Overview
The student course enrolment is one of the key data (information in your business or institution ) 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 to with government reporting, and how-to guides to help with your student course enrolment data processes.
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Workflow
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Key Terms and Concepts
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| title | Course Enrolment Record Statuses |
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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: How the Paradigm system is configured for your institution; The options that are made available by your institution; and The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.
For more information please contact your "nominated contact person" or other Paradigm expert. |
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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| topCourseSub | topCourseSub | 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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Status CodesAll 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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| Status Codes 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 | Status |
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| title | TCSI REPORTING |
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Commonly Used Course Enrolment Statuses with Descriptions and their TCSI Reporting ValuesRefer 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 back to top |
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| title | Credit Point Calculations |
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Credit Point Calculations
These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment. | Field | Description |
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| 1 | Credit Points Granted | 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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| 2 | Credit Points Earned | Count credit points where the unit enrolment published grade is marked as contributing to credit on the relevant grade schema. |
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| 3 | Credit Points Enrolled | Count credit points where the unit enrolment status is set to "Enrolled (ENROLMENT_ENROLLED)" or "Confirmed (ENROLMENT_CONFIRMED)". |
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| 4 | Total Credit Points | The sum of fields (Credit Points Earned and Credit Points Enrolled) / Credit Points Required field from the base course. |
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NOTE: The fields mentioned above are located under each student’s Course Enrolment record in the COURSE DETAILS section  Image Addedback to top |
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| title | Grade Points Calculations (GPA) |
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Credit Point Calculations 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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Credit Points Earned | 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 | 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 | 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 | The sum of fields (Credit Points Earned and Credit Points Enrolled) / Credit Points Required field from the base course. |
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back to top Grade Points Calculations
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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| title | Weighted Average Mark Calculations (WAM) |
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Grade Points Weighted Average Mark Calculations
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. back to top | Status |
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Weighted Average Mark CalculationsThe 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) back to top |
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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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Student Course Sub-Menus Description |
Menu Option | Overview |
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Search Courses | 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. | Info |
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NOTE: Course are listed by program enrolment status sequence id (previously ordered alphabetically) |
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Courses List | 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 | Click to move to the QUICK ADD STUDENT COURSE section 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:
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 | Student > Course Enrolment > Course screen sections |
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Student > Course Enrolment > Course screen sections
COURSE 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.  Image AddedSCHEDULED 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.  Image AddedADD 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.  Image AddedQUICK ADD STUDENT COURSEThis section is 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. | Transfer Course | Click to move to the TRANSFER STUDENT COURSE
The TRANSFER STUDENT COURSE section is where you can change the course enrolment details for a student from one course to another course.
Edit Details | Click to move to the 
Image AddedCOURSE DETAILS
This section is where you can edit the majority of fields that are directly related to a student's course enrolment.
Image AddedHEIMS Details | Click to move to the HEIMS DETAILS section ADMISSION CRITERIA
Details of the student’s eligibility when applying to the Course.
Image AddedHEIMS DETAILS
This section is where you can add or edit any of the details required for international students.
AVETMISS
DetailsClick to move to the AVETMISS DETAILS section DETAILS
This is where you can add or edit any of the details required for VET students.
Fee Plan | Click to move to the 
Image AddedCOURSE FEE PLAN
This section is where you can add or edit any of the details relating to the payment of the course fee.
FilesClick to move to the ASSOCIATED FILE ATTACHMENTS
section This is where you can attach any digital file to the student record against a Course Enrolment.
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| title | This section will display a table with Course Enrolment Details Required by the Education Sector. |
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Course Enrolment Details Required by the Education Sector
This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes. Minimal System Image Added |
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AVETMISS | HEIMS Fee-HELP & HECS-HELP | HEIMS PIR | HEIMS HDR Image Added |  Image Added | International |
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Course Name (E308) | X | X | X | X | X | X | X |
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Course Code (307) | X | X | X | X | X | X | X |
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Start Date (E328) | | X | X | X | X | X | X |
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End Date | | X | X | X | | | X |
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Full/Part Time (E329) | | X | X | X | X | | X |
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Funding Type | | X | X | X | | | X |
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Fee Type (E585) | | X | X | X | X | | X |
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Contact Mode (E330) | | X | X | X | X | X | X |
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Enrolment Status (E490) | X | X | X | X | X | X | X |
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Home Institution | | X | X | X | X | X | X |
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Commencing Course Identifier | | | X | | | | |
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Concession Type Identifier | | | X | | | | |
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Funding Source - National | | | X | | | | |
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Funding Source - State | | | X | | | | |
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Study Reason Identifier | | | X | | | | |
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HEIMS Student Status (E490) | | | | X | X | X | X |
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HEIMS HELP Eligibility | | | | X | | | X |
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Student Admission | | | | X | X | X | X |
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Tertiary Entrance Score (E369) | | | | X | X | | X |
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HEIMS Request Indicator | | | | X | | | X |
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HEIMS Contribution Indicator | | | | X | | | X |
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HEIMS Mode Of Attendance (E330) | | | | X | X | X | X |
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HEIMS Type Of Attendance | | | | X | X | X | X |
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HEIMS Residence Indicator | | | | X | X | X | X |
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Year Left School | | | | X | | | X |
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Highest Educational Attainment Of Parent 1 | | | | X | | | X |
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Highest Educational Attainment Of Parent 2 | | | | X | | | X |
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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 that is not accurate or complete. Errors can accumulate, making it almost impossible to provide the required data. Please Please ensure that when entering data into the system – that it is entered , it is entered in a clean, accurate and timely manner.
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INFO: To add a Course Enrolment to a Student Record, the Student Record must have been previously created, and the intended Student Record must be currently loaded into the system. |
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INFO: BE ADVISED: To ensure that newly created Unit Enrolment records are correctly reported to TCSI there are now two conditions that must be satisfied: The Base Course record must have already been already reported to TCSI All TCSI Fields must be set on the Scheduled Unit 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. |
Workflow
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Course Enrolment
GuidesSEARCH, ADD, EDIT
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| title | 1. How to Load a Student Course Enrolment Record |
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| How to load a Student Course Enrolment Record Refer to the following conditions on how you can load a Student Record options when loading the Student Course Enrolment record in Paradigm: toc
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NOTE: Refer to this knowledge article Choose Student > Search menus on the side. Enter either the student number or name. Click the SEARCH button.
Refer to the details on this workflow on how to search for a student record in the system
: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985201/Student%2B-%2BSearch%2BAdd%2Band%2BEdit for more details. Go to Student > Search > Enter either the student number or name. > Click Search. Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page. 
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Click the ACTIONS button and choose the Edit Course Enrolment option to load the student record directly into the Course Enrolment page.
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If you know that your student is currently enrolled in a different course.| Info |
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NOTE: Refer to this knowledge article on how to search for a student record in the system: Student - Search Course for more details. |
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Image Added Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page. Image Added In the Student Summary screen, go to the COURSE ENROLMENTS section, click the ACTIONS button against the course record that you want to load, and choose the Edit Course Enrolment option Image Added| Tip |
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The Student’s Course Enrolment record has now been loaded in the system. |
Search by Course
Choose Student > Search Course menus on the side. Select the Course Name > Click the SEARCH COURSE ENROLMENTS button. 
Image Added Filter the list, once you’ve found the student, click the 📝 EDIT button on the right of the student record.
Image Added A list of all the courses the student has been enrolled in or being associated with will appear in the COURSE ENROLMENT LIST Form. Click the ACTIONS button on the right side of the course that you want to edit, and then click the EDIT button.
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The Student’s Course Enrolment record has now been loaded in the system. |
To unload a record in the system
You 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.
Image AddedAnother 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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| title | 2. How to Load the Course Enrolment Details Page |
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How to the Course Enrolment Details PageNOTE: You can follow the same steps above on “ Load a Student Course Enrolment Record” to access the Course Enrolment Details Page. However, if you only have the student record loaded in the system and you decide to edit the student’s course enrolment information, follow the steps below: Image Added
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.  Image Added Image Addedback to top |
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| title | 3. How to Add a Course Enrolment to a Student's Record |
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How to a Course Enrolment to a Student’s Record| Info |
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INFO: To add a Course Enrolment to a Student Record, the Student Record must have been previously created, and the intended Student Record must be currently loaded into the system. |
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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 under the Key Terms and Concepts, 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. 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
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.”
Add the new course enrolment.
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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. |
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 - adding a course enrolment in the fastest way possible by selecting just the Course Name ADD STUDENT COURSE ENROLMENTS section- enrolling students this way will let you choose multiple courses with the same initial default values on Start and Expected End Dates, Enrolment Status, Home Institution, Contact Mode, Full/Part Time, Funding Type, and Fee Type. If the Courses are paid not by units, you can also set the Fee Amount, Course Length in weeks, and the First Fee Payment Amount received from the student. TRANSFER STUDENT COURSE section - For cases where students are transferring to another course, thus, new course enrolment is required. Check the implications before you use this option here. SCHEDULED PROGRAM LIST section - If you are using Scheduled Programs, you can use this section to enrol students into courses. This section is designed so you can link a course to scheduled units and enrol students with one click, see Scheduled Program - Scheduled Units.
QUICK ADD STUDENT COURSE section
In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name. Click the ADD COURSE button. Image Added
ADD STUDENT COURSE ENROLMENTS section
Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Refer to the “Course Enrolment Details Required by the Education Sector” section table above to double-check. The table below will give you a brief description of all the fields you can find when enrolling a student into a course in Paradigm (fields in RED are required). Image AddedField 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 |
Image Removed A list of all the courses the student has been enrolled or being associated to will ENROLMENT button to add the course enrolment, (see the below table for all the add course buttons descriptions). Image AddedUse 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). |  Image Added Image AddedOnly 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 |
Form. Click the ACTIONS button on the right side of the course that you want to edit, and then click the EDIT button . Image Removed
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If the currently loaded student record is not the one you want to add a course enrolment for.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. | Info |
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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]. |
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| title | 2. How to Load the Course Enrolment Details Page |
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How to the Course Enrolment Details PageNOTE: You can follow the same steps above on “ Load a Student Record” to access the Course Enrolment Details Page. However, if you only have the student record loaded in the system and you decide to edit the student’s course enrolment information, follow the steps below:Image Removed 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).
 Image Added After clicking the ADD COURSE button, you have the option to check and edit the COURSE DETAILS section, just below the SCHEDULED PROGRAM LIST section (edit fields that are relevant to the enrolled student’s circumstances) and just click the SAVE COURSE ENROLMENT button to apply the changes. Image Addedback to top |
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| title | 34. How to Add Edit a Student Course Enrolment to a Student's Record |
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03How to GreenAdd a Student Course Enrolment to a Student’s Record| Warning |
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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, completed 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 when editing or updating any new course enrolment information to a student record course enrolment. Follow the same instructions as above on how to load the student’s record “ Load a Student Record.” Add the new course enrolment.| Warning |
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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 [ and ] to add a new course enrolment details to a student record, and you can choose whichever method you prefer. For both cases, with the student record loaded, s record.
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.”
Load the COURSE DETAILS Form.
With the student course enrolment record currently loaded, scroll down to find the COURSE DETAILS Form section of the page or choose Student > Course Enrolment > Course > Add Courses in Edit Details on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE DETAILS Formsection. In the QUICK ADD STUDENT COURSE Form section. In the Enrol Student in the following Course: field, click the drop box to choose the Course Name. Click the ADD COURSE button.Image Removed Move up to the ADD STUDENT COURSE ENROLMENTS Form section that is immediately above the QUICK ADD STUDENT COURSE Form section. Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Edit the fields [you want to edit]. Other ways to edit the Student’s Course Enrolment Details: Student Summary screen > COURSE ENROLMENTS section > Click the ACTIONS button against the Course to be edited and choose the Edit Course Enrolment option. With the student record loaded, choose Student > Course Enrolment > Course menus on the side.
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. Image Removed Image Added | Infotip |
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INFO: The new details for 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 sectornow been saved to the student's record. |
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TRANSFER COURSE ENROLMENT RECORDs
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| title | 45. How to Edit Transfer a Course Enrolment Record for a the same Student's Record |
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| title | 5. How to Transfer a Course Enrolment Record for the same Student04How to Rededit a Course Enrolment Record for a the same Student's Record| Warning |
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WARNING: All Higher Education Students must have all detail fields completed to ensure a fully compliant and reportable student record, even if the student is not accessing the HELP loan system. |
NOTE:
NOTE: Please read carefully the Implications section above when editing or updating any new information to a student record before transferring a course enrolment record.
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.
Load the COURSE DETAILS Form Add the new course.
With the student course enrolment record currently loaded, scroll down to find the COURSE DETAILS With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Edit Details Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE DETAILS Formsection. Edit the fields [you want to edit].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 The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name. Click the SAVE ADD COURSE ENROLMENT button to apply changesadd the new course.Image Removed Image Added
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INFO: The new details for the Course Enrolment have now been saved to the student's record. |
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| Transfer a course enrolment for the same student.
Yellow | 05. | How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record for the same StudentNOTE: Please read carefully the Implications section above before transferring a course enrolment record After adding the course enrolment to a student, move down to the TRANSFER STUDENT COURSE Form section, or choose Student > Course Enrolment > Course > Transfer Course on the side menu.| Status |
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| colour | BlueGreen |
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| title | step 1 |
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Load the student's record. Follow the same instructions as above on how to load the student’s record “ Select the Course the information is being transferred from and the Course the information is being transferred to. The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop down box to choose the Course Name. Click the ADD COURSE button to add the new course.Image Removed Transfer a course enrolment for the same student. After adding the course enrolment to a student, move down to the TRANSFER STUDENT COURSE Form section, or choose Student > Course Enrolment > Course > Transfer Course on the side menu. Select the Course the information is being transferred from and the Course the information is being transferred to| Status |
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| colour | YellowGreen |
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| title | how to |
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Load a Student Record.” The Course Enrolment Details of the student should now be loaded in the system. Add the new course. With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page and find the QUICK ADD STUDENT COURSE Form section of the page or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Formsection. If only the Course information is being transferred click the TRANSFER COURSE DETAILS ONLY button. However, if the Course information and all of the Units associated with the course are being transferred click the TRANSFER COURSE AND UNIT ENROLMENTS button.
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BE ADVISED: The TRANSFER COURSE AND UNIT ENROLMENTS button should only be used when you don’t want the course enrolment record to be reported to TCSI (which in most instances, is for non-FEE-HELP Providers). This button does carbon copy the original course to the new course which leads to duplicate submission to the government perspective. |
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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| title | 6. How To Transfer a Course Enrolment Record to a Different Student Record |
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How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record to a Different Student Record
NOTE: Please read carefully the Implications section above before transferring a course enrolment 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. Load the SOURCE student record.
If only the Course information is being transferred click the TRANSFER COURSE DETAILS ONLY button. However, if the Course information and all of the Units associated with the course are being transferred click the TRANSFER COURSE button. Image Removed
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| title | 6. How To Transfer a Course Enrolment Record to a Different Student Record |
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How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record to a Different Student RecordNOTE: 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. Load the SOURCE student record. Load the Student Record for your SOURCE student number. | Info |
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INFO: You can follow the same instructions as above on how to load the student’s record “ Load a Student Record.” |
Transfer Course from the SOURCE to the RECEIVER.
Once the SOURCE student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. It will then load the COURSE ENROLMENT LIST Form section of your SOURCE student. In the COURSE ENROLMENT LIST Form section, click the ACTIONS button associated with the course you want to transfer. Select the Transfer Course To Person option. Image Added
Load the Student Record for your SOURCE student number. | Info |
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INFO: You can follow the same instructions as above on how to load the student’s record “ After clicking the Transfer Course To Person button, the page will reload, scroll down the page and look for the STUDENT SEARCH Form section.Yellow | how to | Load a Student Record.” Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow].| Status |
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| colour | BlueGreen |
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| title | step 2 |
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Transfer Course from the SOURCE to the RECEIVER. Click the SEARCH STUDENT button after filling out the RECEIVER student details.
Image Added Once the SOURCE student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. It will then load the COURSE ENROLMENT LIST Form section of your SOURCE student. In the COURSE ENROLEMNT LIST Form section, click the ACTIONS button associated with the course you want to transfer. Select the Transfer Course To Person option.Image Removed
After clicking the Transfer Course To Person button, the page will reload, scroll down the page and look for the STUDENT SEARCH Form section. Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow]. Click the SEARCH STUDENT button after filling out the RECEIVER student details.Image Removed After clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER students details and then click the TRANSFER TO STUDENT button, to transfer the course record.
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INFO: After completing these steps, the RECEIVER student record decided above, will now also contain both the SOURCE course enrolment AND any associated SOURCE unit enrolment records. |
Steps to Confirm:
After clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER student's details and then click the TRANSFER TO STUDENT button, to transfer the course record.Image Added
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After completing these steps, the RECEIVER student record decided above, will now also contain both the SOURCE course enrolment AND any associated SOURCE unit enrolment records. |
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| title | 7. Early Exit - How to Transfer a Course Enrolment Record for the same Student for Early Exit |
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| title | 7. Early Exit - How to Transfer a Course Enrolment Record for the same Student| Note |
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BE ADVISED: Providers may find it more convenient and efficient to capture details of early exiting students using the Early Exits section located on the Course Enrolment Graduation screen. The Early Exit section entirely replaces the need to follow the remainder of this workflow. For more information please read: TCSI Early Exit Awards Packet |
How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record for the same Student for Early Exit
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 “ Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.
Add the new course (course for which they will receive full credit recognition for the first course).
Load With the RECEIVER student 's record Navigate to the Student > Course Enrolment > Course option in the menu.course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Formsection. The COURSE ENROLMENT LIST section at the top of the page will show you a list of all course enrolments for this student The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name. Load the Student Record for your SOURCE student number. Click the ADD COURSE button to add the new course.Image Added
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| colour | GreenBlue |
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| title | 5step 3 |
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Navigate Transfer credits to the Student > Student Details > Edit Details > Personal Details option in the menudegree.
In the PERSONAL DETAILS Form section, click the drop-down for Status and change the value to Deleted, to prevent adding future course enrolment records to this student number After adding the new course, choose Student > Summary on the side menu, to show all course enrolments for this student. Click the SAVE STUDENT button.back to top |
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| Scroll down to the COURSE ENROLMENTS Form section and click the ACTIONS button for the original course enrolment and click Edit Course Enrolment. This is the course that contains the units that are to be Transfer Credited to the Early Exit course.Yellow | 07. | How to On the side menu, choose Student > Course Enrolment > Units. This will display a list of all units currently enrolled in that course.Purpletransfer a Course Enrolment Record for the same Student for Early ExitNOTE: Please read carefully the Implications section above before transferring a course enrolment record. Place a ☑ in the box for each unit that has an enrolment status value of Completed.
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| Status |
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| colour | BlueGreen |
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| title | step 1 |
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Load the student's record. Follow the same instructions as above on how to load the student’s record “ At the bottom of the UNITS ENROLLED BY STUDENT list, in the Select Action to perform on Units field, choose the option Transfer Credit the selected units to the degree. 
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Add the new course.| Status |
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| colour | YellowGreen |
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| title | how to |
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Load a Student Record.” The Course Enrolment Details of the student should now be loaded in the system. In the new box that appears and shows Please Select Course, choose the course that you added above, as the Early Exit course, and then click the SUBMIT button.
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On the side menu, choose Student > Course Enrolment > Units. This will display a list of all units currently enrolled in that course With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page and find the QUICK ADD STUDENT COURSE Form section of the page or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Formsection. The QUICK ADD STUDENT COURSE Formsection. In the “Enrol Student in the following Course:“ field, click the drop down box to choose the Course Name. Click the ADD COURSE button to add the new course.Image Removed Transfer credits to the degree. After adding the new course, choose Student > Summary on the side menu, to show all course enrolments for this student. Scroll down to the COURSE ENROLMENTS Form section and click the ACTIONS button for the original course enrolment and click Edit Course Enrolment. This is the course that contains the units that are to be Transfer Credited to the Early Exit course. The first course should reflect that it is no longer an active enrolment. It should be marked with a status that reflects a linked E599 value of [5-Completed but continuing a related course], [6-Transfer to complete a related course], or [7-Transfer to continue a related course] that will be dependent on the institution. The status value will be decided by the Provider for the needs of the institution.
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UPDATE STATUSES
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| title | 8. How to Update the Course Enrolment Status for a Student Record |
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How to the Course Enrolment Status for a Student Record Load the student's record.
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.
Update the course enrolment status.
Place a ☑ in the box for each unit that has an enrolment status value of Completed.Image Removed At the bottom of the UNITS ENROLLED BY STUDENT list, in the Select Action to perform on Units field, choose the option Transfer Credit the selected units to the degree. Image Removed Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student. Image Added
In the new box that appears and shows Please Select Course, choose the course that you added above, as the Early Exit course, and then click the SUBMIT button.Image Removed After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment Status field. Change the Enrolment Status field as required. Load the course enrolment record for the original course, and change the course enrolment status to Withdrawn. You can check the “ Update the Course Enrolment Status for a Student's Record” section above for the steps Click the SAVE COURSE ENROLMENT button to apply the change. Image Added
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The new details for the Course Enrolment have now been saved to the student's record. |
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| title | 89. How to Update the Course Enrolment Status for a Student's RecordProgression Fields |
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08How to the Course Enrolment Status for a Student's RecordProgression Fields Load the student's record.
Follow the same instructions as above on how to load the student’s record “ Load a Student Record.” The Course Enrolment Details of the student should now be loaded in into the system.
Update the course enrolment statusprogression.
Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.
After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment “Progression Status”field. Change Select the Enrolment Status field as requiredrequired option from the drop-down box. Enter the date the progression level was set, in the “Progression Level Date Set:”field. Click the SAVE COURSE ENROLMENT button to apply the changechanges.Image Removed | Info |
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INFO: The new details for the Course Enrolment have now been saved to the student's record Image Added
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The progression status will be displayed in the header in the classic record option. |
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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| title | 910. How to Update the Course Progression Fields Mark a Course as Completed in a Student's Record |
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| 09 the Course Progression FieldsHow to |
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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.
Follow the same instructions as above on how to load the student’s record “
Load a Student Record.” The Course Enrolment Details of the student should now be loaded in into the system.
Update the course progression Mark a course as completed.
Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.Image Removedsection of the student.Image Added
Update the “Expected End Date:”.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.
After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the “Progression Enrolment Status” field. Select the required option from the drop down box. Enter the date the progression level was set, in the “Progression Level Date Set:”fieldChange the Enrolment Status field to Completed. Click the SAVE COURSE ENROLMENT button to apply the changes.Image Removed
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INFO: The progression status will be displayed in the header in the classic record option. |
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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Create a Specialisation Packet [E463] via the Course Enrolment > Student TCSI Edit: COURSE ENROLMENT SPECIALISATION section.
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OTHER HOW-TO GUIDEs
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| title | 1011. How to Mark a Course as Completed in Add a New Certificate of Enrolment (CoE) details to a Student's Record |
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| 10How to | 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. a New Certificate of Enrolment (CoE) details to a Student’s Record Load the student's record.
Follow the same instructions as above on how to load the student’s record “
Load a Student Record.” The Course Enrolment Details of the student should now be loaded in into the system.
Mark a course as completed Edit and Add the CoE details.
Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT Edit COE. It will then load the COURSE ENROLMENT LIST Form section of the student.Image Removed
After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment Status field. Change the Enrolment Status field to Completed. Update the “Expected End Date:”. CERTIFICATE OF ENROLMENT LIST Form section of the student.
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Click the SAVE COURSE ENROLMENT button to apply the changes.
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INFO: After clicking the Edit COE button, click ADD NEW button each time you enter a new CoE record.
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The new details for the Course Certificate of Enrolment (CoE) have now been saved to the student's record. |
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