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Objective

Upon completion of this KB the user will be able to Search for Add New and Edit base units

Complexity MEDIUM

Page Contents

Assumptions

  • You have the minimum required level to access the Units tab and an understanding that making changes within this section has system wide implications.

  • You have an understanding of the Australian Tertiary Education System / VET Sector.

  • You have an understanding of the Units and Courses within your Institution for scheduling and timetabling.

Key terms and concepts

What is EFTSL

EFTSL is an acronym of Equivalent Full Time Study Load. EFTSL is a measure used by the Australian Government and institutions to measure the total load consumed by a student. EFTSL is a measurement of how much a unit is worth in a normal full-time study year.

How to Calculate an EFTSL

To calculate a study load (EFTSL) for a single unit, divide the number of credit points for the unit by one years of full time load. For example, if the one year load is worth 96 and a single unit is worth 12 credit points, then the  EFTSL is 0.125 which represents 12 divided by 96, or one-eighth.

This is based on a normal study year being two semesters in a year, meaning the sum of EFTSL for each semester is 0.5 in total. The student may study 4 units per semester, implying 8 units for the year, meaning that a single unit is now worth 0.125 EFTSL.  If your institution works on a trimester structure, then you may end up with an EFTSL count of more than 1. Technically, trimester study mode is overloading above a normal study load. A similar overloading of EFTSL would occur in the event that a student was enrolled in units above the normal level, for example accelerated learning.

Key Fields for Searching Units

Field Name

Brief Overview

Unit Codes

Institution allocated unique unit codes to identify units of study

Unit Name

Institution allocated unique unit names to identify units of study

Unit Provider

The provider / Institution the unit will be offered by

Unit Keywords

Key words / or buzz words that relate to the unit. These can be use when trying to find a unit when you don't know the exact name

Unit Status

  • Active

  • Archived

  • Cancelled

  • Confirmed

  • Unconfirmed

Unit Type

  • Tuition Fee

  • OSHC Fee

  • Course Fee

  • Other Fee

Order by

  • Unit Codes

  • Unit Names

  • Provider Id

  • Status Id

  • Last modified Date

  • Unit Id

Key Fields for Adding New Units

Field Name

Required Field

Brief Overview

Reporting Code

Unit Id

X

System allocated internal Id code

Parent Unit Id

Internal System allocated Id code (no data entry required)

Unit Codes

X

Institution allocated unique Unit Id code

Provider Other Unit Id

X

Institution allocated unique Unit Id code - this code is useful when paired with a time period code for LMS (Learning Management System) systems

Name

X

Full name of the units - this will appear on the students transcript

Unit Category

  • Undergraduate

  • Postgraduate

  • Non-Award

  • Secondary

  • VET


Unit Focus

Focus areas of the unit.These can be added to the system via the system tab

Unit Discipline

Focus Area sub-group. These can be added to the system via the system tab

HEIMS Discipline*

A 6 digit code which uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/VET provider. These are shown in the HEIMS help website Appendix E

HEIMS E464

Unit Provider

If the provider has multiple institutions within the same system, this can identify which is running this instance of the unit

Credit Point Statement*

The number points the student will earn towards their course of study upon successful completion of this unit of study

HEIMS

Unit Type

X

Academic outcome related:

  • Tuition - Informs the system to treat each unit enrolment from both academic and financial perspectives

The other unit type options are used by providers who wish to capture a recurring fee that is not directly related to academic outcomes:

  • OSHC Fee - Overseas Health cover Fee

  • Course Fee

  • Other Fee (accommodations/home-stay fees)

Unit Purpose and Aims

Within this field a description of the Unit Purpose and aims can be outlined. Students can be granted access to this information in order to decide if this is the unit they want to study.

Prerequisites

A list of any units that are required to be completed PRIOR to attempting this unit of study

Co requisites

A list of any units that are required to be completed CONCURRENTLY with this unit of study

Learning Outcomes

A detailed list of the learning outcomes as per the TESQA regulation for this Unit of Study

Learning Outcomes - Able to:

A more human consumable version of the field above.

Learning Outcomes - Be in a position to

What the student will able able to do upon completion of this units of study

Requirements

An overview of what the student needs to achieve to complete this unit

Assessments

A list of the assessments required to be successfully completed to receive a passing grade for this unit of Study

Target Audience

Who is this unit of study aimed at

Bibliography

A list of required and suggested readings for this unit of study

Unit Exclusions

If a student does this unit of study are there any units that they are prohibited from doing. Alternatively If a student has completed another unit of study that prohibited them from doing this unit.

Unit Content

Topics or areas covered in this unit of study

Keywords

Buzz words or key words, used in the search section for staff to find this unit if unsure of the exact title of this unit

Method of delivery*

Online, On Campus, Intensive, Printed

HEIMS

Approval required

Does the Head of School or Senior Academic need to approve a students enrolment in this unit of study

HEIMS Work Experience Indicator*

An indicator whether a unit of study consists wholly of work experience in the industry

HEIMS E337

EFSTL Load (Ugrad)*

Equivalent Full Time Study Load - What fraction of 1 does this unit represent within the Course of study at a full time load for an Undergraduate Student

HEIMS E339

EFSTL Load (PGrad)*

Equivalent Full Time Study Load - What fraction of 1 does this unit represent within the Course of study at a full time load for a Postgraduate Student

HEIMS E339

Unit Status

X

Active, Archived, Cancelled, Confirmed, Unconfirmed

Nominal Hours*

The nationally agreed minimum hours for nationally recognised training packages - for a list of units click here

VET

Scheduled Hours*

The number of hours the institution / provider has scheduled to delivery this units / competency

VET

Vet Flag*

Is the Focus of this unit of Study Vocational?

VET

VET in Schools*

Is this unit a part of the National VET in schools program

VET

Delivery Mode Identifier*

What mode of delivery is this unit being done in

VET

Appear on transcript

Should this unit of study appear on the students transcript

GST Percentage

What is the GST charge for this unit of Study

Unit Level

What level of study is the unit of study

School

To which school or Department does this unit of study belong to

Invoice Fee Code

To which department / School do the fees for this unit go to

Accreditation Date

What date was this unit accredited

Accreditation Due Date

When is this unit due for re-accreditation / When does accreditation expire?

Custom Unit Grade Calculation


Predominant Delivery Mode Identifier*


VET

Delivery Mode Identifier*


VET

Unit Read Only

Implications

Before a student can be enrolled into a Unit:

  • The unit / subject needs to be created as a Base Unit

  • The Base Unit must then be scheduled, by creating a scheduled unit record, giving it a specific time period for delivery, a census date, and a venue

  • Once these have be done, the student can be enrolled in the Scheduled Unit.

Some of the fields within the Add Unit section are required by either or both sections of Government reporting (HEIMS and AVETMISS). 

The following table maps out the minimum system required fields to create a viable/ functioning base unit record.

Minimum Required Fields

Sample Data

Unit ID

1001(Unique ID Assigned by the System)

Unit code

ICT201

Name

Introduction to Information Systems

Unit provider

Paradigm College

Unit type

Tuition

Method of delivery

On Campus

Unit status

Active

EFTSL Load (UGrad) &/or (PGrad)

0.125

However, more information is often required for Government reporting compliance.

Optional Fields

Overview

Credit Points

For the unit result to contribute to the student final course result total the unit will require a credit point statement. This is the number of points that the unit will contribute to the overall course total.

HEIMS Reporting Fields

  • HEIMS fields are required for HEIMS courses

  • HEIMS Discipline: A code that uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider/Vet provider. These codes are taken from the HEIMS Discipline code document. This document is updated annually (normally available in September for the following year) and can be found on the HEIMS website.

  • HEIMS Work Experience Indicator: An indicator whether a unit of study consists wholly of work experience in the industry

Code

Meaning

0

Student is not undertaking work experience in industry or student is undertaking work experience in industry where learning and performance is directed by the provider

1

Student is undertaking work experience in industry where learning and performance is not directed by the provider, but support is received from the provider

2

Student is undertaking work experience in industry where learning and performance is not directed by, and support is not received from, the provider

VET  / AVETMISS Reporting Fields

Field

Meaning

Nominal Hours

The nationally agreed number of hours that the unit of study requires to be completed. These hours are reviewed and updated annually and are available form the NCVER website

Scheduled Hours

The number of hours the provider has allocated to teach the unit of study

VET Flag

Is the unit a part of VET Course or is the unit considered Vocational Training? Answer yes or no

VET in Schools

Is this unit a part of the National VET in Schools Program? Answer yes or no

Workflow

 1. How to Search for a Base Unit

  1. Click on the Units tab in the Side menu

  2. Click on the Search option with the side menu

  3. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

  4. Click on the Search Unit button

  5. This will show a list of units that meet the searched criteria

  6. To filter the list of units, in the search box above the list of units, start typing the unit name.

  7. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

  8. The Base Unit has now been loaded

 2. How to Create / Add a New Base Unit (Higher Education)

Be advised

These instructions indicate the minimum required fields to create a system viable and compliant Government reportable Higher Education unit.

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Add new option in the Side menu

  4. Enter the Unit Code

  5. Enter the Unit Name

  6. Select the HEIMS Discipline code from the drop down box

  7. Select the Unit Provider

  8. Select the Unit Type (e.g. Tuition for an academic unit) - Refer to the above key fields to understand each unit type.

  9. Enter the number of credit points to be granted upon successful completion of this unit of study

  10. Select the Method of Delivery

  11. Select the HEIMS work experience indicator

  12. Enter the EFTSL Load (UGrad)

  13. Enter the EFTSL Load (PGrad)

  14. Select the Unit Status

  15. Click on the Save Unit button

 3. How to Create / Add a New Base Unit (VET)

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Add New option in the Side menu

  4. Enter the Unit Code

  5. Enter the Unit Name

  6. Select the Unit Provider

  7. Select the Unit Type (e.g. Tuition for an academic unit)

  8. Select the Method of Delivery

  9. Select the Unit Status

  10. Enter the Nationally agreed Nominal hours

  11. Enter the Scheduled Hours

  12. Select the VET Flag

  13. Select the VET in Schools identifier

  14. Select the Delivery mode Identifier

  15. Click on the Save Unit button

 4. How to Add Assessment to Scheduled Units From a Base Unit

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Show Scheduled Unit option in the Side menu

  4. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria)

  5. Click on the Search Unit button

  6. This will show a list of units that meet the searched criteria

  7. To filter the list of units, in the search box above the list of units, start typing the unit name

  8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row

  9. Scroll down to the Assessments Associated with this Scheduled Unit section

  10. Click on the Add Scheduled Assessments from Assessments button

This will add the assessments to the Scheduled unit irrespective of delivery method

 5. How to Add Assessment to Scheduled Units From a Base Unit By Delivery Method

  1. Scheduled units can have different assessments requirements for different delivery methods. These can be added to the Schedule based on the delivery method selected.

  2. Click on the Units tab in the side menu

  3. Click on the Unit Details option in the side menu

  4. Click on the Show Scheduled Units option in the Side menu

  5. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria)

  6. Click on the Search Scheduled Unit button.

  7. This will show a list of units that meet the searched criteria

  8. To filter the list of units, in the search box above the list of units, start typing the unit name

  9. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row

  10. Scroll down to the Assessments Associated with this Scheduled Unit section

  11. Click on the Add Scheduled Assessments for Delivery Mode  button

  12. Assessments designated Online will be added to an online Scheduled Unit. Assessments designated On Campus will be added to an On Campus Scheduled Unit.

 6. How to Add Attachments to a Base Unit

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Edit Details option in the Side menu

  4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

  5. Click on the Search Unit button.

  6. This will show a list of units that meet the searched criteria

  7. To filter the list of units, in the search box above the list of units, start typing the unit name.

  8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

  9. Scroll to the bottom of the screen and click the Add File Attachment button

  10. Click the Purpose drop box and select the most appropriate option for the attachment

  11. Click the Category drop box and select the most appropriate option for the attachment

  12. Enter the Name of the attachment (This is the name that will appear on the screen so be specific and concise)

  13. Enter a Description of the attachment. The description will appear when hovering over the name of the attachment. This will allow the user to have more details about the attachment without having to download it

  14. Click the Status drop box to select a status option

  15. Select the minimum permission level required to view the attachment

  16. Click the Choose File button to navigate to where the attachment is currently stored

  17. Click the Save File Attachment button

 7. How to Edit a Base Unit

Warning

When editing or updating base units any changes made will not filter down to any scheduled units previously created. Any historical schedules will not be effect by any changes.

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Edit Details option in the side menu

  4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

  5. Click on the Search Unit button

  6. This will return a list of units that meet the searched criteria

  7. To filter the list of units, in the search box above the list of units, start typing the unit name

  8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row

  9. Update the required field(s)

  10. Click on the Save Unit button

 8. How to Delete a Base Unit

Warning

A Base Unit cannot be deleted if there are any Scheduled Units associated with it. The scheduled units must be deleted before you can delete a base unit.

  1. Click on the Units tab in the side menu

  2. Click on the Unit Details option in the side menu

  3. Click on the Edit Details option in the side menu

  4. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

  5. Click on the Search Unit button.

  6. This will return a list of units that meet the searched criteria

  7. To filter the list of units, in the search box above the list of units, start typing the unit name.

  8. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

  9. Scroll to the bottom of the screen and click the Delete Unit button.

  10. A warning will appear, Are you sure that you want to delete the selected items? Click OK if you want to proceed or Cancel to keep them.

  11. If you clicked OK, the unit has now been deleted

Further Reading

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