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Overview

The student course enrolment is one of the key data information in your business or institution that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant to government reporting, and how-to guides to help with your student course enrolment data processes.

Complexity: MEDIUM to HIGH

Navigation

Workflow

Course Enrolment HOW-TO Guides

 Assumptions

Assumptions

INFO: The pages, fields and buttons that you can see, and the items you can edit, are based on:

  • How the Paradigm system is configured for your institution;

  • The options that are made available by your institution; and

  • The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.

For more information please contact your "nominated contact person" or other Paradigm expert.

  • The student record has already been created.

  • You have an access level that allows you to create or edit student records.

  • You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used

  • You have an understanding of the different course types within the Paradigm system.

  • Ensure that all fields required for Government reporting have been provided.

 Key Terms and Concepts

Key Terms and Concepts

The Course page within the Course Enrolment tab on the side menu, contains many sections of related data specific to the course, Government reporting data, reviews, file attachments, advisors, and examiners.

Click a term or concept below to learn more about it:

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.

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

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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.

Field

Description

Credit Points Earned

Count credit points where the unit enrolment published grade is marked as contributing to credit on the relevant grade schema.

Credit Points Enrolled

Count credit points where the unit enrolment status is set to "Enrolled (ENROLMENT_ENROLLED)" or "Confirmed (ENROLMENT_CONFIRMED)".

Credit Points Granted

Manually entered number reflecting block credit granted to a specific student. This number is separate to any additional credit the student may achieve via their unit enrolments.

Total Credit Points

The sum of fields (Credit Points Earned and Credit Points Enrolled) / Credit Points Required field from the base course.

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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 grade schema defined in the interface under SYSTEM > Search Grade Type.

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 base 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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  This section will provide brief descriptions of all the sub-menus in Student > Course Enrolment > Course.

SUB-MENUS OVERVIEW Student Course Sub-Menus Description

Menu Option

Overview

Search Courses

Click to move to the COURSE ENROLMENT SEARCH section that allows you to search for all students who are enrolled in a particular course. If the COURSE ENROLMENT SEARCH section does not appear at the top of the page, it means that a student record is currently loaded in the system, and must be unloaded to allow courses to be searched. Refer to the How To Load A Student Record table in the Workflow section below, and use the Actions To Take to load a student record.

NOTE: Course are listed by program enrolment status sequence id (previously ordered alphabetically)

Courses List

Click to move to the COURSE ENROLMENT LIST section that 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.

Add Courses

Click to move to the QUICK ADD STUDENT COURSE section where you can add minimal details to a course enrolment for a student. The ADD STUDENT COURSE ENROLMENTS section immediately above it, 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.

Transfer Course

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

Edit Details

Click to move to the COURSE DETAILS section where you can edit the majority of fields that are directly related to a student's course enrolment.

HEIMS Details

Click to move to the HEIMS DETAILS section where you can add or edit any of the details required for international students.

AVETMISS Details

Click to move to the AVETMISS DETAILS section where you can add or edit any of the details required for VET students.

Fee Plan

Click to move to the COURSE FEE PLAN section where you can add or edit any of the details relating to the payment of the course fee.

Files

Click to move to the ASSOCIATED FILE ATTACHMENTS section where you can attach any digital file to the student record.

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  This section will display a table with Course Enrolment Details Required by the Education Sector.

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

Minimal System

Required Fields

Operational

Fields

AVETMISS

HEIMS

Fee-HELP &

HECS-HELP

HEIMS

PIR

HEIMS

HDR

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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Implications

NOTE: DATA Accuracy and Reporting

Clean, up to date, and accurate data makes reporting to any interested parties easier. It can be very time consuming trying to report data that isn’t accurate or complete. Errors can accumulate making it almost impossible to provide the required data. Please ensure that when entering data into the system – that it is entered in a clean, accurate and timely manner.

INFO: To add a Course Enrolment to a Student Record, the Student Record must have been previously created, and the intended Student Record must be currently loaded into the system.

INFO: To ensure that newly created Unit Enrolment records are correctly reported to TCSI there are now two conditions that must be satisfied:

  1. The Base Course record must have been already reported to TCSI

  2. All TCSI Fields must be set on the Scheduled Unit record.

WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user.

It is critically important that providers ensure their Scheduled Unit records have been coded without errors BEFORE creating new student Unit Enrolments as part of an upcoming enrolment period.

Workflow

Course Enrolment HOW-TO Guides

 1. How to Load a Student Record

01.How to LOAD a Student Record

Refer to the following conditions on how you can load a Student Record in Paradigm:

CONDITION 1 If you know your student's name or number.

NOTE: Refer to this knowledge article on how to search for a student record in the system: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985201/Student%2B-%2BSearch%2BAdd%2Band%2BEdit for more details.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

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 Click the ACTIONS button and choose the Edit Course Enrolment option to load the student record directly into the Course Enrolment page.

CONDITION 2 If you know that your student is currently enrolled in a different course.

NOTE: Refer to this knowledge article on how to search for a student record in the system: Student - Search Course for more details.

1 Go to Student > Search Course > Select a 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 or being associated to 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 .

CONDITION 3 If the currently loaded student record is not the one you want to add a course enrolment for.

You can either do any of the two conditions 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.

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

INFO: 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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 2. How to Load the Course Enrolment Details Page

02.How to LOAD the Course Enrolment Details Page

NOTE: You can follow the same steps above on “HOW TO Load a Student Record” to access the Course Enrolment Details Page. However, if you only have the student record loaded in the system and you decide to edit the student’s course enrolment information, follow the steps below:

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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 3. How to Add a Course Enrolment to a Student's Record

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

WARNING: All Higher Education Students must have all the required detail fields completed, as shown in the “Course Enrolment Details Required by the Education Sector” section table above, to ensure a fully compliant and Government reportable student record, even if the student is not accessing the HELP loan system.

NOTE: Please read carefully the Implications section above before adding any new course enrolment to 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.”

STEP 2 Add the new course enrolment.

WARNING: Paradigm will block the creation of a new Unit Enrolment where the Base Course has been reported via TCSI and one or more TCSI fields on the Scheduled Unit are blank. A suitable error message will be shown to the user.

There are 2 ways [ WORKFLOW 1 and WORKFLOW 2 ] to add a new course enrolment details to a student record, and you can choose whichever method you prefer.

For both cases, with the student record loaded, choose Student > Course Enrolment > Course > Add Courses in the side menu. It will then automatically display the QUICK ADD STUDENT COURSE Form section.

WORKFLOW 1 In the QUICK ADD STUDENT COURSE Form section.

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

2 Click the ADD COURSE button.

WORKFLOW 2 Move up to the ADD STUDENT COURSE ENROLMENTS Form section that is immediately above the QUICK ADD STUDENT COURSE Form 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.

2 Click the ADD COURSE ENROLMENT button to add the course enrolment.

INFO: The Course Enrolment details have been saved for this student and should now appear in the COURSE ENROLMENT LIST section near the top of the page.

You can either click on the Edit Details option in the side menu, or move down the page to the COURSE DETAILS section, to complete all further details that are required for this course enrolment for this specific education sector.

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 4. How to Edit a Course Enrolment for a Student's Record

04.How to EDIT a Course Enrolment for a Student's Record

WARNING: All Higher Education Students must have all detail fields completed to ensure a fully compliant and reportable student record, even if the student is not accessing the HELP loan system.

NOTE: Please read carefully the Implications section above when editing or updating any new information to a student record course enrolment.

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].

NOTE: Refer to the “Course Enrolment Details Required by the Education Sector” section table above in editing the fields which applies to this student, make sure that you enter all the required information.

2 Click the SAVE COURSE ENROLMENT button to apply changes.

INFO: The new details for the Course Enrolment have now been saved to the student's record.

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 5. How to Transfer a Course Enrolment Record for the same Student

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

NOTE: Please read carefully the Implications section above before transferring a 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.” The Course Enrolment Details of the student should now be loaded in 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 and 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 button.

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 6. How To Transfer a Course Enrolment Record to a Different Student Record

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

NOTE: Please read carefully the Implications section above before transferring a course enrolment record.

Based on the assumption, that you have a student record [e.g. student course enrolment record created in error] with a course enrolment record that you want to merge with 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.

INFO: You can follow the same instructions as above on how to load the student’s record “HOW TO Load a Student Record.”

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 ENROLEMNT 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 students details and then click the TRANSFER TO STUDENT button, to transfer the course record.

INFO: After completing these steps, the RECEIVER student record decided above, will now also contain both the SOURCE course enrolment AND any associated SOURCE unit enrolment records.


Steps to Confirm:

1 Load the RECEIVER student's record

2 Navigate to the Student > Course Enrolment > Course option in the menu.

3 The COURSE ENROLMENT LIST section at the top of the page will show you a list of all course enrolments for this student.

4 Load the Student Record for your SOURCE student number.

5 Navigate to the Student > Student Details > Edit Details > Personal Details option in the menu.

6 In the PERSONAL DETAILS Form section, click the drop-down for Status and change the value to Deleted, to prevent adding future course enrolment records to this student number.

7 Click the SAVE STUDENT button.

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 7. Early Exit - How to Transfer a Course Enrolment Record for the same Student

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

NOTE: Please read carefully the Implications section above before transferring a 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.” The Course Enrolment Details of the student should now be loaded in 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 and 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 Load the course enrolment record for the original course, and change the course enrolment status to Withdrawn.

You can check the “ HOW TO Update the Course Enrolment Status for a Student's Record” section above for the steps.

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 8. How to Update the Course Enrolment Status for a Student's Record

08.How to UPDATE the Course Enrolment Status for 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 in 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.

INFO: The new details for the Course Enrolment have now been saved to the student's record.

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 9. How to Update the Course Progression Fields

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 in 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.

INFO: The progression status will be displayed in the header in the classic record option.

NOTE: If the Show Login Message option is selected the Student’s access will be suspended and a message asking them to contact Student Services will be displayed.

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

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

NOTE: When completing a course it is important that the Course Expected End Date be accurate as the end of the final study period. This date is used to populate the Past Course Completions file (PS) for HEPCAT / TCSI reporting. Without this date the student won’t be reported as part of your Completions data.

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 in 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.

INFO: The new details for the Course Enrolment have now been saved to the student's record.

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