Overview
Adding a new scheduled unit in Paradigm requires you to have a base unit record first. It is assumed that you already have base unit records in the system prior to commencing the workflows mentioned in this article. This knowledge article will provide a brief description of all the required and optional fields needed to create a scheduled unit in Paradigm, system and government reporting implications, as well as the workflows on how to search, add, edit, and delete scheduled units, add fees and contacts to a scheduled unit.
Complexity MEDIUM
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Implications
BE ADVISED
A new scheduled unit must be created whenever one or more of the following seven fields changes:
Unit Code
Unit Name
Start Date
End Date
Census Date
Delivery Mode
Home Institution (otherwise known as the location of delivery)
If any of these seven fields change then a new scheduled unit MUST be created regardless of the course the student is undertaking.
E.g. If the Students are sitting in the same room (location / institution), with the same delivery method, at the same time (start date), learning the same material / subject (unit code), it is one scheduled unit.
INFO
Scheduled units that have been associated to a particular contact can be un-associated by setting the contact drop box to blank.
WARNING
Historical Scheduled Units SHOULD NEVER be updated and reused (again) as this will alter the dates for students who were previously enrolled into the unit.
A new and unique Scheduled Unit must be created each time a unit is offered.
NOTE
Always ensure that dates are entered correctly as incorrect information can have a flow-on effect for reporting periods.
A Census Date MUST always fall between the start date and end date of the unit and NO LESS than 20% of the way through the entire delivery period of the unit.
Previous Scheduled Units SHOULD NOT be updated and reused as a new unit. This will affect any historical student data. Scheduled Units should be either rescheduled or created as a new Scheduled Unit.
Fee alterations will not update the unit fees for any students already enrolled into the unit.
HEIMS Census dates are required to be no less than 20% of the way through the unit.
Workflow
1. How to SEARCH for a Scheduled Unit
1, 2 Choose Units > Search Scheduled Units menus on the side.
3 Enter at least one of the following search criteria: (Unit Id, Unit Code, Unit Name, Home Institution, Location, Start and End Date, Order By).
4 Click the SEARCH SCHEDULED UNIT button.
5 After clicking the search button, it will show a list of all scheduled units that meet your searched criteria. You have the option to filter the list of units by typing a keyword of the unit name that you want to search in the 🔍Filter Box.
6 By typing a keyword, the results will now be limited to that keyword that you entered. When you see the record of the unit you are looking for, click the scheduled unit number, highlighted in blue on the left column of that row.
7 After clicking the link of the scheduled unit number, it will then load the scheduled unit details.
2. How to ADD or CREATE a Scheduled Unit
NOTE
If the base unit that you want to add as a scheduled unit has not been created or added in the system yet, refer to the instructions on these knowledge articles on how to add a base unit:
If the base unit is currently loaded in the system, skip the STEP 1 instructions, and proceed to STEP 2 on how to add the base unit as a scheduled unit.
STEP 1 Load the base unit that you want to add as a scheduled unit.
1, 2 Choose Units > Search menus on the side. This will display a page where you can search for all units saved in the system.
3 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).
4 After entering the search criteria of the base unit that you want to search, click the SEARCH UNIT button.
5 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 of 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
6 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.
STEP 2 Add the base unit as a scheduled unit in Paradigm.
1, 2, 3 Once the required base unit has been loaded, choose Units > Scheduled Unit Details > Add Scheduled menus on the side.
4 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, as shown in the sample screenshot below).
NOTE:
It is highly recommended to add any further information to any of the remaining fields. Refer to the table [FORM FIELDS Adding a Scheduled Unit Fields (REQUIRED and OPTIONAL)] above under the Key Terms and Concepts section for a brief description of each field. Alternatively, click the 
button on the right of the field name.
5 After filling out all the required and available fields for the unit to be scheduled, click the SAVE SCHEDULED UNIT button. You should be seeing a success message on top of the screen if the unit has been successfully scheduled (as shown in the sample screenshot below).
To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units.
3.1 Method 1- Adding Fees for Individual Courses to Scheduled Units
INFO
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. How to SEARCH for a Scheduled Unit, or Workflow 2. How to ADD or CREATE a Schedule Unit to create a new scheduled unit, then continue here to add the available fees.
1 Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page.
2 Click the NEW FEES button.
3 In the EDIT FEE Form section, enter the following information (fields highlighted in RED in the screenshot below).
NOTE:
On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
4 Click the SAVE UNIT FEE button after entering the fee information. To add additional fees click the NEW FEES button again, and repeat the steps.
3.2 Method 2 - Adding Fees for Multiple Courses to Scheduled Units
Follow the steps above in Workflow 1. How to SEARCH for a Scheduled Unit, or Workflow 2. How to ADD or CREATE a Schedule Unit to create a new scheduled unit, then continue here to add the available fees.
1 Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page.
2 Click the NEW FEES button.
3 Go to the ADD MULTIPLE FEES Form section and enter the following information (fields highlighted in RED in the screenshot below).
INFO:
To select multiple courses, hold the Ctrl key on the keyboard, and click each of the required course names that you want to add the same fee information.
NOTE:
On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
4 Click the ADD FEES button after entering the fee information.
3.3 Method 3 - Adding Fees for All Courses in the selected group to Scheduled Units
WARNING
This will add the standard unit fee that is entered into the Course record page for all courses in the selected group.
Follow the steps above in Workflow 1. How to SEARCH for a Scheduled Unit, or Workflow 2. How to ADD or CREATE a Schedule Unit to create a new scheduled unit, then continue here to add the available fees.
1 Once the scheduled unit has been loaded, choose Units >Scheduled Unit Details > Edit Scheduled > Fees menus on the side to get to the Fees Form section, or you can scroll down to the ASSOCIATED FEES Form section of the page.
2 Click the Select Program Level dropbox, select the group of courses to add fees for this course e.g. Undergraduate, and then click the ADD PROGRAM FEES button.
3.4 Method 4 - The Fee Rules
INFO
The Unit Level field is an optional field. 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.
NOTE: On the Fee field, just enter the dollar amount, do not include the dollar symbol as it will cause the system to not save the fee information.
1, 2, 3 Choose Units > Unit Fee Details > Add New Unit Fee menus on the side.
4 Go to the EDT UNIT FEE DETAILS Form section, enter the following information (fields highlighted in RED in the screenshot below. Read Info and Note above this section).
5 Click the SAVE UNIT FEE button after entering the fee information.
To add another rule press the Add Unit Fee option on the side menu and repeat the steps.
4. How to EDIT a Scheduled Unit
Follow the steps above in Workflow 1. How to SEARCH for a Scheduled Unit.
Additional tasks are required when updating ANY of these fields:
HEIMS Summer School E551 - Opt-in field
Year-Long Indicator E622 - Required field
Dest Discipline E464 - Required field
Work Experience Indicator E337 - Opt-in field
Using the E464 field as an example, the following steps are needed for all 4 fields mentioned in the previous step. Each base unit record has an E464 field.
Each newly created scheduled unit will inherit the value that is currently saved for the base unit record. If a value has not been set at the base unit record, the same null value will be inherited by the scheduled unit.
Updating the value of E464 at the base unit record will not automatically update the corresponding scheduled unit records that already exist. Only scheduled units created after the base unit E464 has been saved will have the new value.
Updating the E464 element at the scheduled unit will not automatically propagate the change for existing unit enrolments. Only unit enrolments created after the scheduled unit E464 has been saved, will have the new value.
The value that was recorded at the scheduled unit at the time that the unit enrolment record was created, is included in the TCSI unit enrolment packet.
When unit enrolments have not yet been created for a scheduled unit, and the scheduled unit has no value or has a value for the E464 field, the scheduled unit E464 value can be updated as you please, without causing any TCSI validation errors, because there is no impact on any existing unit enrolment records.
When a scheduled unit record has no value recorded for the E464 field (causing a TCSI validation error for a unit enrolment) check whether the corresponding base unit record has a value for the E464 field, and if it has not been set, set the appropriate value and save the base unit, so that future scheduled units can inherit that value.
If unit enrolment records exist for that scheduled unit, and the census date has not yet passed for the affected scheduled unit, you will need to unenrol and re-enrol each student in the scheduled unit. This is needed so that TCSI data is updated to reflect the new E464 data, and generates a new UID for the unit enrolment.
If unit enrolment records exist for that scheduled unit, and if the census date has already passed for the affected scheduled unit, please raise a support request ticket identifying the scheduled unit id, and requesting us to bulk update the unit enrolment records for affected students. We will also need your authorisation in the ticket, to resubmit those updated records to TCSI.
Update the required information for any field other than the 4 fields mentioned above.
Click on the Save Scheduled Unit button
5. How to DELETE a Scheduled Unit
WARNING
Before a Scheduled Unit can be deleted, all student enrolments in the unit must be removed / deleted. If any enrolments exist, the system will not allow the unit to be deleted.
If the scheduled unit has sessions or any other related records (Assessments, File Attachments, Fees, etc.) Paradigm might prompt you an error to delete the associated records (e.g. delete all sessions) before you can completely delete the scheduled unit.
1 Follow the steps above in Workflow 1. How to SEARCH for a Scheduled Unit.
2 Once the scheduled unit to be deleted is loaded, scroll down from the EDIT SCHEDULED UNIT DETAILS Form section and click the DELETE SCHEDULED UNIT button.
6. How to ADD a Contact to a Scheduled Unit
These instructions assume that the Scheduled unit has already been created, if not yet, refer to the Workflow above on 2. How to ADD or CREATE a Schedule Unit.
1, 2 Choose Contacts > Search menus on the side.
3 Enter details for one of the following search boxes: Family Name / Surname, Given name.
4 Click 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 dropbox, select the Unit Teacher role, then click on the Assign Role button.
8 Scroll down to go to the ADD CONTACT’S ROLE FOR SCHEDULED UNITS Form 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 the SEARCH SCHEDULED UNIT button. This will return a list of units that meet the searched criteria.
11 To filter the list, in the 🔍 Filter box above the list, start typing the unit name.
12 Click the Select a Role drop box and select the required role (the Select tick box will automatically populate) Multiple units may be selected.
13 After adding a role to all the units, scroll down the page and click the ADD ROLE TO SCHEDULED UNITS button.
7. How to SEARCH and ADD a Unit of Competency to a Scheduled Unit
STEP 1 Load the scheduled unit that you want to add a unit of competency.
Refer to the Workflow 1. How to SEARCH for a Scheduled Unit above this section for the instructions.
Alternatively, click this workflow link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985116/Search+Add+and+Edit+Scheduled+Units#1.-How-to-search-for-a-Scheduled-Unit.
STEP 2 Add the competency.
1, 2 , 3 Once the scheduled unit record has now been loaded, choose Units > Unit Details > Unit Competency Edit menus on the side.
4 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.
5 Click the SEARCH UNIT button.
6 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.
7 Click on the blue hyperlink on the left side of the required record.
8 Ensure that the data returned is correct then press the SAVE UNIT button.
8. How to CHANGE a Scheduled Unit to Flexible Learning
STEP 1 Load the scheduled unit that you want to change to flexible learning.
Refer to the Workflow 1. How to SEARCH for a Scheduled Unit above this section for the instructions.
Alternatively, click this workflow link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985116/Search+Add+and+Edit+Scheduled+Units#1.-How-to-search-for-a-Scheduled-Unit.
STEP 2 Change the scheduled unit to flexible learning.
1 Once the scheduled unit record is loaded, look for the Flexible Learning field and set the value to Yes. This will allow you to adjust the expected End Date field on the student’s Unit enrolment screen.
Related Pages
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading