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Overview


Objective

Upon completion of this KB the user will be able to create and edit Leave of Absence records within paradigm

Assumptions

  • The User has the minimum required level to edit a record.
  • The student record has already been created
  • The User has an understanding of the Australian Tertiary industry / VET Sector
  • The User has an understanding of the Leave of Absence policy within your Institution.

Key terms and concepts


This report replaces the fields within the Course page. By using this method rather than the previous fields leave can be tracked from one day (Medical Certificate) to Long term leave. Also with this method multiple leaves can be recorded and not overwritten and previous data lost.


Field NameBrief Overview
Given names *Given name is the name as it appears on the students birth certificate and identification
Family Name*The Students family or Surname
DOB*The Date of Birth of the student
Gender*
  • Male
  • Female
  • Not Stated
  • Indeterminate /Intersex / Unspecified
Student No*An institution allocated Unique student identifier.
Title*
  • Mr
  • Mrs
  • Miss
  • Ms
  • Dr
  • Rev
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.
Name (Provider)*The Full and Legal name of the Institution to appear on official documents
CRICOS Code*CRICOS Course Code
Name (Course)*The Full name of the Course of Study
Start Date*Start date of the Course of Study
Expected End Date*Expected / Estimated end date of the Course of Study
Agent*
Date FromCommencing Date of Leave
Date ToFinal Date of of Leave
Reason
  • Family
  • Illness
Absence Type
  • Leave
  • Deferral
Status
  • Approved
  • Denied
  • Pending
Staff Member ApprovedName of Staff member who approved the leave
Approved DateDate the Leave was approved
CommentsAny additional comments / notes

* Denotes fields pre-populated by the system when a Student / Course record is created

Workflow

How to Create a Leave of Absence Record

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. Enter at least one of the following options in to the relevant search box: 
    • Student No, 
    • Preferred Name, 
    • Given Name, 
    • Family Name / Surname, 
    • Previous Last Name
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by Student section
  10. Click on the Action  button on the right hand side of the required course. The Action Menu will open
  11. Click on the Edit Course Enrolment  option in the Action menu
  12. The Course Screen has now been loaded
  13. Click on the Action button on the right hand side of the required course. The Action Menu will open
  14. Click on the Edit Leave  option in the Action menu
  15. Click on the Add New  button
  16. Enter the required data to create the record
  17. Click on the Save  button


How to Edit a Leave of Absence Record

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menuEnter at least one of the following options in to the relevant search box: 
    • Student No, 
    • Preferred Name, 
    • Given Name, 
    • Family Name / Surname, 
    • Previous Last Name
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by Student section
  10. Click on the Action  button on the right hand side of the required course. The Action Menu will open
  11. Click on the Edit Course Enrolment  option in the Action menu
  12. The Course Screen has now been loaded
  13. Click on the Action button on the right hand side of the required course. The Action Menu will open
  14. Click on the Edit Leave option in the Action menu
  15. Click on the Edit icon 
  16. Update the Required data
  17. Click on the Save  button


How to Print a Leave of Absence Record

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. Enter at least one of the following options in to the relevant search box: 
    • Student No, 
    • Preferred Name, 
    • Given Name, 
    • Family Name / Surname, 
    • Previous Last Name
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by Student section
  10. Click on the Action  button on the right hand side of the required course. The Action Menu will open
  11. Click on the Edit Course Enrolment  option in the Action menu
  12. The Course Screen has now been loaded
  13. Click on the Action button on the right hand side of the required course. The Action Menu will open
  14. Click on the Edit Leave option in the Action menu
  15. Click on the Print icon 
  16. Click on the Preview Report Button
  17. Press and hold Control and P to print 

How to Add a file attachment to a Leave of Absence Record

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. Enter at least one of the following options in to the relevant search box: 
    • Student No, 
    • Preferred Name, 
    • Given Name, 
    • Family Name / Surname, 
    • Previous Last Name
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
  8. The Student Record has now been loaded
  9. Scroll down to the Course Enrolled by Student section
  10. Click on the Action  button on the right hand side of the required course. The Action Menu will open
  11. Click on the Edit Course Enrolment  option in the Action menu
  12. Click on the Edit icon 
  13. Scroll to the bottom of the page
  14. Click on the Add File Attachment button
  15. Click on the drop down box next to the Purpose option and select the appropriate option
  16. Click on the drop down box next to the Category option ( If required to be updated)
  17. Enter the name of the attachment. 
  18. Enter any important information about the attachment in the description box. Once the attachment has been saved this information will be come visible when hovering over the attachment's name. 
  19. Selected the Status of the item. 
  20. Select the Permission level. This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment.
  21. Select the Choose File  button and navigate to where the attachment is saved. It is suggested that attachments are saved in PDF format to prevent attachments from being altered or changed.
  22. Click the Save File Attachment  button. 



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