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Objective

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


Complexity: LOW

Page Contents

Assumptions

  • You have the minimum required level to edit a record.

  • The student record has already been created

  • You have an understanding of the Australian Tertiary industry / VET Sector

  • You have an understanding of the Leave of Absence policy within your Institution.

Key Terms and Concepts

This feature replaces fields within the Course record, and allows leave instances to be tracked for periods from one day (Medical Certificate) to long term leave. Multiple leave types can be recorded, so that existing records are not overwritten and historical data is preserved.

Field Name

Brief Overview

Given names *

Given name is the name as it appears on the student's birth certificate and identification

Family Name*

The student's 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 From

Commencing Date of Leave

Date To

Final Date of of Leave

Reason

  • Family

  • Illness

Absence Type

  • Leave

  • Deferral

Status

  • Approved

  • Denied

  • Pending

Staff Member Approved

Name of Staff member who approved the leave

Approved Date

Date the Leave was approved

Comments

Any additional comments / notes

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

Workflow

 1. 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 Student button

  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 Actions 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 Actions button on the right hand side of the required course. The Actions 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

 2. 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 menu and enter at least one of the following options in the relevant search box: 

    • Student No, 

    • Preferred Name, 

    • Given Name, 

    • Family Name / Surname, 

    • Previous Last Name

  3. Click on the Search Student button

  4. This will show a list of students that meet these criteria

  5. To filter the list of students, in the search box above the list of students, start typing the student's first or given name

  6. 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.

  7. The Student Record has now been loaded

  8. Scroll down to the Course Enrolled by Student section

  9. Click on the Actions button on the right hand side of the required course. The Actions Menu will open

  10. Click on the Edit Course Enrolment option in the Action menu

  11. The Course Screen has now been loaded

  12. Click on the Action button on the right hand side of the required course. The Action Menu will open

  13. Click on the Edit Leave option in the Action menu

  14. Click on the Edit icon 

  15. Update the required data

  16. Click on the Save button

 3. 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 Student button

  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 Actions button on the right hand side of the required course. The Actions 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

 4. 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 Student button

  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 at 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 Actions  button on the right hand side of the required course. The Actions 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 become visible when hovering over the attachment's name

  19. Select 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

Further Reading

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