...
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 attachment, and edit a provider record.
Complexity:
Status | ||||
---|---|---|---|---|
|
Navigation
Table of Contents | ||||||||
---|---|---|---|---|---|---|---|---|
|
Table of Contents | ||||||
---|---|---|---|---|---|---|
|
...
title | Assumptions |
---|
Assumptions
You have the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.
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
...
title | Key Terms and Concepts |
---|
...
Key Terms and Concepts
Table of Contents | ||||||
---|---|---|---|---|---|---|
|
Status | ||
---|---|---|
|
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.
Status | ||||
---|---|---|---|---|
|
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
...
Health provider
...
Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm
Status | ||||
---|---|---|---|---|
|
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 Provider to appear on official documents
...
Abbreviation E333
...
X
...
An Abbreviated 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 Provider
...
Address line 2 E428
...
Physical address of Provider
...
Suburb E429
...
Physical address of Provider
...
Post Code E431
...
Physical address of Provider
...
State E430
...
Physical address of Provider
...
Country
...
Physical address of Provider
...
Phone
...
Contact Phone number of Provider (Work phone)
...
Fax
...
Fax Number of Provider
...
Other Phone
...
Other Contact Phone numbers of Provider (Home phone)
...
Mobile
...
Mobile phone of Provider (Mobile phone)
...
...
Primary contact of Provider's email address
...
Web URL
...
Provider's Web address
...
Logo image
...
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 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
...
Provider Status
...
X
...
Active
Archived
...
Provider Course Id Type
...
Short
Long
...
SVP Agent
...
SVP stands for Streamlined Visa Processing Agent
...
AHEGS Provider Print 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
...
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
...
Mobile phone number of the Provider
Status | ||||
---|---|---|---|---|
|
...
Required Fields
...
System Required
...
Abbreviation E333
...
X
...
Group Name
...
X
...
Party Group Status Id
...
X
...
Provider Unique Id
...
X
...
Provider TCSI Uid
...
X
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 maybe either not being used at your institution or 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 at various if not all security levels. Please ensure that any changes or updates are carefully thought through all of the implication prior to action. |
Workflow
...
title | 1. How to Load a Provider Record |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
Click on the Provider tab in the side menu
Click on the Search option in the side menu
Enter the Organisation name or Abbreviation
Click on the Search Provider button
This will show a list of Providers that meet the searched criteria
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.
When you see the record for the Provider you are looking for, click on the Provider code for that provider, highlighted in blue in the left column of that row
The Provider record has now been loaded.
...
title | 2. How to Create / Add a Provider Record |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
Click on the Provider tab in the side menu
Click on the Add new option in the side menu
Enter at least the minimum required fields for an operational Provider record, and any further information in the appropriate fields
Click on the Save Details button
...
title | 3. How to Assign Provider Roles |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
Note |
---|
BE ADVISED Before you try to assign a role to a provider, a provider record must have already been created and saved. |
For a new Provider, refer to the section above "How To Create / Add a Provider Record".
For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".
Click on the Assign Roles dropdown box to select the role that you want to assign to the provider
Click on the Assign Role button
A provider record may have many assigned roles. Repeat steps 3 and 4 as necessary for your provider.
...
title | 4. How to Delete an Assigned Provider Role |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
Load the provider record or refer to the section above "How To Load a Provider Record".
Click on the delete icon next to the role to be removed
A warning message will appear - Are you sure you want to delete the selected item
To proceed, click OK, or to keep the assigned role, click CANCEL.
...
title | 5. How to Add Attachment to Provider Record |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
Load the provider record or refer to the section above "How To Load a Provider Record".
Scroll to the bottom of the page
Click the Add File Attachment button
Click on the Purpose drop box and select the required option from those available
Click on the Category drop box and select the required option from those available
Enter the Name to be used for the Attachment
Optional - Enter a brief description of the Attachment
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.
Click the Browse button and select the file from your local computer that contains the image.
When the details above have been completed, click the Save File Attachment button.
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.
...
title | 6. How to Edit / Update a Provider Record |
---|
Status | ||||
---|---|---|---|---|
|
Status | ||||
---|---|---|---|---|
|
...
Load the provider record or refer to the section above "How To Load a Provider Record".
...
Scroll to the bottom of the page and click the relevant button to Edit Billing Address or Edit Current Address.
...
Once you have entered the appropriate details for the specified contact detail type, click the Save Provider Contact Details button.
...
Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the button to the left of the Save Provider Contact Details button, and then clicking the Save Provider Contact Details button.
...
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:
Status | ||||
---|---|---|---|---|
|
...
Navigation
Table of Contents | ||||||||
---|---|---|---|---|---|---|---|---|
|
Table of Contents | ||||||
---|---|---|---|---|---|---|
|
...
Expand | ||
---|---|---|
| ||
Assumptions
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Key Terms and Concepts
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.
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:
The table below outlines the types of information that may be recorded against a provider type record.
|
...
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
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Refer to the minimum required fields from the screenshot below (numbered 1-3): 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.
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
NOTE: The steps below is applicable only when there are already existing provider records in Paradigm.
NOTE: A provider record may have many assigned roles. Repeat steps
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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.
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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.
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. 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.
|
Expand | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Expand | ||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||||
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: When creating and updating records in Paradigm we recommend coding the provider-related fields as follows: How to create the New Campus Provider Record in Paradigm
Fields to Note when adding a New Campus Provider record:
|
Related Pages
Filter by label (Content by label) | ||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|
|
...
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading
...