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 into 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: HIGH
Navigation
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 file should only be done under certain circumstances as it can 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.
BE ADVISED
VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to separate base course record that is dedicated for tracking the inherited student cohort.
This field will be referenced for any unit enrolments that are reported to the government via TCSI.
Workflow
01. How to SEARCH for a Course Record
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
INFO: For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived.
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).
5 If the return list needs more filter 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.
6 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).
02. How to CREATE or ADD a New Course
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.
1, 2 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.
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 >A Add COURSE Form Fields with Brief Descriptions section, for all the fields required and optional and their brief overview – which will guide/ help you in adding a new COURSE record in Paradigm.
4 After filling out all the required and available information you have for that course, click the SAVE COURSE button.
03. How to EDIT a Course Record
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
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.
04. How to DELETE a Course Record
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: If the course record that you want to delete is already loaded, proceed to “STEP 2 Delete the course record” instructions, else, start with “STEP 1 Search for the course that you want to delete”.
STEP 1 Search for the course that you want to delete
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
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 WARNINGS above this section – all the implications when deleting a course record in Paradigm.
7 Once the course record has now been loaded, scroll down the page and click the DELETE COURSE button.
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.
05. How to 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: If the course record that you want to duplicate is already loaded, proceed to “STEP 2 Duplicate the course record” instructions, else, start with “STEP 1 Search for the course that you want to duplicate”.
STEP 1 Search for the course that you want to duplicate
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Duplicate the course record
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).
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.
06. How to ADD a Campus File
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: If the course record that you want to add a campus file to is already loaded, proceed to “STEP 2 Add the Campus information” instructions, else, start with “STEP 1 Search for the course that you want to add the campus information”.
STEP 1 Search for the course that you want to add the campus information.
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Add the Campus information
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.
8 In the Add the following campus where the course is taught field, select the campus location, and then click the ADD CAMPUS button.
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 OFFFER CODE.
NOTE: Refer to the Key Terms and Concepts section above and click the “B Add CAMPUS File Information” table information for a brief description of each field, which will guide you in filling out the forms.
10 Enter all the information which are required and applicable to your institution, and then click the SAVE CAMPUS button.
INFO: Repeat all three parts of this process for each campus and course combination.
07. How to EDIT a Campus File
INFO: If the course record that you want to edit the campus information is already loaded, proceed to “STEP 2 Edit the Campus information” instructions, else, start with “STEP 1 Search for the course that you want to edit the campus information”.
STEP 1 Search for the course that you want to edit the campus information.
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Edit the Campus information
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.
8 Click the 📝 EDIT button on the right side of the campus location that you want to edit.
9 After clicking the 📝 EDIT button, the campus record will be loaded where you can edit all the possible existing information. Update the required data ensuring all required fields have a valid HEIMS compliant response.
9 Click the SAVE CAMPUS button to apply the changes.
08. How to SAVE an Attachment to a Course Record
INFO: If the course record that you want to add an attachment is already loaded, proceed to “STEP 2 Add the attachment” instructions, else, start with “STEP 1 Search for the course that you want to add an attachment”.
STEP 1 Search for the course that you want to add an attachment.
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Add the attachment.
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.
8 Click the ADD FILE ATTACHMENT button
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.
10 Click the Choose file button to upload the file you want to attach.
11 Click the SAVE FILE ATTACHMENT button.
09. How to COPY a Course Outline or Course Plan from One Course to Another
INFO: If the course record that you want to copy the course outline is already loaded, proceed to “STEP 2 Copy the course outline” instructions, else, start with “STEP 1 Search for the course that you want to copy the course outline”.
STEP 1 Search for the course that you want to copy the course outline.
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Copy the course outline.
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
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.
9 In the Copy Selected Constraints to the following Course field, select the course that you want the outline to be copied to.
10 Click the COPY SELECTED CONSTRAINTS button.
INFO: If the copy was successful, you should see a SUCCESS message on top of the screen, the same as the sample screenshot below.
10. How to COPY a Course Details to a New Course
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: If the course record that you want to copy the details is already loaded, proceed to “STEP 2 Copy the details to the new course” instructions, else, start with “STEP 1 Search for the course that you want to copy the course details”.
STEP 1 Search for the course that you want to copy the course details.
1, 2 Choose Course > Search menus on the side.
3 Enter either one or all of the following search criteria: Course Id, Course Name, Course Level, and Course Status.
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).
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.
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).
STEP 2 Copy the course details to the new course.
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.
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
9 Enter any other available information to the new course, and then click the SAVE COURSE button.
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.
Related Pages
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading