student > Course Enrolment > Units section of Paradigm. Refer to the instructions found in this Confluence Knowledge Base article workflow: Processing RPL or Credit with an existing unit enrolment Raise a ticket if the above solutions are not applicable to your case. Related Workflow: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm |
Withdrawing
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Unit Enrolments scenarios
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Withdraw the student without a penalty (e.g. pre-census)For a scenario like a student legitimately enrolling into a unit and then deciding to withdraw, update the unit enrolment status to an option that reports a TCSI E355 value of “Withdrew :
You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to the above section this Knowledge Base article for more details. RecommendedWorkflow:Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date Related Workflow: Cancelling an Invoice |
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Withdraw the student with a penalty (e.g. post census)A late withdrawal penalty normally applies to students that withdraw from their studies after the census date has passed. Update the unit enrolment status to an option that reports a TCSI E355 value of “Failed “Failed (2)”. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code. Refer to the above section this Knowledge Base article for more details.
Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi RecommendedWorkflow:Refer to the instructions on this workflow: How to Withdraw a Student from a Unit After Census Date Related Workflow: Cancelling an Invoice |
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Withdraw the student and waive the loan debt (e.g. compassionate withdrawal post census)The Provider may at its own discretion, approve a late withdrawal without penalty on compassionate grounds. Recommended Workflow:Update the unit enrolment status to an option that reports a TCSI E355 value of:
You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to the above section this Knowledge Base article for more details. If the student is a recipient of government funding (field “Funding Amount” Amount (E558)” has a value greater than 0.00) then you must also report a value of “Remission due to special circumstances (01)” in the field Variation Reason (E446). This will ensure any debt already forwarded to the Australian Tax Office will be reversed.   |
Overview | Deleting Unit Enrolments scenarios | Withdrawing Unit Enrolments scenarios
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