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Overview

Objective

Upon completion of this KB you will be able to update student contact information including street address, email address, phone number etc.

Assumptions

  • The User has the minimum required level to edit a record.
  • The student record has already been created (these instruction are how to edit an already existing record)
  • The User has an understanding of Australian Tertiary Sector

Key terms and concepts

There are a range of address types that may be captured or stored in Paradigm. The four default address types are further described below.



TermDefinitionGovernment ReportedValidated via the student portalComment
1Residential / Semester / Term / Current Address

Contact details for the student during an active semester of study.

For some students this address may be the same as the billing address.

YesYesReplaces the following fields on the student edit details screen:
  • Address line 1
  • Address line 2
  • Suburb
  • State
  • Country
  • Home phone
  • Day phone
  • Email
  • Mobile
2Permanent / Billing Address

Contact details for the student whilst not actively studying, for example during the semester break period.

For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.

NoYesReplaces the permanent address section no the student edit details screen
3Emergency Contact AddressContact information to be used in an emergency to reach a friend, family member or guardian of a specific student.NoYes

Replaces the following fields on the student edit details screen:

  • Emergency contact name
  • Emergency contact relationship
  • Emergency contact details
4Employer AddressContact details for the student's place of employmentNoNo

Implications

IMPORTANT

The communication module uses the email address associated with the "Residential / Semester / Term / Current" contact record

The student portal may be configured such that students must validate the contents of their residential, billing and emergency contact details fields on a recurring scheduled

Potential students applying via the Applicant Portal are required to provide at minimum: billing and residential addresses

Field NameBrief Overview
To
Attention NameThe Students full name. this field will appear on printed letters along with address details
Property Nameeg The Burrows - If the student doesn't provide a property name please leave this field blank
Flat / Unit noeg Unit 4 - If the student doesn't provide a sub address please leave this field blank
Street NumberStreet number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct
Street NameName of Street including street type eg Brown Road
Postal BoxFor a postal address with a non street address eg PO Box 9994
CityCity or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered
PostcodeAustralian postcode field - this will auto populate when the Suburb is selected in the above field
StateThe state is normally auto populated with the colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State is not an Australian State pleas change the field to Select State and enter the details into the 'Or' box
OrThis field is for Non-Australian State information
CountryThe Country is defaulted to Australia please change if required
MobileMobile Phone number
HomeAfter Hours contact number
Day PhoneWorking Hours contact number
FaxFax number
EmailEither Personal Email address or student email address depending on the institutions preference
IM ProtocolInstant messaging system or program preference eg Skype, Hipchat, Messenger - including Username
IM AddressWeb address for Instant messaging program



Workflows

Adding a new Addresses to the students record

  1. Click on the Student Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box  above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Click on the Student Details option on the side menu
  10. Click on the Edit Contact info option on the side menu
  11. Click the Add (address type) to be created. If no address types have been added it is recommended that the Semester / Term / Current Address be created first, followed by the Permanent / Billing address.
  12. Enter the required information to the address fields
  13. Click on the Save Student Contact details Button

Editing Contact Information within a student's record (Existing Addresses)

  1. Load a student record
  2. Click on the Student Details option on the side menu
  3. Click on the Edit Contact info option on the side menu
  4. Click on the address type to be edited ( Billing Address, Residential Address, Emergency contact address, Employer address)
  5. Edit the data to be updated
  6. Click on the Save Student Contact details button


Further reading

  • Creating a new student record
  • Student Portal
  • Applicant Portal
  • HEIMS reporting
  • AVETMISS reporting


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