Overview

There are five different contact address types in Paradigm: Residential, Billing Address, Emergency Contact Address, Employer Address, and the Postal Address. This knowledge article will provide you with a brief description of each address type, and the workflows on how to add and edit this information in the system.

Complexity: LOW

Add New Contact Information in Paradigm fields and buttons

FORM FIELDS Add New Contact Information in Paradigm

Field Name		Brief Description
To
Attn Name		The student's full name. this field will appear on printed letters along with address details.
Property Name		e.g. The Burrows - If the student doesn't provide a property name please leave this field blank.
Street Subaddress
Street Number		This field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct.
Street Name		Name of Street including street type e.g. Brown Road.
Postal Box		For a postal address with a non street address e.g. PO Box 9994.
City		City or Suburb. This field is a smart field that contains all Suburbs, States and Postcodes in Australia to ensure the correct Suburb / State / Postcode combination is entered.
Post Code		Australian postcode field - this will auto populate when the City or Suburb is selected in the above field.
Country		The Country defaults to Australia. Change if required.
State		The state is normally auto populated with the student provider's home state - when the suburb is selected in the suburb field, this will auto populate with the correct state as selected. If the State is not an Australian State please change the field to "Select State" and enter the details into the 'Or' box.
or		This field is for Non-Australian State information.
Mobile		Mobile Phone number.
Home		After Hours contact number.
Day Phone		Working Hours contact number.
Fax		Fax number.
Email		Either personal email address or student email address depending on the institution's preference.
Web Address
IM Protocol		Instant Messaging system or program preference e.g. Skype, Slack, Messenger - including Username
IM Address		Web address for Instant Messaging program.

ADD NEW CONTACT INFO buttons
COPY FROM BILLING DETAILS	found when adding Permanent Address - this will copy the address details from the Billing Address
COPY FROM PERMANENT DETAILS	found when adding Billing Address - this will copy the address details from the Permanent Address
SAVE STUDENT CONTACT DETAILS	saves the added contact details

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Contact Information Types

REQUIRED INFO Contact Information Types

This table describes the five different contact address types in the Paradigm system.

Contact Address	Definition	Government Reported	Validated via the Student Portal
A. Residential / Semester / Term / Current Address	Contact details for the student during an active semester of study. This is equivalent to the government’s (TCSI – Post Code: E319, Country: E661) Term Address. This is a minimum system requirement, and indicates where the student resides during any given semester. This is the address used in Government reporting (AVETMISS and HEIMS). For some students this address may be the same as the billing address.	Yes	Yes
B. Permanent / Billing Address	Contact details for the student whilst not actively studying, for example during the semester break period. This is equivalent to the government’s (TCSI – Suburb: E469, State: E470) Residential Address. This is a minimum system requirement, and indicates where the student resides on dates that are not between the start date and end date of any given semester. For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.	No	Yes
C. Emergency Contact Address	Contact information to be used in an emergency to reach a friend, family member or guardian of a specific student.	No	Yes
D. Employer Address	Contact details for the student's place of employment	No	No
E. Postal Address	Address specified by the student where they want their mail delivered

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Implications

BE ADVISED:

The communication module uses the email address provided within the Residential contact record.
The student portal may be configured such that students must validate the contents of their Residential, Billing, and Emergency Contact Details fields on a recurring schedule.
Potential students applying via the Applicant Portal are required to provide details for both Residential and Billing addresses, as a minimum.

Workflow

1. How to Add a New Contact Information

1. How to ADD a New Contact Information

NOTE:

The instructions below assume that the student record has already been created.

If the student record that you want to add a new contact information to is currently loaded in the system, proceed to the STEP 2 instructions below, else, start with STEP 1.

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 New Contact Information.

3 After loading the student’s record, choose Student > Student Details > Edit Contact Info menus on the side.

NOTE:

Refer to the table above under the Add New Contact Information in Paradigm section for a brief description of each field and the Contact Information Types section for an overview of each address type and the government requirements for each type.

4 For a student who has no existing contact record yet on the system, you will only see the system-generated email address in the Billing Contact type row under the CONTACT DETAILS Form section.

5 Adding Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to add, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to add.

NOTE:

As a minimum, it is recommended that the Semester / Term / Current Address be added first, and then add the Permanent / Billing address.

6 After selecting the type of contact information you want to add, the fields under the CONTACT DETAILS - STUDENT Form section will appear.

7 Click the SAVE STUDENT CONTACT DETAILS to add the new contact information.

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2. How to Edit Existing Contact Information

2. How to EDIT Existing Contact Information

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 Edit the Existing Contact Information.

3 After loading the student’s record, choose Student > Student Details > Edit Contact Info menus on the side.

4 Any contact details that have already been saved for this student, appear in a list at the top of the page.

5 Editing Contact Information: Click the blue hyperlink that corresponds to the type of contact information you want to edit, alternatively click on the dropdown list under the CONTACT DETAILS - STUDENT Form section below and select the type of contact information you want to edit.

6 After selecting the type of contact information you want to add, the fields and all the existing contact information under the CONTACT DETAILS - STUDENT Form section will appear. Edit the necessary details for that student record.

7 Click the SAVE STUDENT CONTACT DETAILS to update the contact information.

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Student - Edit Contact Info

Overview

FORM FIELDS Add New Contact Information in Paradigm

REQUIRED INFO Contact Information Types

Implications

Workflow

1. How to ADD a New Contact Information

2. How to EDIT Existing Contact Information

Related Pages