Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values

Changing the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355).

When processing unit enrolment withdrawal, it is important to report the right E355 value to TCSI depending on the student’s reasons for withdrawing the enrolment.

Read More:

• https://silverband.atlassian.net/wiki/spaces/PKB/pages/19333226/Preparing+Paradigm+for+TCSI+reporting#Element-355---Unit-of-study-status-code

• https://www.tcsisupport.gov.au/element/355

Related Workflow: How to Map a Status Item in Paradigm to TCSI Allowable Values

Administrative Error - do not retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record within Paradigm and TCSI.

There are different ways you can delete unit enrolments in Paradigm:

A. Per Unit Enrolment Record

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

3. With the Unit Enrolment page loaded, click the DELETE UNIT ENROLMENT button. Again, clicking this button will remove the record from both TCSI and Paradigm.

B. via the Units page

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side.

C. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete selected units option, and click SUBMIT

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Administrative Error - retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm.

There are different ways you can delete records from TCSI within Paradigm:

A. Per Unit Enrolment Record

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

3. With the Unit Enrolment page loaded, click the DELETE FROM TCSI button. Again, clicking this button will remove the record from TCSI and make the record in Paradigm read-only, and also set the enrolment status to “TCSI Deleted”

B. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete unit enrolments from TCSI option, and click SUBMIT

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Internal course transfer where the student is taking the same scheduled unit in both courses

When a student undertakes an internal course transfer, where they are undertaking the same unit in both courses, then care must be taken to avoid triggering a duplicate record TCSI validation error. This applies when the student has one or more unit

The recommended workflow is to trigger a “TCSI Delete” on the unit enrolment from the original course, prior to creating the unit enrolment in the new course. Do not attempt to transfer the unit enrolment directly between course enrolments within Paradigm as that is likely to just trigger multiple validation errors.

Withdraw the student without a penalty (e.g. pre-census)

For a scenario like a student legitimately enrolling into a unit and then deciding to withdraw, update the unit enrolment status to an option that reports a TCIS 355 value of 1 or 6. You will need to check on your site what enrolment status options are mapped to those specific TCSI 355 codes.

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date

Related Workflow: Cancelling an Invoice

Withdraw the student with a penalty (e.g. post census)

A late withdrawal penalty normally applies to students that withdraw from their studies after the census date has passed. Update the unit enrolment status to an option that reports a TCIS 355 value of 2. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code.

Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit After Census Date

Related Workflow: Cancelling an Invoice

Withdraw the student and waive the loan debt (e.g. compassionate withdrawal post census)

The provider may at its own discretion, approve a late withdrawal without penality on compassionate grounds. update the unit enrolment status to an option that reports a TCIS 355 value of 1 or 6. You will need to check on your site what enrolment status options are mapped to those specific TCSI 355 codes.

If the student is a recipient of government funding (field “Funding Amount” has a value greater than 0.00) then you must also report a value of “Remission due to special circumstances” in the field Variation Reason (E446). This will ensure any debt already forwarded to the Australian Tax Office will be reversed.