Overview
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Overview
The article outlines detailed workflows on how to use the Units Page in Paradigm. This includes enrolling students into units, withdrawing students from units, deleting units, and transferring units from one course to another. This page also contains the function that allows you to perform bulk actions on selected units. Check the Key Terms and Concepts to learn more about fee types, etc., or you can choose from the list of how-to guides below relating to your concern with unit enrolments.
Complexity
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INFO: If you want to do bulk enrolment of students to Scheduled Units, refer to this knowledge article: How to Bulk Enrol Students to Scheduled Units. |
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how-to guides on any fields and status update updates or change
how-to guides on processes, e.g. enrolment, adding a course, units, etc....
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Using The the “Select Action to perform on Units” Menu
The guides below will help you with some BULK Units Enrolment processes using the Select Action menu:
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AssumptionsThe user has a high level of Academic academic knowledge and understanding of the core, elective, prerequisites, and core-requites units; The user is willing to learn both the Academic and Accounting side sides of the story related to an a unit enrolment; and The user has an understanding of the Australian Tertiary Education System / VET Sector.
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Key Terms and Concepts
Click a term or concept below to learn more about it:
Student > Course Enrolment > Units There are 4 sections to this screen: Units Enrolled by student UNITS ENROLLED BY STUDENT - This is a full list of all of the units that the student has against this course including Scheduled Unit number, Unit Number, Unit Name (Title), Start Date, Census Date, End Date, Status, Institution, Funding type, Mode of Delivery and Class Number. The Units can be edited from here by clicking on the pencil icon or the action menu. These will be addressed further down in this article. You can also perform BULK Actions on unit enrolments as mentioned in the above navigation how-to guides on BULK Units Enrolment processes. Fee Units Enrolled By Student Units Financial Summary Information FEE UNITS ENROLLED BY STUDENT COURSE PRIOR CREDITS TCSI LOAN INFORMATION - The TCSI Student Loans Packet, for students who have accessed HELP loans UNITS FINANCIAL SUMMARY INFORMATION - This section provides an overview of the students student's financials at a glance, Including including total course fee, Amount paid, Total Fees Due, Total Discounts, and total funding. Add Units Via Scheduled Unit Search ADD UNITS VIA SCHEDULED UNIT SEARCH - This Section allows the user to enrol the student into units by passing bypassing all course courses or if the restrict course plan box it is ticked then the course rules will apply.
Unit Fields |
Field Name | Brief Overview |
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Unit Id | The Institution specific unique unit identification code. |
Unit Name | The Specific name of the unit |
Unit Provider | Which institution is offering the unit. |
Unit Keywords | Keywords are buzz words or words associated with the area of study. This can aide in locating a unit in a particular study area / topic /field. |
Start date | What date is the first day of semester / term / delivery period. |
End Date | What date is the last day of semester / term / delivery period. |
Unit Location | At what location is the unit being delivered. |
Restrict Course Plan | This option will restrict what units are displayed according to the course rules or pre-requisites, co-requites, disallowed units, etc. |
Class | The Group , cohort or class name. |
Unit Status | Active Archived Cancelled Confirmed Unconfirmed
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Order By | Unit Code Unit Name Provider Id Status Id Last Modified Date Unit Id
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Field Name | Element Number | Brief Overview |
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Unit Fee | E384 | The amount pre-programmed into the Fees table for units with the Course of Enrolment. |
HEIMS Loan Fee | E529 | The Government charge of 25% of the unit fee for using Fee-HELP. If the student makes any upfront payments the loan fee is 25% of the amount deferred to HELP. |
Amount Received | The total amount received for this unit of study (Fee-HELP+ Upfront Payments+ Subsidy). | Upfront Payment | E381 | Amount paid to the institution and not deferred to help. |
Funding Type | Payment method used for students tuition fees. | Funding Amount | E558 | The Amount deferred to HELP. |
Subsidy Type | Scholarships, discounts or levies paid to the institution for the students tuition. | Subsidy Amount | Scholarships, discounts or levies paid to the institution for the students tuition. | Payment Date | The date payment is received for tuition. | Amount Due | The Current Amount outstanding for the students tuition fees. | HEIMS Student Status | E490 | A code that indicates how a student will be discharging their tuition balance, for example if they are paying upfront or deferring some or all of their tuition fee to the government via a funding scheme. |
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Fee Types and Funding Amounts
Within the Fee and Funding fields there are 5 fields that provide the vital information for the Accounting Section of the System:
Field Name | Brief Description |
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Unit Fee | The Amount Charged for the unit of Study regardless of funding type. |
Amount Received | The Total amount received from all payment methods towards this unit of study. Once all payments types have been received this amount and the unit Fee Amount should be the same, thereby paying off the unit. |
Subsidy Amount* | Any discounts, Scholarships or other fee reduction amounts paid on the students behalf. |
Upfront Payment* | The Amount the student has elected to pay upfront (either as pre-payment or by promised amount). |
Funding Amount* | The Amount the Government is going to pay on the students behalf (excluding any loan fee amounts). |
NOTE:
The HEIMS Loan fee is calculated by percentage of the Unit fee and is reporting as part of HEPCAT / TCSI reporting, this amount is not collected by the institution.
*These fields [referring to the fields with * symbol in the above table] are revenue sources, the sum of these three fields should always equal to the amount received or the Unit Fee.
When entering data into these fields it is important to take into account the funding type. If the Student is upfront the Funding Amount (Fee-HELP/ HECS-HELP) field must be zero.
However if the Student is Fee-HELP/ HECS-HELP, the student can make a partial payment and defer the remainder to HELP.
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Excluded Fields from Transfer Credits between Courses
⬇ Related How-To Guide:
Transfer Units from One Course to AnotherWhen you perform the task of transferring a student’s units from one course to another and you select the bulk select actions ‘Transfer Credit the selected units to the degree’. The following listed fields are excluded from this action:
Label ID | Field Name |
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InvoiceId | read only - system populated field |
invoiceItemSeqId | read only - system populated field |
commissionInvoiceId | read only - system populated field |
commissionInvoiceItemSeqId | read only - system populated field |
commission2InvoiceId | read only - system populated field |
commission2InvoiceItemSeqId | read only - system populated field |
oshcInvoiceId | oshcInvoiceItemSeqId | gradeReleaseDate | Grade Release Date |
TCSI update has added the ability for Paradigm to download the current status of HELP loans received by the Australian Taxation Office (ATO). One way to view this information in Paradigm is using the STUDENT > Course Enrolment > Units screen, see the sample screenshot below:
Image AddedThe loan data is re-downloaded from TCSI every 24 hours for records that meet one of the following criteria:
More information about loan processing, including a list of loan status codes, is available on the TCSI Support website.
ADD UNITS VIA SCHEDULED UNITS SEARCH Fields
Field Name | Brief Overview |
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Unit Id | The Institution specific unique unit identification code. |
Unit Name | The Specific name of the unit |
Unit Provider | Which institution is offering the unit. |
Unit Keywords | Keywords are buzz words or words associated with the area of study. This can aide in locating a unit in a particular study area / topic /field. |
Start date | What date is the first day of semester / term / delivery period. |
End Date | What date is the last day of semester / term / delivery period. |
Unit Location | At what location is the unit being delivered. |
Restrict Course Plan | This option will restrict what units are displayed according to the course rules or pre-requisites, co-requites, disallowed units, etc. |
Class | The Group , cohort or class name. |
Unit Status | Active Archived Cancelled Confirmed Unconfirmed
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Order By | Unit Code Unit Name Provider Id Status Id Last Modified Date Unit Id
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Improved Student Session Enrolments Workflow
The STUDENT > Course Enrolment > Units screen has been upgraded to make it easier to manage student session enrolments in bulk.
Additional functionality has been added to support ad-hoc session enrolments for when a specific student must be enrolled in sessions that would otherwise break the normal session enrolment constraints.
The screen now shows all sessions associated with active unit enrolments in a new section
Staff users may use this new section to perform admin tasks associated with session enrolments across multiple unit enrolments
Staff users may also use this new section to break the normal rules around session group and session class to accommodate unique student requirements
See the sample screenshot below. This section is under the CLASS TIMES of the Student >Course Enrolment > Units screen.
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Field Name | Element Number | Brief Overview |
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Unit Fee | E384 | The amount pre-programmed into the Fees table for units with the Course of Enrolment. |
HEIMS Loan Fee | E529 | The Government charge of 25% of the unit fee for using Fee-HELP. If the student makes any upfront payments the loan fee is 25% of the amount deferred to HELP. |
Amount Received |
| The total amount received for this unit of study (Fee-HELP+ Upfront Payments+ Subsidy). |
Upfront Payment | E381 | Amount paid to the institution and not deferred to help. |
Funding Type |
| Payment method used for students tuition fees. |
Funding Amount | E558 | The Amount deferred to HELP. |
Subsidy Type |
| Scholarships, discounts or levies paid to the institution for the students tuition. |
Subsidy Amount |
| Scholarships, discounts or levies paid to the institution for the students tuition. |
Payment Date |
| The date payment is received for tuition. |
Amount Due |
| The Current Amount outstanding for the students tuition fees. |
HEIMS Student Status | E490 | A code that indicates how a student will be discharging their tuition balance, for example if they are paying upfront or deferring some or all of their tuition fee to the government via a funding scheme. |
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Fee Types and Funding Amounts
Within the Fee and Funding fields there are 5 fields that provide vital information for the Accounting Section of the System:
Field Name | Brief Description |
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Unit Fee | The Amount Charged for the unit of Study regardless of funding type. |
Amount Received | The Total amount received from all payment methods towards this unit of study. Once all payments types have been received this amount and the unit Fee Amount should be the same, thereby paying off the unit. |
Subsidy Amount* | Any discounts, Scholarships or other fee reduction amounts paid on the students behalf. |
Upfront Payment* | The Amount the student has elected to pay upfront (either as pre-payment or by promised amount). |
Funding Amount* | The Amount the Government is going to pay on the students behalf (excluding any loan fee amounts). |
NOTE:
The HEIMS Loan fee is calculated by percentage of the Unit fee and is reporting as part of HEPCAT / TCSI reporting, this amount is not collected by the institution.
*These fields [referring to the fields with * symbol in the above table] are revenue sources, the sum of these three fields should always equal to the amount received or the Unit Fee.
When entering data into these fields it is important to take into account the funding type. If the Student is upfront the Funding Amount (Fee-HELP/ HECS-HELP) field must be zero.
However if the Student is Fee-HELP/ HECS-HELP, the student can make a partial payment and defer the remainder to HELP.
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Excluded Fields from Transfer Credits between Courses
⬇ Related How-To Guide:
Transfer Units from One Course to AnotherWhen you perform the task of transferring a student’s units from one course to another and you select the bulk select actions ‘Transfer Credit the selected units to the degree’. The following listed fields are excluded from this action:
Label ID | Field Name |
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InvoiceId | read only - system populated field |
invoiceItemSeqId | read only - system populated field |
commissionInvoiceId | read only - system populated field |
commissionInvoiceItemSeqId | read only - system populated field |
commission2InvoiceId | read only - system populated field |
commission2InvoiceItemSeqId | read only - system populated field |
oshcInvoiceId | |
oshcInvoiceItemSeqId | |
gradeReleaseDate | Grade Release Date |
destE490 | Student status code |
destCensusDate | HEIMS Census Date |
destLastSubmitted (TCSI) | HEIMS Validation Status |
destLastSubmittedStatus (TCSI) | HEIMS Last Validated |
destUid16 (TCSI) | TCSI Unique Identifier |
commissionPaidProvider | |
eduProviderSalesCommissionRuleId | |
eduUnitFeeId | |
entityExtraValuesId (TCSI) | TCSI UID |
grade | Final Grade Percentage |
crmEntityTypeId | CRM Entity Type Id |
crmEntityId | CRM Entity Id |
externalEntityTypeId | External Entity Type Id |
externalEntityId | External Entity Id |
remoteSmsEntityId | Remote SMS Entity ID |
smsEntityTypeId | SMS Entity Type Id |
smsEntityId | SMS Entity Id |
Read Only | Read Only |
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Implications
NOTE:
When you receive payments from students, do not update the 'Amount Received' field manually. Only update the 'Amount Received' field, when you are not going to record the scholarships as a line item.
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INFO: HEIMS Loan Fee is calculated by percentage of the Unit fee and is reporting as part of HEPCAT / TCSI reporting, this amount is not collected by the institution. Unit Fee should be equal to the sum of these three revenue sources fields [Subsidy Amount, Upfront Payment, and Funding Amount]. Upfront Funding Type, Funding Amount (Fee-HELP/ HECS-HELP) field must be zero. Fee-HELP/ HECS-HELP Funding Type, the student can make a partial payment and defer the remainder to HELP. |
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INFOBE 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 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. It is critically important that providers ensure their Scheduled Unit records have been coded without errors BEFORE creating new student Unit Enrolments as part of an upcoming enrolment period. |
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| title | 1. How to Enrol a Student into a Scheduled Unit - (Add Units Via Scheduled Unit Search) |
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How to Enrol a Student into a Scheduled Unit - (Add Units Via Scheduled Unit Search)NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record.
There are two ways you can enrol a student into scheduled units: (1) via the ADD UNITS VIA SCHEDULED UNIT SEARCH section – refer to the instructions below, and (2) via the Course Plan, refer to the Manage Course Outlines article for the instructions on how you can create or add a Course Plan in Paradigm, and on Student > Course Enrolment > Course Planarticle on how to enrol a student via the Course Plan menu. NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record. The instructions below assume that you have already setup your fee rules before you add any enrolments to your scheduled units. see Unit Fees - Search, Add and Editfor more details on how Paradigm handles fees.
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. 
Enrol a student into a scheduled unit.
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WARNING: It is critically important that your Scheduled Unit records have been coded without errors BEFORE creating adding a new student Unit Enrolments Enrolment (as part of an upcoming enrolment period). |
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.NOTE| Info |
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INFO: The UNITS ENROLLED BY STUDENT Form section will return an empty list if the student is new and has not been enrolled to any scheduled units before. |
See Student > Course Enrolment > Course – HOW TO Add a Course Enrolment to a Student’s Record article if this is the case. Once the Units page has been loaded, scroll down to the bottom of the page and look for the ADD UNITS VIA SCHEDULED UNIT SEARCH Form section. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria) and click the restrict Course Plan option if required. By checking the Restrict Course Plan checkbox, only the scheduled units which are added to your Course Plan will be included in the search result along with your other criteria. NOTE: It is highly recommended that you do the search by Start and End Date or Semester dates, that way, only scheduled units that are created within those dates will return in your search. If not set, it will use the default dates set in the Time Period Configuration: SEARCH_SCHD_UNT_DATE After you apply your filters, click the SEARCH SCHEDULED UNIT button. Image Added| Info |
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INFO: You can further narrow down your search by typing more filters on the Search Box (very useful if you have lots of scheduled units for that semester), just on the left side above the results table. e.g. typing the initials of the Unit Id, ‘BEM’. |
 Image Added After clicking the SEARCH SCHEDULED UNIT button, a table will appear at the bottom of the page with all the possible lists of the Scheduled Units you’ve searched. Click on either the ➕ Add Unit icon (if only one unit is required) or the ☑ Checkboxes next to all of the required units. After checking all the units that you are intending the student to be enrolled in, click the ENROL INTO SELECTED SCHEDULED UNITS button. Image Added
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| title | 1.1. How to Manage Session Enrolments |
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| How to Manage Session Enrolments Paradigm has now an expanded workflow for managing session enrolments as an ADMIN. The screen now shows all sessions associated with active unit enrolments in a new section Staff users may use this new section to perform admin tasks associated with session enrolments across multiple unit enrolments Staff users may also use this new section to break the normal rules around session group and session class to accommodate unique student requirements
With the student record loaded in the system, choose Student > Course Enrolment > Units menus on the side. Go to the CLASS TIMES section.This screen shows the breakdown of all the sessions associated with the student’s currently enrolled units. NOTE: The number of sessions available on each scheduled unit is dependent on how each of your scheduled units' sessions is configured. Select the required sessions you want the student to be enrolled into. After selecting the required sessions, click the UPDATE SESSION ENROLMENTS button.  Image Added| Tip |
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The student’s unit enrolments sessions is/are now updated accordingly. |
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| title | 1.2. How to Update Session Enrolments |
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| How to Update Session Enrolments Paradigm has now an expanded workflow for managing session enrolments as an ADMIN. The screen now shows all sessions associated with active unit enrolments in a new section Staff users may use this new section to perform admin tasks associated with session enrolments across multiple unit enrolments Staff users may also use this new section to break the normal rules around session group and session class to accommodate unique student requirements
Once the Units page has been loaded, scroll down to the bottom of the page and look for the ADD UNITS VIA SCHEDULED UNIT SEARCH Form section. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria) and click the restrict Course Plan option if required. With the student record loaded in the system, choose Student > Course Enrolment > Units menus on the side. Find the target unit enrolment(s), click on the ACTIONS button, and select the Session Enrolment from the dropdown. After you applied your filters, click the SEARCH SCHEDULED UNIT button.Image Removed Find the target unit enrolment(s), click on the ACTIONS button, and select the Session Enrolment from the dropdown.  Image Added After clicking the SEARCH SCHEDULED UNIT button, a table will appear at the bottom of the page with all the possible list of the Scheduled Units you’ve searched. Click on either the ➕ Add Unit icon or the ☑ Check boxes next to all of the required units (or click on the 📝 Pencil icon if only one unit is required) Scroll to the Class Times section, tick/untick the selection subject to each individual circumstance. After checking all the units that you are intending the student to be enrolled in, click the ENROL INTO SELECTED SCHEDULED UNITS Click the UPDATE SESSION button. Image RemovedImage Added| Info |
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INFO: Click the ENROL SELECTED SCHEDULED UNITS AS EXEMPT button if you are enrolling a student to Recognise Prior Learning (RPL)| Tip |
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The student’s unit enrolments sessions is/are now updated accordingly. |
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| title | 2. How to Delete Units from a Student Record |
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How to Delete Units from a Student Record| Warning |
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WARNING: Ensure the user understands You have to make sure that you understand your institution's policy on removing units before deleting any units, as once this process has been done, it can't be reversed. |
Load the student’s record.
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.
Delete units from the record.
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. Select the unit/s to delete, click the ACTION button on the right of each unit, and then select the Delete Unit Enrolment option.
After clicking the Delete Unit Enrolment option, a pop-up message will appear on top of the screen (the same as the screenshot below), click OK to proceed. | Info |
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INFO: A SUCCESS message (the same as below) will appear on top of the page if the deletion of the unit/s was/were indeed successful. |
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| title | 5. How to Hide Units on a Transcript (Single) |
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| How to Hide Units on a Transcript (Single)
Load the student’s record.
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.
Hide units on a transcript (single).
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. Look for the unit/subject where you want to hide on the transcript. 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.  Go to the Academic Outcomes section of the page , and select Hidden from the drop-down list under the Appear On Transcript: field, (alternatively select visible to reveal a unit). After selecting Hidden from the Appear on Transcript: field, click the SAVE UNIT ENROLMENT button to hide the unit/s on the transcript. 
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| title | 6. How to Set or Pay a Unit Payment to Full Scholarship |
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| How to Set or Pay a Unit Payment to Full Scholarship
Load the student’s record.
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.
Set/pay the unit payment to a full scholarship.
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. Look for the unit/subject where you want to set/pay the unit payment to a full scholarship. 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. Go to the FINANCIAL INFORMATION Form section of the page, and edit the following fields: Select subsidy type from the list: select the subsidy type drop-down list depending on the student’s current subsidy type.The Subsidy Type: field on the left will be pre-filled depending on what subsidy type you’ve chosen. | Info |
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INFO: If the scholarship or subsidy type applicable for this student is not in the drop down list, or you want to create a new scholarship or subsidy type for this student, refer to the System > Search, Add and Edit Code Item – B. Add a Code Item article. Code Type Id to be searched is “SCHOLARSHIP_TYPE”. After adding the code, the new code will now appear in the drop down list under the Select subsidy type from list: field in the Course Enrolment page. |
Subsidy Amount: Copy the Unit Fee Amount to the Subsidy Amount field.  After setting the fields above, go to the Accounting section below , and enter the Payment Date using the date picker. Click the SAVE UNIT ENROLMENT button to apply the changes.
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| title | 7. How to Record a Payment for Fee-HELP deferring entire tuition amount |
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How to Record a Payment for Fee-HELP deferring entire tuition amount| Note |
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BE ADVISED: Do not enter the dollar symbol $ into any of the fields. These are numerical fields only. If a payment field is blank the record will not save. Record a zero payment (0.0) or the system will indicate invalid value.
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NOTE: To pay off a unit, the paid upfront+ funding amount paid + scholarship amount = Unit fee. These fields will auto calculate when the save button is clicked. Unit fees are inserted from the Fees table when the student is enrolled into the unit. Do not manually edit this field.
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.
Record a payment for “Fee-HELP deferring entire tuition amount”.
On the Student Summary page, scroll down and look for the COURSE ENROLMENTS Form section. Click the ACTION button next to the required course, and then select the Academic Record option from the drop-down list.
After selecting the Academic Record option, a table with a list of all the units enrolled by the student will be displayed. Click the 📝 EDIT button next to the required unit. 
The 📝EDIT button will open the UNIT DETAILS page of the student. Scroll down, and look for the FINANCIAL INFORMATION Form section. Change the Funding Type: field to FEE-HELP.
After changing the funding type, go to the HEIMS INFORMATION Form section which is just below the Financial section. Change the Student status code: field to “DEFERRED ALL OR PART OF AWARD OR ENABLING COURSE TUITION FEE THROUGH FEE-HELP”. Click the SAVE UNIT ENROLMENT button to apply the changes.
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INFO: If the Student is an Undergraduate student the HEIMS loan fee will automatically calculate to 25% of the Unit Fee and the Funding Amount will auto populate from the Unit Fee. After the HEPCAT (TCSI) reporting requirements have been fulfilled, the Amount received can be entered in full to pay off the unit. |
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| title | 8. How to Record a Part Payment for a Fee-HELP Deferring Student |
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How to Record a Part Payment for a Fee-HELP Deferring Student| Info |
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INFO: If the Student is an Undergraduate student the HEIMS loan fee will automatically calculate to 25% of the Unit Fee that is deferred to Fee-HELP and the Funding Amount will auto populate for the remaining Unit Fee. After the HEPCAT / TCSI reporting requirements have been fulfilled the Amount received can be entered in full to pay off the unit. |
Load the student’s record.
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.
Record a part payment for a Fee-HELP Deferring student.
On the Student Summary page, scroll down and look for the COURSE ENROLMENTS Form section. Click the ACTION button next to the required course, and then select the ACADEMIC RECORD option from the drop-down list.
After selecting the Academic Record option, a table with a list of all the units enrolled by the student will be displayed. Click the 📝 EDIT button next to the required unit.
The 📝EDIT button will open the UNIT DETAILS page of the student. Scroll down, and look for the FINANCIAL INFORMATION Form section. Update the following fields: Upfront Payment: Enter the payment amount here. Funding Type: Set this field to FEE-HELP. Payment Date: The date the payment is received.
After updating the financial information section, go to the HEIMS INFORMATION Form section which is just below the Financial section. Change the Student status code: field to “DEFERRED ALL OR PART OF AWARD OR ENABLING COURSE TUITION FEE THROUGH FEE-HELP”. Click the SAVE UNIT ENROLMENT button to apply the changes.
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| title | 9. How to Record a Payment for an Upfront Paying Student |
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How to Record a Payment for an Upfront Paying StudentNOTE: The following instruction is based on the assumption that you do not use Accounting module in Paradigm.
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.
Record a payment for an upfront paying student.
On the Student Summary page, scroll down and look for the COURSE ENROLMENTS Form section. Click the ACTION button next to the required course, and then select the Academic Record option from the drop-down list.
After selecting the Academic Record option, a table with a list of all the units enrolled by the student will be displayed. Click the 📝 EDIT button next to the required unit. Image Removedbutton next to the required unit. Image Added The 📝EDIT button will open the UNIT DETAILS page of the student. Scroll down, and look for the FINANCIAL INFORMATION Form section. Update the following fields: Upfront Payment: Enter the payment amount here. Funding Type: Set this field to UPFRONT FEES. Payment Date: The date the payment is received. Image Added
The 📝EDIT button will open the UNIT DETAILS page of the student. Scroll down, and look for the FINANCIAL INFORMATION Form section. Update the following fields: After updating the financial information section, go to the HEIMS INFORMATION Form section which is just below the Financial section. Change the Student status code: field to “PAID FULL AWARD OR ENABLING COURSE TUITION FEE”. Upfront Payment: Enter the payment amount here. Funding Type: Set this field to UPFRONT FEES. Click the SAVE UNIT ENROLMENT button to apply the changes. Image Added
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INFO: The HEIMS loan fee field and Funding Amount Fields will auto calculate to zero. |
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| title | 10. How to Apply a Scholarship/ "Discount"/ Subsidy Amount to a Student Record |
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| Green | C | Payment Date: The date the payment is received.Image Removed
Green6 | After updating the financial information section, go to the HEIMS INFORMATION Form section which is just below the Financial section. Change the Student status code: field to “PAID FULL AWARD OR ENABLING COURSE TUITION FEE”. Click the SAVE UNIT ENROLMENT button to apply the changes.Image Removed
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INFO: The HEIMS loan fee field and Funding Amount Fields will auto calculate to zero.How to Apply a Scholarship - Discount - Subsidy Amount to a Student RecordNOTE: If you are not going to record the scholarships as a line item, update the Amount Received field to match with the scholarship amount field.
Refer to the knowledge article below on how to apply a scholarship, discount, subsidy amount to a student record:
https://silverband.atlassian.net/wiki/spaces/PKB/pages/984715/Single+Unit+Enrolment+Details#HOW-TO-Add-Subsidies-or-Scholarships
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| title | 1011. How to Apply a Scholarship/ "Discount"/ Subsidy Amount to a Student RecordEnter a Final Grade |
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RedFees 10How to Apply a Scholarship - Discount - Subsidy Amount to a Student RecordNOTE: If you are not going to record the scholarships as a line item, update the Amount Received field to match with the scholarship amount field.Enter a Final Grade
Refer to the knowledge article below on how to enter a final grade without publishing it. https://silverband.atlassian.net/wiki/spaces/PKB/pages/984715/Single+Unit+Enrolment+Details#HOW-TO-Enter-Final-Grades
Refer to the knowledge article below on how to apply a scholarship, discount, subsidy amount to a student record:enter a final grade and publish it. https://silverband.atlassian.net/wiki/spaces/PKB/pages/984715/Single+Unit+Enrolment+Details#HOW-TO-Add-Subsidies-or-ScholarshipsPublish-Grades
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Using The “Select Action to perform on Units”Menu
The guides below will help you with some BULK Units Enrolment processes using the Select Action menu:
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| colour | Green| title | 11. How to Enter a Final Grade |
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grades | 11. | How to Enter a Final GradeRefer to the knowledge article below on how to enter a final grade without publishing it.
https://silverband.atlassian.net/wiki/spaces/PKB/pages/984715/Single+Unit+Enrolment+Details#HOW-TO-Enter-Final-Grades
Refer to Transfer Units from One Course to Another
NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record.
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BE ADVISED: Following the below instruction, the selected units can be transferred from one course to another one. This action can also be performed from the Course screen but will transfer all units from one course to another. This set of steps assumes that the course that the units are going to has already been established / setup in the students course record. |
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INFO: Check the knowledge article below on how to |
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The guides below will help you with some BULK Units Enrolment processes using the Select Action menu:
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| title | 12. Transfer Units from One Course to Another |
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Transfer Units from One Course to AnotherNOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record. | Note |
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BE ADVISED: Following the below instruction, the selected units can be transferred from one course to another one. This action can also be performed from the Course screen but will transfer all units from one course to another. This set of steps assumes that the course that the units are going to has already been established / setup in the students course record. |
Load the student’s record.
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.  Image AddedNOTE: Paradigm by default will load the current Course Enrolment that has an Enrolled status. Before you proceed to the instructions below, make sure that the current Course Enrolment loaded in the system is the [Old] Course where the units you want to transfer belong. To load the [Old] Course Enrolment, in the Summary screen, click the ACTIONS button against the Course under the COURSE ENROLMENTS section and click the Edit Course Enrolment option.
Load the student’s record. 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. Image Removed Transfer units from one course to another Transfer units from one course to another.
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WARNING: Before you proceed to the instructions below, as mentioned in the above assumption in this section, make sure that you have already enrolled the student in the Course where you want to transfer the units. If this is not the case yet, refer to the instructions on this workflow: How to Add a Course Enrolment to a Student’s Record. |
After loading the student’s record with the Course Enrolment that you want to transfer (given that the student is also already enrolled in the New Course where the units are to be transferred), 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. Select all the units you want to transfer, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – if you want to transfer all the units on the list. 
Scroll down, click the Select Action to perform on Units drop-down list, and select your preferred transfer option. See below for a brief overview of each transfer option. | Status |
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titleA. Transfer Selected Unit to the degree – This option will copy the selected units to the new degree, where the new unit gets the status of the old unit (e.g. Completed), and the old unit gets the status of "Transferred".status
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B. Transfer Selected units to the degree with no-fee checking – This option does the same function as the above, however, it does not check the fee rules and scheduled unit fees.| Status |
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titleunit fees.C.Transfer Credit to the selected units to the degree - choose this option when you do not need to report the transferred unit enrolment to the government via TCSI. The government only wants to know the credit in the form of a credit packet reported against the course enrolment. The prior credit sub-packet will be created automatically when selecting this option on the Student TCSI Edit screen that belongs to the new course.
This option will copy the selected units to the new degree (course), where the old unit remains unchanged and the new unit has the status set to "transferred credit", and all of the fee fields are set to '0.00'.
After selecting your transfer option, a Course drop-down list will appear below. Select the [New] Course where you want all the units to be transferred to, and choose the values for the Credit Basis E561 and Credit Provider E566 fields, and then click the SUBMIT button.
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INFO: Check the Success message (that would look like as the below screenshot) to ensure that the units have been successfully transferred to a course. |
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| title | 13. Delete Multiple Units Using the Action Menu |
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Delete Multiple Units Using the Action Menu
Load the student’s record.
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.
Delete all the units you want to delete from the record.
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. Select all the units you want to delete, by ☑ checking the checkboxes on the right of each unit, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to delete all the units on the list. 
Scroll down, and look for the Select Action to perform on Units dropdown menu. Select Delete selected units from the list, and then click the SUBMIT button.
After clicking the SUBMIT button, a message will pop up to verify and confirm the deletion action. Click YES to proceed.
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INFO: After clicking YES, an info message (the same as below) will appear on top of the page to give you the success status of the deletion. |
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| title | 14. Add a Note to Selected Units in Bulk |
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Add a Note to Selected Units in Bulk
Load the student’s record.
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.
Add the notes to selected units in bulk.
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. Select all the units you want to add the notes to selected units in bulk, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is, if you want to add the notes to all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Add note to selected Units option. After selecting the Add note to selected Units option, click the SUBMIT button.
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INFO: Check the Success message to ensure that the notes have been successfully added. |
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| title | 15. Hide Units on a Transcript (Bulk) |
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Hide Units on a Transcript (Bulk)
Load the student’s record.
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.
Hide the units on a transcript in bulk.
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. Select all the units you want to to hide on the transcript in bulk, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to hide all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Update Appear on Transcript for the selected units option.
After selecting the Update Appear on Transcript for the selected units option, the Visibility Status field will appear below. Select Hidden from the drop-down list, (alternatively, select visible to reveal the units). Click the SUBMIT button to hide the units on the transcript.
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INFO: Check the Success message to ensure that the changes have been successfully applied. |
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| title | 16. Convert Upfront Units to Fee-HELP |
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Convert Upfront Units to Fee-HELP
Load the student’s record.
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.
Convert upfront units to Fee-HELP.
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. Select all the units you want to convert upfront units to Fee-HELP, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to convert all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Convert selected units to Fee Help option. Click the SUBMIT button after selecting the option.
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INFO: Check the Success message (that would look like as the below screenshot) to ensure that the units have been successfully converted. |
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| title | 17. Convert Fee-HELP Units to Upfront Payment |
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Convert Fee-HELP Units to Upfront Payment
Load the student’s record.
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.
Convert Fee-HELP units to Upfront Payment.
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. Select all the units you want to convert Fee-HELP units to an upfront payment, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to convert all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Convert selected units to Upfront Fees option. Click the SUBMIT button after selecting the option.
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INFO: Check the Success message (that would look like as the below screenshot) to ensure that the units have been successfully converted. |
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| title | 18. Apply a Subsidy and Subsidy Amount to Selected Units in Bulk |
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Apply a Subsidy and Subsidy Amount to Selected Units in Bulk
Load the student’s record.
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.
Apply the subsidy and subsidy amount to selected units in bulk.
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. Select all the units you want to apply the subsidy and subsidy amount to selected units in bulk, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to update all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Apply a subsidy and subsidy amount to each of the selected units option.
After selecting the Apply a subsidy and subsidy amount to each of the selected units option, the Subsidy Amount and Subsidy Type fields will appear below. Enter the subsidy type to be applied, and the dollar amount to be applied (do not enter a $ symbol), and then click the SUBMIT button.
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INFO: Check the Success message to ensure that the subsidy amount, and the subsidy type have been successfully updated. |
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| title | 19. Convert Selected Units to Paid |
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Convert Selected Units to Paid
Load the student’s record.
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.
Convert units to paid PAID.
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. Select all the units you want to convert to paid, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to convert all the units on the list to paid PAID.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Confirm that all unpaid unit enrolments have been paid option. After selecting the Confirm that all unpaid unit enrolments have been paid option, click the SUBMIT button.
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INFO: Check the Success message to ensure that all units selected have been successfully updated. |
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| title | 20. Update Unit Enrolments Status (E490) to Selected Units in Bulk |
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Update Unit Enrolment Status (E490) to Selected Units in Bulk
Load the student’s record.
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.
Update unit enrolment status (E490) to selected units in bulk.
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. Select all the units you want to update unit enrolment status (E490) to selected units in bulk, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to update all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Update Student Status for the selected units option.
After selecting the Update Student Status for the selected units option, an Enrolment Status drop-down list will appear below. Select the required E490 Fee status from the drop boxdropbox, and then click the SUBMIT button.
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INFO: Check the Success message to ensure that the units have been successfully updated. |
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| title | 21. Update Grade Descriptions to Selected Units in Bulk |
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| title | grades >> |
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Update Grade Descriptions to Selected Units in Bulk
Load the student’s record.
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.
Update grade descriptions to selected units in bulk.
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. Select all the units you want to update grade descriptions to selected units in bulk, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to update all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the Update grade description for the selected units option.
After selecting the Update grade description for the selected units option, a Grade drop-down list will appear below. Select the required grade from the drop boxdropbox, and then click the SUBMIT button.
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INFO: Check the Success message to ensure that the unit grades have been successfully updated. |
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| title | 22. Update Advanced Standing Set Fee Fields to 0 and Update Grades |
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| title | grades >> |
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Update Advanced Standing Set Fee Fields to 0 and Update Grades
Load the student’s record.
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.
Update advanced standing set fee fields to 0 and update grades.
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. Select all the units you want to update, by ☑ checking the checkboxes on the right, or you can ☑ the checkbox in the header column to select all the units – that is , if you want to update all the units on the list.
Scroll down, click the Select Action to perform on Units drop-down list, and select the "Update Advanced Standing set fee fields to 0 and update grades" option.
After selecting the option above, the Enrolment Status, Grade, Credit Provider (E566), and Credit Basis (E561) fields will appear below. Select all the required fields. Click the SUBMIT button to apply the changes
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INFO: Check the Success message to ensure that the changes have been successfully applied. |
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