Overview
The student course enrolment is one of the key data (information in your business or institution ) related to the student record story in the system - that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant with government reporting, and how-to guides to help with your student course enrolment data processes.
Complexity:
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Key Terms and Concepts
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INFO: The pages, fields and buttons that you can see, and the items you can edit, are based on:
For more information please contact your "nominated contact person" or other Paradigm expert. |
The student record has already been created.
You have an access level that allows you to create or edit student records.
You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used
You have an understanding of the different course types within the Paradigm system.
Ensure that all fields required for Government reporting have been provided.
title | Key Terms and Concepts |
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Key Terms and Concepts
The Course page within the Course Enrolment tab on the side menu, contains many sections of related data specific to the course, Government reporting data, reviews, file attachments, advisors, and examiners.
Click a term or concept below to learn more about it:
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All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life-cycle.
Further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item
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These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.
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All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life cycle. For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item
Refer to the table on this Knowledge Base article for a list of some of the commonly used Course Enrolment statuses in Paradigm: Student - Course Enrolment: Commonly Used Course Enrolment Statuses with Descriptions and their TCSI Reporting Value Table |
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These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.
NOTE: The fields mentioned above are located under each student’s Course Enrolment record in the COURSE DETAILS section |
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The acronym GPA stands for grade point average, which in turn requires the allocation of grade points to each unit enrolment outcome. Specifically, this involves allocating a grade point value (e.g. 5) to a specific letter score (e.g. credit). Australian providers differ on the exact grade point scale to use, but the process is always the same. For comparison, click here: https://en.wikipedia.org/wiki/Academic_grading_in_Australia. Paradigm implements GPA in a way that reflects industry practice. As per the above link institutions may define their own GPA scale by adding the relevant information to the grading schema defined in the interface under SYSTEM > Search Grade Type. Refer to this Knowledge Base article for more details: Search, Add and Edit Grade Items. We expect providers to assign a GPA value to fail and fail equivalent grades. |
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The acronym WAM stands for Weighted Average Mark. The Weighted Average Mark (WAM) is a more precise measurement of your student’s academic performance than the grade point average. This is because it bases the calculation on your actual marks (eg: 78, 63, 50, and so on) and the year level of each base unit. Therefore, the WAM is the average mark you achieve across all completed units in a course, including any failed and repeated units. The WAM is out of 100. WAM is weighted according to the:
Find more information, link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984984/Search+Add+and+Edit+Grades+and+Grade+Types#Weighted-Average-Mark-(WAM) status |
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Search Courses | Click to move to the COURSE ENROLMENT SEARCH section that allows you to search for all students who are enrolled in a particular course. If the COURSE ENROLMENT SEARCH section does not appear at the top of the page, it means that a student record is currently loaded in the system, and must be unloaded to allow courses to be searched. Refer to the How To Load A Student Record table in the Workflow section below, and use the Actions To Take to load a student record.
| Courses List | Click to move to the COURSE ENROLMENT LIST section that shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has
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Student > Course Enrolment > Course screen sectionsCOURSE ENROLMENT LISTThe COURSE ENROLMENT LIST section shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information. | Add Courses | Click to move to the QUICK ADD STUDENT COURSE section where you can add minimal details to a course enrolment for a student. Transfer Course | Click to move to the TRANSFER Edit Details | Click to move to the HEIMS Details | Click to move to the HEIMS DETAILS section Fee Plan | Click to move to the Files | Click to move to the
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This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.
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Implications
NOTE:
DATA Accuracy and Reporting
Clean, up-to-date, and accurate data makes reporting to interested parties easier. It can be very time consuming trying to report data that is not accurate or complete. Errors can accumulate, making it almost impossible to provide the required data. Please ensure that when entering data into the system, it is entered in a clean, accurate and timely manner.
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INFO
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BE ADVISED: To ensure that newly created Unit Enrolment records are correctly reported to TCSI there are now two conditions that must be satisfied:
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WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user. |
Workflow
Course Enrolment
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SEARCH, ADD, EDIT
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Refer to the following conditions on how you can load a options when loading the Student Course Enrolment Record record in Paradigm: toc
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Choose Student > Search menus on the side. Enter either the student number or name. Click the SEARCH button.
Refer to the details on this workflow on how to search for a student record in the system
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The Student’s Course Enrolment record has now been loaded in the system. |
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The Student’s Course Enrolment record has now been loaded in the system. |
To unload a record in the system
You can either do any of the two conditions options (via Student > Search or Student > Search Course) above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system.
INFO: The best way to check if there is a student currently loaded in the system is above the Dashboard menu. Info
INFO: Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded]. Info
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NOTE: You can follow the same steps above on “
NOTE: For students with two or more Course Enrolment records in the system, click the ACTIONS button against the Course that you want to view the details and select the Edit option. |
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NOTE: Please read carefully the Implications section above before adding any new course enrolment to a student record. If you are using the Scheduled Program with all the Scheduled Units associated with it, you can refer to this Knowledge Base article: Scheduled Program - Scheduled Units
Follow the same instructions as above on how to load the student’s record “
There are 2 ways [
For both cases, with the student record loaded, choose After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side. It will then automatically display the Enrolling students within Paradigm can be done via the following sections:
QUICK ADD STUDENT COURSE section
ADD STUDENT COURSE ENROLMENTS section
SCHEDULED PROGRAM LIST section In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each rowor scheduled are listed with an ADD COURSE button for each row. This section has now an option to enrol on a Scheduled Program and its linked Scheduled Units, see Scheduled Program - Scheduled Units. NOTE
QUICK ADD STUDENT COURSE (earlier version) If your Paradigm is configured with the earlier version, continue following the instructions below:
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| 2 | Click the ADD COURSE button.
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Field Name
Brief Description
Enrol into Courses (s)
Select the Course (s) in which you want the the student to enrol
Start Date (E534)
Select the appropriate semester start date from the dropdown
Expected End Date (E592)
The expected semester end date of the student to finish the course. Select the appropriate semester expected end date from the dropdown.
e.g. Start Date 2021 Semester 1 will have an Expected End Date of 2023 Semester 2 if the course will run for 3 years to complete, given that the student will study Full Time.
Enrolment Status
Set this status to Enrolled, if the intention is to enrol the student to the course. Select the other options (Applied, Offered, etc.) as required and as appropriate.
Home Institution
The Campus where the student will study the course if you have multiple campuses, otherwise, Paradigm will default it to the name of your business or institution if you only have one campus.
Contact Mode
The student’s preferred contact mode depending on your options (Attending / On Campus, Distance, Online, Flexible Learning, Multi-Mode)
Full / Part Time
The student’s preferred pace to study the course, either full or part time.
Funding Type
The student’s eligibility to fund the study, for domestic students (FEE-HELP, HECS-HELP, OSS-HELP), and UPFRONT FEES for international students.
Fee Type
Select Standard fee for domestic students and International fee for international students (depending on the your fee structure, if you are charging a different amount for international students than the domestic ones).
Agent
Fee Payee
If someone is paying on behalf of the student.
Fee Amount
Total amount the student needs to pay to complete the course of study.
First Fee Payment Amount
The initial amount the student paid upon enrolment.
Course Length (weeks)
Duration of the course of study in weeks.
Terms and Conditions 🔲
These fields are highly customisable (in an Admin point of view).
Terms and Conditions Other
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Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field).
Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.
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INFO: The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page. You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details which are required for government reporting. |
title | 4. How to Edit a Course Enrolment for a Student's Record |
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WARNING: All Higher Education Students must have all detail fields completed to ensure a fully compliant and reportable student record, even if the student is not accessing the HELP loan system. |
NOTE: Please read carefully the Implications section above when editing or updating any new information to a student record course enrolment.
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WARNING: All Higher Education Students must have all detail fields completed to ensure a fully compliant and reportable student record, even if the student is not accessing the HELP loan system. |
NOTE:
Please read carefully the Implications section above when editing or updating any new information to a student record course enrolment.
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Follow the same instructions as above on how to load the student’s record “
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Other ways to edit the Student’s Course Enrolment Details:
Student Summary screen > COURSE ENROLMENTS section > Click the ACTIONS button against the Course to be edited and choose the Edit Course Enrolment option.
With the student record loaded, choose Student > Course Enrolment > Course menus on the side.
NOTE:
Refer to the “Course Enrolment Details Required by the Education Sector” section table above in editing the fields which applies to this student, make sure that you enter all the required information.
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The new details for the Course Enrolment have now been saved to the student's record. |
TRANSFER COURSE ENROLMENT RECORDs
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NOTE: Please read carefully the Implications section above before transferring a course enrolment record.
Follow the same instructions as above on how to load the student’s record “
NOTE: Refer to the “Course Enrolment Details Required by the Education Sector” section table above in editing the fields which applies to this student, make sure that you enter all the required information.
The section will render as shown in the screenshot below with the TRANSFER COURSE AND UNIT ENROLMENTS button disabled when the course enrolments have been reported to TCSI. |
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title | 6. How To Transfer a Course Enrolment Record to a Different Student Record
to a Different Student RecordNOTE: Please read carefully the Implications section above before transferring a course enrolment record. Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE.
Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow].
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clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER student's details and then click the TRANSFER TO STUDENT button, to transfer the course record.
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for the same Student for Early ExitNOTE: Please read carefully the Implications section above before transferring a course enrolment record. Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE.
course enrolment record.
Info | Follow the same instructions as above on how to load the student’s record “
NOTE: Please read carefully the Implications section above before transferring a course enrolment record.
Follow the same instructions as above on how to load the student’s record “
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UPDATE STATUSES
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Follow the same instructions as above on how to load the student’s record “
Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.
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Progression Fields
Follow the same instructions as above on how to load the student’s record “
NOTE: If the Show Login Message option is selected the Student’s access will be suspended and a message asking them to contact Student Services will be displayed. |
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When completing a course it is important that the Course Expected End Date be accurate as the end of the final study period. This date is used to populate the Past Course Completions file (PS) for HEPCAT / TCSI reporting. Without this date the student won’t be reported as part of your Completions data.
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ENROLMENT LIST Form section of the student.
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Change the field Expected End Date to any date that is after the Unit enrolment Expected End Date or Grade Release Date, see Publishing Grades. When you change the course enrolment expected end date to a date that is before the Unit enrolment Grade Release Date, you might come across a TCSI Validation [10356] error.
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INFO: The progression status will be displayed in the header in the classic record option. |
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OTHER HOW-TO GUIDEs
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INFO: After clicking the Edit COE button, click ADD NEW button each time you enter a new CoE record. Info
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The new details for the Course Certificate of Enrolment (CoE) have now been saved to the student's record. |
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