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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Workflow
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Objective
Upon completion of this KB the user will understand how to search for a Scheduled Unit
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How to Search for a Scheduled Unit
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AssumptionsYou know how to create a base unit; You have an understanding of time periods/time period creation; You have a sufficiently high level of system access to create a scheduled unit; and A base unit record must have already been created before you can create a scheduled unit.
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| title | Key Terms and Concepts |
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Key Terms and Concepts
Adding a Scheduled Unit Fields ( and )
*Denotes fields that are required by the system to create a viable functioning Scheduled unit Field Name | Description |
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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 Inherited from the Base Unit Code record | 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. This field is associated to your Contacts Record which has a Lecturer role. see Add or Assign Roles to the Contact Record. | 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 * | On Campus, Online, Intensive, Other We use ‘Mode of Delivery’ this field to map to E329 ‘Mode of Attendance'. Search the Code Type Id ‘Method of Delivery’ by referring to the steps from here: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984941/Search+Add+and+Edit+Code+Item#A.-Search-a-Code-Item | 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 | | 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 | Fields for 3rd Party integration. | 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 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. Session Enrolment RestrictionNOTE 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
Participant CountersNOTE 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: Transferred Participants Count Count the number of students with a unit enrolment status set to one of the following options: back to top |
Implications
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BE ADVISED A new scheduled unit must be created whenever one or more of the following seven fields changes: Unit Code Unit Name Start Date End Date Census Date Delivery Mode Home Institution (otherwise known as the location of delivery)
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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| title | 1. How to Search for a Scheduled Unit |
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How to for a Scheduled Unit
, Choose Units > Search Scheduled Units menus on the side. Enter at least one of the following search criteria: (Unit Id, Unit Code, Unit Name, Home Institution, Location, Start and End Date, Order By). Click the SEARCH SCHEDULED UNIT button. Image Added
After clicking the search button, it will show a list of all scheduled units that meet your searched criteria. You have the option to filter the list of units by typing a keyword of the unit name that you want to search in the 🔍Filter Box. Image Added
By typing a keyword, the results will now be limited to that keyword that you entered. When you see the record of the unit you are looking for, click the scheduled unit number, highlighted in blue on the left column of that row. Image Added
After clicking the link of the scheduled unit number, it will then load the scheduled unit details.back to top |
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| title | 2. How to Add / Create Scheduled Unit |
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How to or a Scheduled Unit
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 instructions, and proceed to on how to add the base unit as a scheduled unit.
, Choose Units > Search menus on the side. This will display a page where you can search for all units saved in the system. At the top of the page, you can find the UNIT SEARCH Form section. Enter any combination of Unit Code(s), Unit Name, Unit Provider, Unit Keywords, Unit Status, or Order By (Paradigm requires at least one search criteria). After entering the search criteria of the base unit that you want to search, click the SEARCH UNIT button.  Image Added After clicking the SEARCH UNIT button, a list of all the units that meet your searched criteria will be displayed below the UNIT SEARCH Form section. You can filter more of the returned options by typing the name of the unit into the search box. The list of returned results will reduce to match the criteria Once you’ve found your base unit, click the blue hyperlink of the Unit Id. This will open the Edit Details screen of the base unit that you’ve selected.  Image Added
Add the base unit as a scheduled unit in Paradigm.
, , Once the required base unit has been loaded, choose Units > Scheduled Unit Details > Add Scheduled menus on the side.  Image Added
Enter the details for as many of the fields as possible while ensuring that the information that meets the minimum field requirements has been entered to create a basic functioning Scheduled unit (Start Date, End Date, and HEIMS Census Date and setting the Unit Status to Active, as shown in the sample screenshot below). NOTE: It is highly recommended to add any further information to any of the remaining fields. Refer to the table [ Adding a Scheduled Unit Fields ( and )] 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. Image Added
After filling out all the required and available fields for the unit to be scheduled, click the SAVE SCHEDULED UNIT button. You should be seeing a success message on top of the screen if the unit has been successfully scheduled (as shown in the sample screenshot below). Image Added
To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units. back to top |
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| title | 3. The 4 Methods of Adding Fees to Scheduled Units |
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Four Methods of Fees to Scheduled Units
There are four methods to add fees to Scheduled Units. Refer to the next four workflows below this section: | Table of Contents |
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| title | 3.1. Method 1- Adding Fees for Individual Courses to Scheduled Units |
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Method 1- Adding Fees for Individual Courses to Scheduled Units
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INFO 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 How to for a Scheduled Unit, or Workflow How to or a Schedule Unit to create a new scheduled unit, then continue here to add the available fees. Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page. Click the NEW FEES button. Image Added In the EDIT FEE Form section, enter the following information (fields highlighted in RED in the screenshot below).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.  Image Added Click the SAVE UNIT FEE button after entering the fee information. To add additional fees click the NEW FEES button again, and repeat the steps.back to top |
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| title | 3.2. Method 2 - Adding Fees for Multiple Courses to Scheduled Units |
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Method 2 - Adding Fees for Multiple Courses to Scheduled Units
Follow the steps above in Workflow How to for a Scheduled Unit, or Workflow How to or a Schedule Unit to create a new scheduled unit, then continue here to add the available fees. Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page. Click the NEW FEES button.Image Added Go to the ADD MULTIPLE FEES Form section and enter the following information (fields highlighted in RED in the screenshot below).| Info |
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INFO: To select multiple courses, hold the Ctrl key on the keyboard, and click each of the required course names that you want to add the same fee information. |
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.  Image Added Click the ADD FEES button after entering the fee information.back to top |
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| title | 3.3. Method 3 - Adding Fees for All Courses in selected group to Scheduled Units (e.g. all Undergrad Courses) |
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Method 3 - Adding Fees for All Courses in the selected group to Scheduled Units
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WARNING: This will add the standard unit fee that is entered into the Course record page for all courses in the selected group. |
Follow the steps above in Workflow How to for a Scheduled Unit, or Workflow How to or a Schedule Unit to create a new scheduled unit, then continue here to add the available fees. Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page. Click the Select Program Level dropbox, select the group of courses to add fees for this course e.g. Undergraduate, and then click the ADD PROGRAM FEES button. Image Added
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| title | 3.4. Method 4 - The Fee Rules |
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Method 4 - The Fee Rules
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INFO: The Unit Level field is an optional field. 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. |
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.  Image Added
To add another rule press the Add Unit Fee option on the side menu and repeat the steps.
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| title | 4. How to Edit a Scheduled Unit |
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How to a Scheduled Unit
Follow the steps above in Workflow How to for a Scheduled Unit.Additional tasks are required when updating ANY of these fields:  Image AddedHEIMS 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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| title | 5. How to Delete a Scheduled Unit |
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How to 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. If the scheduled unit has sessions or any other related records (Assessments, File Attachments, Fees, etc.) Paradigm might prompt you an error to delete the associated records (e.g. delete all sessions) before you can completely delete the scheduled unit.
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Follow the steps above in Workflow How to for a Scheduled Unit. Once the scheduled unit to be deleted is loaded, scroll down from the EDIT SCHEDULED UNIT DETAILS Form section and click the DELETE SCHEDULED UNIT button. Image Added
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| title | 6. How to Add a Contact to a Scheduled Unit |
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How to a Contact to a Scheduled Unit
These instructions assume that the Scheduled unit has already been created, if not yet, refer to the Workflow above on How to or a Schedule Unit., Choose Contacts > Search menus on the side. Enter details for one of the following search boxes: Family Name / Surname, Given name. Click the SEARCH CONTACT button to show a list of contacts whose details match your search. Image Added 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 dropbox, select the Unit Teacher role, and then click on the Assign Role button. Image Added Scroll down to go to the ADD CONTACT’S ROLE FOR SCHEDULED UNITS Form section. Enter any combination of Unit Code, Unit Name, Unit Provider |
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or Unit Keywords, and Unit Status (Paradigm requires at least one search criteria). Click |
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the SEARCH SCHEDULED UNIT button. This will return a list of units that meet the searched criteria.  Image Added |
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To filter the list, in the 🔍 Filter box above the list, start typing the unit name. Click the Select a Role drop box and select the required role (the Select tick box will automatically populate) Multiple units may be selected. Image Added After adding a role to all the units, scroll down the page and click the ADD ROLE TO SCHEDULED UNITS button. Image Addedback to top |
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| title | 7. How to Search and Add A Unit of Competency to a Scheduled Unit |
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How to and a Unit of Competency to a Scheduled Unit
Load the scheduled unit that you want to add a unit of competency. Refer to the Workflow How to for a Scheduled Unit above this section for the instructions.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. Add the competency. , , Once the scheduled unit record has now been loaded, choose Units > Unit Details > Unit Competency Edit menus on the side. 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. Click the SEARCH UNIT button.  Image Added To filter the returned options start typing the name of the unit into |
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the search box. The returned results will reduce to match the criteria. Click on the blue |
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hyperlink on the left side of the required record |
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Adding Assessments to Scheduled Units
Adding Sessions to Scheduled Units
Editing a Scheduled Unit
Deleting a Scheduled Unit
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. Ensure that the data returned is correct then press the SAVE UNIT button.back to top |
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| title | 8. How To Change A Scheduled Unit To Flexible Learning |
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How to a Scheduled Unit to Flexible Learning
Load the scheduled unit that you want to change to flexible learning. Refer to the Workflow How to for a Scheduled Unit above this section for the instructions.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. Change the scheduled unit to flexible learning. Once the scheduled unit record is loaded, look for the Flexible Learning field and set the value to Yes. This will allow you to adjust the expected End Date field on the student’s Unit enrolment screen. Image Addedback to top |
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