Overview

Students who decide to discontinue their studies prior to earning the their qualification may be eligible to graduate with a lower related qualification or award in a process known as Early Exit. For higher education providers, these academic outcomes are reported to the government in the form of an Early Exit Packet. Paradigm offers an efficient mechanism for reporting early exit Early Exit awards via the Course Graduation screen.

This knowledge article will provide provides an overview of the early exit Early Exit packet, including the relevant validation rules concerning Element 599, and details regarding the order of events that are needed for reporting early exit an Early Exit award via TCSI.

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Key Terms and Concepts

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title Key Terms and Concepts
title Assumptions
Assumptions You have already reported all of the unit enrolments relating to the course that the student is exiting and resolved any validation errors that were triggered; and The course that the student is exiting has not yet been reported to the government with an Element 599 value.
What is an Early Exit
What is an Early Exit An early exit happens when a student, already admitted to the course, chooses to discontinue their studies for whatever reason one of many reasons (e.g. withdrawswithdrawal, transfers to complete a related course, medical reasons, etc.) and satisfies the academic eligibility requirements to graduate with a lower related course or award. In this sense lower means in terms of the AQF Levels. For example, a student currently undertaking a bachelor bachelor’s degree may be eligible for an early exit to graduate with a diploma. It is common for providers to publish information regarding eligible exit pathways for each course in their official course or handbook material. Info Read more about TCSI Exit Awards Packet awards packet here: https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards Important Reporting Notes:
Values	Course Outcome Code (E599)	Conditions
1	Completed	“A student’s course outcome is to be coded as “completed” when the Provider has determined that the student has met all the requirements of the course in which the student is currently enrolled.” Source: https://www.tcsisupport.gov.au/element/599
2	Withdrawn	“A student’s course outcome is to be coded as “withdrawn” where the student has formally notified the provider that they are discontinuing study in the course and they are not transferring to, or completing, a related course with the provider.” Source: https://www.tcsisupport.gov.au/element/599
3	Enrolment cancelled	“A student’s course outcome is to be coded as “enrolment cancelled” where the Provider has withdrawn the student from the course due to the student’s lack of progress or other academic or disciplinary reasons.” Source: https://www.tcsisupport.gov.au/element/599
4	Approved leave	“A student’s course outcome is to be coded as “approved leave” where the Provider has approved a leave of absence for the student after the student has commenced the course.” Source: https://www.tcsisupport.gov.au/element/599

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“If

• [E599 = 5] when the course enrolment being exited has already been reported to TCSI with an E599 value set to one of the following options:

  • Completed [E599 = 1]

  • Approved Leave [E599 = 4]

  • Completed but continuing a related course [E599 = 5]

  • Transfer to continue a related course [E599 = 7]

• Read carefully the TCSI Reporting notes below on what values to report when creating an Early Exit packet:

TCSI Reporting notes

The course identifier (UID5 or E307) in the exit awards packet must be the course for which the award is being granted. The course admission identifier (UID15 or E313/E307/E534) is the related course admission. If the student is not continuing with the course in the related course admission record, the course outcome code (E599) on that course admission packet must be revised to indicate that the student has 'transferred to complete a related course'.

” Source: https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards “Where

If the student is

not

continuing

study in the course or a related course with the provider but will be have a completion recorded (without further study) for the related course. This includes students receiving an exit award at

the

same or lower level.” Source: https://www.tcsisupport.gov.au/element/599 Transfer to continue a

related course

“If the student is continuing the related course

admission, the exit award should be reported as ‘completed but continuing a related course'.

”

Source: https://www.tcsisupport.gov.au/reporting/hestudent/course-admission-shortcuts/exit-awards

“Where the student is not continuing study in the course but is transferring to a related course that will require further study to meet the requirements of that second course. For example, a student who transfers from a combined degree to a related single degree but has yet to complete the single degree, or a student transferring from a bachelor pass to a bachelor honours degree but did not separately complete the pass degree.” Source: https://www.tcsisupport.gov.au/element/599

When to Report an Early Exit

A course enrolment is to be reported to TCSI as an Early Exit, only if it meets the following conditions:

The course enrolment in Paradigm from where the student is exiting must be assigned an enrolment status that has been mapped to one of the following Element 599 values:

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title When to report an Early Exit
When to Report an Early Exit Course enrolment is to be reported to TCSI as an Early Exit, only if it meets the following conditions: The course enrolment in Paradigm from where the student is exiting must be assigned an enrolment status that has been mapped to one of the following Element 599 values: Withdrawn [E599 = 2 Withdrawn] Cancelled [E599 = 3 Enrolment cancelled] Transferred [E599 = 6 Transfer to complete a related course] On an early exit packet the E599 outcome code must be set to either: Completed [E599 = 1] Completed but continuing a related course “A student’s course outcome is to be coded as “completed [E599 = 5] The Course Outcome Code (E599 ) on an early exit packet can only be set to “Completed but continuing a related course” where the student has completed the requirements of the course but will be continuing in a related course for which they will receive full credit recognition for the first course. This includes nested awards where a completion is reported for a lower or component award but the student will continue study. For example, a student completing a nested Graduate Certificate who is continuing with a Graduate Diploma or a student who is awarded a single degree (e.g. BA) but is continuing their enrolment in a related combined degree (e.g. BA/LLB).” Source: https://www.tcsisupport.gov.au/element/599	6	Transfer to complete a related course	7

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(Withdrawn), OR

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(Enrolment Cancelled), OR

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(Transfer to complete a related course)

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3 Enrolment cancelled for (Cancelled), and 6 Transfer to complete a related course for (Transferred) as per the instructions: https://silverband.atlassian.net/wiki/spaces/PKB/pages/19333226/Preparing+Paradigm+for TCSI reporting.

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Early Exit Packet Element 599

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• On an early exit packet the E599 outcome code must be set to either: +TCSI+reporting#Element-599---Course-outcome-code.

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title How to configure your Course Enrolment Statuses to report the TCSI [E599] equivalent codes
How to configure your Course Outcome Code [E599] in Paradigm to report the TCSI [E599] equivalent codes   Example:Coding Transferred, Cancelled, Withdrawn course outcome codes in Paradigm to send 6 for Transferred, 3 for Cancelled, and 2 for Withdrawn values to TCSI. The screenshot below shows all the three possible enrolment statuses you can choose and their TCSI values under the Course Enrolment Status field in Paradigm. Image Removed Image Added All the status values above have been mapped to report the exact TCSI equivalent values via the System> Edit Status Items menus in Paradigm. In this example from the Edit Status Item screen, the Paradigm course enrolment status enrolment Status Item (represented by the Status Id field) has been mapped to a HEIMS Course Outcome Identifier E599 value to an E599 value of Status colour Green title 2 represent a Course Outcome. For the purposes of an Early Exit, the HEIMS Course Outcome Identifier can only hold a value of 2 (Withdrawn),
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Info
INFO: For more detailed instructions on how to map your Course Outcome status item in Paradigm to TCSI allowable values, refer to this how-to guide: How to Map a Status Item in Paradigm to TCSI Allowable Values

 

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title What fields are required in the Early Exit Packet section
Early Exit Packet Required Fields Image Added Status colour Green title 1 (Completed), or Edu Program Id – select the course/program that the student is being awarded as part of their early exit from their course enrolment ( Status colour Green title	5

2

Course Outcome Code (E599) – select the correct outcome code here. There are only 2 possible reportable outcomes for an early exit:

• Completed (E599 value 1), or

• Completed but continuing a related course

  )

  The Course Outcome Code (E599 value 5) can only be set to

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5

3

(Completed but continuing a related course) when the course enrolment of the course being exited has already been reported to TCSI with an E599 value set to one of the following options:

Course Outcome Date (E592) – select the date when the early exit was approved by the provider

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Entity Status – set this field to Active

 

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Workflow

(Completed), OR (Approved Leave), OR

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title 1	. Processing an Early Exit in Paradigm step-by-step guide
Processing an Early Exit in Paradigm step-by-step guide The following workflow will guide you on how to process an Early Exit in Paradigm. Starting from the course enrolment where the student is doing the early exit down to enrolling them on the Course where they will continue their study. This will also include the process if the student decides to discontinue their studies. Note that all related workflows mentioned below are already part of established workflows in our knowledge base. We recommend that you start following the workflow below in order from Status colour Green Blue title	4

STEP 1

and just skip the part that you already completed.

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Green

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5 (Completed but continuing a related course), OR

STEP 1

Finalise all linked unit enrolments

• Make sure that all linked unit enrolments to the Course to be early exited have the correct completion status values (E355), and that all the required unit enrolment details have been reported and validated by TCSI.

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(Transfer to continue a related course).

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title 1. How to Set the Course Enrolment Status in Paradigm for an Early Exit Award
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Implications

NOTE

“A student’s course outcome is to be coded as “completed but continuing a related course” where the student has completed the requirements of the course but will be continuing in a related course for which they will receive full credit recognition for the first course. This includes nested awards where a completion is reported for a lower or component award but the student will continue study. For example, a student completing a nested Graduate Certificate who is continuing with a Graduate Diploma or a student who is awarded a single degree (e.g. BA) but is continuing their enrolment in a related combined degree (e.g. BA/LLB).”

Source: https://www.tcsisupport.gov.au/element/599

Refer to the instructions on this Knowledge Article on how to update the student course enrolment status: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985177/Course#08.How-to-update-the-Course-Enrolment-Status-for-a-Student%27s-Record.

INFO

Refer to the allowable values above under the Key Terms and Concepts on when to report an Early Exit to TCSI

STEP 2 Set the Course Enrolment Status – TCSI Course Outcome Code (E599) Update the Course Outcome code (E599) of the course to be early exited accordingly. Report an Early Exit Award in Paradigm via the Graduation screen. Note that there are only 2 possible Course Outcome codes you can report in an early exit award packet: Completed Completed but continuing a related course Image Added TCSI Reporting notes If the student is continuing the course, report an early exit award packet with an outcome code of “Completed but continuing a related course [E599 = 5]” If the student is not continuing to study the course, set the Course Outcome code (E599) of the course enrolment to be early exited to “Transferred [E599 = 6 Transfer to complete a related course]” and report an early exit award packet with an outcome code of “Completed”. Status colour Blue title set STEP 3 Process the Course Enrolment Status in Paradigm for an Early Exit Award NOTE The instruction below assumes that you have already reported all of the unit enrolments relating to the course that the student is exiting and resolved any validation errors that were triggered Awarded Qualification/Course Credentials This step is necessary if you want to provide the necessary course credentials to a student with the course or award they will receive when doing an early exit from their previous course enrolment. Enrol in the Awarded Qualification/Course Refer to Recognition of Prior Learning (RPL) and Credit Exemptions workflows in applying credits to unit enrolments After enrolling in the awarded qualification/course and all credited unit enrolments, update the Course Outcome code (E599) of the awarded course accordingly, e.g. “Completed”. Status colour Green Blue title

1

Info

STEP 4

If Continuing Study with a Different Course

This step is necessary if you want the student to be enrolled on a course that is different to the current or existing course that they have early exited upon.

1. Enrol in the New Course where the student will continue to study

2. Refer to Recognition of Prior Learning (RPL) and Credit Exemptions workflows in applying credits to unit enrolments

3. Enrol to all other scheduled units required to finish the new course for the specific enrolment time period.

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title 2. How to Report an Early Exit Award in Paradigm

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via the Graduation screen

How to

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an Early Exit Award in Paradigm

to TCSI

via the Graduation screen

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The instructions below also assume that the student record to be reported to TCSI for an early exit is currently loaded in the system. If the student record has not yet been loaded, refer to this article on how to load a student record in Paradigm: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985177/Course#01.How-to-load-a-Student-Record and then load the course enrolment record where you wish to report an Early Exit.

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Once the student record to be reported as an early exit is loaded, you have two ways to get to load the EDIT Graduation page:

• In On the Student Summary page (Student > Summary), go to the COURSE ENROLMENTS section and click the ACTIONS button of the course enrolment that you want to edit, or you can

• Choose Student > Course Enrolment > Course menus on the side. This will display the course/(s) enrolled by the student.

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Click the ACTIONS button on the right of the course enrolment of the student that you want to do an early exit.

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After clicking the ACTIONS button, click the Edit Graduation option.

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The Edit Graduation option will open the graduation details of the student. Scroll down and go to the EARLY EXIT AWARDS Form section, and click the NEW EARLY EXIT AWARD button.

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A new section below will open for you to enter the reportable information for an early exit.