Objective

Upon completion of this KB article you will have an understanding of how to Search, Add and Edit Scheduled Units.

Complexity MEDIUM

Assumptions

• You know how to create a base unit

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

• A base unit record must have been saved before you can save the details that are required for a scheduled unit record to be created in Paradigm

• You have administrator level access to create a scheduled unit

Key terms and concepts

Flexible Learning

Flexible Learning describes the situation where the VET provider has a scheduled unit start date and end date that are different than the unit enrolment start and end date. You need to have the highest permission level to access this function.

The Unit Enrolment start and end dates should not be changed because this affects enrolment information that is vital to the business operations of the institution. When the scheduled unit start and end dates are not the same as the unit enrolment start and end dates, you can change the start and end dates for the scheduled units as follows:

1. Load the Student record

2. Click the Student option in the menu

3. Click on the Course Enrolment option

4. Click the Units option

5. Put a tick in the select box at the far right end of the row for the unit enrolment

6. Move down the page as necessary, to the bottom of the list of unit enrolments

7. In the dropdown that shows "Select Action to perform on Units", choose the option "Apply the following start and end date to each of the selected units"

8. Type in the start date and end date for the unit enrolment

9. Click the XXXXXX button
   
   

   IMPLICATIONS

Old Scheduled units should NOT be updated and reused again as this will alter the dates for students previously enrolled into the unit. A new Schedule or a Reschedule needs to be created each time the unit is run.

Always ensure that dates are entered correctly as incorrect information can have a knock on effect for reporting periods. Census date must always fall between the start 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. Units should be either rescheduled or a new Schedule created. 

• Fee alterations will not update any students already enrolled into the unit.

• HEIMS Census dates are required to be no less that 20% of the way through the unit.

Class numbers / Participants 

Current Participants indicates the number of students currently enrolled in the scheduled unit. This will aide in class viability decisions as schedules under (an institution determined) enrolment number may not be financially viable and may need to be cancelled.

Maximum Participants indicates the maximum number of students to be enrolled into this scheduled unit. Once this number has been reached students will not be able to be added to this schedule via the Course plan enrolment method. This number can be increased once the maximum has been reached within the edit Schedule unit page. Once the number has been increased student will again be able to enrol in this schedule via the Course Plan.

A report can be created within the report builder and added to required staff dashboards to provide data on class numbers for any given study period. This can provide data on class sizes / viability in one easy to read report.

Workflow

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.

How to Add / Create Scheduled unit

1. Click on the Units tab in the Side menu

2. Click on the Search option with 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 the Scheduled Unit Details in the side menu

9. Click on the Add Scheduled in the side menu

10. Enter the required information in to the fields ensuring some minimum field requirements (Start Date, End Date and HEIMS Census Date and Status set to Active) Additional information recommended however these fields are required to create a basic functioning Scheduled unit.

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. 

Adding Fees to Scheduled Units

There are 4 methods of adding fees to Scheduled units.

Method 1 - Adding Fees for Individual Courses to Scheduled Units

If the institution has many different fees for each unit within in the same course, students within the same units in different courses that are 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 to schedule a new unit, then continue here to add the available fees.

1. Once the new schedule has been saved scroll down 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 a dollar sign as this will cause the fee not to 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
    
    

Method 2 - Adding Fees for Multiple Courses to Scheduled Units

1. Once the new schedule has been saved scroll down 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 course hold the control button and click 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 a dollar sign as this will cause the fee not to 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
    
    

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

1. Once the new schedule has been saved scroll down 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

Please note: This will add the standard unit fee for all courses in the selected group. The Standard unit fee that is entered into the Course record page.

 Method 4 - The Fee rules

1. Click 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.

How to Edit 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.

9. Update the Required information.

10. Click on the Save Scheduled Unit button

How to Delete 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.

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

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 Contact - 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 Unit Teacher doesn't appear, 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.

How to Search and add Unit of Competency to a 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.

Further Reading

Adding Assessments to Scheduled Units

Adding Sessions to Scheduled Units

Rescheduling Units

Base Unit Details

Related Pages