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Table of Contents

Objective

Upon completion of this KB the user will be able to Search, Add and Edit Course records

Assumptions

The User has the minimum required level to access the Course tab
The User has an understanding of the Australian Tertiary Education System / VET Sector
The User has an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting
The User has an Understanding of HEIMS element numbers

Key terms and concepts

System Required Fields

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Requirements

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Required Fields

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System

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Course ID

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Operationally Viable

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Course Name

Course status

Course provider

Course description

Course level

Course type

Funding type

Course fee

Unit grade type

Assessment grade type

Allow online application

Allow international students

Allow unit enrolment from course plan

All Fields Overview

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Course Id*

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Active
Archived
Virtual

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Elicos
Postgraduate
Undergraduate
VET
Secondary
Non-Award

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Coursework
Research

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UPfront
APA
FEE-HELP
HECS-HELP
IPRS
MCDPRA
OSS-HELP
PELS
RTS

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The dollar amount for a standard units within this Course of Study

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Grade for ELICOS
Possible grades you receive after completing an assessment
Possible grades you receive after completing a Competency
Possible grades you receive after completing a unit
Progression Level for Course

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Grade for ELICOS
Possible grades you receive after completing an assessment
Possible grades you receive after completing a Competency
Possible grades you receive after completing a unit
Progression Level for Course

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Attachments types an applicant is required to include as part of their application into this course of Study

Medical
Assessment Results
Email
Student Academic
Historic Transcripts
Historic Records
No Category
Testamur
Student Correspondence

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Course Letter
Admission
Course Progression
Course AHEGS
VET Fee Help Invoice
Academic Progression
General
No Course Category

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A code which uniquely identifies an enabling course or a course leading to a higher education award.

0000000000 - Not a Course of Study Code
Any text or numbers - A Course of Study Code

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The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study.

00 - Non-Award Course, Cross Provider Program
01 to 99 EFTSL values expressed in tenths (e.g. 4.5 is coded "45")

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A code which identifies the supplementary field of education to which a Combined Course is classified

000000 - Course is not a combined Course or is a non-award course
0100000 to 129999 Field of Education code

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*The Course ID can be an institution specific code (e.g. a course abbreviation) or a system allocated code

Campus File information

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Is the student accessing HECS-HELP (CSP) for this course? If yes what is the average Student contribution about for this Course.

For FEE-HELP providers answer this questions as - 99999 - Not a course with Commonwealth supported places

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What was the lowest ATAR / TER score that was granted entry into this course last year for a student who obtained a HECS-HELP (CSP) place. This only applies where ATAR / TER is the only entrance requirement AND CSP places are offered.

For FEE-HELP providers answer this question as - 0000 - This course is not offered to a CSP

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What was the lowest ITI score (Queensland Scoring System) that was granted entry into this course last year for a student who obtained a HECS-HELP (CSP) place. This only applies where ATAR / TER is the only entrance requirement AND CSP places are offered.

For FEE-HELP providers answer this question as - 0000 - This course is not offered to a CSP

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Does and Admission Centre handle the applications for this course?

If not the reportable value is 'Z'

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The unique provider code allocated to providers that are registered to accept international students.

If not registered for international Student leave it blank.

Implications

Search can be used prior to creating a new Course record to ensure that the Course name / Course Id hasn't be previously used in the system, as well as to view an existing Course record.
For a new course to make use of the course plan units will need to be associated with the Course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.
Editing a Course file should only be done under certain circumstances as it can have impact on historical student enrolments. Any updates need to be updated with HEIMS via the submission of a Course and Campus file set (currently via HEPCAT). If a Course is significantly different (due to re-accreditation) a new Course record should be created and reported to HEIMS (via HEPCAT) prior to enrolling any students in to the new Course

Workflow

How to Search for a Course Record

Click on the Course Tab within the side menu
Click on the Search option in the side menu
Enter the Course Id or Course name into the search fields
For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived
Click on the Search Course Image Removed button
This will return a list of students that meet the searched criteria
To filter the returned options in this box Image Removed above the returned results start typing the Course name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.

How to Create / Add a New Course

Tip
Prior to Creating a new course please ensure that the Course doesn't already exist in the system. Duplicate course records will cause issues both within the system and for Government reporting.

Click on the Courses tab in the side menu
Click on the Add New option in the side menu
Enter the Required data to create the new course.
Click the Save CourseImage Removedbutton.

How to Edit a Course Record

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How to Add a Campus File

These instructions assume that a course has already been created.

There are 2 methods when adding Campus files.

Create one file and update it each each with the new data.
Create a new one each year.

The second option ensures that data is kept so that if HEIMS ask for a previous years campus file / data is it easily retrieved and submitted and ensures that the same data integrity.

Click on the Courses option in the side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search CourseImage Removedbutton.
The required Course has now been loaded.
Scroll down to the Campus where Course is taught section
If the course is offered at multiple locations a Campus file needs to be created for each location.
Click on the drop box - Add the following campus where the course is taught and select location.
Click on the Add CampusImage Removedbutton.
The add campus screen has now been loaded.
Enter in the required data ensuring all required fields have a valid HEIMS compliant response.
Click on the Save Campus Image Removedbutton.

Note
Remember to create a new Campus file for each Location / Course combination

How to add / Edit a Campus file

Click on the Courses option in the Side menu
Click on the search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search course button.
The required Course has now been loaded. Scroll down to the Campus where Course is taught section
If the course is offered at multiple locations a Campus file needs to be created for each location.
Click on the drop box - Add the following campus where the course is taught and select location.
Click on the Add Campus button.
The add campus screen has now been loaded.
Enter in the required data ensuring all required fields have a valid HEIMS compliant response.
Click on the save Campus button.

How to Save an Attachment to a Course Record

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Overview

Courses in Paradigm can be added with all the required and additional fields needed for a course record to meet your business or institution requirements and the government. This knowledge article will give you all the possible details or information you can add to the course record and some of the maintenance processes you can do with courses: Search, Create, Edit, Delete, Duplicate, Add-Edit a Campus File, Save an attachment, and Copy a course outline to another.

Complexity:

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Table of Contents

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Workflow

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Expand

title	Assumptions

Assumptions

You have the minimum required level to access the Courses Menu;
You have an understanding of the Australian Tertiary Education System / VET Sector;
You have an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting; and
You have an understanding of HEIMS Element Numbers.

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title	Key Terms and Concepts

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	KeyTermsAndConcepts
	KeyTermsAndConcepts

Key Terms and Concepts

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Add COURSE Form Fields with Brief Descriptions

NOTE:

The Course Id field can be an institution-specific code (e.g. a course abbreviation) or a system-allocated code. Refer to your business or institution’s standard naming convention.

Fields with * denote required fields when adding a new base course record in the system.

^{ADD NEW COURSE FORM} Field Name	EDIT COURSE DETAILS Section Brief Overview
Course Id*	An abbreviation for the course name or an identifier given by the institution to uniquely identify the course e.g. BArts20. The abbreviation can contain letters and numbers but MUST NOT contain spaces.
Course Name* E308	The full accredited name of the course in which the student enrols. This name will appear on the student's Transcript, Testamur, reports, letters, AHEGS, etc.
Articulation Options (opt-in)	Course(s) that a student can move into at the end of this course e.g. Diploma of Arts can lead to a Bachelor of Arts, or a Bachelor of Arts can lead to a Graduate Diploma of Arts.
Early Exit Options (opt-out)	Course(s) that a student can exit with, should they not want or be able to complete the course. E.g. A student in a Bachelor of Arts can exit after the 8 core units have been successfully completed with a Diploma of Arts.
Course Status*	Active (for a currently used course) Archived (for a Course no longer in use) Virtual
Course Provider*	Institution / Campus where this course is delivered.
Post nominal	The letters placed after a person's name to indicate that that individual holds this particular academic degree e.g. BArts, MBA, etc.
Course Level*	ELICOS Postgraduate Undergraduate VET Secondary Non-Award
Course type*	Coursework Research
HEIMS Undergraduate Loan Fee (%)	Applicable if you have FEE-HELP accreditation. Always check the government website for any changes on the Loan Fee Percentage. 25% - the additional fee / percentage charged by the Government to Undergraduate students who access Fee-HELP loans. This is an additional 25% of the unit charge. Do not include the percentage symbol when entering this data - e.g. 25.0
HEIMS Postgraduate Loan Fee (%)	Applicable if you have FEE-HELP accreditation. Always check the government website for any changes on the Loan Fee Percentage. 0% - the additional charge by the Government to Postgraduate students who access Fee-HELP loans. Do not include the percentage symbol when entering this data - e.g. 0.0
Accredited*	Is this course currently accredited? Yes / No
Accreditation Date	What date does the accreditation for this course commence? e.g. 01/01/2016
Accreditation Due Date	What date will the accreditation for this course cease? e.g. 31/12/2025 Put a value on this field if the Course is expiring to avoid future academic activities on the Course record once it has expired, otherwise, leave it BLANK.
TESQA Accreditation Date	Tertiary Education Quality and Standards Agency Accreditation Information
TESQA Accreditation Date Due
Standard Unit Fee	The dollar amount for a standard unit within this course of study Do not include the dollar symbol when entering this data - e.g. 2500.00
International Unit Fee	Fee amount charged to students designated as international students Do not include the dollar symbol when entering this data - e.g. 3500.00
Admin unit Fee	Any administration fees payable for a unit of study within the course Do not include the dollar symbol when entering this data - e.g. 500.00
Course Fee	The total fees payable to complete this course of study Do not include the dollar symbol when entering this data - e.g. 55000.00
Yearly Course Fee (Full Time)	The cost of one year of full-time study in this course Do not include the dollar symbol when entering this data - e.g. 2000.00
Yearly Course Fee (Part Time)	The cost of one year of part-time study in this course Do not include the dollar symbol when entering this data - e.g. 5500.00
AQF Registered	Is this course of study AQF Registered? Yes / No
Credit Points required	The number of successfully completed points required to complete this course of study e.g. 144
Unit Grade Type	You have the option to choose or define a grade type / schema for each course. Grade for ELICOS Possible grades you receive after completing an assessment Possible grades you receive after completing a Competency Possible grades you receive after completing a unit Progression Level for Course
Assessment Grade Type	Grade for ELICOS Possible grades you receive after completing an assessment Possible grades you receive after completing a Competency Possible grades you receive after completing a unit Progression Level for Course
Program Level No	A numerical value to determine the level of this course e.g. Bachelor’s could be 7 in line with AQF levels or could be 3 if this is the highest level in a nested suite of awards.
Duration (Weeks)	How many weeks of study does it take to complete the entire course? e.g. 104 (2-year course)
Multi-Program Duration	Applicable if you are running Multi-Program for this course record. Please feel free to contact us if you want to discuss more on how this field would apply to your business or institution’s requirements.
Maximum Course Duration	The maximum allowable amount of time/months/years allowed to complete this course of study.
Maximum Participants	Maximum number of students enrolled into any cohort.
Online Enrolment Tuition Balance	The minimum amount of credit or payment for a student to access the Course Plan when enrolling online.
Maximum Credit Points Enrollable	The maximum number of credit points the student can enrol in one study period. E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0
Minimum Credit Points Enrollable	The minimum number of credit points the student can enrol in one study period. E.g. If the Minimum number of units a student can enrol into in one semester is 1 and each unit is worth 6cp the value required is 6.0
Credit Points Per Semester	The standard number of credit points a student can enrol in one study period. E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0
Maximum Elective Credit points	E.g. For a course that has 24 units in total. Of that 24, 8 are core units leaving 16 units as electives. If each unit is worth 6 cp the total is 16 elective units x 6cp per unit = 96.0.
Show Attendance for Course on Student Summary	Display the student's attendance record on the Student's summary screen? - Yes / No If this field is set to YES,this will show you the COURSE ENROLMENT ATTENDANCE SUMMARY section directly under the Student Summary screen. You will see a breakdown of the unit enrolment details (Total Hours Enrolled, Current Attended Hours and Percentage, Projected Attendance Hours and Percentage)
SMS Entity Id	These fields are used for 3rd party software integration to Paradigm. Please contact us if you want to discuss more possible integration when it comes to your Course Record.
SMS Entity Type Id
Remote SMS Entity

^{ADD NEW COURSE FORM} Field Name	COURSE APPLICATION DETAILS Section Brief Overview
Funding Type*	The types of funding available for this course of Study: Upfront fees APA FEE-HELP HECS-HELP IPRS MCDPRA OSS-HELP PELS RTS
ECAF Approved	Is this course approved for the online Electronic Commonwealth Assistance Form? Yes / No Related Page: ECAF
Allow Online Application	If your institution uses the Silverband Online application form, can an applicant apply for this course via that method? - Yes / No
Allow International Students	Can international students apply for this course? - Yes / No
Allow Unit Enrolments from Course Plan	Allow students to enrol themselves via the course plan? Yes / No
Required Online Application Attachments	Select each of the attachment types that an applicant is required to include as part of their application into this course of study: Medical Assessment Results Email Student Academic Historic Transcripts Historic Records No Category Testamur
Centrelink Payments Approved	Is this course approved for the student to receive Centrelink payments? Y / N
Audition Surveys

^{ADD NEW COURSE FORM} Field Name	EDIT ADDITIONAL COURSE DETAILS Section Brief Overview
Course Description	A brief description of the content of the course.
Course Long Description	A more detailed description of the course.
AHEGS Course detail	The Australian Higher Education Graduate Statement - is a secondary transcript issued to students when they graduate, and providing a snapshot of their graduate achievements. It aims to enhance graduate mobility and employability in the global marketplace. AHEGS have Government predefined formats in which they can be delivered. This Course detail is the information about the Course of Study displayed in the AHEGS document.
AHEGS Course features	Detailed features of the course to be featured in the AHEGS - details which set this course apart from others in the education market.
AHEGS Course Pathway to further Study	Information about future study that this course can lead to e.g. a Bachelor Course that leads to a Graduate Diploma or Master's degree.
AHEGS Course accreditation	Information about the dates / years that this current instance of this course is accredited from and to.
Entry Requirements / Prerequisites	Any requirements the student must have completed in order to gain entry into this course of study.
Common Core	NOTE: The formatting you make will all be native to Paradigm or if you plan to integrate the content into a web / HTML format or view. Other ways of importing or rendering the information on these fields, e.g. Excel, PDF, etc. will not inherit the applied formats. These are all optional fields. You can add all the details of the course on these fields here, as necessary and as required.
Primary Course Discipline
Elective Credits
Course Rules
Graduate Attributes
Occupational Functions of Graduates
Fees	Fee information about the course outlining how many units must be completed, and the approximate costs of completing the course.
Brochure	A copy of the course brochure or outline can be uploaded and saved here.
CRICOS Code	Institutions who are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).
Custom Field 1	These two fields are highly customisable, please feel free to edit the labels if you want to add more fields or details to your course record in Paradigm, in addition to all the fields which has already been specified above this section.
Custom Field 2

^{ADD NEW COURSE FORM} Field Name	TCSI COURSE OF STUDY Section Brief Overview
DEST Uid3*	An internal code issued by TCSI for this course.
DEST Uid3 Last Submitted*	The date the last submission went to TCSI for this course.
DEST Uid3 Last Submitted Status*	The status for the last submission.
Course of Study Code* E533	An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letters and numbers but must not contain spaces.
Course of Study Name* E394	The full accredited name of the course in which the student enrols. This name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc.
HEIMS Course Type* E310	A code that indicates the type of Course. Select the code that indicated the course level. 01 - Higher Doctorate 02 - Doctorate by research 03 - Masters (Research) 04 - Masters (Coursework) 05 - Postgraduate Qualifying or preliminary (for master’s, Doctorate or higher doctorate) 06 - Graduate Diploma / postgraduate diploma (pass or honours) involving new academic, professional or vocational area 07 - Graduate Diploma/ Postgraduate Diploma (pass or honours) extending skills and knowledge in a professional area previously studied 08 - Bachelors Graduate Entry 09 - Bachelors Honours 10 - Bachelors Pass 11 - Graduate Certificate 12 - Doctorate by coursework 13 - Associate degree 14 - Masters (Extended) 20 - Advanced Diploma 21 - Diploma 22 - Other undergraduate award course 30 - Enabling course 41 - Cross Institutional program for undergraduate courses at home Higher Education Provider 42 - Cross Institutional program for postgraduate courses at home Higher Education Provider 50 - Non-award course (including Bridging for overseas trained professionals) 60 - Open Universities Australia undergraduate studies 61 - Open Universities Australia postgraduate studies 80 - VET Graduate Certificate 81 - VET Graduate Diploma
HEIMS Course Load* E350	The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study. E.g. if a single unit of study = 0.125 EFTSL and there are 24 units in the course the required answer is 3 entered as 3.0(24 x 0.125 = 3) 00 - Non-Award Course, Cross Provider Program 01 to 99 EFTSL values expressed in tenths (e.g. 4.5 is coded "45")
Combined Course of Study indicator* E455	A code that indicates whether a course of study is a combined course of study.

^{ADD NEW COURSE FORM}

Field Name

TCSI COURSE Section

Brief Overview

DEST UID5*

An internal code issued by TCSI for this course.

DEST UID5 Last Submitted*

The date the last submission went to TCSI for this course

DEST UID5 Last Submitted Status*

The status for the last submission

HEIMS Course Code* E307

An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces.

Course Name* E308

The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS, etc.

Standard Course Duration* E596

The standard duration of the course for a full time student in years and fractions of academic years eg. 2.5 or 3 years

Course Assurance Indicator* E619

An indicator that identifies whether the student's enrolment in the unit of study is the result of an approved VET Student Loans course assurance arrangement.

Info

INFO:

VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to a separate base course record that is dedicated to tracking the inherited student cohort.

This field will be referenced for any unit enrolments that are reported to the government via TCSI.

^{ADD NEW COURSE FORM} Field Name	FIELD OF EDUCATION Section Brief Overview
Field of Education Code* E461	A code that identifies the field of education to which the course is classified. Select the option from the list that best describes the course. e.g. Agricultural Science (050101)
Field of Education Supplementary Code* E462	A code that identifies the supplementary field of education to which a combined course is classified. If the Course is NOT a combined course then leave it blank or 000000 e.g. Agricultural Science (050101)
Effective From Date* E609	The date from which this information is valid from e.g. 01/01/2021
Validation Status
DEST UID	An internal code issued by TCSI for this course
Entity Status

^{ADD NEW COURSE FORM} Field Name	SPECIAL COURSE TYPE Section Brief Overview
Special Course Type E312	A code that identifies courses of special interest for government reporting Note: If your course is NOT one of the below groups leave this field blank. 21 - General Nursing Course for initial registration 22 - Teacher Training for initial registration 23 - Medicine for provisional registration 25 - Veterinary Science for registration 26 - Dentistry for registration 27 - Clinical Psychology 28 - Aviation as listed in the Fee-Help 2017 guidelines
Effective From Date E609	The date from which this information is valid from e.g. 01/01/2021
Effective To Date E610	The date to which this information is valid to e.g. 31/12/2025
Validation Status
DEST UID	Data returned from the TCSI system to indicate the validation status
Entity Status

^{ADD NEW COURSE FORM} Field Name	CAMPUS WHERE COURSE IS TAUGHT Section Brief Overview
Course	The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc
Provider	The name of the institution / campus that will be offering the course
Location	The physical location where the institution / campus will deliver the course
Postcode	The postcode of the physical location where the institution / campus will deliver the course

^{ADD NEW COURSE FORM} Field Name	ASSOCIATED FILE ATTACHMENTS Section Brief Overview
Attachment Name	The name given to the attachment at the time the attachment was added.
Size	The size of the attached file.
Purpose	The intended purpose of the file attachment. eg. Email Template, or Signature
Revision	A number that helps to distinguish between more recent versions of the attachment.
Status	The current status of the attachment. eg. Archived, Published
Operator	The user login of the person who added the attachment.
Date	The date that the attachment or revision was added.

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Add CAMPUS File Information

^{ADD CAMPUS FORM} Field Name	EDIT CAMPUS DETAILS Section Brief Overview
TCSI Campus Id	An internal code issued by TCSI for this course / location combination
Id	System Allocated internal id code
Course Id	An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letters and numbers but must not contain spaces.
Course Provider	The name of the institution / campus that will be offering the course.
Campus Operation Type E569	Is any part of this course delivered offshore? If yes is it a standalone arrangement or in partnership. If not, select Course is not delivered offshore.
Off Shore Mode E570	Is the Course delivered off-shore? If yes what is the mode of delivery? If not, select Course is not delivered offshore.
Off Shore Delivery Indicator E571	Is this Course delivered off Shore at all? Partially offshore? Fully offshore? If not, select Course is delivered in Australia only.
CRICOS Code	Institutions that are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). If your institution only has Australian Domestic students leave this field blank.
Effective From Date E609	The date this information is valid from. e.g. 01/01/2021
Effective to Date E610	The date this information is valid to. e.g. 31/12/2025
Last Validation Status	Data returned from the TCSI system to indicate the validation status.
Last Validated on	Data returned from the TCSI system to indicate the validation date.

^{ADD CAMPUS FORM} Field Name	COURSE FEES CODE Section Brief Overview
Course Fee Code E536	HEIMS Code - What funding types can students in this course access. 0 - Course not offered to Domestic students (International students only) 1 - Course offers only Commonwealth Supported places (e.g. HECS-HELP) 2 - Course offers only Domestic Fee-paying places (e.g. Fee-HELP) 3 - Course offers both Commonwealth Supported places & Domestic Fee-paying places (e.g. Both HECS-HELP and Fee-HELP)
Indicative Student Contribution Amount for Commonwealth supported Place E495	The average Student contribution dollar amount for commonwealth supported students in this course. Do not include the dollar symbol when entering this data - e.g. 2500.00 If this course only offers Fee-HELP places leave this field blank.
Indicative Tuition fee for a domestic fee-paying place E496	The indicative cost for a domestic full time student in this course. Do not include the dollar symbol when entering this data - e.g. 2500.00
Effective From Date E609	The date this information is valid from. e.g. 01/01/2021
Entity Status	Active (for Current records) Deleted
DEST UID	An internal code issued by TCSI for this course.
Validation Status	Data returned from the TCSI system to indicate the validation status.

^{ADD CAMPUS FORM} Field Name	TAC OFFER CODE Section Brief Overview

TAC Offer Code E557	Does an Admission Centre handle the applications for this course? Application not managed by a TAC Apply through QTAC Apply through SATAC Apply through TISC Apply through UAC Apply through VTAC
Entity Status	Active Deleted
DEST UID	An internal code issued by TCSI for this course.
Validation Status	Data returned from the TCSI system to indicate the validation status.

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Add COURSE Required Fields

Course Required Fields	System Required
Program Id	X
Program Level	X
Program Type	X
Program Status Id	X
Funding Type	X
Program Name	X
Provider Party Id	X
Program Accredited	X

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Customise Course record field labels

Watch the demo clip below on how to customise the field labels found in adding a Course record:

AddBaseCourseCustomiseHideFields.mp4

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Implications

NOTE:

It is advised that a Search be performed before adding a new Course record, to check whether the Course name/Course Id has previously been used in the system, as well as to view an existing Course record.
For a new course to use the course plan, units will need to be associated with the course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.
Editing a Course record should only be done in consultation with Silverband and only under certain circumstances as any changes can impact many historical student enrolments.
If a Course is significantly different (e.g. due to re-accreditation) a new Course record should be created and successfully validated and reported to TCSI prior to enrolling any students into the new Course.

Note

BE ADVISED:

VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to a separate base course record that is dedicated to tracking the inherited student cohort.

This field will be referenced for any unit enrolments that are reported to the government via TCSI.

Workflow

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title	Overview of the Base Course Record Workflows

BaseCourseWorkflows.mp4

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title	1. How to Search for a Course Record

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for a Course Record

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Choose Course > Search menus on the side.

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Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Info
INFO: For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived.

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Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

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If the return list needs more filters for you to get to the course record that you want to search or view, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

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Once you’ve found the course record that you want to view, click the blue hyperlink of the Course Id. This will now load the course record details page (As shown in the sample screenshot below).

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title	2. How to Create / Add a New Course

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Note

BE ADVISED

Prior to Creating a new course, please ensure that the Course doesn't already exist in the system. Duplicate course records will cause issues within the system and when running government reporting.

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Choose Course > Add New menus on the side. This will open the course page form with all the fields both required and optional will appear.

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colour	Green
title	3

Enter all the required fields and all the available information you have for this course.

NOTE:

Refer to the tables above, under the Key Terms and Concepts >

Status

title	A

Add COURSE Form Fields with Brief Descriptionssection, for all the fields required and optional and their brief overview – which will guide/ help you in adding a new COURSE record in Paradigm.

Image Added

Status

colour	Green
title	4

After filling out all the required and available information you have for that course, click the SAVE COURSE button.
Image Added
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Expand

title	3. How to Edit a Course Record

Status
colour Yellow
title 03.
How to
Status
colour Red
title edit
a Course Record

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria (if the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to edit, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to edit, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Green
title	7

Update the required information.

NOTE:

The Id Code is not editable. If you attempt to edit the Id code, a duplicate new record will be created.

Image Added

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Expand

title	4. How to Delete a Course Record

Status
colour Yellow
title 04.
How to
Status
colour Red
title delete
a Course Record

Warning

WARNING:

Make sure there are no students enrolled in any course prior to deleting the course.

Make sure you remove the course outline rules before attempting to delete the course.

As an alternative that retains the historical course data, you can refer to the above workflow to edit the course record, and change its Course Status value from Active to Archived.

Info

INFO:

If the course record that you want to delete is already loaded, proceed to “

Status

colour	Blue
title	step 2

Delete the course record” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to delete”.

Status

colour	Blue
title	step 1

Search for the course that you want to delete

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to delete, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to delete, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Delete the course record

NOTE:

Upon following the instructions below in deleting the course record, it is assumed that you’ve already read carefully the WARNINGSabove this section – all the implications when deleting a course record in Paradigm.

Status

colour	Green
title	7

Once the course record has now been loaded, scroll down the page and click the DELETE COURSE button.

Image Added

Status

colour	Green
title	8

After clicking the DELETE COURSE button, a small pop-up window on top of the screen will appear wanting to confirm your delete action. Click OK to proceed.

Image Added

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Expand

title	5. How to duplicate a Course Record (based on an existing course)

Status
colour Yellow
title 05.
How to
Status
colour Purple
title duplicate
a Course Record based on an Existing Course

NOTE:

Editing an existing course record this way will not override or update the existing Course ID and all its related information. It will create a duplicate course record that has all the same data but it will have a new Course Id.

Info

INFO:

If the course record that you want to duplicate is already loaded, proceed to “

Status

colour	Blue
title	step 2

Duplicate the course record” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to duplicate”.

Status

colour	Blue
title	step 1

Search for the course that you want to duplicate

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to duplicate, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to duplicate, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Duplicate the course record

Status

colour	Green
title	7

Once the course record has been loaded, enter the new Course Id in the Id field (in the sample screenshot below, MITS has been changed to MITS2).

Image Added

Status

colour	Green
title	8

With the new Course Id entered, scroll down and click the SAVE COURSE button. This will now create a duplicate record of that course with another Course Id in the system.

Image Added

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Expand

title	6. How to Add a Campus File

Status
colour Yellow
title 06.
How to
Status
colour Green
title add
a Campus File

Note

BE ADVISED

Remember to create a new Campus file for each Location / Course combination.

NOTE

The following instructions are based on the assumption that a course has already been created.

The Campus File is now created in 3 sections. Each one is required to produce a complete campus file.

Info

INFO: If the course record that you want to add a campus file to is already loaded, proceed to “

Status

colour	Blue
title	step 2

Add the Campus information” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to add the campus information”.

Status

colour	Blue
title	step 1

Search for the course that you want to add the campus information.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to add a campus file, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to add a campus file, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Add the Campus information

Status

colour	Green
title	7

Once the course record has been loaded, you can either choose Courses > Edit Details > Campus menus on the side to get to the add campus file section, or scroll down the page and look for the CAMPUS WHERE COURSE IS TAUGHT Form section.

Status

colour	Green
title	8

In the Add the following campus where the course is taught field, select the campus location and then click the ADD CAMPUS button.

Image Added

Status

colour	Green
title	9

After clicking the ADD CAMPUS button, a new page form to add all the required information in adding a campus file will be loaded. This is categorised into three sections: EDIT CAMPUS DETAILS, COURSE FEES CODE, TAC OFFER CODE.

NOTE: Refer to the Key Terms and Conceptssection above and click the “

Status

title	b

Add CAMPUS File Information” table information for a brief description of each field, which will guide you in filling out the forms.

Status

colour	Green
title	10

Enter all the information which are required and applicable to your institution and then click the SAVE CAMPUS button.
Image Added
Info
INFO: Repeat all three parts of this process for each campus and course combination.
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Expand

title	7. How to Edit a Campus file

Status
colour Yellow
title 07.
How to
Status
colour Red
title edit
a Campus File

Info

INFO: If the course record that you want to edit the campus information is already loaded, proceed to “

Status

colour	Blue
title	step 2

Edit the Campus information” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to edit the campus information”.

Status

colour	Blue
title	step 1

Search for the course that you want to edit the campus information.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to edit the campus information, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to edit, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Edit the Campus information

Status

colour	Green
title	7

Once the course record has been loaded, you can either choose Courses > Edit Details > Campus menus on the side to get to the add campus file section, or scroll down the page and look for the CAMPUS WHERE COURSE IS TAUGHT Form section.

Status

colour	Green
title	8

Click the 📝 EDIT button on the right side of the campus location that you want to edit.

Image Added

Status

colour	Green
title	9

After clicking the 📝 EDIT button, the campus record will be loaded and you can edit all the possible existing information. Update the required data ensuring all required fields have a valid HEIMS compliant response.

Status

colour	Green
title	9

Click the SAVE CAMPUS button to apply the changes.

Image Added

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Expand

title	8. How to Save an Attachment to a Course Record

Status
colour Yellow
title 08.
How to
Status
colour Blue
title save
an Attachment to a Course Record

Info

INFO: If the course record that you want to add an attachment is already loaded, proceed to “

Status

colour	Blue
title	step 2

Add the attachment” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to add an attachment”.

Status

colour	Blue
title	step 1

Search for the course that you want to add an attachment.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to add an attachment, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Add the attachment.

Status

colour	Green
title	7

Once the course record has been loaded, you can either choose Courses > Edit Details > Files menus on the side to get to add file section, or scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section.

Status

colour	Green
title	8

Click the ADD FILE ATTACHMENT button

Image Added

Status

colour	Green
title	9

In the EDIT FILE ATTACHMENT Form section, refer to the required and optional fields highlighted in the screenshot below.

RED are the required fields needed to attach the file, BLUE is an optional field.

Image Added

Status

colour	Green
title	10

Click the Choose file button to upload the file you want to attach.

Status

colour	Green
title	11

Click the SAVE FILE ATTACHMENT button.

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Expand

title	9. How to copy Course Outline / Course Plan from One Course to Another.

Status
colour Yellow
title 09.
How to
Status
colour Green
title copy
a Course Outline or Course Plan from One Course to Another

Info

INFO: If the course record that you want to copy the course outline is already loaded, proceed to “

Status

colour	Blue
title	step 2

Copy the course outline” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to copy the course outline”.

Status

colour	Blue
title	step 1

Search for the course that you want to copy the course outline.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to copy the outline, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Copy the course outline.

Status

colour	Green
title	7

Once the course record has been loaded, choose Courses > Outline menus on the side. This will load the current course outline of the course

Status

colour	Green
title	8

Check ☑ the checkbox column of the course outline rules that you want to be copied to the new course, or to another course. Click the header checkbox if you want to select all the outlines.

Status

colour	Green
title	9

In the Copy Selected Constraints to the following Course field, select the course that you want the outline to be copied to.

Status

colour	Green
title	10

Click the COPY SELECTED CONSTRAINTS button.

Image Added

Info
INFO: If the copy was successful, you should see a SUCCESS message on top of the screen, the same as the sample screenshot below.

Image Added

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Expand

title	10. How to Copy Course Details to a New Course

Status
colour Yellow
title 10.
How to
Status
colour Green
title copy
Course Details to a New Course

Note

BE ADVISED

Do not use multiple tabs in the same or separate browser windows at the same time as it can potentially splice together the data from multiple records.

The new course will require a new Course Id. The course Id field is unique and cannot be duplicated.

Info

INFO: If the course record that you want to copy the details is already loaded, proceed to “

Status

colour	Blue
title	step 2

Copy the details to the new course” instructions, else, start with “

Status

colour	Blue
title	step 1

Search for the course that you want to copy the course details”.

Status

colour	Blue
title	step 1

Search for the course that you want to copy the course details.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to copy the details, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Blue
title	step 2

Copy the course details to the new course.

Status

colour	Green
title	7

Once the course record has been loaded, open another browser, e.g. Firefox or Edge. Copy the link from the address bar of your current browser to the other browser. We need to do this so that neither record can become corrupted during the process.

Status

colour	Green
title	8

The first window will contain the details of the original course and the second window will have a blank new course record ready to be populated. Copy and paste the required information for each field, into the new course record in the second window

Status

colour	Green
title	9

Enter any other available information to the new course and then click the SAVE COURSE button.

Image Added

Info

INFO:

In the sample screenshot above, the course fields from the first screen (Chrome) are being referenced to another browser (Firefox) on the right. After copying and pasting the required details from one browser to the other, when the SAVE COURSE button is clicked, a new course record will now be added in Paradigm.

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Expand

title	11. How to Edit a Course Loan Fee Percentage [HEIMS Undergraduate Loan Fee (%)]

Status
colour Yellow
title 11.
How to
Status
colour Red
title edit
a Course Loan Fee Percentage [HEIMS Undergraduate Loan Fee (%)]

NOTE:

We would encourage you to always check the government website for any changes on the Loan Fee Percentage.

Paradigm Field Name to be Edited: HEIMS Undergraduate Loan Fee (%)

Due to COVID, changes to the loan fee percentage have been made:

Pre COVID = 25%
During COVID = 0%
Post COVID = 20%

Note that we are currently in Post COVID until the legislation changes. Once that is passed, then During COVID will expire on 31st Dec 2022. From then on it will be 20%. For the immediate now, any unit enrolment with a census date in 2022 carries a 20% loading.

Status

colour	Green
title	1

,

Status

colour	Green
title	2

Choose Course > Search menus on the side.

Status

colour	Green
title	3

Enter one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.

Status

colour	Green
title	4

Click the SEARCH COURSE button. This will return a list of courses that meet your searched criteria(If the name and Id are not entered exactly the same as what has been recorded in Paradigm).

Image Added

Status

colour	Green
title	5

If the return list needs more filter(given that you have a lot of course records in Paradigm) for you to get to the course record that you want to edit, you have the option to type a part of the course name in the Filter Box, this will reduce the number of results.

Image Added

Status

colour	Green
title	6

Once you’ve found the course record that you want to edit, click the blue hyperlink of the Course Id. This will now load the course record details page (as shown in the sample screenshot below).

Image Added

Status

colour	Green
title	7

Under the EDIT COURSE DETAILS section, edit the HEIMS Undergraduate Loan Fee (%) field. (with the changes mentioned above, change it to 20). After updating the field, click the SAVE COURSE button to save the changes.

Image Added

Tip
Also, check the loan fee % field on your other active courses that the loan fee percentage changes apply

NOTE ON Pushing Records to TCSI after the Edit:

Go to TCSI Reporting > Bulk Push > Show records that need to be pushed to TCSI option. Push the records in this order:

Student Details
Citizenship packet
Course Enrolment
Basis for admission
Unit Enrolment

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Related Pages

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_{Paradigm Knowledge Base Home}_|_Overview_|_Assumptions_|_{Key Terms and Concepts}_|_Implications_|_Workflow_|_{Related Pages}

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Key

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Assumptions

Key terms and concepts

System Required Fields

All Fields Overview

Campus File information

Implications

Workflow

How to Search for a Course Record

How to Create / Add a New Course

How to Edit a Course Record

How to Add a Campus File

How to add / Edit a Campus file

How to Save an Attachment to a Course Record

Further reading

Assumptions

Key Terms and Concepts

StatustitleA Add COURSE Form Fields with Brief Descriptions

EDIT COURSE DETAILS Section

COURSE APPLICATION DETAILS Section

EDIT ADDITIONAL COURSE DETAILS Section

TCSI COURSE OF STUDY Section

TCSI COURSE Section

FIELD OF EDUCATION Section

SPECIAL COURSE TYPE Section

CAMPUS WHERE COURSE IS TAUGHT Section

ASSOCIATED FILE ATTACHMENTS Section

StatustitleB Add CAMPUS File Information

EDIT CAMPUS DETAILS Section

COURSE FEES CODE Section

TAC OFFER CODE Section

StatustitleC Add COURSE Required Fields

StatustitleD Customise Course record field labels

Implications

Workflow

StatuscolourYellowtitle01. How to StatuscolourBluetitlesearch for a Course Record

StatuscolourYellowtitle02. How to StatuscolourGreentitlecreate or StatuscolourGreentitleadd a New Course

StatuscolourYellowtitle03. How to StatuscolourRedtitleedit a Course Record

StatuscolourYellowtitle04. How to StatuscolourRedtitledelete a Course Record

StatuscolourYellowtitle05. How to StatuscolourPurpletitleduplicate a Course Record based on an Existing Course

StatuscolourYellowtitle06. How to StatuscolourGreentitleadd a Campus File

StatuscolourYellowtitle07. How to StatuscolourRedtitleedit a Campus File

StatuscolourYellowtitle08. How to StatuscolourBluetitlesave an Attachment to a Course Record

StatuscolourYellowtitle09. How to StatuscolourGreentitlecopy a Course Outline or Course Plan from One Course to Another

StatuscolourYellowtitle10. How to StatuscolourGreentitlecopy Course Details to a New Course

StatuscolourYellowtitle11. How to StatuscolourRedtitleedit a Course Loan Fee Percentage [HEIMS Undergraduate Loan Fee (%)]

Related Pages

Status
title A
Add COURSE Form Fields with Brief Descriptions

Status
title B
Add CAMPUS File Information

Status
title C
Add COURSE Required Fields

Status
title D
Customise Course record field labels

Status
colour Yellow
title 01.
How to
Status
colour Blue
title search
for a Course Record

Status
colour Yellow
title 02.
How to
Status
colour Green
title create
or
Status
colour Green
title add
a New Course

Status
colour Yellow
title 03.
How to
Status
colour Red
title edit
a Course Record

Status
colour Yellow
title 04.
How to
Status
colour Red
title delete
a Course Record

Status
colour Yellow
title 05.
How to
Status
colour Purple
title duplicate
a Course Record based on an Existing Course

Status
colour Yellow
title 06.
How to
Status
colour Green
title add
a Campus File

Status
colour Yellow
title 07.
How to
Status
colour Red
title edit
a Campus File

Status
colour Yellow
title 08.
How to
Status
colour Blue
title save
an Attachment to a Course Record

Status
colour Yellow
title 09.
How to
Status
colour Green
title copy
a Course Outline or Course Plan from One Course to Another

Status
colour Yellow
title 10.
How to
Status
colour Green
title copy
Course Details to a New Course

Status
colour Yellow
title 11.
How to
Status
colour Red
title edit
a Course Loan Fee Percentage [HEIMS Undergraduate Loan Fee (%)]