Assumptions

• You have the minimum required level to access the Units tab;

• You understand that making changes within this section has system-wide implications;

• You have an understanding of the Australian Tertiary Education System / VET Sector; and

• You have an understanding of the Units and Courses within your Institution for scheduling and timetabling.

Key Terms and Concepts

WHAT IS EFTSL

EFTSL is an acronym of Equivalent Full Time Study Load. EFTSL is a measure used by the Australian Government and institutions to measure the total load consumed by a student. EFTSL is a measurement of how much a unit is worth within a normal full-time study year.

HOW TO Calculate an EFTSL

To calculate a study load (EFTSL) for a single unit, take the number of credit points for one year of full time load, and divide it by the number of credit points for the unit. For example, if the one year load is worth 96 and a single unit is worth 12 credit points, the EFTSL is 0.125 which represents 96 divided by 12, or as a fraction, one-eighth.

This is based on a normal study year being comprised of two semesters, meaning the sum of EFTSL for all units within each semester is 0.5 in total. The student may study 4 units per semester, implying 8 units for the year, meaning that a single unit is now worth 0.125 EFTSL. 

If your institution works on a trimester structure, then you may end up with an EFTSL count of more than 1. Technically, trimester study mode is overloading above a normal study load. A similar overloading of EFTSL would occur in the event that a student was enrolled in units above the normal level, for example accelerated learning.

KEY FIELDS for Searching Units

KEY FIELDS for Adding New Units

*Denotes fields that are required to create a base unit

#Denotes fields that are required for AVETMISS reporting

Before a student can be enrolled into a Unit:

• The unit / subject must have already been created as a Base Unit

• The Base Unit must then be scheduled, by creating a scheduled unit record, giving it a specific time period for delivery, a census date, and a venue

• Once these have be done, the student can be enrolled in the Scheduled Unit.

Some of the fields within the Add Unit section are required by either or both sections of Government reporting (HEIMS and AVETMISS). 

The following table shows the minimum system required fields to create a viable / functioning base unit record.

SYSTEM REQUIRED Fields to Create a Viable Base Unit Record

However, more information is often required for Government reporting compliance.

HEIMS REQUIRED HEIMS Reporting Fields

• HEIMS fields are required for HEIMS courses

• HEIMS Discipline: A code that uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/Vet provider. These codes are taken from the HEIMS Discipline code document. This document is updated annually (normally available in September for the following year) and can be found on the HEIMS website.

• HEIMS Work Experience Indicator: An indicator whether a unit of study consists wholly of work experience in the industry

VET REQUIRED VET  / AVETMISS Reporting Fields

1. How to SEARCH for a Base Unit

1. Click on the Search option with the side menu

2. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

3. Click on the Search Unit button

4. This will show a list of units that meet the searched criteria

5. To filter the list of units, in the search box above the list of units, start typing the unit name.

6. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

7. The Base Unit has now been loaded

2. How to CREATE / ADD a New Base Unit (Higher Education)

1. Click on the Units tab in the side menu

2. Click on the Unit Details option in the side menu

3. Click on the Add new option in the Side menu

4. Enter the Unit Code

5. Enter the Unit Name

6. Select the HEIMS Discipline code from the drop down box

7. Select the Unit Provider

8. Select the Unit Type (e.g. Tuition for an academic unit) - Refer to the above key fields to understand each unit type.

9. Enter the number of credit points to be granted upon successful completion of this unit of study

10. Select the Method of Delivery

11. Select the HEIMS work experience indicator

12. Enter the EFTSL Load (UGrad)

13. Enter the EFTSL Load (PGrad)

14. Select the Unit Status

15. Click on the Save Unit button

3. How to CREATE / ADD a New Base Unit (VET)

1. Click on the Units tab in the side menu

2. Click on the Unit Details option in the side menu

3. Click on the Add New option in the Side menu

4. Enter the Unit Code

5. Enter the Unit Name

6. Select the Unit Provider

7. Select the Unit Type (e.g. Tuition for an academic unit)

8. Select the Method of Delivery

9. Select the Unit Status

10. Enter the Nationally agreed Nominal hours

11. Enter the Scheduled Hours

12. Select the VET Flag

13. Select the VET in Schools identifier

14. Select the Delivery mode Identifier

15. Click on the Save Unit button

4. How to ADD Attachments to a Base Unit

1. Click on the Units tab in the side menu

2. Click on the Unit Details option in the side menu

3. Click on the Edit Details option in the Side menu

4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

5. Click on the Search Unit button.

6. This will show a list of units that meet the searched criteria

7. To filter the list of units, in the search box above the list of units, start typing the unit name.

8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

9. Scroll to the bottom of the screen and click the Add File Attachment button

10. Click the Purpose drop box and select the most appropriate option for the attachment

11. Click the Category drop box and select the most appropriate option for the attachment

12. Enter the Name of the attachment (This is the name that will appear on the screen so be specific and concise)

13. Enter a Description of the attachment. The description will appear when hovering over the name of the attachment. This will allow the user to have more details about the attachment without having to download it

14. Click the Status drop box to select a status option

15. Select the minimum permission level required to view the attachment

16. Click the Choose File button to navigate to where the attachment is currently stored

17. Click the Save File Attachment button

5. How to EDIT a Base Unit

1. Click on the Units tab in the side menu

2. Click on the Unit Details option in the side menu

3. Click on the Edit Details option in the side menu

4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

5. Click on the Search Unit button

6. This will return a list of units that meet the searched criteria

7. To filter the list of units, in the search box above the list of units, start typing the unit name

8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row

9. Update the required field(s)

10. Click on the Save Unit button

6. How to DELETE a Base Unit

1. Click on the Units tab in the side menu

2. Click on the Unit Details option in the side menu

3. Click on the Edit Details option in the side menu

4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

5. Click on the Search Unit button.

6. This will return a list of units that meet the searched criteria

7. To filter the list of units, in the search box above the list of units, start typing the unit name.

8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

9. Scroll to the bottom of the screen and click the Delete Unit button.

10. A warning will appear, Are you sure that you want to delete the selected items? Click OK if you want to proceed, or click Cancel button to keep them.

11. If you clicked OK, the unit has now been deleted

7. How to ADD Assessments to Base Units

1, 2, 3 Choose Units > Unit Details > Edit Details menus on the side. This will display a page where you can search for units and edit the unit details.

4 At the top of the page, you can find the UNIT SEARCH Form section. Enter any combination of Unit Code(s), Unit Name, Unit Provider, Unit Keywords, Unit Status, Order By (Paradigm requires at least one search criteria.).

5 After entering the search filters of the base unit that you want to add an assessment to, click the SEARCH UNIT button.

6 After clicking the SEARCH UNIT button, a list of all the units that meet your searched criteria will be displayed below the UNIT SEARCH Form section. You can filter more the returned options by typing the name of the unit into the search box. The list of returned results will reduce to match the criteria

7 Once you’ve found your base unit, click the blue hyperlink of the Unit Id. This will open the Edit Details screen of the base unit that you’ve selected.

8 With the Edit Unit Details screen open, scroll down and look for the ASSESSMENT ASSOCIATED WITH UNIT Form section, click the NEW ASSESSMENT button to add your assessment to the base unit.

9 In the ASSESSMENT DETAILS Form section, fill out all the required details for the new assessment to be successfully added to the base unit. Refer to the FORM FIELDS Schedule Assessments table above under the Key Terms and Concepts for the description of each field.

Alternatively, refer to the colour coded form fields below: red are the system required fields for an assessment to be successfully added, blue are the optional fields, green are for VET Providers required fields.

10 After filling out all the required information of the new assessment, click the SAVE ASSESSMENT button.

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8. How to ADD Assessment to a Scheduled Units from a Base Unit

1, 2, 3 Choose Units > Unit Details > Show Scheduled Units menus on the side. This will display a page where you can search for scheduled units in the system.

4 At the top of the page, you can find the SCHEDULED UNIT SEARCH Form section. Enter any combination of Scheduled Unit ID, Unit Code(s), Scheduled Unit Name, Home Institution, Unit Location, Start and End Date, Order By (Paradigm requires at least one search criteria.).

5 After entering the search filters of the scheduled unit that you want to add an assessment to, click the SEARCH SCHEDULED UNIT button.

6 After clicking the SEARCH SCHEDULED UNIT button, a list of all the scheduled units that meet your searched criteria will be displayed below the SCHEDULED UNIT SEARCH Form section. You can filter more the returned options by typing any keywords of the scheduled unit that you are trying to search into the search box. The list of returned results will reduce to match the criteria

7 Once you’ve found your scheduled unit, click the blue hyperlink of the Scheduled Unit Id. This will open the Edit Details screen of the scheduled unit that you’ve selected.

8 In the Edit Scheduled Unit Page, scroll down and look for the ASSESSMENTS Form section. Click the ADD SCHEDULED ASSESSMENT FROM ASSESSMENTS button.

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9. How to ADD Assessment to a Scheduled Units from a Base Unit by Delivery Method

1, 2, 3 Choose Units > Unit Details > Show Scheduled Units menus on the side. This will display a page where you can search for scheduled units in the system.

4 At the top of the page, you can find the SCHEDULED UNIT SEARCH Form section. Enter any combination of Scheduled Unit ID, Unit Code(s), Scheduled Unit Name, Home Institution, Unit Location, Start and End Date, Order By (Paradigm requires at least one search criteria.).

5 After entering the search filters of the scheduled unit that you want to add an assessment to, click the SEARCH SCHEDULED UNIT button.

6 After clicking the SEARCH SCHEDULED UNIT button, a list of all the scheduled units that meet your searched criteria will be displayed below the SCHEDULED UNIT SEARCH Form section. You can filter more the returned options by typing any keywords of the scheduled unit that you are trying to search into the search box. The list of returned results will reduce to match the criteria

7 Once you’ve found your scheduled unit, click the blue hyperlink of the Scheduled Unit Id. This will open the Edit Details screen of the scheduled unit that you’ve selected.

8 In the Edit Scheduled Unit Page, scroll down and look for the ASSESSMENTS Form section. Click the ADD SCHEDULED ASSESSMENT FOR DELIVERY MODE button.

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