FORM FIELDS Add New Student Record in Paradigm

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NEW FIELDS ADDED Previous Names Made Available

We made these three fields available in the section labelled: STUDENT DETAILS

• Previous First Name

• Previous Other Given Name

• Previous Last Name

NEW FIELDS ADDED COVID Vaccination Status Tracking

Additional fields have been added to support providers with government-mandated requirements to track details regarding COVID vaccination status.

• Vaccinated against COVID (record either Yes or No)

• COVID Passport Last Cited Date

These fields are available on the following screens:

• Student Summary (read-only)

• Student Edit Details

The fields have also been added to the following base reports within Report Builder:

• Student Details

• Student Course Enrolment Details

Note that these new fields have been deployed hidden and will need to be set to visible by editing the following form fields, see Making a Form Field Visible in Paradigm:

• student_covidVaccinated

• student_covidPassportLastSightedDate

NEW FIELD ADDED Student Pronouns

The pronoun of a student may now be tracked on the following screens:

• Student Summary (read-only)

• Student Edit Details

This new field has been deployed hidden. To use this field set the following form field to visible, see Making a Form Field Visible in Paradigm:

• student_pronouns

To customise the Code Item, search for the PERSON_PRONOUN Code Type, see Search, Add and Edit Code Item in Paradigm.

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SEARCH CRITERIA Fields that a Student Can be Search For By

Refer to the brief description of each search criteria when searching for student records in the system in this Knowledge Base article: Student - Search: Fields that a Student Can be Search For By

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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 lifecycle.

For 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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MANDATORY INFO Student Name Requirements

• Title – a title provided by the student, this is also a link to TCSI E405

• Preferred Name – a student's preferred name or a nickname

• Printed Name – is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title

• Single Name – this field is intended for individuals who have a single name on their identity documents/proofs, if present – this will override the first and last name entered in the system for all the student’s report/documents/transcripts, etc., see below information on how to enter a single name in Paradigm:

Every student record must include some value in both the First Name and Family Name fields. In the case where a student has only a single name, e.g. "Jodo", consult the table below for a list of coding options. The field called Single Name may also be used to capture the complete name of the student as it appears on their identification documentation. The Single Name field may then be prioritised over the First Name and Family Name on system-generated letters or PDF reports.

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TCSI REQUIRED FIELD Overseas Student: (Yes/No) field

• YES = students who are not considered domestic for TCSI reporting

• NO = students who are considered domestic for TCSI reporting

Refer to the following definition set by the government on being a Domestic Student:

Domestic student

A student who is one of the following:

• Australian citizen (including Australian citizens with dual citizenship)

• New Zealand citizen or a diplomatic or consular representative of New Zealand, a member of the staff of such a representative or the spouse or dependent relative of such a representative, excluding those with Australian citizenship (Note: includes any such persons who have Permanent Resident status)

• a permanent humanitarian visa holder

• a holder of a permanent visa other than a permanent humanitarian visa

Source: https://www.tcsisupport.gov.au/glossary/glossaryterm/Domestic%20student

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MANDATORY INFO Student Record Data-Entry Levels of Completeness

Key: X = Mandatory, O = Optional

Required Fields
Student Details Section
TCSI Student Uid
Student Number E313	X1	X1	X1	X	X	X	X
CHESSN E488
Internal Paradigm Id
First Name E404	X	X	X	X	X	X	X
Middle Names
Last Name E402	X	X	X	X	X	X	X
Email Address		X	X	O	O	O	O
Date of Birth E314	X	X	X	X	X	X	X
Gender E315			X	X	X	X	X
Status	X	X	X	O	O	O	O
Student Provider E306	X	X	X	X	X	X
Citizenship E358			X	X	X	X	X
Semester / Term / Current Address E410, E469, E470			X	X	X	X	X
Emergency Contact Address			O				O
Overseas Student	X in TCSI	X	X				X
USI Number				X
USI Verified Date				X
CHESSN Number					X	X
Are you of Australian Aboriginal or Torres Strait Islander descent? E316					X	X
In what country are you living THIS semester? E319					X	X
In what country is your permanent home residence? E320					X	X
In which country were you born? E346					X	X
Select where you were born and the year of arrival in Australia if not born in Australia E347					X	X
Do you speak a language other than English at your PERMANENT home residence? (E348) *Languages are sorted Alphabetically with English hardcoded to appear first.					X	X
Do you have a disability, impairment, or long term medical condition that may affect your studies? (Multiple options) (E386)					X Retired	X
The total EFTSU value that has been consumed at previous universities by a student who was enrolled in those universities under the Research Training Scheme (RTS) and who is enrolled at the current university under the same scheme. (E460)					X Retired	X
The Separation status of a student enrolled in a Higher Degree Research course (E465)					X Retired	X
The Australian postcode of your permanent home residence in the last year of secondary school for Domestic school leaver undergraduate commencers (E476)					X Retired	X
The name of town where you completed your secondary studies? (E486)					X Retired	X
A code which indicates your highest educational attainment and year of attainment prior to the first enrolment in the course (E493)					X Retired	X

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A NOTE ON Student Number

New student numbers may be assigned automatically by the system when a new student is created based on a number sequence that automatically increments after each new number is assigned. The number itself may also be given the following features:

• A text prefix of between 3 and 5 characters (e.g. EDU)

• A year prefix (e.g. 2022)

The text prefix is something that would not change over time. The year prefix if used is calculated by the system based on the year when the student number was generated. From January to September the system will issue a year prefix based on the current year. From 1st October the system will automatically start issuing student numbers based on the upcoming new year.

TCSI Reporting

Providers who wish to retain and use test accounts within Paradigm are advised to update the student number field to ensure that the record is never reported via TCSI. The system will prevent test students from being reported via TCSI Reporting > Bulk Push.

How to make the student record not reportable to TCSI

System users/providers need to update the Student Number field (Student > Edit Details) to be the format: “A” + Student Internal Paradigm ID
For example:

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A NOTE ON Email Address

Upon following the steps in the Workflow section below, a new student email address will be created, using the Student Number and the name of the Home Institution.

For example, a student whose Student Number is 100308, and whose Home Institution name is TPG, you would generate a student email address of: 100308@student.tpg.edu.au

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1.How to ADD a New Student Record

STEP 1 Enter all the required, and available information to create a student record.

1, 2, 3 Choose the Student > Student Details > Add New menus on the side.

4 By doing the steps above, it will then load the ADD NEW page with all the fields required and available to enter for a student record in the system.

Refer to the Add New Student Record in Paradigm table above for a brief description of each field.

5 When you have entered all the required and available information, click the SAVE STUDENT button to save your changes.

STEP 2 Add the student’s address information.

Refer to the workflow in this article: Student - Edit Contact Info

STEP 3 Edit, add and verify the remaining student details against government reporting requirements.

1 After adding all the contact details of the student, click the Edit Details menu on the side again to go back to the student details page.

2 Enter the remaining student details and information that will satisfy all the requirements of a Government Reporting Compliant Record, according to the mandatory and optional fields [Level of Completeness] shown in the Student Record Requirements table above.

3 After entering and verifying all the required information against the government reporting requirements, click the SAVE STUDENT button to save the record.

Alternatively, you can watch the demo clip below for an overview of a student record workflows:

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2.How to ADD a Student Photo

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 the student photo.

3 In the Student Summary Page, on the right side of the STUDENT DETAILS Form, you will find the STUDENT IMAGE section.

There are two ways you can add the student photo to this section:

A You can either just drag and drop the image from its current folder location to the space with a question mark on it;

B Or you can click the Drop student photo to upload and navigate to where the photo is stored, select the photo and click the Open button, or you can just double click on the image and it will be uploaded automatically to the student page.

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3.How to EDIT a Student Record

Refer to the instructions on this workflow when editing a student record in the system in this Knowledge Base article: Student - Edit Details: How to Edit a Student Record

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4.How to SEARCH for a Student Record

Refer to the instructions on this workflow when searching for student records in the system in this Knowledge Base article: Student - Search: How to Search for a Student Record

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5.How to OBTAIN a CHESSN for a Student

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 Get the CHESSN.

3 Once on the Student Summary page, choose the Student > Student Details > Edit Details menus on the side. This will load the student details page record of the selected student where you can edit and review the information.

4 For the HEIMS Portal to provide you with a valid CHESSN number, all HEIMS fields, TFN, ECAF, course, and enrolment details must have been correctly entered. Repeat these steps until no error messages or warning messages are shown at the top of the page.

1. Make sure that all HEIMS fields, TFN, ECAF, course, and enrolments have been correctly entered.

2. If a piece of data is missing, an error message will appear at the top of the screen, notifying you of the missing or required information. Re-enter the missing, incorrect, or required details.

3. Click the GET CHESSN NO button.

5 When the HEIMS portal provides you with a valid CHESSN number, please read the returned report which provides some valuable information about the student, including whether the student has an available HELP balance, or if there are any warnings associated with the student's record.

6 Click the TCSI GET BALANCE  button. This will provide a current dollar figure of Fee-Help that is available to the student.

7 Click the SAVE STUDENT button.

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6.How to PRINT a Student Card

STEP 1 Setting the Expiry Date

1, 2, 3, 4 Choose System > Edit Time Period > Select Configuration Period as the Type >Click the SEARCH TIME PERIODS button.

5 After clicking the SEARCH TIME PERIODS button, it will show a list of time periods with a CONFIGURATION_PERIOD type. Click the 📝 EDIT button next to the time period to be edited.

6 It will then display another form at the bottom of the page called TIME PERIOD DETAILS. This is where you can edit the Start and End Date of the time period. Set the dates on the From and the To fields. You can use the calendar menu on the side of each field.

7 Once the dates are set, click the SAVE TIME PERIOD button to apply the changes.

STEP 2 Printing the Card

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 In the Student Summary Page, look for the ACTIONS button at the bottom of the STUDENT DETAILS Form section of the page, click on it and then select the Print ID Card option from the drop-down list.

4 This will give you the printable pdf file of the student ID card, just click the Print button and select the card printer setup in your institution.

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