Assumptions

• You know how to create a base unit;

• You have an understanding of time periods / time period creation;

• You have a sufficiently high level of system access to create a scheduled unit; and

• A base unit record must have already been created before you can create a scheduled unit.

Key Terms and Concepts

FORM FIELDS Adding a Scheduled Unit Fields (REQUIRED and OPTIONAL)

*Denotes fields that are required by the system to create a viable functioning Scheduled unit

KEY CONCEPT >> Flexible Learning

Flexible Learning is intended for VET and ELICOS providers who require the option of storing dates at a unit enrolment that are different to the dates set on the associated scheduled unit. In Paradigm under normal circumstances, the start date, expected end date and census date at a unit enrolment are exactly the same as the dates set on the associated scheduled unit.

You need to have the highest system permission level to access this function.

The use of Flexible Learning mode should not be taken lightly due to the implications to business operations including government reporting. A user will need to posses the highest system permission level in order to set the Flexible Learning field.

KEY CONCEPT >> Session Enrolment Restriction

Session Enrolment Restriction works by filtering the shown list of sessions at the moment of session enrolment based on the dates specified against the record set in the restriction test.

Date restriction options:

• Course enrolment = course start and expected end date

• Unit enrolment = unit enrolment start date and expected end date

• Scheduled unit = scheduled unit start and end dates

KEY CONCEPT >> Participant Counters

Current Participants Count

Count the number of students with a unit enrolment status set to one of the following options:

• Applied (ENROLMENT_APPLIED)

• Confirmed (ENROLMENT_CONFIRMED)

• Enrolled (ENROLMENT_ENROLLED)

• Completed (ENROLMENT_COMPLETED)

• Failed (ENROLMENT_FAILED)

Withdrawn Participants Count

Count the number of students with a unit enrolment status set to one of the following options:

• Withdrawn (ENROLMENT_WITHDRAWN)

Transferred Participants Count

Count the number of students with a unit enrolment status set to one of the following options:

• Transferred (ENROLMENT_TRANSFERED)

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1. How to SEARCH for a Scheduled Unit

1. Click On the Units tab in the side menu.

2. Click on the Search Scheduled Units option in the side menu

3. Enter at least one of the following options in to the relevant search box: 

   • Unit Code

   • Unit Name

   • Unit Provider

   • Start Date

   • Unit Keywords

   • Unit Status

4. Click on the Search Scheduled Unit button.

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

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

7. 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.

8. The Scheduled Unit has now been loaded.

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2. How to ADD or CREATE a Schedule Unit

1. Click on the Units tab in the Side menu

2. Click on the Search option in the side menu

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

4. Click on the Search Unit button

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

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

7. 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.

8. Once the required unit has been loaded click on Scheduled Unit Details in the side menu

9. Click on the Add Scheduled option in the side menu

10. Enter the details for as many of the fields as possible, while ensuring that the information that meets the minimum field requirements has been entered to create a basic functioning Scheduled unit (Start Date, End Date and HEIMS Census Date and setting the Unit Status to Active). It is recommended to add any further information for any of the remaining fields.

11. Click on the Save Scheduled Unit button 

To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units. 

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3. Four Methods of ADDING Fees to Scheduled Units

There are 4 methods to add fees to Scheduled Units.

Refer to the next four workflows below this section:

>3.1. Method 1- Adding Fees for Individual Courses to Scheduled Units

>3.2. Method 2 - Adding Fees for Multiple Courses to Scheduled Units

>3.3. Method 3 - Adding Fees for All Courses in selected group to Scheduled Units (e.g. all Undergrad Courses)

>3.4. Method 4 - The Fee Rules

3.1 Method 1- Adding Fees for Individual Courses to Scheduled Units

When the institution has many different fees for each unit within in the same course, students within the same units in different courses can be charged different amounts (this can be due to practicums, material costs, etc). This can be useful for overriding Fee Rules if required.

Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.

1. Once the new scheduled unit has been saved, scroll down to the Fees associated with this Scheduled Unit section

2. Click the New Fees button

3. Scroll down to the Edit Fee section

4. Select the Course name from the drop down box

5. Enter the Fee Description from the drop down Box

6. Enter the dollar amount in the Fee box (do not type a dollar sign as this will cause the fee to not save)

7. Select the Invoice Fee Code from the drop down box

8. Enter the Credit points value for this unit into the Credit point field

9. Enter the EFTSL  into the EFTSL Field

10. Click on the Save Unit Fees button

11. To add additional Fees click on the New Fees button and repeat from Step 2.

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3.2 Method 2 - Adding Fees for Multiple Courses to Scheduled Units

Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.

1. Once the new scheduled unit has been saved, scroll down to the Fees associated with this Scheduled Unit section

2. Click the New Fees button

3. Scroll down to the Add Multiple Fees Section

4. Select the Course names from the Drop down box. To select multiple courses, hold the control button and click each of the required course names.

5. Select the Fee Descriptions required from the drop down box

6. Enter the dollar amount in the Fee box (do not type a dollar sign as this will cause the fee to not save)

7. Select the Invoice Fee Code from the drop down box

8. Enter the Credit points value for this unit into the Credit point field

9. Enter the EFTSL into the EFTSL Field

10. Click on the Add Fees button

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3.3 Method 3 - Adding Fees for All Courses in selected group to Scheduled Units

Follow the steps above in Workflow #1 to search for a scheduled unit, or Workflow #2 to create a new scheduled unit, then continue here to add the available fees.

1. Once the new scheduled unit has been saved, scroll down to the Fees associated with this Scheduled Unit section

2. Click on the Select Program Level drop box and select the group of courses to add fees for this course e.g. Undergraduate

3. Click on the Add Program Fees button

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3.4 Method 4 - The Fee Rules

The Unit level code is optional at step 9 below. If Unit Level is to be used, it must be set and saved within the base unit before you can add it as a condition to the fee rules. If necessary, save it at the base unit first, and then return here to add fee rules.

1. Click on the Units tab on the side menu

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

3. Click on the Add New Unit Fee on the side menu

4. Scroll down to the Edit Unit Fee Detail Section

5. Click on the Course drop down box and select the Course to add the new fee to

6. Click on the Course Level drop box and select the Study Level that relates to this course

7. Enter the number of Credit points for the units within the course

8. Select the Fee Type that this fee is for

9. Optional: Enter the Unit level code. These must be set within the Base unit prior before adding to fee rules

10. Enter the dollar amount for this Course, credit point, fee type combination without a dollar symbol

11. Select the Status

12. Click on the Save Unit Fee button
    To add another rule press the Add New Unit Fee option on the side menu and repeat from step 4.

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4. How to EDIT a Schedule Unit

1. Follow the steps above in Workflow #1 to search for a scheduled unit.

2. Update the Required information.

3. Click on the Save Scheduled Unit button

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5. How to DELETE a Scheduled Unit

1. Follow the steps above in Workflow #1 to search for a scheduled unit.

2. Scroll down and click on the Delete Scheduled Unit button

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6. How to ADD a Contact to a Scheduled Unit

These instructions assume that the Scheduled unit has already been created

1. Click on the Contacts tab in the side menu.

2. Click on the Search option in the side menu.

3. Enter details for one of the following search boxes: Family Name / Surname, Given name.

4. Click on the Search Contact button to show a list of contacts whose details match your search.

5. To filter the list, in the search box above the list, start typing the contact's First Name / given name.

6. When you see the row containing the details for your contact, click on the Contact Role highlighted in blue on the left side of the row, to load the details for that contact.

7. Check the assigned roles allocated to the contact contains the required role. If the role of Unit Teacher doesn't appear in the list, click on the Contact drop box, select the Unit Teacher role, then click on the Assign Role button.

8. Scroll down to the Add Contacts Role for Scheduled Units section.

9. Enter any combination of Unit Code, Unit Name, Unit Provider or Unit Keywords, Unit Status (Paradigm requires at least one search criteria)

10. Click on the Search Scheduled Unit button

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

12. To filter the list, in the search box above the list, start typing the unit name.

13. Click on the Select Role drop box and select the required role (the Select tick box will automatically populate) Multiple units may be selected.

14. Scroll to the bottom of the page and click on the Add Role to Scheduled Units button.

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7. How to SEARCH and ADD a Unit of Competency to a Scheduled 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 Show Scheduled Units option in the side menu

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

5. Click on the Search Scheduled Unit button.

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

7. To filter the returned options start typing the name of the unit into the search box. The returned results will reduce to match the criteria.

8. Click on the blue hyper link on the left side of the required record.

9. The Scheduled Unit has now been loaded.

10. Click on the Unit Competency Edit option in the side menu

11. Search for the Competency by Competency Id, Competency name or Field of Education code or any combination of the three. These can be sorted also by module / competency and ordered by Competency Id or Competency name.

12. To filter the returned options start typing the name of the unit into the search box. The returned results will reduce to match the criteria.

13. Click on the blue hyper link on the left side of the required record.

14. Ensure that the data returned is correct then press the Save Unit button.

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8. How to CHANGE a Scheduled Unit to Flexible Learning

1. Click on the Units option in the menu

2. Click on the Search Scheduled Units option

3. Type in the Unit Code or Scheduled unit Name and click the Search Scheduled Unit button

4. Among a list of returned results, click the blue hyperlink for the chosen Scheduled Unit No.

5. Scroll down the page if necessary, to find the field called Flexible Learning

6. Change the value of the field Flexible Learning to Yes

7. Click the Save Scheduled Unit button

8. This will allow you to adjust the expected End Date field on the student’s Unit enrolment screen

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