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Overview

Withdrawing a Unit Enrolment requires a correct unit enrolment of study status code and other financial information to be properly reported to the government, and the deletion of a Unit Enrolment necessitates caution. This knowledge article will guide you on how to withdraw students from each unit enrolment before and after the Census Date, when - and how to delete unit enrolment safelydelete unit enrolments safely and how to withdraw students from unit enrolments in different circumstances.

Complexity:

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titleMapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values

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Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values

Changing the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355).

When processing unit enrolment withdrawal, it is important to report the right E355 value to TCSI depending on the student’s reasons for withdrawing the enrolment.

Read More:

Related Workflow: How to Map a Status Item in Paradigm to TCSI Allowable Values

Workflow

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Workflow

Deleting Unit Enrolments scenarios

Note

BE ADVISED:

Before following the deleting of unit enrolments instructions below, it is assumed that the unit enrolments are not yet invoiced, that you are aware of the implications when deleting units and that the record will be completely removed from both TCSI and Paradigm after clicking the Delete Unit Enrolment button.

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titleAdministrative Error - do not retain a record of what happened

Administrative Error - do not retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record within Paradigm and TCSI.

There are different ways you can delete unit enrolments in Paradigm:

Note

BE ADVISED:

Deleting unit enrolments with the methods below will completely remove the record from both TCSI and Paradigm.

A. Per Unit Enrolment Record

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

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3. With the Unit Enrolment page loaded, click the DELETE UNIT ENROLMENT button. Again, clicking this button

Recommended Workflow:

Load the unit enrolment and click the “DELETE UNIT ENROLMENT” button. This will remove the record from both TCSI and Paradigm.

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B. via the Units page

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side.

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C. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

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3. After selecting all the units that you want to delete, go to the For the step-by-step instructions of the recommended workflow and for other ways of deleting unit enrolments in Paradigm, refer to this How-To Guide: How to Delete Unit Enrolment records in Paradigm and TCSI

below and select the Delete selected units option, and click SUBMITImage Removed

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Withdraw Before Census Date

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titleAdministrative Error - retain a record of what happened

Administrative Error - retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm.

There are different ways you can delete records from TCSI within Paradigm:

NOTE:

Deleting unit enrolments with the methods below

Recommended Workflow:

Load the unit enrolment and click the “DELETE FROM TCSI” button. This will remove the record from TCSI and make the record in Paradigm read-only and also set the unit enrolment status to

“TCSI Deleted”

“TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record.

A.

For the step-by-step instructions of the recommended workflow, refer to this How-To Guide: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

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3. With the Unit Enrolment page loaded, click the DELETE FROM TCSI button. Again, clicking this button will remove the record from TCSI and make the record in Paradigm read-only, and also set the enrolment status to “TCSI Deleted”

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B. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

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3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete unit enrolments from TCSI option, and click SUBMIT

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titleWithdraw Before Census Date

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titleInternal Course Transfer - taking the same scheduled unit in both courses

Internal course transfer where the student is taking the same scheduled unit in both courses

When a student undertakes an internal course transfer, where they are undertaking the same unit in both courses, then care must be taken to avoid triggering a duplicate record TCSI validation error. This applies when the student has one or more units.

Recommended Workflow:

The recommended workflow is to trigger a “TCSI Delete” (using the DELETE FROM TCSI button) on the unit enrolment from the original course, prior to creating the unit enrolment in the new course. Do not attempt to transfer the unit enrolment directly between course enrolments within Paradigm as that is likely to just trigger multiple validation errors.

If you happen to transfer already the units, manually mark each of the units under the new course as RPL/Exempt/Credit. This is most efficiently done via the screen located: Student > Course Enrolment > Units section of Paradigm. Refer to the instructions found in this Knowledge Base article workflow: Processing RPL or Credit with an existing unit enrolment

Raise a ticket if the above solutions are not applicable to your case.

Related Workflow: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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Withdrawing Unit Enrolments scenarios

NOTE:

Before following the withdrawal of unit enrolments instructions below, it is assumed that your Unit Enrolments Status codes in Paradigm have already been mapped to the TCSI Unit of Study Status Code (E355) allowable values. Read more here.

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titleWithdraw the student without a penalty (e.g. pre-census)

Withdraw the student without a penalty (e.g. pre-census)

For a scenario like a student legitimately enrolling into a unit and then deciding to withdraw, update the unit enrolment status to an option that reports a TCSI E355 value of:

  • “Withdrew without academic penalty (1)”; or

  • “Withdrew due to medical reasons“(6).

You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to this Knowledge Base article for more details.

Workflow:

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date

Related Workflow: Cancelling an Invoice

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titleWithdraw

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the student with a penalty (e.g. post census)

Withdraw the student with a penalty (e.g. post census)

A late withdrawal penalty normally applies to students that withdraw from their studies after the census date has passed. Update the unit enrolment status to an option that reports a TCSI E355 value of “Failed (2)”. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code. Refer to this Knowledge Base article for more details.

Note

BE ADVISED:

As the student has withdrawn post census date, the student is still liable for the full unit fees. Please ensure that the Unit Fee, Funding Type and HEIMS Loan Fee remain intact for reporting purposes.

Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi

Workflow:

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit After Census Date

Related Workflow: Cancelling an Invoice

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Student enrols into a unit with a unit fee of $2,300.00 and elects to defer the full amount via FEE-HELP.

Refer to the following dollar amount against each field:

  • Unit fee = $2,300.00

  • Funding Amount = $2,300.00

  • HEIMS loan fee = 25% of $2,300.00 = 575.00

  • Upfront Amount = $0.00

  • Scholarship amount = $0.00

  • Amount received = $2,300.00

Note that for FEE-HELP students, the action of raising the invoice will inform the system to copy the value defined in the funding amount field and add it to the value defined in the amount received. This is based on the assumption that the student cannot change their liability and that any amount deferred to the government will be collected without issue.

Example 2 - Fee-Help and Upfront payment

Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000 via FEE-HELP and to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

  • Unit fee = $2,300.00

  • Funding Amount = $1,000 .00

  • HEIMS loan fee = 25% of $1,000.00 = 250.00

  • Upfront Amount = $1,300.00

  • Scholarship amount = $0.00

  • Amount received = $1,300.00

Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged.

Example 3 - Upfront payment only

Student enrols into a unit with a unit fee of $2,300.00 and elects to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

  • Unit fee = $2,300.00

  • Funding Amount = $0.00

  • HEIMS loan fee = $0.00

  • Upfront Amount = $2,300.00

  • Scholarship amount = $0.00

  • Amount received = $0.00

Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged.

Example 4 - Fee-Help, Scholarship and Upfront payments

Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000.00 via FEE-HELP, receives a $1,000.00 scholarship from the provider, and elects to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

  • Unit fee = $2,300.00

  • Funding Amount = $1000.00

  • HEIMS loan fee = $250.00

  • Upfront Amount = $300.00

  • Scholarship amount = $1000.00

  • Amount received = $2000.00

Note: the amount received above is at the moment of the invoice being generated. The scholarship amount field is treated to a similar set of assumptions as to the funding amount field in that it is assumed any debt deferred to the Provider in the form of a scholarship will be discharged without issue. At the moment of the invoice being generated the system will take the sum of the scholarship amount and the funding amount and add them to the amount received field. If there is a remaining balance then the student will need to discharge that via one or more upfront payments that may then be used to pay off the balance of the unit fee debt as defined on the invoice.

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title12. Adding HEIMS Revision or Variation File Details

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How to Add HEIMS Revision or Variation File Details

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Load the student’s record.

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Go to Student > Search > Enter either the student number or name. > Click Search.

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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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Add HEIMS revision or variation file details.

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After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

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Look for the unit/subject where you want to add a HEIMS revision or variation file details. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

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Update any required fields to ensure the correct information is submitted to the government report.

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Go to the HEIMS INFORMATION Form section, and update the following fields:

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HEIMS VARIATION Reason: Select the required reason from the drop-down list.

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HEIMS Revision Number: Select the required revision number from the drop-down.

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Variation Date: Click on the date picker to set the date.

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After updating all the required fields, click the SAVE UNIT ENROLMENT button to apply the changes.

NOTE:

Take note of the Revision Number so that when you are submitting the Revision file to HEIMS, the correct information is submitted.

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Sample Recording of Financial Details with Different Funding Types

Example 1 - Fee-Help only

Withdraw the student and waive the loan debt (e.g. compassionate withdrawal post census)

Withdraw the student and waive the loan debt (e.g. compassionate withdrawal post census)

The Provider may at its own discretion, approve a late withdrawal without penalty on compassionate grounds.

Recommended Workflow:

Update the unit enrolment status to an option that reports a TCSI E355 value of:

  • “Withdrew without academic penalty (1)”; or

  • “Withdrew due to medical reasons (6)”.

You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to this Knowledge Base article for more details.

If the student is a recipient of government funding (field “Funding Amount (E558)” has a value greater than 0.00) then you must also report a value of “Remission due to special circumstances (01)” in the field Variation Reason (E446). This will ensure any debt already forwarded to the Australian Tax Office will be reversed.

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Overview | Deleting Unit Enrolments scenarios | Withdrawing Unit Enrolments scenarios

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