Overview
Courses in Paradigm can be added with all the required and additional fields needed for a course record to meet your business or institution requirements and the government. This knowledge article outlines the workflows for users on how to to Search, Add and Edit Course recordswill give you all the possible details or information you can add to the course record and some of the maintenance processes you can do with courses: Search, Create, Edit, Delete, Duplicate, Add-Edit a Campus File, Save an attachment, and Copy a course outline to another.
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Key Terms and Concepts Table of Contents | | ||||||
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NOTE:
The *Course Id field can be an institution-specific code (e.g. a course abbreviation) or a system-allocated code. Refer to your business or institution’s standard naming convention.
Fields with * Denotes denote required fields when creating adding a new base course record in the system.
ADD NEW COURSE FORM Field Name | EDIT COURSE DETAILS SectionBrief Overview |
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Course Id* | An abbreviation for the |
course name or an identifier given by the institution to uniquely identify the |
course e.g. BArts20. The abbreviation can contain |
letters and numbers but |
MUST NOT contain spaces. | |
Course Name* E308 | The full accredited name of the course in which the student enrols. |
This name will appear on the student's Transcript, Testamur, reports, letters, AHEGS, etc. | |
Articulation Options (opt-in) | Course(s) that a student can move into at the end |
of this course e.g. |
Diploma of Arts can lead |
to a Bachelor of Arts |
, or a Bachelor of Arts can lead |
to a Graduate Diploma of Arts. | |
Early Exit Options (opt-out) | Course(s) that a student can exit with, should they not want or be able to complete the course. E.g. A student in a Bachelor of Arts can exit after the 8 core units have been successfully completed with a Diploma of Arts. |
Course Status* |
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Course Provider* | Institution / Campus where this course is delivered. |
Post nominal | The letters placed after a person's name to indicate that that individual holds this particular academic degree e.g. BArts, MBA, etc. |
Course Level* |
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Course type* |
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HEIMS Undergraduate Loan Fee (%) |
Applicable if you have FEE-HELP accreditation. Always check the government website for any changes on the Loan Fee Percentage. 25% - the additional fee / percentage charged by the Government to Undergraduate students who access Fee-HELP loans. This is an additional 25% of the unit charge. Do not include the percentage symbol when entering this data - e.g. 25.0 | |
HEIMS Postgraduate Loan Fee (%) | Applicable if you have FEE-HELP accreditation. Always check the government website for any changes on the Loan Fee Percentage. 0% - the additional charge by the Government to Postgraduate students who access Fee-HELP loans. Do not include the percentage symbol when entering this data - e.g. 0.0 |
Accredited* | Is this course currently accredited? Yes / No |
Accreditation Date | What date does the accreditation for this course commence? e.g. 01/01/2016 |
Accreditation Due Date | What date will the accreditation for this course cease? e.g. 31/12/2025 Put a value on this field if the Course is expiring to avoid future academic activities on the Course record once it has expired, otherwise, leave it BLANK. |
TESQA Accreditation Date | Tertiary Education Quality and Standards Agency Accreditation Information |
TESQA Accreditation Date Due | |
Standard Unit Fee | The dollar amount for a standard |
unit within this course of study Do not include the dollar symbol when entering this data - e.g. 2500.00 | |
International Unit Fee | Fee amount charged to students designated as international students Do not include the dollar symbol when entering this data - e.g. 3500.00 |
Admin unit Fee | Any administration fees payable for a unit of study within the course Do not include the dollar symbol when entering this data - e.g. 500.00 |
Course Fee | The total fees payable to complete this course of study Do not include the dollar symbol when entering this data - e.g. 55000.00 |
Yearly Course Fee (Full Time) | The cost of one year of full-time study in this course Do not include the dollar symbol when entering this data - e.g. 2000.00 |
Yearly Course Fee (Part Time) | The cost of one year of part-time study in this course Do not include the dollar symbol when entering this data - e.g. 5500.00 |
AQF Registered | Is this course of study AQF Registered? Yes / No |
Credit Points required | The number of successfully completed points required to complete this course of study e.g. 144 |
Unit Grade Type |
You have the option to choose or define a grade type / schema for each course.
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Assessment Grade Type |
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Program Level No | A numerical value to determine the level of this course e.g. |
Bachelor’s could be 7 |
in line with AQF levels or could be 3 if this is the highest level in a nested suite of awards. | |
Duration (Weeks) | How many weeks of study does it take to complete the entire course? e.g. 104 (2-year course) |
Multi-Program Duration | Applicable if you are running Multi-Program for this course record. Please feel free to contact us if you want to discuss more on how this field would apply to your business or institution’s requirements. |
Maximum Course Duration | The maximum allowable amount of time/months/years allowed to complete this course of study. |
Maximum Participants | Maximum number of students enrolled into any cohort. |
Online Enrolment Tuition Balance | The minimum amount of credit or payment for a student to access the Course Plan when enrolling online. |
Maximum Credit Points Enrollable |
The maximum number of credit points the student can enrol |
in one study period. E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0 |
Minimum Credit Points Enrollable |
The minimum number of credit points the student can enrol |
in one study period. E.g. If the Minimum number of units a student can enrol into in one semester is 1 and each unit is worth 6cp the value required is 6.0 | |
Credit Points Per Semester | The standard number of credit points a student can enrol |
in one study period. E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0 | |
Maximum Elective Credit points | E.g. For a course that has 24 units in total. Of that 24, 8 are core units leaving 16 units as electives. If each unit is worth 6 cp the total is 16 elective units x 6cp per unit = 96.0. |
Show Attendance for Course on Student Summary | Display the |
student's attendance record on the Student's summary screen? - Yes / No If this field is set to YES,this will show you the COURSE ENROLMENT ATTENDANCE SUMMARY section directly under the Student Summary screen. You will see a breakdown of the unit enrolment details (Total Hours Enrolled, Current Attended Hours and Percentage, Projected Attendance Hours and Percentage) | |
SMS Entity Id | These fields are used for 3rd party software integration to Paradigm. Please contact us if you want to discuss more possible integration when it comes to your Course Record. |
SMS Entity Type Id | |
Remote SMS Entity |
ADD NEW COURSE FORM Field Name | COURSE APPLICATION DETAILS SectionBrief Overview |
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Funding Type* | The types of |
funding available for this course of Study: | |
ECAF Approved | Is this course approved for the online Electronic Commonwealth Assistance Form? Yes / No Related Page: ECAF |
Allow Online Application | If your institution uses the Silverband Online application form, can an applicant apply for this course via that method? - Yes / No |
Allow International Students | Can international students apply for this course? - Yes / No |
Allow Unit Enrolments from Course Plan | Allow students to enrol themselves via the course plan? Yes / No |
Required Online Application Attachments | Select each of the attachment types that an applicant is required to include as part of their application into this course of study:
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Centrelink Payments Approved | Is this course approved for the student to receive Centrelink payments? Y / N |
Audition Surveys |
ADD NEW COURSE FORM Field Name | EDIT ADDITIONAL COURSE DETAILS SectionBrief Overview |
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Course Description | A brief description of the content of the course. |
Course Long Description | A more detailed description of the course. |
AHEGS Course detail | The Australian Higher Education Graduate Statement - is a secondary transcript issued to students when they graduate, and providing a snapshot of their graduate achievements. It aims to enhance graduate mobility and employability in the global marketplace. AHEGS have Government predefined formats in which they can be delivered. This Course detail is the information about the Course of Study displayed in the AHEGS document. |
AHEGS Course features | Detailed features of the course to be featured in the AHEGS - details which set this course apart from others in the education market. |
AHEGS Course Pathway to further Study | Information about future study that this course can lead to |
e.g. a Bachelor Course that leads to a Graduate Diploma or |
Master's degree. | |
AHEGS Course accreditation | Information about the dates / years that this current instance of this course is accredited from and to. |
Entry Requirements / Prerequisites | Any requirements the student must have completed in order to gain entry into this course of study. |
Common Core | NOTE: The formatting you make will all be native to Paradigm or if you plan to integrate the content into a web / HTML format or view. Other ways of importing or rendering the information on these fields, e.g. Excel, PDF, etc. will not inherit the applied formats. These are all optional fields. You can add all the details of the course on these fields here, as necessary and as required. |
Primary Course Discipline | |
Elective Credits | |
Course Rules | |
Graduate Attributes | |
Occupational Functions of Graduates | |
Fees | Fee information about the course outlining how many units must be completed, and the approximate costs of completing the course. |
Brochure | A copy of the course brochure or outline can be uploaded and saved here. |
CRICOS Code | Institutions who are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the |
Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). |
Custom Field 1 |
Custom Field 2
These two fields are highly customisable, please feel free to edit the labels if you want to add more fields or details to your course record in Paradigm, in addition to all the fields which has already been specified above this section. |
Custom Field 2 |
ADD NEW COURSE FORM Field Name | TCSI COURSE OF STUDY SectionBrief Overview |
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DEST Uid3* | An internal code issued by TCSI for this course. |
DEST Uid3 Last Submitted* | The date the last submission went to TCSI for this course. |
DEST Uid3 Last Submitted Status* | The status for the last submission. |
Course of Study Code* E533 | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain |
letters and numbers but must not contain spaces. | |
Course of Study Name* E394 | The full accredited name of the course in which the student enrols. |
This name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc. | |
HEIMS Course Type* E310 | A code |
that indicates the type of Course. Select the code that indicated the course level.
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HEIMS Course Load* E350 | The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study. E.g. if a single unit of study = 0.125 EFTSL and there are 24 units in the course the required answer is 3 |
entered as |
3.0(24 x 0.125 = 3)
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Combined Course of Study indicator* E455 | A code |
that indicates whether a course of study is a combined course of study. |
ADD NEW COURSE FORM Field Name | TCSI COURSE SectionBrief Overview |
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DEST |
UID5* | An internal code issued by TCSI for this course. |
DEST |
UID5 Last Submitted* | The date the last submission went to TCSI for this course |
DEST |
UID5 Last Submitted Status* | The status for the last submission |
HEIMS Course Code* E307 | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces. |
Course Name* E308 | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS, etc. |
Standard Course Duration* E596 | The standard duration of the course for a full time student in years and fractions of academic years eg. 2.5 or 3 years |
Course Assurance Indicator* E619 | An indicator that identifies whether the student's enrolment in the unit of study is the result of an approved VET |
Student Loans course assurance arrangement.
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ADD NEW COURSE FORM Field Name | FIELD OF EDUCATION SectionBrief Overview |
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Field of Education Code* E461 | A code that identifies the field of education to which the course is classified. Select the option from the list that best describes the course. e.g. Agricultural Science (050101) |
Field of Education Supplementary Code* E462 | A code |
that identifies the supplementary field of education to which a combined course is classified. If the Course is NOT a combined course then leave it blank or 000000 e.g. Agricultural Science (050101) | |
Effective From Date* E609 | The date from which this information is valid from e.g. 01/01/2021 |
Validation Status | |
DEST |
UID | An internal code issued by TCSI for this course |
Entity Status |
ADD NEW COURSE FORM Field Name | SPECIAL COURSE TYPE SectionBrief Overview |
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Special Course Type E312 | A code |
that identifies courses of special interest for government reporting Note: If your course is NOT one of the below groups leave this field blank.
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Effective From Date E609 | The date from which this information is valid from e.g. 01/01/2021 |
Effective To Date E610 | The date to which this information is valid to e.g. 31/12/2025 |
Validation Status | |
DEST |
UID | Data returned from the TCSI system to indicate the validation status |
Entity Status |
ADD NEW COURSE FORM Field Name | CAMPUS WHERE COURSE IS TAUGHT SectionBrief Overview |
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Course | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc |
Provider | The name of the institution / campus that will be offering the course |
Location | The physical location where the institution / campus will deliver the course |
Postcode | The postcode of the physical location where the institution / campus will deliver the course |
ADD NEW COURSE FORM Field Name | ASSOCIATED FILE ATTACHMENTS SectionBrief Overview |
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Attachment Name | The name given to the attachment at the time the attachment was added. |
Size | The size of the attached file. |
Purpose | The intended purpose of the file attachment. eg. Email Template, or Signature |
Revision | A number that helps to distinguish between more recent versions of the attachment. |
Status | The current status of the attachment. eg. Archived, Published |
Operator | The user login of the person who added the attachment. |
Date | The date that the attachment or revision was added. |
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ADD CAMPUS FORM Field Name | EDIT CAMPUS DETAILS SectionBrief Overview |
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TCSI Campus Id | An internal code issued by TCSI for this course / location combination |
Id | System Allocated internal id code |
Course Id | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain |
letters and numbers but must not contain spaces. | |
Course Provider | The name of the institution / campus that will be offering the course. |
Campus Operation Type E569 | Is |
any part of this course delivered |
offshore? If yes is it a |
standalone arrangement or in partnership. If not, select Course is not delivered offshore. | |
Off Shore Mode E570 | Is the Course delivered off- |
shore? |
If yes what is the |
mode of delivery |
? If not, select Course is not delivered offshore. | |
Off Shore Delivery Indicator E571 | Is this Course delivered off Shore at all? Partially offshore? Fully offshore? If not, select Course is delivered in Australia only. |
CRICOS Code | Institutions |
that are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the |
Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). If your institution only has Australian Domestic students leave this field blank. | |
Effective From Date E609 | The date this information is valid from. e.g. 01/01/2021 |
Effective to Date E610 | The date this information is valid to. e.g. 31/12/2025 |
Last Validation Status | Data returned from the TCSI system to indicate the validation status. |
Last Validated on | Data returned from the TCSI system to indicate the validation date. |
ADD CAMPUS FORM Field Name | COURSE FEES CODE SectionBrief Overview |
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Course Fee Code E536 | HEIMS Code - What funding types can students in this course access.
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Indicative Student Contribution Amount for Commonwealth supported Place E495 | The average Student contribution dollar amount for commonwealth supported students in this course. Do not include the dollar symbol when entering this data - e.g. 2500.00 If this course only offers Fee-HELP places leave this field blank. |
Indicative Tuition fee for a domestic fee-paying place E496 | The indicative cost for a domestic full time student in this course. Do not include the dollar symbol when entering this data - e.g. 2500.00 |
Effective From Date E609 | The date this information is valid from. e.g. 01/01/2021 |
Entity Status |
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DEST |
UID | An internal code issued by TCSI for this course. |
Validation Status | Data returned from the TCSI system to indicate the validation status. |
ADD CAMPUS FORM Field Name | TAC OFFER CODE SectionBrief Overview |
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TAC Offer Code E557 | Does an Admission Centre handle the applications for this course?
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Entity Status |
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DEST |
UID | An internal code issued by TCSI for this course. |
Validation Status | Data returned from the TCSI system to indicate the validation status. |
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Course Required Fields | System Required |
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Program Id | X |
Program Level | X |
Program Type | X |
Program Status Id | X |
Funding Type | X |
Program Name | X |
Provider Party Id | X |
Program Accredited | X |
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Watch the demo clip below on how to customise the field labels found in adding a Course record:
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Implications
NOTE:
It is advised that a Search be performed before adding a new Course record, to check whether the Course name/Course Id has previously been used in the system, as well as to view an existing Course record.
For a new course to use the course plan, units will need to be associated with the course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.
Editing a Course file record should only be done in consultation with Silverband and only under certain circumstances as it any changes can impact on many historical student enrolments. Any updates need to be updated with HEIMS via the submission of a Course and Campus file set (currently via HEPCAT).
If a Course is significantly different (e.g. due to re-accreditation) a new Course record should be created and successfully validated and reported to HEIMS (via HEPCAT) to TCSI prior to enrolling any students in to into the new Course.
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BE ADVISED: VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to a separate base course record that is dedicated for to tracking the inherited student cohort. This field will be referenced for any unit enrolments that are reported to the government via TCSI. |
Workflow
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one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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filters for you to get to the course record that you want to search or view, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.
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NOTE: Refer to the tables above, under the Key Terms and Concepts>
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one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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if the name and Id are not entered exactly the same as what has been recorded in Paradigm).
NOTE: The Id Code is not editable. If you attempt to edit the Id code, a duplicate new record will be created. |
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one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
NOTE: Upon following the instructions below in deleting the course record, it is assumed that you’ve already read carefully the WARNINGSabove this section – all the implications when deleting a course record in Paradigm.
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NOTE: Editing an existing course record this way will not override or update the existing Course ID and all its related information. It will create a duplicate course record that has all the same data but it will have a new Course Id.
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one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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NOTE The following instructions are based on the assumption that a course has already been created. The Campus File is now created in 3 sections. Each one is required to produce a complete campus file.
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the campus |
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information.
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one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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information
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and then click the ADD CAMPUS button.
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OFFER CODE. NOTE: Refer to the Key Terms and Conceptssection above and click the “
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and then click the SAVE CAMPUS button.
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title | 8. How to Save an Attachment to a Course Record |
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Click on the Course tab in the side menu
Click on the Search option in the side menu
Enter the Course name or Abbreviation
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options in this box above the returned results start typing the Course name.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
Scroll to the bottom of the page and click the Add File Attachment button
Click on the Purpose Drop box and select the required section
Click on the Category Drop Box and Select the required option
Enter the name of the Attachment
Optional - Enter a brief description of the attachment
Select the lowest Permission level required to view this attachment
Click the Choose File button
Navigate to the item to be attached
Click on the Save File Attachment button
Check for Successful save message.
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title | 9. How to copy Course Outline / Course Plan from One Course to Another. |
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Click on the Courses option in the side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search Course button.
The required Course has now been loaded.
Scroll down to the Campus where Course is taught section
Locate the Campus file to be edited and click on the edit icon next to the record
The Campus record has now been loaded.
Update the required data ensuring all required fields have a valid HEIMS compliant response.
Click on the Save Campus button.
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Click on the Course tab in the side menu
Click on the Search option in the side menu
Enter the Course name or Abbreviation that you want to copy the Course outline from
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options start typing the Course name in the box above the returned results.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
In the Side Menu click on the Outline option
The Course Outline / Course Plan details has now been loaded
Click the tick boxes next to all of the Course outline rules to be copied to the new course
Scroll down to the Copy Selected Constraints to the following Course drop box
Select the Course that the rules are to be copied to
Click on the blue Copy Selected Constraints button
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title | 10. How to Copy a Course Details to a New Course |
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RED are the required fields needed to attach the file, BLUE is an optional field.
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NOTE: We would encourage you to always check the government website for any changes on the Loan Fee Percentage. Paradigm Field Name to be Edited: HEIMS Undergraduate Loan Fee (%) Due to COVID, changes to the loan fee percentage have been made: Pre COVID = 25% Note that we are currently in Post COVID until the legislation changes. Once that is passed, then During COVID will expire on 31st Dec 2022. From then on it will be 20%. For the immediate now, any unit enrolment with a census date in 2022 carries a 20% loading.
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BE ADVISED Do not use multiple tabs in the same or separate browser windows at the same time as it can potentially splice together the data from multiple records. The new course will require a new Course Id. The course id field is unique and cannot be duplicated. |
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Click on the Course tab in the side menu
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Click on the Search option in the side menu
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Enter the Course name or Abbreviation that you want to copy the Course outline from
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Click on the Search Course button
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This will return a list of Courses that meet the searched criteria
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To filter the returned options in this box above the returned results start typing the Course name.
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Click on the blue hyper link on the left side of the required record.
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The Course record has now been loaded.
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Right Click on the Course tab in the side menu
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Select the Open link in incognito Window option (or alternatively use a different browser brand and copy the link for the Course tab, and paste it into the address bar). This is so that neither record can become corrupted during this process.
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In the second window select the Add New option in the side menu.
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The first window will contain the details of the original course and the second window will have a blank new course record ready to be populated.
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Copy and paste the required information for each field, into the new course record in the second window.
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Enter any new information to the new course.
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NOTE ON Pushing Records to TCSI after the Edit: Go to TCSI Reporting > Bulk Push > Show records that need to be pushed to TCSI option. Push the records in this order:
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Manage Course Outlines