KEY TERM >> Status Codes

All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student life cycle.

For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item

TCSI REPORTING Commonly Used Course Enrolment Statuses with Descriptions and their TCSI Reporting Values

Refer to the table on this Knowledge Base article for a list of some of the commonly used Course Enrolment statuses in Paradigm: Student - Course Enrolment: Commonly Used Course Enrolment Statuses with Descriptions and their TCSI Reporting Value Table

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KEY CONCEPT >> Credit Point Calculations 

These fields are calculated by Paradigm using the value of the credit point field on any unit enrolments associated with that course enrolment.

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KEY CONCEPT >> Grade Points Calculations

The acronym GPA stands for grade point average, which in turn requires the allocation of grade points to each unit enrolment outcome. Specifically, this involves allocating a grade point value (e.g. 5) to a specific letter score (e.g. credit). Australian providers differ on the exact grade point scale to use, but the process is always the same.

For comparison, click here: https://en.wikipedia.org/wiki/Academic_grading_in_Australia.

Paradigm implements GPA in a way that reflects industry practice. As per the above link institutions may define their own GPA scale by adding the relevant information to the grading schema defined in the interface under SYSTEM > Search Grade Type. Refer to this Knowledge Base article for more details: Search, Add and Edit Grade Items.

We expect providers to assign a GPA value to fail and fail equivalent grades.

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KEY CONCEPT >> Weighted Average Mark Calculations

The acronym WAM stands for Weighted Average Mark. The Weighted Average Mark (WAM) is a more precise measurement of your student’s academic performance than the grade point average. This is because it bases the calculation on your actual marks (eg: 78, 63, 50, and so on) and the year level of each base unit. Therefore, the WAM is the average mark you achieve across all completed units in a course, including any failed and repeated units. The WAM is out of 100.

WAM is weighted according to the:

• credit point value defined at each base unit;

• year level weighting defined at each base unit;

• weighting level defined at each base unit (Note: If no weighting level is defined then the system assumes a weighting of one); and

• The value you entered into the published result field on the unit enrolment must have a corresponding value in the grade point field on the Paradigm grade schema (System > Edit Grade item).

Find more information, link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984984/Search+Add+and+Edit+Grades+and+Grade+Types#Weighted-Average-Mark-(WAM)

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Student > Course Enrolment > Course screen sections

COURSE ENROLMENT LIST

The COURSE ENROLMENT LIST section shows a list of all the courses that the currently loaded student has enrolled in. Each row in the list has its own ACTIONS button that provides different functions to perform on that row of information.

SCHEDULED PROGRAM LIST

This section shows all the available Scheduled Programs offered in your business or institution. This section will give you options to enrol on the Scheduled Program and its related Scheduled Units in one click.

ADD STUDENT COURSE ENROLMENTS

This section will let you enrol a student into a Course(s) with other overriding fields that you can set specific to the student’s circumstances when enrolled on that Course. Start and Expected End Date, Enrolment Status, Home Institution, Contact Mode, and Funding Type are just some of the fields that you can set prior to enrolling.

The ADD STUDENT COURSE ENROLMENTS allows you to add sufficient details to make an operationally viable course enrolment record to a student record. Whichever option you choose, you can edit the course enrolment details by clicking on the Edit Details option of the side menu, to ensure that the course enrolment details are complete and that they comply with the requirements of Government reporting.

QUICK ADD STUDENT COURSE

This section is where you can add minimal details to a course enrolment for a student.

TRANSFER STUDENT COURSE

The TRANSFER STUDENT COURSE section is where you can change the course enrolment details for a student from one course to another course.

COURSE DETAILS

This section is where you can edit the majority of fields that are directly related to a student's course enrolment.

ADMISSION CRITERIA

Details of the student’s eligibility when applying to the Course.

HEIMS DETAILS

This section is where you can add or edit any of the details required for international students.

AVETMISS DETAILS

This is where you can add or edit any of the details required for VET students.

COURSE FEE PLAN

This section is where you can add or edit any of the details relating to the payment of the course fee.

ASSOCIATED FILE ATTACHMENTS

This is where you can attach any digital file to the student record against a Course Enrolment.

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MANDATORY INFO Course Enrolment Details Required by the Education Sector 

This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes.

Field Name							International
Course Name (E308)	X	X	X	X	X	X	X
Course Code (307)	X	X	X	X	X	X	X
Start Date (E328)		X	X	X	X	X	X
End Date		X	X	X			X
Full/Part Time (E329)		X	X	X	X		X
Funding Type		X	X	X			X
Fee Type (E585)		X	X	X	X		X
Contact Mode (E330)		X	X	X	X	X	X
Enrolment Status (E490)	X	X	X	X	X	X	X
Home Institution		X	X	X	X	X	X
Commencing Course Identifier			X
Concession Type Identifier			X
Funding Source - National			X
Funding Source - State			X
Study Reason Identifier			X
HEIMS Student Status (E490)				X	X	X	X
HEIMS HELP Eligibility				X			X
Student Admission				X	X	X	X
Tertiary Entrance Score (E369)				X	X		X
HEIMS Request Indicator				X			X
HEIMS Contribution Indicator				X			X
HEIMS Mode Of Attendance (E330)				X	X	X	X
HEIMS Type Of Attendance				X	X	X	X
HEIMS Residence Indicator				X	X	X	X
Year Left School				X			X
Highest Educational Attainment Of Parent 1				X			X
Highest Educational Attainment Of Parent 2				X			X

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01.How to SEARCH a Student Course Enrolment Record

Refer to the following options when loading the Student Course Enrolment record in Paradigm:

OPTION 1 Search by Student

1 Choose Student > Search menus on the side. Enter either the student number or name. Click the SEARCH button.

Refer to the details on this workflow on how to search for a student record in the system.

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

3 In the Student Summary screen, go to the COURSE ENROLMENTS section, click the ACTIONS button against the course record that you want to load, and choose the Edit Course Enrolment option

OPTION 2 Search by Course

1 Choose Student > Search Course menus on the side. Select the Course Name > Click the SEARCH COURSE ENROLMENTS button.

2 Filter the list, once you’ve found the student, click the 📝 EDIT button on the right of the student record.

3 A list of all the courses the student has been enrolled in or being associated with will appear in the COURSE ENROLMENT LIST Form. Click the ACTIONS button on the right side of the course that you want to edit, and then click the EDIT button.

To unload a record in the system

You can either do any of the two options (via Student > Search or Student > Search Course) above to unload the currently selected student. Once you’ve started searching for a student record either by Number, Name, or Course, the currently selected student will automatically be unloaded from the system.

The best way to check if there is a student currently loaded in the system is above the Dashboard menu.

Another way to check, for FULLADMIN users, is when the Show Classic Records Loaded button at the top right corner of the page is selected – a student summary/detail will appear at the top of the page of the currently loaded student record. This section will disappear every time you click the Student > Search or Search Course menus [meaning the student has been unloaded].

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02.How to LOAD the Course Enrolment Details Page

STEP 1 Load the student’s record. [In this case, it is assumed that you have the student record loaded in the system already].

STEP 2 With the currently loaded student record, on the side menus,

1, 2, 3 Choose Student > Course Enrolment > Course. It will then load the course enrolment details page of that particular student.

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03.How to ADD a Course Enrolment to a Student’s Record

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.”

STEP 2 Add the new course enrolment.

After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side.

Enrolling students within Paradigm can be done via the following sections:

• QUICK ADD STUDENT COURSE section - adding a course enrolment in the fastest way possible by selecting just the Course Name

• ADD STUDENT COURSE ENROLMENTS section- enrolling students this way will let you choose multiple courses with the same initial default values on Start and Expected End Dates, Enrolment Status, Home Institution, Contact Mode, Full/Part Time, Funding Type, and Fee Type. If the Courses are paid not by units, you can also set the Fee Amount, Course Length in weeks, and the First Fee Payment Amount received from the student.

• TRANSFER STUDENT COURSE section - For cases where students are transferring to another course, thus, new course enrolment is required. Check the implications before you use this option here.

• SCHEDULED PROGRAM LIST section - If you are using Scheduled Programs, you can use this section to enrol students into courses. This section is designed so you can link a course to scheduled units and enrol students with one click, see Scheduled Program - Scheduled Units.

QUICK ADD STUDENT COURSE section

1 In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name.

2 Click the ADD COURSE button.

ADD STUDENT COURSE ENROLMENTS section

1 Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Refer to the “Course Enrolment Details Required by the Education Sector” section table above to double-check. The table below will give you a brief description of all the fields you can find when enrolling a student into a course in Paradigm (fields in RED are required).

2 Click the ADD COURSE ENROLMENT button to add the course enrolment, (see the below table for all the add course buttons descriptions).

Use this button if you will enrol a student to only ONE course (if you’ve only selected one from all the options under the Enrol into Courses (s) field).

Only applicable if you are doing package enrolment (Nested Awards). Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.

SCHEDULED PROGRAM LIST section

In the updated version of Paradigm, this section is now changed to SCHEDULED PROGRAM LIST where all the course(s) being offered or scheduled are listed with an ADD COURSE button for each row.

This section has now an option to enrol on a Scheduled Program and its linked Scheduled Units, see Scheduled Program - Scheduled Units.

1 Simply click the ADD COURSE button on the right of the Scheduled Course or Program that you want the student to enrol on.

2 After clicking the ADD COURSE button, you have the option to check and edit the COURSE DETAILS section, just below the SCHEDULED PROGRAM LIST section (edit fields that are relevant to the enrolled student’s circumstances) and just click the SAVE COURSE ENROLMENT button to apply the changes.

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04.How to EDIT a Student Course Enrolment Record

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.”

STEP 2 Load the COURSE DETAILS Form.

1 With the student course enrolment record currently loaded, scroll down to find the COURSE DETAILS Form section of the page or choose Student > Course Enrolment > Course > Edit Details on the side menu. It will then automatically display the COURSE DETAILS Form section. Edit the fields [you want to edit].

Other ways to edit the Student’s Course Enrolment Details:

• Student Summary screen > COURSE ENROLMENTS section > Click the ACTIONS button against the Course to be edited and choose the Edit Course Enrolment option.

• With the student record loaded, choose Student > Course Enrolment > Course menus on the side.

2 Click the SAVE COURSE ENROLMENT button to apply changes.

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05.How to TRANSFER a Course Enrolment Record for the same Student

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Add the new course.

1 With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Form section.

2 The QUICK ADD STUDENT COURSE Form section. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name.

3 Click the ADD COURSE button to add the new course.

STEP 3 Transfer a course enrolment for the same student.

1 After adding the course enrolment to a student, move down to the TRANSFER STUDENT COURSE Form section, or choose Student > Course Enrolment > Course > Transfer Course on the side menu.

2 Select the Course the information is being transferred from and the Course the information is being transferred to.

3 If only the Course information is being transferred click the TRANSFER COURSE DETAILS ONLY button. However, if the Course information and all of the Units associated with the course are being transferred click the TRANSFER COURSE AND UNIT ENROLMENTS button.

The section will render as shown in the screenshot below with the TRANSFER COURSE AND UNIT ENROLMENTS button disabled when the course enrolments have been reported to TCSI.

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06.How to TRANSFER a Course Enrolment Record to a Different Student Record

Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE.

STEP 1 Load the SOURCE student record.

1 Load the Student Record for your SOURCE student number.

STEP 2 Transfer Course from the SOURCE to the RECEIVER.

1 Once the SOURCE student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. It will then load the COURSE ENROLMENT LIST Form section of your SOURCE student.

2 In the COURSE ENROLMENT LIST Form section, click the ACTIONS button associated with the course you want to transfer.

3 Select the Transfer Course To Person option.

4 After clicking the Transfer Course To Person button, the page will reload, scroll down the page and look for the STUDENT SEARCH Form section.

5 Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow].

6 Click the SEARCH STUDENT button after filling out the RECEIVER student details.

7 After clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER student's details and then click the TRANSFER TO STUDENT button, to transfer the course record.

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07.How to TRANSFER a Course Enrolment Record for the same Student for Early Exit

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Add the new course (course for which they will receive full credit recognition for the first course).

1 With the student course enrolment record currently loaded, add the new course via the QUICK ADD STUDENT COURSE section by scrolling down the page, find the QUICK ADD STUDENT COURSE Form section of the page, or choose Student > Course Enrolment > Course > Add Courses on the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Form section.

2 The QUICK ADD STUDENT COURSE Form section. In the “Enrol Student in the following Course:“ field, click the drop-down box to choose the Course Name.

3 Click the ADD COURSE button to add the new course.

STEP 3 Transfer credits to the degree.

1 After adding the new course, choose Student > Summary on the side menu, to show all course enrolments for this student.

2 Scroll down to the COURSE ENROLMENTS Form section and click the ACTIONS button for the original course enrolment and click Edit Course Enrolment. This is the course that contains the units that are to be Transfer Credited to the Early Exit course.

3 On the side menu, choose Student > Course Enrolment > Units. This will display a list of all units currently enrolled in that course.

4 Place a ☑ in the box for each unit that has an enrolment status value of Completed.

5 At the bottom of the UNITS ENROLLED BY STUDENT list, in the Select Action to perform on Units field, choose the option Transfer Credit the selected units to the degree.

6 In the new box that appears and shows Please Select Course, choose the course that you added above, as the Early Exit course, and then click the SUBMIT button.

7 The first course should reflect that it is no longer an active enrolment. It should be marked with a status that reflects a linked E599 value of [5-Completed but continuing a related course], [6-Transfer to complete a related course], or [7-Transfer to continue a related course] that will be dependent on the institution. The status value will be decided by the Provider for the needs of the institution.

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08.How to UPDATE the Course Enrolment Status for a Student Record

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Update the course enrolment status.

1 Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.

2 After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment Status field. Change the Enrolment Status field as required.

3 Click the SAVE COURSE ENROLMENT button to apply the change.

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09.How to UPDATE the Course Progression Fields

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Update the course progression.

1 Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.

2 After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the “Progression Status” field. Select the required option from the drop-down box.

3 Enter the date the progression level was set, in the “Progression Level Date Set:” field.

4 Click the SAVE COURSE ENROLMENT button to apply the changes.

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10.How to MARK a Course as Completed in a Student's Record

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Mark a course as completed.

1 Once the student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then EDIT. It will then load the COURSE ENROLMENT LIST Form section of the student.

2 After clicking the EDIT button, scroll down to the COURSE DETAILS Form section and locate the Enrolment Status field. Change the Enrolment Status field to Completed.

3 Update the “Expected End Date:”.

4 Click the SAVE COURSE ENROLMENT button to apply the changes.

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11.How to ADD a New Certificate of Enrolment (CoE) details to a Student’s Record

STEP 1 Load the student's record.

Follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.” The Course Enrolment Details of the student should now be loaded into the system.

STEP 2 Edit and Add the CoE details.

1 Once the student record has now been loaded, Student > Course Enrolment > Course on the side menu. Find the row for the Course Enrolment for this student, click the ACTIONS button, and then Edit COE. It will then load the CERTIFICATE OF ENROLMENT LIST Form section of the student.

2 After clicking the Edit COE button, click ADD NEW button each time you enter a new CoE record.

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