Overview

The Course Plan menu in Paradigm can allow students or staff with a lower level of access to help students enrol themselves into units/subjects for the upcoming study period. This requires setup prior to being able to be used. It is set up from the Course > Outline menus on the side. Once this has been done and the time periods have been updated to allow access to the Course Plan, it is ready to use. This knowledge article provides a workflow on how to use the course plan as a student and as a staff member.

Complexity: MEDIUM to HIGH

BE ADVISED:

The Course Plan screen is intended for students to enrol themselves, and it contains restrictions and dependencies that are setup via the Course Outline.
Enrolling via the Scheduled Units (ADD UNITS VIA SCHEDULED UNIT SEARCH) screen requires FULLADMIN permission to be able to override what has been defined in the Course Outline.
The Student > Course Enrolment > Course Plan menu in Paradigm will only work as intended if the following has already been setup and configured:
- Time Period > Configuration Period (UNIT_ENROLMENT, ENROLMENT_PERIOD), see EDIT CONFIGURATION PERIOD for more details.
- The Courses > Course Outline has already been setup, see Manage Course Outlines for the instructions on how to setup one.

Assumptions

NOTE

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.
The Course Plan has already been set up for this course, see Manage Course Outlines for more details.
Time Periods have been updated, allowing access to the Active Units within the Course Plan, see Edit Time Period > Configuration Period.
Units / Subjects have already been scheduled for the next study period.
You have an understanding of course units that are:
- core units,
- elective units,
- prerequisite units, and
- co-requisite units.

Key Terms and Concepts

Course Units Colour Legend

Colour	Meaning	Associated course enrolment status
Green	Student has completed this unit	ENROLMENT_COMPLETED ENROLMENT_EXEMPT ENROLMENT_SATISFIED ENROLMENT_TRANS_CRED
Blue	Student is currently enrolled in this unit	ENROLMENT_APPLIED ENROLMENT_ENROLLED
Orange	Unit not available because prerequisites have not been met
White (with tick box)	Unit can be selected for enrolment
White (without tick box)	Unit has been scheduled, student meets prerequisites, but the enrolment period has not yet opened
Grey	Unit is not scheduled for the next enrolment period

Failed Units

When a student fails a unit then they may be eligible to take that unit again in future time periods or intakes. The following enrolment outcomes are considered equivalent for the purposes of this test:

ENROLMENT_WITHDRAWN
ENROLMENT_FAILED

Meeting pre-requisites for future time periods in the current time period

It is common practice for providers to open unit registrations to students before the results of the current time period have been ratified or published. When this practice is followed it is necessary to make the assumption that the student will, all things being equal, complete their currently enrolled units at the end of the current time period. This is necessary when there are pre-requisite rules defined on the course plan.

Paradigm considers the following enrolment status codes as equivalent to the student having successfully completed the unit for the purposes of allowing students to perform new unit enrolment:

ENROLMENT_COMPLETED
ENROLMENT_EXEMPT
ENROLMENT_SATISFIED
ENROLMENT_TRANS_CRED

These status codes are only considered when the course plan is set as open to students, meaning when the current date is within the date range defined in the configuration period UNIT_ENROLMENT

Implications

INFO:

When you create a scheduled unit, the staff member/user has the ability to limit the number of participants or enrolments available within a scheduled unit. When students are enrolling themselves via the course plan, students will select the unit on the first page and then click enrol. It is on the second page that the course plan will indicate how many places are still available within that schedule – and if the student can enrol into that scheduled unit or not. If the schedule is full, the student will receive the message class full need to select an alternative unit.

This can be useful when classrooms have limited capacity, or you want to limit the number of students within a scheduled unit for what ever reason.

NOTE:

The System can be set up so that student can confirm their current contact details (Addresses, email, phone numbers) prior to accessing the Course Plan. This can be set up to be confirmed every study period, or once a year.

BE ADVISED:

When the system checks for potential timetable session clashes it will only assess scheduled units that have a unit status of Confirmed, Applied and Enrolled. All other statuses are excluded from the check.

Workflow

1. How to Enrol to Scheduled Units (Sessions) via the Course Plan

NOTE:

The instructions below assume that the student is already enrolled in the Course where the scheduled units you want the student to enrol to belong.

STEP 1 Choose your Paradigm login access:

STUDENT ACCESS

Login to Paradigm with the student’s login credentials (UserName and Password).
Choose Student > Course Enrolment > Course Plan menus on the side.

STAFF/ADMIN ACCESS

Load the student record with the current course enrolment record and the scheduled units that you want the student to be enrolled into are under, _see_{How to Load the Student Summary Page}_.
With the Student Summary screen on, choose Student > Course Enrolment > Course Plan menus on the side.

STEP 2 Select the scheduled units from the Course Plan

With the student Course Plan screen open, select the scheduled unit(s) that you want to enrol. Take note of the color codes. The allowable units to enrol are those with checkboxes inside a white-colored box.
After selecting the unit(s), click the ENROL button.

3. Select the sessions where applicable. Note that some units are designed with sessions for you to select from before you can proceed with the enrolments. To check, you can click the SHOW TIMES button. If there are class options for you to choose from, select as required. Note that for units that have mandatory sessions, this step is not necessary.

4. Click the radio button against the scheduled unit after selecting the sessions.

Do the same for all the other units that you want to enrol (Steps 3-4).

5. After you’re done selecting the sessions and the scheduled units, click the CHECK CLASS TIMES button to check for conflicts. If you wish to change your unit selections click on the CHANGE UNITS button to return to the Course Plan.

6. If Required, click in the Leave Student Services message and write any messages needed to be communicated to student services about your enrolment.

7. Click the checkboxes next to the 2 required statements: Send Email Confirmation and the I agree to the terms for the enrolment. Clicking on the Send Email Configuration checkbox, an email containing the enrolment information is sent to the Student's email address and to student services / Administration.

8. Click the ENROL NOW button. If the selection needs to be changed this is your final opportunity to alter it before the enrolment is completed. If you wish to alter the selections please click the CHANGE UNIT SELECTIONS button.

The Enrolment is now completed.

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