Overview

The Course Plan menu in Paradigm can allow students, or staff with a lower level of access to help students enrol themselves into units / subjects for the upcoming study period. This requires set up prior to being able to be used. It is set up from the Course > Outline menus on the side. Once this has been done and the time periods have been updated to allow access to the Course Plan, it is ready to use. This knowledge article provides a workflow on how to use the course plan as a student and as a staff member.

Complexity: MEDIUM to HIGH

Navigation

The Student > Course Enrolment > Course Plan menu in Paradigm will only work as intended if the following has already been setup and configured:

Time Period > Configuration Period (UNIT_ENROLMENT, ENROLMENT_PERIOD), see EDIT CONFIGURATION PERIOD for more details.
The Courses > Course Outline has already been setup, see Manage Course Outlines for the instructions on how to setup one.

Assumptions

NOTE

The pages, fields and buttons that you can see, and the items you can edit, are based on:

How the Paradigm system is configured for your institution;
The options that are made available by your institution; and
The access level assigned to you by the "Nominated Contact Person" or other Paradigm Expert, according to your permission needs.

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.
The Course Plan has already been set up for this course, see Manage Course Outlines for more details.
Time Periods have been updated, allowing access to the Active Units within the Course Plan, see Edit Time Period > Configuration Period.
Units / Subjects have already been scheduled for the next study period.
You have an understanding of course units that are:
- core units,
- elective units,
- prerequisite units, and
- co-requisite units.

Key Terms and Concepts

Course Units Colour Legend

Colour	Meaning	Associated course enrolment status
Green	Student has completed this unit	ENROLMENT_COMPLETED ENROLMENT_EXEMPT ENROLMENT_SATISFIED ENROLMENT_TRANS_CRED
Blue	Student is currently enrolled in this unit	ENROLMENT_APPLIED ENROLMENT_ENROLLED
Orange	Unit not available because prerequisites have not been met
White (with tick box)	Unit can be selected for enrolment
White (without tick box)	Unit has been scheduled, student meets prerequisites, but the enrolment period has not yet opened
Grey	Unit is not scheduled for the next enrolment period

Failed Units

When a student fails a unit then they may be eligible to take that unit again in future time periods or intakes. The following enrolment outcomes are considered equivalent for the purposes of this test:

ENROLMENT_WITHDRAWN
ENROLMENT_FAILED

Meeting pre-requisites for future time periods in the current time period

It is common practice for providers to open unit registrations to students before the results of the current time period have been ratified or published. When this practice is followed it is necessary to make the assumption that the student will, all things being equal, complete their currently enrolled units at the end of the current time period. This is necessary when there are pre-requisite rules defined on the course plan.

Paradigm considers the following enrolment status codes as equivalent to the student having successfully completed the unit for the purposes of allowing students to perform new unit enrolment:

ENROLMENT_COMPLETED
ENROLMENT_EXEMPT
ENROLMENT_SATISFIED
ENROLMENT_TRANS_CRED

These status codes are only considered when the course plan is set as open to students, meaning when the current date is within the date range defined in the configuration period UNIT_ENROLMENT

Implications

INFO

When you create a scheduled unit, the staff member / user has the ability to limit the number of participants or enrolments available within a scheduled unit. When students are enrolling themselves via the course plan, students will select the unit on the first page and then click enrol. It is on the second page that the course plan will indicate how many places are still available within that schedule – and if the student can enrol into that scheduled unit or not. If the schedule is full, the student will receive the message class full need to select an alternative unit.

This can be useful when classrooms have limited capacity, or you want to limit the number of students within a scheduled unit for what ever reason.

NOTE

The System can be set up so that student can confirm their current contact details (Addresses, email, phone numbers) prior to accessing the Course Plan. This can be set up to be confirmed every study period, or once a year.

BE ADVISED

When the system checks for potential timetable session clashes it will only assess scheduled units that have an unit status of Confirmed, Applied and Enrolled. All other statuses are excluded from the check.

Workflow

1. How to Use the Course Plan as a Student

Login to Paradigm using your username and password, to load your student record in the system.
Click on the Student tab of the side menu
Click the Course Enrolment option and expand it.
Click the Course Plan option.
Click on the Edit icon for the course you are enrolled in
For information on Course structure hover over the unit Id. This can provide information if the unit is a core or elective, if the units has pre or co-requites, or if the units is completed what the final grade was.
Select the units for the next study period by clicking the tick boxes in each one required.
Scroll to the bottom of the page and click the Proceed with Enrolment in Selected Units button
Click the radio button on the right hand side next to each unit to select which instance of the unit you want to be enrolled into. (e.g. Online, On Campus, Monday, etc)
Click on the Show Times button to select the session time you want to attend.
Click the Check Class times button to confirm your selection and move to the next screen. If you wish to change your unit selections click on the Change Units button to return to the Course Plan.
If Required, click in the Leave Student Services a message and write any messages needed to be communicated to student services about your enrolment.
Click the check boxes next to the 2 required statements:

14. Click the Enrol now Button. If the selection needs to be changed this is your final opportunity to alter it before the enrolment is completed. if you wish to alter the selections please click the Change Unit selections button.

15. Click on the Send Message Button, an email containing the enrolment information is sent to the Student's email address and to student services / Administration.

16. The Enrolment is now completed. Click on the Home button to return to your student record.

2. How To Load A Student Record

How To Load A Student Record	Actions To Take
If you know your student's name or number	Follow the steps in Student - Search and click on the Student No highlighted in blue to load the Student Summary page. Click the ACTIONS button and choose the Edit Course Enrolment option to load the student record directly into the Course Enrolment page.
If you know that your student is currently enrolled in a different course, or, if the currently loaded student record is not the one you want to use	Follow the steps in Student - Search Course to search through all students currently enrolled in a specific course. Filter the list of students until you can choose your intended student and click the Edit icon to load the student record directly into the Course Enrolment page.

3. How to Use the Course Plan as a Staff Member

Load the student's record
Click the Course Enrolment option
Click the Course Plan option
For information on Course structure hover over the unit Id. This can provide information if the unit is a core or elective, if the units has pre or co-requites, or if the units is completed what the final grade was.
Select the tick boxes for the units to be enrolled into then scroll to the bottom of the page.
Click the Proceed with Enrolment in Selected units button.
If there there multiple options for the selected units these will appear here, e.g. online, on Campus, Intensive, Monday Class, Friday Class. These options will depend on how your institution schedules the various options.
Select the radio button on the right hand side of the required units / options.
Click on the Show Times button to select the session time the student wants to attend.
Click the Check Class times button to confirm the selection to move to the next screen. If the unit selection needs to be changed click on the Change Units button to return to the Course Plan.
If Required, click in the Leave Student Services a message and write any messages needed to be communicated to student services about the student's enrolment.
Click the check boxes next to the 2 required statements:

13. and click the Enrol now Button. If the selection needs to be changed this is your final opportunity to alter it before the enrolment is completed, if you wish to alter the selections please click the Change Unit selections button.

14. Click on the Send Message Button, an email containing the enrolment information is sent to the Student's email address and to student services / Administration.

15. The Enrolment is now completed. Click on the Home button to return to the student's Summary Page.

Course Plan