Overview

Adding notes to a student record can be done by category, notes to a student in general or could be under a specific course or unit enrolment. This knowledge article will provide a workflow on how to add, edit, print the student notes, and configure the notes category in Paradigm.

Complexity: LOW

Navigation

Workflow

Assumptions

You have the minimum required level to access the Student > Notes menu; and
You have the FULLADMIN access to the System menu for adding and editing the Notes Category in Paradigm.

Key Terms and Concepts

FORM FIELDS Edit Note

Field Name	Description
Date	The Date the note is created.
Subject	The title of the Note
Category	These are configurable in System > Search code item > Note_Category
Course Enrolment Id	The Course ID of the Course in which the student is Enrolled
Unit Enrolment	The Unit of Study that the note relates to. The Current Enrolment status code is included in the text
Comment	These are configurable in System > Search code item > Note_Comment These are linked to the Category This will allow for notes to be sorted within category
Note	This is the main body of the note. It is written within a HTML writer to allow for large range of formatting and options

Implications

NOTE

The notes and files screens offer overlapping functionality. For this reason it is recommended that each institution develop an internal policy on how student information will be recorded to ensure that consistent data entry practices are maintained over time.

Workflow

1. How to Add a Student Note

1. How to ADD a Student Note

NOTE: If a student is currently loaded in the system, proceed to the STEP 2 instructions, else start with STEP 1.

STEP 1 Load the student’s record.

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.

STEP 2 Add a note.

3 After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

4 The notes section contains all notes associated to the student, here, you can edit the current notes or add new. Click the ADD NOTE button to add a new note for this student.

NOTE: Any notes added for this student on this section is used for internal purposes only.

5 After clicking the ADD NOTE button, this will lead you to the EDIT NOTE Form section where you can specify your note based on the Subject, Course Enrolment Id, Unit Enrolment, Category, and pre-filled Comments.

NOTE: The Category field can be configured by referring to the how-to guide below “4. How to CONFIGURE the Note Category.”

INFO: The Comment field will provide you with a list of some of the commonly used comments in the system and can also be configured. Refer to the how-to guide below “5. How to CONFIGUREthe Comment field” below for the instructions.

6 Enter the necessary details/category, and then type your notes for this student in the Note: section. Click the SAVE NOTE button to save your newly added notes for this student.

INFO: You can check if you have successfully added the notes by going to Student > Summary on the side menus. Check the Number of Notes: field if it has incremented.

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2. How to Edit a Student Note

2. How to EDIT a Student Note

NOTE: If a student is currently loaded in the system, proceed to the STEP 2 instructions, else start with STEP 1.

STEP 1 Load the student’s record.

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.

STEP 2 Edit the note.

3 After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

4 The notes section contains all notes associated to the student, here, you can edit the current notes, print or add new. Click the 📝EDIT button on the right side of the note that you want to edit. This will open the EDIT NOTE Form page with all the current note details.

NOTE: Any notes added for this student on this section is used for internal purposes only.

5 Edit or update all the required information.

6 Click the SAVE NOTE button to apply the changes.

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3. How to Print a Student Note

3. How to PRINT a Student Note

NOTE: If a student is currently loaded in the system, proceed to the STEP 2 instructions, else start with STEP 1.

STEP 1 Load the student’s record.

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.

STEP 2 Print the note.

3 After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

4 The notes section contains all notes associated to the student, here, you can edit the current notes or add new. Click the 🖨 PRINT button on the right side of the note that you want to print. This will provide a PDF file of the note ready to print.

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4. How to Configure the Note Category

4. How to CONFIGURE the Note Category

1, 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

3 Enter or type “Note_Category” in the Code Type Id field.

4 Click the SEARCH CODE TYPES button.

5 After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current Note Category will be displayed below the page.

Refer to the configuration options below:

INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types.

A Making a Note Category Visible or Hidden – toggle the 👁 button under the Visible column to make the note category hidden or visible. The above screenshot is set as visible.

B Edit the Existing Note Category – click the 📝 EDIT button on the right of the note category that you want to edit the details.

C Add New Code Items – click the ADD NEW CODE ITEM button if you want to add more note category.

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5. How to Configure the Comment Field

5. How to CONFIGURE the Comment Field

1, 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

3 Enter or type “Note_Comment” in the Code Type Id field.

4 Click the SEARCH CODE TYPES button.

5 After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current pre-filled Note Comments will be displayed below the page.

Refer to the configuration options below:

INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types.

A Making a Note Comment Visible or Hidden – toggle the 👁 button under the Visible column to make the note comment hidden or visible. The above screenshot is set as visible.

B Edit the Existing Note Comment– click the 📝 EDIT button on the right of the note comment that you want to edit the details.

C Add New Code Comments– click the ADD NEW CODE ITEM button if you want to add more note comments.

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