Objective
Upon completion of this KB the user will understand how to Search, Add new and Edit Providers records within Paradigm.
Assumptions
- The User has the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.
- The user has an understanding of the Australian Tertiary Education System / VET Sector.
- A provider record must have been created and saved before trying to assign a role to that provider
Key terms and concepts
Search Fields
| Field Name | Brief Overview |
|---|---|
| Organisation Name | This is the Full name / title of an Institution within Paradigm. This name will use where ever the full title of the institution is required. |
| Institution Status | The status of the institution Active or Archived |
| Abbreviated Name | Each institution is given an abbreviated name to make identification |
| Role | Different Roles within the system will allow for different functionality and need to be used in combination:
|
| Order by | The list produced can to be ordered by:
|
The minimum system required fields
| Field Name | Brief Overview |
|---|---|
| Name | The Full and Legal name of the Institution to appear on official documents |
Abbreviation | An Abbreviated institution name to be used in drop boxes and internal system instances |
| ABN | The Australian Business Number is a unique identifier issued by the Australian Business Register |
| Address Line 1 | Physical address of Institution |
| Address line 2 | Physical address of Institution |
| Suburb | Physical address of Institution |
| Post Code | Physical address of Institution |
| State | Physical address of Institution |
| Country | Physical address of Institution |
| Phone | Contact Phone number of Institution |
| Fax | Fax Number of Institution |
| Other Phone | Other Contact Phone numbers of Institution |
| Mobile | Mobile phone of Institution |
| Primary contact of Institution's email address | |
| Web | Institution's Web address |
| Logo image | Institution's logo, this in embedded into reports eg Transcripts, AHEGS, CANS, letters, |
| Web image | |
| Invoice Fee Code | Abbreviated Fee Code eg SF - Star Fleet Academy |
| GST Amount | The amount of GST charged 10% |
| HE Provider Code | The Higher Education Code allocated to each institution by the Government |
| Agent Commission Percentage | the amount to this agent for referring a student |
| Agent Category |
|
| Agent Focus | |
| Agent Sales Representative | |
| Agent Contact Person | Primary contact for Agent |
| Agent Contract Original Date | |
| Agent Contract Renewal Date | |
| Institution Status |
|
| Provider Course Id Type |
|
| SVP Agent | |
| AHEGS Provider Print Detail | |
| Cricos Provider Code | The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is a register of Australian education providers that recruit, enrol and teach overseas students. Registration on CRICOS allows providers to offer courses to overseas students studying in Australia on student visas. |
| Related Bank Account | |
| Same as Above (Tick Box) | |
| Billing Attention Name | |
| Billing Company Name | |
| Address Line 1 | |
| Address Line 2 | |
| Suburb | |
| Postcode | |
| State | |
| Country | |
| Phone | |
| Fax | |
| Other Phone | |
| Mobile |
Provider Roles
These be added when a record is created or at later time when required
| Assigned Roles for Provider options |
|---|
| Education Provider |
| Educational Program Provider |
| Educational Unit Provider |
| Education Agent |
| Training Organisation |
| HEIMS Higher Education Provider |
| Training Organisation Location |
| Work Experience Provider |
| Education Payment Agent |
| Education Bank |
| Assoc Educational Program Provider |
| SVP Provider |
Workflow
How to Load a Provider Record
- Click on the Provider tab in the side menu
- Click on the Search option in the side menu
- Enter the Organisation name or Abbreviation
- Click on the Search Institution
button - This will show a list of Providers that meet the searched criteria
- To filter the list of Providers, in the search box
above the list of Providers, start typing the Provider name to reduce the number of results. - When you see the record for the Provider you are looking for, click on the Provider code for that provider, highlighted in blue in the left column of that row
- The Provider record has now been loaded.
How to Create / Add a Provider Record
- Click on the Provider tab in the side menu
- Click on the Add new option in the side menu
- Enter the required information in the correct fields
- Click on the Save Details
button
How to Assign Provider Roles
A provider record must have already been created and saved before you try to assign a role to that provider.
- For a new Provider, refer to the section above "How To Create / Add a Provider Record".
- For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".
- Click on the Assign Roles dropdown box to select the role that you want to assign to the provider
- Click on the
button
How to Delete an Assigned Provider Role
- Load the provider record or refer to the section above "How To Load a Provider Record".
- Click on the delete icon
next to the role to be removed - A warning message will appear - Are you sure you want to delete the selected item
- To proceed, click OK, or to keep the assigned role, click CANCEL.
How to Add Attachment to Provider Record
- Load the provider record or refer to the section above "How To Load a Provider Record".
- Scroll to the Bottom of the Page
- Click the Add File Attachment
button - Click on the Purpose Drop box and select the required Section
- Click on the Category Drop Box and Select the Required Option
- Enter the name of the Attachment
- Optional - Enter a brief description of the Attachment
- Select the lowest Permission level required to View this attachment
- Click the Choose File
button - Navigate to the item to be attached
- Click on the Save File Attachment
button - Check for Successful save message.
How to Edit / Update a Provider Record
- Load the provider record or refer to the section above "How To Load a Provider Record".
- Update the required data.
- Click on the Save Details
button