Navigating to the single Unit Enrolment Details screen

With the student record being already loaded in the system, you can get to this page by going to Student > Summary on the side menus, then clicking the ACTIONS button against any unit enrolment row, and finally selecting the Edit Unit Enrolment option.

Refer to the section below for a description of each field and button you can see under the single Unit Enrolment screen.

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Unit Enrolment Form Fields and Buttons

VIEW TCSI RECORD
UID	When the VIEW TCSI RECORD button is clicked, it will download the values of the unit enrolment fields that are currently stored on the TCSI server
Discipline Code
EFTSL
Unit of Study Census Date
Unit of Study Code
Unit of Study Commencement Date
Unit of Study Outcome Date
Unit of Study Status Code
Unit of Study Year Long Indicator

UNIT ENROLMENT RECORD BUTTONS
The SAVE UNIT ENROLMENT button is used when you change or edit the fields of this student’s unit enrolment. Whichever SAVE UNIT ENROLMENT button you click, all the changes you’ve made will be saved for all different sections of the screen.
The WITHRAW UNIT ENROLMENT WITH CENSUS DATE button
Technically, once you’ve published the grade, the Academic Outcomes section with the grade details will automatically be set to read-only mode. The EDIT GRADE button is useful if you need to edit a grade which has already been published.
Refer to the section below: TCSI Delete Button: Recommended Usage
The DELETE UNIT ENROLMENT button will delete the entire unit enrolment. Refer to your business or institution’s process of safely deleting a unit enrolment.
The SEARCH SCHEDULED UNIT button helps you to search for scheduled unit(s) that this student is to be enrolled in. This is one method of enrolling a student in scheduled units while you are in the Student > Course Enrolment > Units screen of a course enrolment .
The SHOW ENROLLED UNITS button will show all the units enrolled by the student under the UNITS ENROLLED BY STUDENT section. To hide this section, you can click the HIDE ENROLLED UNITS button.

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TCSI Delete Button: Recommended Usage

A red button now appears for users with either FULLADMIN or SYSTEMADMIN permissions. Clicking it will perform the following actions:

• Send an update to TCSI to delete the linked UID16 record

• Update the Paradigm unit enrolment status to "TCSI Deleted"

• Blank the contents of the fields

  • UID16,

  • TCSI Last Submitted Status, and

  • TCSI Last Submitted Date

• Set the unit enrolment record as read-only

The read-only lock on a unit enrolment record can only be removed by a user with either FULLADMIN or SYSTEMADMIN permissions.

Clicking the TCSI Delete button will render a full-screen warning prompt that the user must explicitly accept before the delete event is sent to TCSI.

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Loan fee (E529) Calculation

Fee-HELP loading is an additional charge that the Government imposes on Undergraduate students for the privilege of using Fee-HELP. It is currently (as at 2022) set at 20%. The loading does not count toward the student FEE-HELP Limit. This loading is not imposed on Postgraduate students meaning Postgraduate students can use Fee-HELP but are not charged for the loading.

The total amount deferred to the government on the student's behalf is calculated as tuition + 20%. For example, if the Unit fee is set at $1000.00 an additional $200.00 is added on.

Students have the option of paying part of their tuition fee for the unit upfront to their provider on or before the census date and obtaining FEE-HELP for the remainder.

The Higher Education Support Act 2003 (HESA) recognises a student’s right to make a partial payment of their tuition fees and does not place additional restrictions on a student’s use of FEE-HELP in circumstances where they choose to make part payment towards the fees for a unit, or where their remaining FEE-HELP balance covers only part of the tuition fee.

The amount of FEE-HELP for a unit of study is the difference between the tuition fee for the unit and the sum of any upfront payments the student has made on or before the census date.

Therefore over a student’s lifetime, they are able to use FEE-HELP to pay all or part of their tuition fees for a unit of study, up to the amount of the FEE-HELP limit.

The loading is only charged to students who have an amount deferred to Fee-HELP. This amount is also proportional. If the student pays $500.00 upfront, then defers the remaining $500.00 to Fee-Help the load is 20% of the remaining amount, in this case, $100.00.

For more information on FEE-HELP and loading please visit http://heimshelp.education.gov.au

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Unit of Study Status Code (E355) Reporting

All directly student-related records within Paradigm should be assigned a status code from the 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 life cycle.

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

Further details regarding the default system status codes and their recommended use are described in these pages:

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

• https://silverband.atlassian.net/wiki/spaces/PKB/pages/985126/Search+Add+and+Edit+a+Status+Item#1.-How-to-Map-a-Status-Item-in-Paradigm-to-TCSI-Allowable-Values

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Recognition of Prior Learning (RPL) and Credit Exemptions

Refer to this knowledge article: Recognition of Prior Learning (RPL) and Credit Exemptions if you need to process credits/exemptions for unit enrolments.

You may also need to refer to TCSI Early Exit Awards Packet if you need to process an early exit that may or may not include continuing study.

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Student Status code (E490)

The Funding type field is a Paradigm internal field and it is not reported to TCSI. The E490 student status field is the field that is reported to TCSI.

The Funding Type field is used to establish fees. The E490 value is independent of the funding type value, but the funding type value can affect the submission of unit enrolments with a conflicting E490 value, due to values in the fee fields on the unit enrolment.

When you first create a student course enrolment record you should set a value in the field labelled "HEIMS Student Status". The contents of this field will then be used as a default value for any new unit enrolment records that are created, until the next occasion when the HEIMS Student Status is updated.
Once the unit enrolment record has been created, changing the value of the field E490 Student Status at the unit enrolment will not impact the value of the field "HEIMS Student Status" on the course enrolment. The reverse is also true: changing the value of the field "HEIMS Student Status" will not impact any already existing, historically created unit enrolments.

Note that the contents of E490 are stored as an explicit value on each unit enrolment to accommodate the business rule that students may have unit enrolments that are a mix of upfront payments and debts deferred via Fee-HELP during the progression of the student toward achieving their award.

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Record the Final Grade but make it not yet available to the 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 Enter the final grade.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to enter a final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can enter the final grade.

5 In the UNIT DETAILS Form section, set the required Enrolment Status.

6 Go to the Academic Outcomes section, just below the Enrolment Status field, click the Grade Description drop-down list, and select the required grade description. Enter the Final Mark if applicable.

7 After setting the enrolment status and the grade description, click the SAVE UNIT ENROLMENT button to apply the changes.

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Edit the Final Grade and make it not yet available to the 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 Update the final grade.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to update the final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can update the final grade.

5 In the UNIT DETAILS Form section, scroll down and look for the EDIT GRADE button

6 A pop-up warning message will appear on top of the screen – the same as the screenshot message below, just click the OK button.

7 A UNIT DETAILS Form section will appear, update/ edit the following fields as required or if applicable:

A Enrolment Status: Update the Enrolment status code (if required)

B Final Mark: Update the Final Grade Percentage (if applicable)

C Grade Description: Update the Grade Description (required*)

D HEIMS Study Completion Status: Update the HEIMS Study Completion Status at the HEIMS INFORMATION Form section below the FINANCIAL INFORMATION Form section. (required*)

8 Click the SAVE UNIT ENROLMENT button after editing the required fields to update the final grade.

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Publish Grades to make the grades visible to the 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 Publish grades.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to enter a final grade. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can enter the final grade.

5 In the UNIT DETAILS Form section, click the Enrolment Status drop box and select the required completion status (Completed for a Passing Grade / Failed for a failing grade)

6 Go to the Academic Outcomes section, and update the following fields:

A Grade Description: Select the student grade description to be published from the drop-down list. Also, enter the Final Mark if applicable.

B Published Grade: Select the student grade to be published from the drop-down list.

7 After setting the enrolment status, grade description, published grade, etc. click the SAVE UNIT ENROLMENT button to apply the changes.

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Unit Enrolment Withdrawal Before Census Date

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 Withdraw a student from a unit before the census date.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to withdraw before the census date. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student.

5 In the UNIT DETAILS Form section, look for the Enrolment Status: field, select Withdrawn from the drop-down list. Click the calendar icon and choose the Withdrawal Date (before census date).

6 In the FINANCIAL INFORMATION Form section, make sure to make changes to the following fields:

A Unit Fee: Update the Unit fee field to 0.00 (This field cannot be left blank, and is required*)

B Amount Received: Check the Amount Received field is 0.00 (This field cannot be left blank, and is required*)

C Upfront Payment: Check the Upfront Payment field is 0.00 (This field cannot be left blank, and is required*)

D Funding Type: Update the Funding Type to Upfront (required*)

7 In the Academic Outcomes unit details section, update the following fields:

A Grade Description: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

B Published Grade: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

8 Click the SAVE UNIT ENROLMENT button after updating the required fields to successfully withdraw a student from the unit before the census date.

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Unit Enrolment Withdrawal After the Census Date

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 Withdraw a student from a unit after the census date.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to withdraw after the census date. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 In the UNIT DETAILS Form section, look for the Enrolment Status: field, and select Withdrawn from the drop-down list. Click the calendar icon and choose the Withdrawal Date (on or after census date).

6 In the Academic Outcomes unit details section, update the following fields:

A Grade Description: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

B Published Grade: Update this field to Withdrawn (This is institution-specific - please ensure correct selection according to your institution's procedures).

C Note: Enter any notes about this enrolment in this field.

7 Click the SAVE UNIT ENROLMENT button after filling out the required fields to successfully withdraw a student from a unit after the census date.

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Adding Notes to a Student Record

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 with the student, here, you can edit the current notes or add new ones. Click the ADD NOTE button to add a new note for this student.

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.

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.

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Adding Result Comments to a Unit Enrolment

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 result comments.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to add the result comments. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 In the UNIT DETAILS Form section, click the Enrolment Status drop box and select the required completion status (Completed for a Passing Grade / Failed for a failing grade)

6 Go to the Academic Outcomes section, and update the following fields:

A Grade Description: Select the student grade description to be published from the drop-down list.

B Published Grade: Select the student grade to be published from the drop-down list.

C Result Comment: Enter any result comments for the student to see in this field. 

7 After entering the Result Comment for the student, click the SAVE UNIT ENROLMENT button to apply the changes.

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Processing Recognition of Prior Learning (RPL) and Credit Exemptions

A dedicated page on how to process RPL and Credit Exemptions can be found on this page: Recognition of Prior Learning (RPL) and Credit Exemptions

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Recording Payment for each Student's Unit Enrolment

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 Record a payment.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to record a payment. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 Go to the FINANCIAL INFORMATION Form section of the page, and edit the following fields:

A Amount Received: Enter the dollar amount here.

B Payment Date: Enter the date the payment was received here. This field can be found under the Accounting section.

6 Scroll slightly higher on the page to find the Note: field under the Academic Outcomes section. Enter any notes required on this field.

7 After entering all the required information, click the SAVE UNIT ENROLMENT button to record the payment.

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Update Funding Type for each Student's Unit Enrolment

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 Update funding type.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to update the funding type. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 Go to the FINANCIAL INFORMATION Form section of the page and edit the Funding Type: field. Select the new funding type from the drop-down list.

6 Scroll down, and go to the HEIMS INFORMATION Form section. Select the required option from the drop-down list in the Student status code: field, ensuring that the chosen option is an appropriate match for the chosen Funding Type. After setting the student status code, click the SAVE UNIT ENROLMENT button to change the funding type.

Any New Unit Enrolment will also have the following section:

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Adding Subsidies or Scholarships to a Student's Unit Enrolment

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 subsidies or scholarships.

3 After loading the student’s record, choose the Student > Course Enrolment > Units menus on the side. It will then load a page with all the units enrolled by the student under the UNITS ENROLLED BY STUDENT Form section.

4 Look for the unit/subject where you want to add subsidies or scholarships. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 Go to the FINANCIAL INFORMATION Form section of the page, and edit the following fields:

A Select subsidy type from list: select the appropriate option from the subsidy type drop-down list depending on the student’s current subsidy type. The Subsidy Type: field on the left will be pre-filled depending on the subsidy type you choose.

B Subsidy Amount: Enter the dollar amount in this field. Do not enter a $ symbol.

6 After entering all the required information, click the SAVE UNIT ENROLMENT button to add the subsidy or scholarship details for this student.

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How to Delete Unit Enrolment records in 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.

Click OK to confirm your action.

B. via the Units page

1. Load the Student Summary screen.

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

Click OK to confirm your action.

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

Click YES to confirm your action.

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

There are two 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 the information submitted to TCSI, 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”

Click YES to confirm your action.

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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How to Unlock and Resend Unit Enrolment records to TCSI

Deleting information submitted to TCSI using the DELETE FROM TCSI button will set the unit enrolment record as read-only and therefore no edits are allowed unless otherwise unlocked. Read more details on the recommended usage of the DELETE FROM TCSI button in the above section.

For cases where you want to unlock the record to further modify the unit enrolment information and resubmit the record to TCSI, refer to the following instructions:

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 unlock, and select the Edit Unit Enrolment option.

3. With the unit enrolment record loaded, click the UNLOCK RECORD button. This will make the record editable.

4. Edit the required information to enable the record to be resubmitted to TCSI.

5. Set the Enrolment Status to what is valid and reportable for the current unit enrolment record.

6. After editing the required information, and setting the correct unit enrolment status, click the SAVE UNIT ENROLMENT button. This will send the newly recorded information of the unit enrolment to TCSI.

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