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Objective

This article outlines the workflows for users on how to to Search, Add and Edit Course records.

Complexity: HIGH

Page Contents

Assumptions

  • The User has the minimum required level to access the Course tab

  • The User has an understanding of the Australian Tertiary Education System / VET Sector

  • The User has an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting

  • The User has an Understanding of HEIMS element numbers

Key terms and concepts

All Fields Overview

#The Course ID can be an institution specific code (e.g. a course abbreviation) or a system allocated code

*Denotes required fields when creating a course record

Field name

Brief Overview

Edit Course Details Section

Course Id#*

An abbreviated Course Name or identifier allocated by the institution to uniquely identify the Course

Course Name* E308

The Full name of the Course, this will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc

Articulation Options (opt-in)

Course(s) that this can lead into or can articulate into

Early Exit Options (opt-out)

Course(s) that can precede this course or be articulated from

Course Status*

  • Active

  • Archived

  • Virtual

Course Provider*

Institution where this course is delivered

Post nominal

Post-nominal letters, also called post- nominal initials, post-nominal titles or letters, are letters placed after a person's name to indicate that that individual holds this particular academic degree e.g. BMin

Course Level*

  • Elicos

  • Postgraduate

  • Undergraduate

  • VET

  • Secondary

  • Non-Award

Course type*

  • Coursework

  • Research

HEIMS Undergraduate Loan Fee (%)

25% - the additional charge by the Government to Undergraduate students who access Fee-HELP loans. This is an additional 25% of the unit charge. Do not include the percentage symbol when entering this data

HEIMS Postgraduate Loan Fee (%)

0% - the additional charge by the Government to Postgraduate students who access Fee-HELP loans. Do not include the percentage symbol when entering this data

Accredited*

Is this Course Currently Accredited? Yes / No

Accreditation Date

What date did the Accreditation for this Course commence?

Accreditation Due Date

What date did the Accreditation for this Course cease?

Standard Unit Fee

The dollar amount for a standard units within this Course of Study

International Unit Fee

Fee amount charged to students designated as international students

Admin unit Fee

Any Administration Fees payable for a unit of study within the Course

Course Fee

The total fees payable to complete this Course of Study

Yearly Course Fee (Full Time)

The Cost of One year / Full time study in this Course

Yearly Course Fee (Part Time)

The Cost of One year / Part time study in this Course

AQF Registered

Is this Course of study AQF Registered? Yes / No

Credit Points required

The number of completed points required to complete this Course of Study

Unit Grade Type

  • Grade for ELICOS

  • Possible grades you receive after completing an assessment

  • Possible grades you receive after completing a Competency

  • Possible grades you receive after completing a unit

  • Progression Level for Course

Assessment Grade Type

  • Grade for ELICOS

  • Possible grades you receive after completing an assessment

  • Possible grades you receive after completing a Competency

  • Possible grades you receive after completing a unit

  • Progression Level for Course

Program Level No

A numerical value to determine the level of this course eg Bachelor could be 7 inline with AQF levels or could be 3 if this is the highest level in a nested suite of awards

Duration (Weeks)

How many weeks of study does it take to complete the entire course

Multi-Program Duration


Maximum Course Duration

The maximum amount of time / months / years allowed to complete this Course of Study

Maximum Participants

Maximum number of Students enrolled into any cohort

Online Enrolment Tuition Balance

Maximum Credit Points Enrollable

Maximum number of credit points the student can enrol into in one study period

Minimum Credit Points Enrollable

Minimum number of credit points the student can enrol into in one study period

Credit Points Per Semester

The standard number of credit points a student can enrol into in one study period

Maximum Elective Credit points

Show Attendance for Course on Student Summary

Display the students attendance record on the Student's summary screen - Yes / No

SMS Entity Id

SMS Entity Type Id

Remote SMS Entity

Course Application Details Section

Funding Type*

  • Upfront

  • APA

  • FEE-HELP

  • HECS-HELP

  • IPRS

  • MCDPRA

  • OSS-HELP

  • PELS

  • RTS

ECAF Approved

Is this course approved for the Online Commonwealth assistance form? Yes / No

Allow Online Application

If your institution uses the Silverband Online application for can an applicant apply for this for this course via that method - Yes / No

Allow International Students

Can international Student apply for this Course - Yes / No

Allow Unit Enrolments from Course Plan

Allow student to enrol themselves via the Course plan Yes / No

Required Online Application Attachments

Attachments types an applicant is required to include as part of their application into this course of Study

  • Medical

  • Assessment Results

  • Email

  • Student Academic

  • Historic Transcripts

  • Historic Records

  • No Category

  • Testamur

Centrelink Payments Approved

Is this course approved for the student to receive Centrelink payments? Y / N

Audition Surveys


Edit Additional Course Details Section

Rationale

Course Learning Outcomes

AHEGS Course detail

THE Australian Higher Education Graduate Statement - is a secondary transcript issued to students when they graduate, and providing a snapshot of their graduate achievements. It aims to enhance graduate mobility and employability in the global marketplace. AHEGS have Government predefined formats in which they can be delivered. This Course detail is the information about the Course of Study displayed in the AHEGS document.

AHEGS Course features

Detailed features of the Course to be features in the AHEGS - details which set this course part from others in the Education Market

AHEGS Course Pathway to further Study

Information about future study that this course can lead to eg Bachelor Course leading to Grad Dip or Masters courses

AHEGS Course accreditation

Information about the dates / years that this current instance of this course is accredited from and to

Entry Requirements / Prerequisites

Any requirements the student must have completed in order to gain entry into this course of study

Common Core

Primary Core Discipline

Elective Credits

Course Rules

Graduate Attributes

Occupational Functions of Graduates

Fees

Fee information about the Course outlining how many units, approximate costs of completing the Course

Brochure

A Copy of the Course brochure or outline can be saved here

CRICOS Code

CRICOS Codes. The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) lists all institutions (providers) and courses, which are registered to offer courses for overseas students in Australia

Custom Field 1

Custom Field 2

TCSI Course of Study Section

DEST UiD3*

Last Submitted*

Validation Status*

Course of Study Code* E533

A code which uniquely identifies an enabling course or a course leading to a higher education award.

  • 0000000000 - Not a Course of Study Code

  • Any text or numbers - A Course of Study Code

Course of Study Name* E394

The Full name of the Course, this will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc

HEIMS Course Type* E310

A code which indicates the type of higher education/VET course

HEIMS Course Load* E350

The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study.

  • 00 - Non-Award Course, Cross Provider Program

  • 01 to 99 EFTSL values expressed in tenths (e.g. 4.5 is coded "45")

Combined Course of Study indicator* E455

A code which indicates if a course of study is a combined course of study

TCSI Course Section

DEST Uid5*

Last Submitted*

Validation Status*

HEIMS Course Code* E307

Institution allocated Course code / Abbreviation

Course Name* E308

Full name of the Course as it will appear in Government reporting, Transcripts, Parchments, AHEGS and other official documents

Standard Course Duration* E596

The Standard duration of the course for a full time student in Years and fractions of academic years

Course Assurance Indicator* E619

An indicator that identifies whether the students enrolment in the unit of study of the result of an approved VET student Loans course assurance arrangement.

Field of Education Section

Field of Education Code* E461

A code that identifies the field of education to which the course is classified

Field of Education Supplementary Code* E462

A code which identifies the supplementary field of education to which a combined course is classified

Effective From Date* E609

The date from which this information is valid from

Entity Status

DEST Uid

Validation Status

Special Course Type Section

Special Course Type E312

A code which identifies courses of special interest for government reporting

Effective From Date E609

The date from which this information is valid from

Effective To date E610

The date to which this information is valid to

Entity Status

DEST Uid

Validation Status

Campus Where Course is Taught Section

Course

Provider

Location

Postcode

Associated File Attachments Section

Attachment Name

Size

Purpose

Revision

Status

Operator

Date


Campus File information

Field Name

Brief Overview

Edit Campus Details Section

TCSI Campus Id

Id

System Allocated internal id code

Course Id

Institution allocated course code, e.g. an abbreviation of the course name

Course Provider

Campus Operation Type E569

Is the course delivered off-shore in any part? If yes is it a Stand alone arrangement or in partnership.

Off Shore Mode E570

Is the Course delivered off-Shore? Is yes what is the Mode of delivery

Off Shore Delivery Indicator E571

Is this Course delivered off Shore at all? Partially offshore? Fully offshore?

CRICOS Code

The unique provider code allocated to providers that are registered to accept international students.

If not registered for international Student leave it blank.

Effective From Date E609

The date this information is valid from

Effective to Date E610

The date this information is valid to

Last Validation Status

Last Validated on

Course Fees Code Section

Course Fee Code E536

HEIMS Code - What Funding types can students in this course access. Fee-HELP, HECS-HELP or both

Indicative Student Contribution Amount for Commonwealth supported Place E495

The average Student contribution dollar amount for commonwealth supported students in this course

Indicative Tuition fee for a domestic fee-paying place E496

The indicative cost for a domestic full time student in this course

Effective From Date E609

The date this information is valid from

Entity Status

  • Active

  • Deleted

DEST Uid

Validation Status

TAC Offer Code Section

TAC Offer Code E557

Does an Admission Centre handle the applications for this course?

  • Application not managed by a TAC

  • Apply through QTAC

  • Apply through SATAC

  • Apply through TISC

  • Apply through UAC

  • Apply through VTAC

Entity Status

  • Active

  • Deleted

DEST Uid

Validation Status

Course Required Fields

Required Fields

System Required

Program Id

X

Program Level

X

Program Type

X

Program Status Id

X

Funding Type

X

Program Name

X

Provider Party Id

X

Program Accredited

X

Implications

  • Search can be used prior to creating a new Course record to ensure that the Course name / Course Id hasn't be previously used in the system, as well as to view an existing Course record.

  • For a new course to make use of 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 have 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

Workflow

 1. How to Search for a Course Record

  1. Click on the Course Tab within the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course Id or Course name into the search fields

  4. For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived

  5. Click on the Search Course button

  6. This will return a list of Courses that meet the searched criteria

  7. To filter the returned options in this box above the returned results start typing the Course name. This will reduce the number of results. 

  8. Click on the blue hyper link on the left side of the required record.

  9. The Course record has now been loaded.

 2. How to Create / 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 both within the system and for Government reporting.

  1. Click on the Courses tab in the side menu

  2. Click on the Add New option in the side menu

  3. Enter the Required data to create the new course. 

  4. Click the Save Course button.

 3. How to Edit a Course Record

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Click on the Search Course button.

  4. The required Course has now been loaded.

  5. Update the required information (Pleas note: the Id Code is not editable, if you try to edit it a duplicate record will be created) 

  6. Click on the Save Course button.

 4. How to Delete a Course Record

Warning

Make sure there are no students enrolled in any course prior to delete the course Paradigm.

Make sure removing the course outline rules before attempting to delete the course.

Alternatively, you can choose to refer to the above workflow for edit a course record. Change the Course Status from Active to Archive.

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded.

  5. Click on Delete Course button.

 5. How to duplicate a Course Record (based on an existing one)

Note

By doing this, the system will not override the existing Course ID and all relevant information. This is the beauty of the Paradigm, it will simply create(duplicate) a new course based on the old ones. Click on Save after you make changes.

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded.

  5. Enter the new Course ID into the Course ID field

  6. Scroll down and Click on the Save Course button.

 6. How to Add a Campus File

Be advised

Remember to create a new Campus file for each Location / Course combination

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.

Part 1 - Campus details Section

  1. Click on the Courses option in the side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded. 

  5. Scroll down to the Campus where Course is taught section

  6. If the course is offered at multiple locations a Campus file needs to be created for each location. 

  7. Click on the drop box  - Add the following campus where the course is taught and select location. 

  8. Click on the Add Campus button.

  9. The add campus screen has now been loaded. 

  10. Scroll down to the Edit Campus Details section

  11. Check the Course Id is correct

  12. Click on the Course Provider drop box and select the required Provider

  13. Click on the Campus Operation Type drop box and select the required option

  14. Click on the Offshore Mode drop box and select the required option

  15. Click on the Off shore Delivery indicator and select the required option

  16. If applicable enter the Course CRICOS Code

  17. Enter the Effective From Date for this course / campus combination using the date picker

  18. Enter the Effective To Date for this course / campus combination using the date picker

  19. Click on the Save Campus Button

Part 2 - Course Fee Code section

  1. Scroll down to the Course Fees Code Section

  2. Click on the Course Fee Code drop box and select the required option

  3. Enter the Indicative Student Contribution Amount for Commonwealth Supported Places, if applicable with no $ symbol

  4. If applicable enter the Indicative Tuition Fee for a Domestic Fee-Paying Place with no $ symbol

  5. Enter the Effective from date using the date picker.

  6. Select the Entity status option from the drop box

  7. Click on the Save Details button

Part 3 - TCA Offer Code section

  1. Scroll down to the TAC Offer Code section

  2. Select the TAC Offer Code applicable to this Course

  3. Select the Entity Status option from the drop box

  4. Click on the Save Details button

  5. Repeat this process for each Campus and course combination.

 7. How to Edit a Campus file

  1. Click on the Courses option in the side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded. 

  5. Scroll down to the Campus where Course is taught section

  6. Locate the Campus file to be edited and click on the edit icon next to the record

  7. The Campus record has now been loaded. 

  8. Update the required data ensuring all required fields have a valid HEIMS compliant response.

  9. Click on the Save Campus button.

 8. How to Save an Attachment to a Course Record

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. Scroll to the bottom of the page and click the Add File Attachment button 

  10. Click on the Purpose Drop box and select the required section

  11. Click on the Category Drop Box and Select the required option

  12. Enter the name of  the Attachment

  13. Optional - Enter a brief description of the attachment

  14. Select the lowest Permission level required to view this attachment

  15. Click the Choose File button

  16. Navigate to the item to be attached

  17. Click on the Save File Attachment  button 

  18. Check for Successful save message.

 9. How to copy Course Outline / Course Plan from one course to another.

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation that you want to copy the Course outline from

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. In the Side Menu click on the Outline option

  10. The Course Outline / Course Plan details has now been loaded

  11. Click the tick boxes next to all of the Course outline rules to be copied to the new course

  12. Scroll down to the Copy Selected Constraints to the following Course drop box

  13. Select the Course that the rules are to be copied to

  14. Click on the blue Copy Selected constraints button

 10. How to copy course details to a new Course

Be advised

Do not use 2 window tabs in the same browser at the same time as it potentially corrupts the records.

The new course will require a new Course Id, this can not be duplicated.

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation that you want to copy the Course outline from

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. Right Click on the Course tab in the side menu

  10. Select the Open link in incognito Widow option (Alternatively use a second browser). This is so that neither record is corrupted.

  11. In the New window select the Add New option in the side menu.

  12. One window will have the original course the other will have a blank New course ready to be populated.

  13. Copy and paste the required information into the New Course.

  14. Enter any new information to the new Course.

  15. Click on the blue Save Course button in the new course

Further Reading

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