Overview
This article provides the detailed workflows on how to Search, Add and Edit Scheduled Units. In addition, users should pay attention to the special notes on some fields as well as system implications mentioned as below.
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Overview
Adding a new scheduled unit in Paradigm requires you to have a base unit record first. It is assumed that you already have base unit records in the system prior to commencing the workflows mentioned in this article. This knowledge article will provide a brief description of all the required and optional fields needed to create a scheduled unit in Paradigm, system and government reporting implications, as well as the workflows on how to search, add, edit, and delete scheduled units, add fees and contacts to a scheduled unit.
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Assumptions
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Key Terms and Concepts
*Denotes fields that are required by the system to create a viable functioning Scheduled unit
Flexible Learning is intended for VET and ELICOS providers who require the option of storing dates at a unit enrolment that are different to the dates set on the associated scheduled unit. In Paradigm under normal circumstances, the start date, expected end date and census date at a unit enrolment are exactly the same as the dates set on the associated scheduled unit. You need to have the highest system permission level to access this function. The use of the Flexible Learning mode should not be taken lightly due to the implications to business operations including government reporting. A user will need to possess the highest system permission level in order to set the Flexible Learning field.
NOTE This field is related to English Language Intensive Courses for Overseas Students (ELICOS). Opting into the use of this field has implications around session visibility for enrolments made via the course plan. Session Enrolment Restriction works by filtering the shown list of sessions at the moment of session enrolment based on the dates specified against the record set in the restriction test. Date restriction options:
NOTE The status codes for unit enrolments are configured with default values using the default Paradigm enrolment status codes. This configuration is not end user configurable. Current Participants Count Count the number of students with a unit enrolment status set to one of the following options:
Withdrawn Participants Count Count the number of students with a unit enrolment status set to one of the following options:
Transferred Participants Count Count the number of students with a unit enrolment status set to one of the following options:
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Implications
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BE ADVISED A new scheduled unit must be created whenever one or more of the following seven fields changes:
If any of these seven fields change then a new scheduled unit MUST be created regardless of the course the student is undertaking. E.g. If the Students are sitting in the same room (location / institution), with the same delivery method, at the same time (start date), learning the same material / subject (unit code), it is one scheduled unit. |
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INFO Scheduled units that have been associated to a particular contact can be un-associated by setting the contact drop box to blank. |
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WARNING Historical Scheduled Units SHOULD NEVER be updated and reused (again) as this will alter the dates for students who were previously enrolled into the unit. A new and unique Scheduled Unit must be created each time a unit is offered. |
NOTE
Always ensure that dates are entered correctly as incorrect information can have a flow-on effect for reporting periods.
A Census Date MUST always fall between the start date and end date of the unit and NO LESS than 20% of the way through the entire delivery period of the unit.
Previous Scheduled Units SHOULD NOT be updated and reused as a new unit. This will affect any historical student data. Scheduled Units should be either rescheduled or created as a new Scheduled Unit.
Fee alterations will not update the unit fees for any students already enrolled into the unit.
HEIMS Census dates are required to be no less than 20% of the way through the unit.
Workflow
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NOTE: If the base unit that you want to add as a scheduled unit has not been created or added in the system yet, refer to the instructions on these knowledge articles on how to add a base unit: HEor VET. If the base unit is currently loaded in the system, skip the
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Anchor | | KeyTermsAndConcepts | KeyTermsAndConcepts | Key Terms and Concepts
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Workflow
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Click On the Units tab in the side menu.
Click on the Search Scheduled Units option in the side menu
Enter at least one of the following options in to the relevant search box:
Unit Code
Unit Name
Unit Provider
Start Date
Unit Keywords
Unit Status
Click on the Search Scheduled Unit button.
This will show a list of units that meet the searched criteria
To filter the list of units, in the search box above the list of units, start typing the unit name
When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.
The Scheduled Unit has now been loaded.
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NOTE:
It is highly recommended to add any further information to any of the remaining fields. Refer to the table [
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# Denotes fields that are required by the system to create a viable functioning Scheduled unit
Field Name
Description
Scheduled Unit Id
Unique code that identifies a specific scheduled unit record
Unit Id
Internal System Id Code for units. These numbers are allocated by the system when a unit is created
Unit Code(s) #
Unique Code for a unit given by the institution to identify the unit
Provider Other Unit Id
Code extension given to units to identify them in LMS (Learning Management Systems)
Scheduled Unit Name #
Full name of the unit. This will appear on the student transcript
Class
Identifying multiple groups or classes that can be scheduled to run at the same time
Home Institution #
If the provider has multiple institutions within the same system, this can identify which provider is running this instance of the unit
Contact
The name of the person / administrator responsible for this unit
Teacher
The name of the teacher who will deliver the material for this unit
Minimum Participants
Minimum number of students required to run this unit
Maximum Participants
Indicates the maximum number of students to be enrolled into this scheduled unit. It is useful to ensure that the enrolments don't exceed class room capacity
Once the maximum has been reached students will not be able to add this schedule via the Course plan enrolment method. This number can be increased once the maximum has been reached within the edit Schedule unit page. Once the number has been increased students will again be able to enrol into this scheduled unit via the Course Plan.
Count of Current Participants
This is automatically updated by the system after each unit enrolment is added, deleted or updated
Indicates the number of students currently enrolled in the scheduled unit. This will help to support class viability decisions as scheduled units with fewer than the institution-determined enrolment minimum number may not be financially viable and may need to be cancelled.
Count of Withdrawn Participants
The number of students who have withdrawn from this unit. This is automatically updated by the system after each unit enrolment is deleted or updated
Count of Transferred Participants
How many students have transferred out of this scheduled unit into another. This is automatically updated by the system after each unit enrolment is deleted or updated
Location (Campus)
The location where this scheduled unit is to be delivered. It is useful when delivering the scheduled unit at multiple locations
Venue
The building and/or room number
Mode of Delivery #
Online, On Campus, Intensive, Printed
Time Period
The Id of the time period record that has start and end dates that correspond to the start and end dates of the scheduled unit
Unit Start Date #
The date when the unit is scheduled to start
Expected End Date #
The date when the scheduled unit is expected to finish
HEIMS Census Date E489
The final date students can withdraw without incurring the full cost of the unit. HEIMS requires that this date be no less than 20% of the way through the unit. E489 is a HEIMS required reporting field
HEIMS Summer School Indicator E551
Is this unit being delivered in Summer school e.g. outside of normal Semesters
Unit of Study Year long indicator E622
An indicator for units that run for a full year
Status
Active
Archived
Cancelled
Confirmed
Deleted
Unconfirmed.
Units must have a status of Active to be available on the course plan
Printed Comments
Comments to appear on the results report for students to see
Internal Comments
Comments for internal staff only
Result Comments
Comments to appear on the results report for students to see
Exclude Sessions on Course Plan
Yes
No
Invoice Fee Code
The Department / School which receives the fees for this unit
GST Percentage
If GST is to be charged for this unit, enter 10 to store a value of 10%, or adjust up or down as necessary
Nominal Hours
Nominal hours are the Nationally agreed hours required to deliver this unit
VET reporting required field
Scheduled Hours
The number of hours the institution / provider has scheduled to deliver this units / competency.
VET reporting required field
VET in Schools
Is this unit a part of the National VET in schools program.
VET reporting required field
Delivery Mode Identifier
In what mode is this unit being delivered.
Combination of All Modes
Combination of External and Workplace -based
Combination of Internal and External
Combination of Internal and Workplace-based
External Delivery
Internal Delivery
Not Applicable
Workplace-based Delivery
VET reporting required field
School
To which School / Department does this unit belong
Contact
The primary contact within the School that is responsible for this unit
Flexible Learning
When enabled allows Paradigm to store dates at the unit enrolment level that differ to the dates defined by the associated scheduled unit.
Flexible Learning in the context of Paradigm functions is unrelated to scheduled units that operate in a blended or flexible delivery mode.
UQAF Approval Date
SMS Entity Id
SMS Entity Type Id
Remote SMS Entity Id
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BE ADVISED Flexible Learning in the context of Paradigm functions is unrelated to scheduled units that operate in a blended or flexible delivery mode. |
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WARNING The use of flexible learning has significant implications for how enrolment dates are managed within Paradigm. This feature is normally not appropriate for Higher Education providers. It is strongly recommended to speak with a member of the Silverband Support team prior to enabling Flexible Learning on a scheduled unit. |
Flexible Learning is intended for VET and ELICOS providers who require the option of storing dates at a unit enrolment that are different to the dates set on the associated scheduled unit. In Paradigm under normal circumstances, the start date, expected end date and census date at a unit enrolment are exactly the same as the dates set on the associated scheduled unit.
You need to have the highest system permission level to access this function.
The use of Flexible Learning mode should not be taken lightly due to the implications to business operations including government reporting. A user will need to posses the highest system permission level in order to set the Flexible Learning field.
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NOTE This field is related to English Language Intensive Courses for Overseas Students (ELICOS). Opting into the use of this field has implications around session visibility for enrolments made via the course plan. |
Session Enrolment Restriction works by filtering the shown list of sessions at the moment of session enrolment based on the dates specified against the record set in the restriction test.
Date restriction options:
Course enrolment = course start and expected end date
Unit enrolment = unit enrolment start date and expected end date
Scheduled unit = scheduled unit start and end dates
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NOTE The status codes for unit enrolments are configured with default values using the default Paradigm enrolment status codes. This configuration is not end user configurable. |
Current Participants Count
Count the number of students with a unit enrolment status set to one of the following options:
Applied (ENROLMENT_APPLIED)
Confirmed (ENROLMENT_CONFIRMED)
Enrolled (ENROLMENT_ENROLLED)
Completed (ENROLMENT_COMPLETED)
Failed (ENROLMENT_FAILED)
Withdrawn Participants Count
Count the number of students with a unit enrolment status set to one of the following options:
Withdrawn (ENROLMENT_WITHDRAWN)
Transferred Participants Count
Count the number of students with a unit enrolment status set to one of the following options:
Transferred (ENROLMENT_TRANSFERED)
Workflow
Implications
Note |
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BE ADVISED A new scheduled unit must be created whenever one or more of the following seven fields changes:
If any of these seven fields change then a new scheduled unit MUST be created regardless of the course the student is undertaking. E.g. If the Students are sitting in the same room (location / institution), with the same delivery method, at the same time (start date), learning the same material / subject (unit code), it is one scheduled unit. |
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INFO
Scheduled units that have been associated to a particular contact can be un-associated by setting the contact drop box to blank.
Warning |
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WARNING Historical Scheduled Units should NEVER be updated and reused again as this will alter the dates for students who were previously enrolled into the unit. A new and unique Scheduled Unit must be created each time a unit is offered. |
NOTE
Always ensure that dates are entered correctly as incorrect information can have a flow-on effect for reporting periods.
A Census Date MUST always fall between the start date and end date of the unit and NO LESS than 20% of the way through the entire delivery period of the unit.
Previous Scheduled Units SHOULD NOT be updated and reused as a new unit. This will affect any historical student data. Scheduled Units should be either rescheduled or created as a new Scheduled Unit.
Fee alterations will not update the unit fees for any students already enrolled into the unit.
HEIMS Census dates are required to be no less than 20% of the way through the unit.
] above under the Key Terms and Concepts section for a brief description of each field. Alternatively, click the button on the right of the field name.
To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units. |
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There are four methods to add fees to Scheduled Units. Refer to the next four workflows below this section:
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Follow the steps above in Workflow
NOTE: On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
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Follow the steps above in Workflow
NOTE: On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
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Follow the steps above in Workflow
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NOTE: On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
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To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units. | ||||||||||||||||||||||||||||
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There are 4 methods to add fees to Scheduled Units.
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When the institution has many different fees for each unit within in the same course, students within the same units in different courses can be charged different amounts (this can be due to practicums, material costs, etc). This can be useful for overriding Fee Rules if required. Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.
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Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.
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Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.
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The Unit level code is optional at step 9 below. If Unit Level is to be used, it must be set and saved within the base unit before you can add it as a condition to the fee rules. If necessary, save it at the base unit first, and then return here to add fee rules.
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Follow the steps above in Workflow #1 to search for a scheduled unit.
Update the Required information.
Click on the Save Scheduled Unit button
title | 5. How to Delete a Scheduled Unit |
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WARNING Before a Scheduled Unit can be deleted, all student enrolments in the unit must be removed / deleted. If any enrolments exist, the system will not allow the unit to be deleted. |
Follow the steps above in Workflow #1 to search for a scheduled unit.
Scroll down and click on the Delete Scheduled Unit button
title | 6. How to Add a Contact to a Scheduled Unit |
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These instructions assume that the Scheduled unit has already been created
Click on the Contacts tab in the side menu.
Click on the Search option in the side menu.
Enter details for one of the following search boxes: Family Name / Surname, Given name.
Click on the Search Contact button to show a list of contacts whose details match your search.
To filter the list, in the search box above the list, start typing the contact's First Name / given name.
When you see the row containing the details for your contact, click on the Contact Role highlighted in blue on the left side of the row, to load the details for that contact.
Check the assigned roles allocated to the contact contains the required role. If the role of Unit Teacher doesn't appear in the list, click on the Contact drop box, select the Unit Teacher role, then click on the Assign Role button.
Scroll down to the Add Contacts Role for Scheduled Units section.
Enter any combination of Unit Code, Unit Name, Unit Provider or Unit Keywords, Unit Status (Paradigm requires at least one search criteria)
Click on the Search Scheduled Unit button
This will return a list of units that meet the searched criteria
To filter the list, in the search box above the list, start typing the unit name.
Click on the Select Role drop box and select the required role (the Select tick box will automatically populate) Multiple units may be selected.
Scroll to the bottom of the page and click on the Add Role to Scheduled Units button.
title | 7. How to Search and Add A Unit of Competency to a Scheduled Unit |
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Click On the Units tab in the side menu.
Click on the Unit Details option in the side menu
Click on the Show Scheduled Units option in the side menu
Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria)
Click on the Search Scheduled Unit button.
This will return a list of units that meet the searched criteria How to
for a Scheduled Unit.Status colour Blue title search Additional tasks are required when updating ANY of these fields:
HEIMS Summer School E551 - Opt-in field
Year-Long Indicator E622 - Required field
Dest Discipline E464 - Required field
Work Experience Indicator E337 - Opt-in field
Using the E464 field as an example, the following steps are needed for all 4 fields mentioned in the previous step. Each base unit record has an E464 field.
Each newly created scheduled unit will inherit the value that is currently saved for the base unit record. If a value has not been set at the base unit record, the same null value will be inherited by the scheduled unit.
Updating the value of E464 at the base unit record will not automatically update the corresponding scheduled unit records that already exist. Only scheduled units created after the base unit E464 has been saved will have the new value.
Updating the E464 element at the scheduled unit will not automatically propagate the change for existing unit enrolments. Only unit enrolments created after the scheduled unit E464 has been saved, will have the new value.
The value that was recorded at the scheduled unit at the time that the unit enrolment record was created, is included in the TCSI unit enrolment packet.
When unit enrolments have not yet been created for a scheduled unit, and the scheduled unit has no value or has a value for the E464 field, the scheduled unit E464 value can be updated as you please, without causing any TCSI validation errors, because there is no impact on any existing unit enrolment records.
When a scheduled unit record has no value recorded for the E464 field (causing a TCSI validation error for a unit enrolment) check whether the corresponding base unit record has a value for the E464 field, and if it has not been set, set the appropriate value and save the base unit, so that future scheduled units can inherit that value.
If unit enrolment records exist for that scheduled unit, and the census date has not yet passed for the affected scheduled unit, you will need to unenrol and re-enrol each student in the scheduled unit. This is needed so that TCSI data is updated to reflect the new E464 data, and generates a new UID for the unit enrolment.
If unit enrolment records exist for that scheduled unit, and if the census date has already passed for the affected scheduled unit, please raise a support request ticket identifying the scheduled unit id, and requesting us to bulk update the unit enrolment records for affected students. We will also need your authorisation in the ticket, to resubmit those updated records to TCSI.
Update the required information for any field other than the 4 fields mentioned above.
Click on the Save Scheduled Unit button
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These instructions assume that the Scheduled unit has already been created, if not yet, refer to the Workflow above on
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Refer to the Workflow
Alternatively, click this workflow link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985116/Search+Add+and+Edit+Scheduled+Units#1.-How-to-search-for-a-Scheduled-Unit.
hyperlink on the left side of the required record .The Scheduled Unit has now been loaded. Click on the Unit Competency Edit option in the side menu Search for the Competency by Competency Id, Competency name or Field of Education code or any combination of the three. These can be sorted also by module / competency and ordered by Competency Id or Competency name. To filter the returned options start typing the name of the unit into the search box. The returned results will reduce to match the criteria. Click on the blue hyper link on the left side of the required record. Ensure that the data returned is correct then press the Save Unit button. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Click on the Units option in the menu Click on the Search Scheduled Units option Type in the Unit Code or Scheduled unit Name and click the Search Scheduled Unit button Among a list of returned results, click the blue hyperlink for the chosen Scheduled Unit No. Scroll down the page if necessary, to find the field called Flexible Learning Change the value of the field Flexible Learning to Yes Click the Save Scheduled Unit button .
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Refer to the Workflow
Alternatively, click this workflow link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985116/Search+Add+and+Edit+Scheduled+Units#1.-How-to-search-for-a-Scheduled-Unit.
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