Overview
The student course enrolment is one of the key data information in your business or institution that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant to government reporting, and how-to guides to help with your student course enrolment data processes.
Complexity:
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Navigation
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Course Enrolment
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| title | Assumptions |
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Assumptions
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INFO: The pages, fields and buttons that you can see, and the items you can edit, are based on:
For more information please contact your "nominated contact person" or other Paradigm expert. |
The student record has already been created.
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 course types within the Paradigm system.
Ensure that all fields required for Government reporting have been provided.
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| title | Key Terms and Concepts |
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Key Terms and Concepts
The Course page within the Course Enrolment tab on the side menu, contains many sections of related data specific to the course, Government reporting data, reviews, file attachments, advisors, and examiners.
Click a term or concept below to learn more about it:
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All directly student related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life-cycle.
Further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item
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These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.
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Field
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Description
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Credit Points Earned
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Count credit points where the unit enrolment published grade is marked as contributing to credit on the relevant grade schema.
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Credit Points Enrolled
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Count credit points where the unit enrolment status is set to "Enrolled (ENROLMENT_ENROLLED)" or "Confirmed (ENROLMENT_CONFIRMED)".
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Credit Points Granted
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Manually entered number reflecting block credit granted to a specific student. This number is separate to any additional credit the student may achieve via their unit enrolments.
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Total Credit Points
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The sum of fields (Credit Points Earned and Credit Points Enrolled) / Credit Points Required field from the base course.
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The acronym GPA stands for grade point average, which in turn requires the allocation of grade points to each unit enrolment outcome. Specifically, this involves allocating a grade point value (e.g. 5) to a specific letter score (e.g. credit). Australian providers differ on the exact grade point scale to use, but the process is always the same.
For comparison, click here: https://en.wikipedia.org/wiki/Academic_grading_in_Australia.
Paradigm implements GPA in a way that reflects industry practice. As per the above link institutions may define their own GPA scale by adding the relevant information to the grade schema defined in the interface under SYSTEM > Search Grade Type.
We expect providers to assign a GPA value to fail and fail equivalent grades.
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The acronym WAM stands for Weighted Average Mark. The Weighted Average Mark (WAM) is a more precise measurement of your student’s academic performance than the grade point average. This is because it base the calculation on your actual marks (eg: 78, 63, 50 and so on) and the year level of each base unit. Therefore, the WAM is the average mark you achieve across all completed units in a course, including any failed and repeated units. The WAM is out of 100.
WAM is weighted according to the:
credit point value defined at each base unit;
year level weighting defined at each base unit;
weighting level defined at each base unit (Note: If no weighting level is defined then the system assumes a weighting of one); and
The value you entered into the published result field on the unit enrolment must have a corresponding value in the grade point field on the Paradigm grade schema (System > Edit Grade item).
Find more information, link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984984/Search+Add+and+Edit+Grades+and+Grade+Types#Weighted-Average-Mark-(WAM)
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| title | This section will provide brief descriptions of all the sub-menus in Student > Course Enrolment > Course. |
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Menu Option
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Overview
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Search Courses
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Click to move to the COURSE ENROLMENT SEARCH section that allows you to search for all students who are enrolled in a particular course. If the COURSE ENROLMENT SEARCH section does not appear at the top of the page, it means that a student record is currently loaded in the system, and must be unloaded to allow courses to be searched. Refer to the How To Load A Student Record table in the Workflow section below, and use the Actions To Take to load a student record.
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NOTE: Course are listed by program enrolment status sequence id (previously ordered alphabetically) |
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Courses List
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Click to move to the COURSE ENROLMENT LIST section that shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information.
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Add Courses
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Click to move to the QUICK ADD STUDENT COURSE section where you can add minimal details to a course enrolment for a student. The ADD STUDENT COURSE ENROLMENTS section immediately above it, allows you to add sufficient details to make an operationally viable course enrolment record to a student record. Whichever option you choose, you can edit the course enrolment details by clicking on the Edit Details option of the side menu, to ensure that the course enrolment details are complete and that they comply with the requirements of Government reporting.
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Transfer Course
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Click to move to the TRANSFER STUDENT COURSE section where you can change the course enrolment details for a student from one course to another course.
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Edit Details
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Click to move to the COURSE DETAILS section where you can edit the majority of fields that are directly related to a student's course enrolment.
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HEIMS Details
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Click to move to the HEIMS DETAILS section where you can add or edit any of the details required for international students.
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AVETMISS Details
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Click to move to the AVETMISS DETAILS section where you can add or edit any of the details required for VET students.
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Fee Plan
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Click to move to the COURSE FEE PLAN section where you can add or edit any of the details relating to the payment of the course fee.
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Files
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Click to move to the ASSOCIATED FILE ATTACHMENTS section where you can attach any digital file to the student record.
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| title | This section will display a table with Course Enrolment Details Required by the Education Sector. |
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This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.
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Field Name
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Minimal System
Required Fields
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Operational
Fields
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AVETMISS
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HEIMS
Fee-HELP &
HECS-HELP
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HEIMS
PIR
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HEIMS
HDR
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International
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Course Name (E308)
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X
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X
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X
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X
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X
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X
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X
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Course Code (307)
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X
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X
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X
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X
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X
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X
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X
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Start Date (E328)
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X
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X
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X
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X
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X
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X
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End Date
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X
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X
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X
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X
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Full/Part Time (E329)
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X
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X
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X
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X
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X
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Funding Type
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X
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X
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X
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X
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Fee Type (E585)
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X
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X
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X
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X
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X
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Contact Mode (E330)
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X
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X
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X
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X
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X
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X
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Enrolment Status (E490)
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X
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X
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X
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X
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X
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X
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X
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Home Institution
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X
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X
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X
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X
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X
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X
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Commencing Course Identifier
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X
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Concession Type Identifier
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X
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Funding Source - National
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X
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Funding Source - State
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X
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Study Reason Identifier
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X
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HEIMS Student Status (E490)
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X
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X
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X
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X
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HEIMS HELP Eligibility
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X
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X
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Student Admission
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X
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X
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X
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X
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Tertiary Entrance Score (E369)
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X
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X
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X
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HEIMS Request Indicator
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X
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X
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HEIMS Contribution Indicator
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X
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X
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HEIMS Mode Of Attendance (E330)
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X
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X
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X
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X
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HEIMS Type Of Attendance
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X
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X
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X
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X
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HEIMS Residence Indicator
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X
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X
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X
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X
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Year Left School
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X
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X
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Highest Educational Attainment Of Parent 1
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X
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X
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Highest Educational Attainment Of Parent 2
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X
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X
Implications
NOTE: DATA Accuracy and Reporting
Clean, up to date, and accurate data makes reporting to any interested parties easier. It can be very time consuming trying to report data that isn’t accurate or complete. Errors can accumulate making it almost impossible to provide the required data. Please ensure that when entering data into the system – that it is entered in a clean, accurate and timely manner.
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Overview
The student course enrolment is one of the key data (information) related to the student record story in the system - that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant with government reporting, and how-to guides to help with your student course enrolment data processes.
Complexity:
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Key Terms and Concepts
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All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life cycle. For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item
Refer to the table on this Knowledge Base article for a list of some of the commonly used Course Enrolment statuses in Paradigm: Student - Course Enrolment: Commonly Used Course Enrolment Statuses with Descriptions and their TCSI Reporting Value Table |
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These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.
NOTE: The fields mentioned above are located under each student’s Course Enrolment record in the COURSE DETAILS section  |
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The acronym GPA stands for grade point average, which in turn requires the allocation of grade points to each unit enrolment outcome. Specifically, this involves allocating a grade point value (e.g. 5) to a specific letter score (e.g. credit). Australian providers differ on the exact grade point scale to use, but the process is always the same. For comparison, click here: https://en.wikipedia.org/wiki/Academic_grading_in_Australia. Paradigm implements GPA in a way that reflects industry practice. As per the above link institutions may define their own GPA scale by adding the relevant information to the grading schema defined in the interface under SYSTEM > Search Grade Type. Refer to this Knowledge Base article for more details: Search, Add and Edit Grade Items. We expect providers to assign a GPA value to fail and fail equivalent grades. |
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The acronym WAM stands for Weighted Average Mark. The Weighted Average Mark (WAM) is a more precise measurement of your student’s academic performance than the grade point average. This is because it bases the calculation on your actual marks (eg: 78, 63, 50, and so on) and the year level of each base unit. Therefore, the WAM is the average mark you achieve across all completed units in a course, including any failed and repeated units. The WAM is out of 100. WAM is weighted according to the:
Find more information, link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984984/Search+Add+and+Edit+Grades+and+Grade+Types#Weighted-Average-Mark-(WAM) |
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Student > Course Enrolment > Course screen sectionsCOURSE ENROLMENT LISTThe COURSE ENROLMENT LIST section shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information.  SCHEDULED PROGRAM LISTThis section shows all the available Scheduled Programs offered in your business or institution. This section will give you options to enrol on the Scheduled Program and its related Scheduled Units in one click.  ADD STUDENT COURSE ENROLMENTSThis section will let you enrol a student into a Course(s) with other overriding fields that you can set specific to the student’s circumstances when enrolled on that Course. Start and Expected End Date, Enrolment Status, Home Institution, Contact Mode, and Funding Type are just some of the fields that you can set prior to enrolling. The ADD STUDENT COURSE ENROLMENTS allows you to add sufficient details to make an operationally viable course enrolment record to a student record. Whichever option you choose, you can edit the course enrolment details by clicking on the Edit Details option of the side menu, to ensure that the course enrolment details are complete and that they comply with the requirements of Government reporting.  QUICK ADD STUDENT COURSEThis section is where you can add minimal details to a course enrolment for a student. TRANSFER STUDENT COURSEThe TRANSFER STUDENT COURSE section is where you can change the course enrolment details for a student from one course to another course.  COURSE DETAILSThis section is where you can edit the majority of fields that are directly related to a student's course enrolment.  ADMISSION CRITERIADetails of the student’s eligibility when applying to the Course.  HEIMS DETAILSThis section is where you can add or edit any of the details required for international students. AVETMISS DETAILSThis is where you can add or edit any of the details required for VET students.  COURSE FEE PLANThis section is where you can add or edit any of the details relating to the payment of the course fee. ASSOCIATED FILE ATTACHMENTSThis is where you can attach any digital file to the student record against a Course Enrolment.  |
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This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.
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Implications
NOTE:
DATA Accuracy and Reporting
Clean, up-to-date, and accurate data makes reporting to interested parties easier. It can be very time consuming trying to report data that is not accurate or complete. Errors can accumulate, making it almost impossible to provide the required data. Please ensure that when entering data into the system, it is entered in a clean, accurate and timely manner.
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BE ADVISED: To ensure that newly created Unit Enrolment records are correctly reported to TCSI there are now two conditions that must be satisfied:
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WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user. |
Workflow
SEARCH, ADD, EDIT
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Refer to the following options when loading the Student Course Enrolment record in Paradigm:
Refer to the details on this workflow on how to search for a student record in the system. 
To unload a record in the systemYou can either do any of the two options (via Student > Search or Student > Search Course) above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system. The best way to check if there is a student currently loaded in the system is above the Dashboard menu.  Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded].  |
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NOTE: You can follow the same steps above on “
NOTE: For students with two or more Course Enrolment records in the system, click the ACTIONS button against the Course that you want to view the details and select the Edit option.   |
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Refer to the following conditions on how you can load a Student Record in Paradigm:
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INFO: To ensure that newly created Unit Enrolment records are correctly reported to TCSI there are now two conditions that must be satisfied:
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WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user. |
Workflow
Course Enrolment
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NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record. If you are using the Scheduled Program with all the Scheduled Units associated with it, you can refer to this Knowledge Base article: Scheduled Program - Scheduled Units
Load the student's name or number.Info | record. Follow the same instructions as above on how to load the student’s record “
After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side. Enrolling students within Paradigm can be done via the following sections:
QUICK ADD STUDENT COURSE section
In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name.
ADD STUDENT COURSE ENROLMENTS section
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NOTE: You can follow the same steps above on “
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| title | 3. How to Add a Course Enrolment to a Student's Record |
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WARNING: All Higher Education Students must have all the required detail fields completed, as shown in the “Course Enrolment Details Required by the Education Sector” section table above, to ensure a fully compliant and Government reportable student record, even if the student is not accessing the HELP loan system. |
NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record.
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Follow the same instructions as above on how to load the student’s record “
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WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user. |
There are 2 ways [
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You can either do any of the two conditions above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system.
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INFO: The best way to check if there is a student currently loaded in the system is above the Dashboard menu. |
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INFO: Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded]. |
| title | 2. How to Load the Course Enrolment Details Page |
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Field Name | Brief Description |
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Enrol into Courses (s) | Select the Course (s) in which you want the the student to enrol |
Start Date (E534) | Select the appropriate semester start date from the dropdown |
Expected End Date (E592) | The expected semester end date of the student to finish the course. Select the appropriate semester expected end date from the dropdown. e.g. Start Date 2021 Semester 1 will have an Expected End Date of 2023 Semester 2 if the course will run for 3 years to complete, given that the student will study Full Time. |
Enrolment Status | Set this status to Enrolled, if the intention is to enrol the student to the course. Select the other options (Applied, Offered, etc.) as required and as appropriate. |
Home Institution | The Campus where the student will study the course if you have multiple campuses, otherwise, Paradigm will default it to the name of your business or institution if you only have one campus. |
Contact Mode | The student’s preferred contact mode depending on your options (Attending / On Campus, Distance, Online, Flexible Learning, Multi-Mode) |
Full / Part Time | The student’s preferred pace to study the course, either full or part time. |
Funding Type | The student’s eligibility to fund the study, for domestic students (FEE-HELP, HECS-HELP, OSS-HELP), and UPFRONT FEES for international students. |
Fee Type | Select Standard fee for domestic students and International fee for international students (depending on your fee structure, if you are charging a different amount for international students than the domestic ones). |
Agent | This field is applicable if you want to record commission in the system, given that you already have Agents'records in Paradigm. If all are set already, just type the name of the agent and it will prefill the rest of the name based on the initial letters of the agent’s name that you typed in the field (the agent’s name that you want to associate for this course enrolment). |
Fee Payee | If someone is paying on behalf of the student. |
Fee Amount | Total amount the student needs to pay to complete the course of study. |
First Fee Payment Amount | The initial amount the student paid upon enrolment. |
Course Length (weeks) | Duration of the course of study in weeks. |
Terms and Conditions 🔲 | These fields are highly customisable (in an Admin point of view). |
Terms and Conditions Other |
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 Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field). |
  Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs. |
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The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page. You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details which are required for government reporting. |
SCHEDULED PROGRAM LIST section
In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each row.
This section has now an option to enrol on a Scheduled Program and its linked Scheduled Units, see Scheduled Program - Scheduled Units.
NOTE
Creating a course enrolment record via this section (SCHEDULED PROGRAM LIST) will result in a course enrolment record that inherits the fields defined on the scheduled program (as created under Course > Course Offers > Add New Course Offer).
It is very important that you check and verify the fields under the COURSE DETAILS section, edit or update the required fields which are true to the student’s circumstances, and save the course enrolment to apply the changes.
Once this course enrolment has been created, any further changes to the scheduled program will NOT be reflected, or in any way change the values of the course enrolment record that you just added. The changes made to the scheduled program will only reflect to new enrolments (enrolments after the changes to the scheduled program record has been made).
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Info
INFO: The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page.
You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details that are required for this course enrolment for this specific education sector.button on the right of the Scheduled Course or Program that you want the student to enrol on.
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Record
NOTE: Please read carefully the Implications section above when editing or updating any new information to a student record course enrolment.
Follow the same instructions as above on how to load the student’s record “
Other ways to edit the Student’s Course Enrolment Details:
NOTE: Refer to the “Course Enrolment Details Required by the Education Sector” section table above in editing the fields which applies to this student, make sure that you enter all the required information.
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TRANSFER COURSE ENROLMENT RECORDs
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NOTE: Please read carefully the Implications section above before transferring a course enrolment record.
Follow the same instructions as above on how to load the student’s record “
The section will render as shown in the screenshot below with the TRANSFER COURSE AND UNIT ENROLMENTS button disabled when the course enrolments have been reported to TCSI. |
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NOTE: Please read carefully the Implications section above before transferring a course enrolment record. Based on the assumption, that you have a student record [e.g. student course enrolment record created in error] with a course enrolment record that you want to merge with a different student record: Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE.
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| title | 7. Early Exit - How to Transfer a Course Enrolment Record for the same Student
| 1 | Load the RECEIVER student's record
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NOTE:
Please read carefully the Implications section above before transferring a course enrolment record.
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UPDATE STATUSES
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Follow the same instructions as above on how to load the student’s record “
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Progression Fields
Follow the same instructions as above on how to load the student’s record “
 the student.
NOTE: If the Show Login Message option is selected the Student’s access will be suspended and a message asking them to contact Student Services will be displayed. |
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NOTE:
When completing a course it is important that the Course Expected End Date be accurate as the end of the final study period. This date is used to populate the Past Course Completions file (PS) for HEPCAT / TCSI reporting. Without this date the student won’t be reported as part of your Completions data.
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Follow the same instructions as above on how to load the student’s record “
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the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.
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Change the field Expected End Date to any date that is after the Unit enrolment Expected End Date or Grade Release Date, see Publishing Grades. When you change the course enrolment expected end date to a date that is before the Unit enrolment Grade Release Date, you might come across a TCSI Validation [10356] error.
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INFO: The progression status will be displayed in the header in the classic record option. |
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OTHER HOW-TO GUIDEs
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| mark | a Course as Completed in a Student's RecordNOTE: When completing a course it is important that the Course Expected End Date be accurate as the end of the final study period. This date is used to populate the Past Course Completions file (PS) for HEPCAT / TCSI reporting. Without this date the student won’t be reported as part of your Completions data.
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Follow the same instructions as above on how to load the student’s record “
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Info
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The new details for the Course Certificate of Enrolment (CoE) have now been saved to the student's record. |
Related Pages
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