Overview
Once you have read this article you will be able to make changes to the various parts of each of four types of contact information that is saved for each student.
Complexity:
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Assumptions
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BE ADVISED: The pages, fields and buttons that you can see, and the items you can edit, are based on: How the Paradigm system is configured for your institution, and The options that are made available by your institution, and The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.
For more information please contact your "nominated contact person" or other Paradigm expert. |
You have an access level that allows you to create or edit student records;
You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used;
You have an understanding of the different types of Government reporting within the Higher Education and VET Sectors; and
The student record has already been created, and this article describes how you can change some of those details.
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Key Terms and Concepts
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Contact Information TypesThis table describes the four different contact address types in the Paradigm system.
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Contact Address
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Definition
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Government Reported
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Validated via the Student Portal
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Residential / Semester / Term / Current Address...
Contact details for the student during an active semester of study.
For some students this address may be the same as the billing address.
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Yes
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Yes
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Permanent / Billing Address...
Contact details for the student whilst not actively studying, for example during the semester break period.
For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.
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No
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Yes
There are five different contact address types in Paradigm: Residential, Billing Address, Emergency Contact Address, Employer Address, and Postal Address. This knowledge article will provide you with a brief description of each address type, and the workflows on how to add and edit this information in the system.
Complexity:
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Contact information to be used in an emergency to reach a friend, family member or guardian of a specific student.
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No
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Yes
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Employer Address...
Contact details for the student's place of employment
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No
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No
| Add New Contact Information |
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Field Name | | Brief Description |
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student's full name. this field will appear on printed letters along with address details. | Property Name | | e.g. The Burrows - If the student doesn't provide a property name please leave this field blank. |
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Flat / Unit no
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e.g. Unit 4 - If the student doesn't provide a sub address please leave this field blank.
Street Subaddress | | | Street Number |
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| This field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct. | Street Name | | Name of Street including street type e.g. Brown Road. | Postal Box | | For a postal address with a non street address e.g. PO Box 9994. | City | | City or Suburb. This field is a smart field that contains all Suburbs, States and Postcodes in Australia to ensure the correct Suburb / State / Postcode combination is entered. |
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Post Code | | Australian postcode field - this will auto populate when the City or Suburb is selected in the above field. | Country | | The Country defaults to Australia. Change if required. | State | | The state is normally auto populated with the student provider's home state - when the suburb is selected in the suburb field, this will auto populate with the correct state as selected. If the State is not an Australian State please change the field to "Select State" and enter the details into the 'Or' box. |
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or | | This field is for Non-Australian State information |
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Country
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. | Mobile | | Mobile Phone number. | Home | | After Hours contact number. | Day Phone | | Working Hours contact number. | Fax | | Fax number. | Email | | Either personal email address or student email address depending on the institution's preference. | Web Address | | | IM Protocol | | Instant Messaging system or program preference e.g. Skype, Slack, Messenger - including Username | IM Address | | Web address for Instant Messaging program. |
ADD NEW CONTACT INFO buttons | |
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COPY FROM BILLING DETAILS | found when adding Permanent Address - this will copy the address details from the Billing Address | COPY FROM PERMANENT DETAILS | found when adding Billing Address - this will copy the address details from the Permanent Address | SAVE STUDENT CONTACT DETAILS | saves the added contact details |
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| title | Contact Information Types |
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Contact Information Types
This table describes the five different contact address types in the Paradigm system. Contact Address | Definition | Government Reported | Validated via the Student Portal |
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| Residential / Semester / Term / Current Address | Contact details for the student during an active semester of study. This is equivalent to the government’s (TCSI – Post Code: E319, Country: E661) Term Address. This is a minimum system requirement and indicates where the student resides during any given semester. This is the address used in Government reporting (AVETMISS and HEIMS). For some students, this address may be the same as the billing address. | Yes | Yes |
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| Permanent / Billing Address | Contact details for the student whilst not actively studying, for example during the semester break period. This is equivalent to the government’s (TCSI – Suburb: E469, State: E470) Residential Address. This is a minimum system requirement, and indicates where the student resides on dates that are not between the start date and end date of any given semester. For an overseas student this should be their international address. For a domestic student living away from home, this may be their home address from another state in Australia. | No | Yes |
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| Emergency Contact Address | Contact information to be used in an emergency to reach a friend, family member or guardian of a specific student. | No | Yes |
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| Employer Address | Contact details for the student's place of employment | No | No |
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| Postal Address | Address specified by the student where they want their mail delivered | | |
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Implications
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Residential, Billing, and Emergency Contact Details fields on a recurring schedule. Potential students applying via the Applicant Portal are required to provide details for both
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Workflow
Adding Contact Information: If the list is empty, or does not include a row for the Contact details you want to edit, follow these steps:
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| title | 1. How to Add a New Contact Information |
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| How to a New Contact Information |
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Click on the Student tab in the side menu
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Click on the Search option in the side menu
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Enter details for one of the following search boxes: Student No, Family Name / Surname.
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Click on the SEARCH STUDENT button to show a list of students whose details match your search.
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To filter the list, in the search box 
Image Removedabove the list, start typing the student's First Name / given name.
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When you see the row containing the details for your student, click on the Student Number highlighted in blue on the left side of the row, to load the details for that student.
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Click on the Student Details option in the side menu and expand it.
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Any contact details that have already been saved for this student, appear in a list at the top of the page.
NOTE: The instructions below assume that the student record has already been created. If the student record that you want to add a new contact information to is currently loaded in the system, proceed to the instructions below, else, start with .
Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.  Image Added
Add the New Contact Information.
After loading the student’s record, choose the Student > Student Details > Edit Contact Info menus on the side. For a student who has no existing contact record yet on the system, you will only see the system-generated email address in the Billing Contact type row under the CONTACT DETAILS Form section. Image Added
Adding Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to add, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to add |
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NOTE: As a minimum, it is recommended that the Semester / Term / Current Address be added first, and then add the Permanent / Billing address. |
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Add your new details to the student record.
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| After selecting the type of contact information you want to add, the fields under the CONTACT DETAILS - STUDENT Form section will appear. Click the SAVE STUDENT CONTACT DETAILS to add the new contact information.  Image Added
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| title | 2. How to Edit Existing Contact Information |
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| How to Existing Contact Information |
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Editing Contact Information: If the list already contains a row for the Contact details you want to edit, follow these steps:
If the list contains an entry for the Address Type you want to edit, click on the blue highlighted Address Type on the left side of the row that corresponds to the details you want to edit.
The details for that row will be loaded in the section EDIT STUDENT CONTACT DETAILS.
Make your changes to the details in the student record.
Click on the SAVE STUDENT CONTACT DETAILS button.
Load the student’s record.
Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page. Image Added
Edit the Existing Contact Information.
After loading the student’s record, choose Student > Student Details > Edit Contact Info menus on the side. Any contact details that have already been saved for this student, appear in a list at the top of the page. Image Added
Editing Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to edit, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to edit. Image Added
After selecting the type of contact information you want to add, the fields and all the existing contact information under the CONTACT DETAILS - STUDENT Form section will appear. Edit the necessary details for that student record. Click the SAVE STUDENT CONTACT DETAILS to update the contact information.Image Added
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