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.

Recommended Workflow:

Load the unit enrolment and click the “Delete Unit Enrolment” button. That will remove the record from both TCSI and Paradigm.

For the step-by-step instructions of the recommended workflow and for other ways of deleting unit enrolments in Paradigm, refer to this How-To Guide: How to Delete Unit Enrolment records in Paradigm and TCSI

• Per Unit Enrolment Record

• via the Units page

• via the Select Action to perform on Units menu - Multiple Unit Enrolments Per Student record

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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.

Recommended Workflow:

Load the unit enrolment and click the “Delete From TCSI” button. That will remove the record from TCSI and make the record in Paradigm read-only and also set the enrolment status to “TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record.

For the step-by-step instructions of the recommended workflow, refer to this How-To Guide: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

• Per Unit Enrolment Record

• via the Select Action to perform on Units menu - Multiple Unit Enrolments Per Student record

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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

Recommended Workflow:

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.

If you happen to transfer already the units, manually mark each of the units under the new course as RPL/Exempt/Credit. This is most efficiently done via the screen located: Student > Course Enrolment > Units section of Paradigm. Refer to the instructions found in this Confluence workflow: Processing RPL or Credit with an existing unit enrolment

Raise a ticket if the above solutions are not applicable to your case.

Related Workflow: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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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 TCSI E355 value of “Withdrew without academic penalty (1)” or “Withdrew due to medical reasons“(6). You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to the above section for more details.

Recommended Workflow:

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

Related Workflow: Cancelling an Invoice

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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 TCSI E355 value of “Failed (2)”. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code. Refer to the above section for more details.

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

Recommended Workflow:

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

Related Workflow: Cancelling an Invoice

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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 penalty on compassionate grounds.

Recommended Workflow:

Update the unit enrolment status to an option that reports a TCSI E355 value of “Withdrew without academic penalty (1)” or “Withdrew due to medical reasons (6)”. You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to the above section for more details.

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 (01)” in the field Variation Reason (E446). This will ensure any debt already forwarded to the Australian Tax Office will be reversed.

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