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Objective

Upon completion of this KB article you will have an understanding of how to Search, Add and Edit Provider records within Paradigm.

Complexity: MEDIUM

Page Contents

Assumptions

  • You have the minimum required level to access the Provider 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.

  • A provider record must have been created and saved before trying to assign a role to that provider

Key terms and concepts

A provider is an organisation that has relationships to people reflecting some form of service they provide in an education context. Examples of services include a campus, a higher education provider, work experience business etc. In the context of Paradigm, the organisation is defined once as a provider. The type of provider is further distinguished through the assigning of one or more roles.

Provider Roles 

Roles are assigned to providers as a way of defining the types of relationships they may have with other records within Paradigm. Assigning the correct role to a provider is critically important to ensure that various features function correctly.

The table below outlines the intended use of each role:

Role

Description

Education Provider

Default role assigned to all providers

Educational Program Provider

Associated with course enrolment records (i.e. the campus)

Educational Unit Provider

Associated with base units and scheduled units (i.e. the campus)

Education Agent

Identifies the provider as being an agents for the purposes of student recruitment

Training Organisation

Associated with AVETMISS reporting

HEIMS Higher Education Provider

Associated with HEIMS reporting

Training Organisation Location

Associated with an AVETMISS delivery location

Work Experience Provider

Associated with the work experience module

Education Payment Agent

Associated with the agent payment workflow

Diocese

Allows the provider to be assigned as a diocese against the student record

Seminary

Allows the provider to be assigned as a seminary against the student record

Communication sender

Allows users to send communications on behalf of the provider using the email address on the provider record

Health provider

Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm.

Provider information related fields

The table below outlines the types of information that may be recorded against a provider type record.

Field Name

Required Field

Brief Overview

Name

X

The Full and Legal name of the Provider to appear on official documents

Abbreviation

X

An Abbreviated Provider 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 Provider

Address line 2

Physical address of Provider

Suburb

Physical address of Provider

Post Code

Physical address of Provider

State

Physical address of Provider

Country

Physical address of Provider

Phone

Contact Phone number of Provider

Fax

Fax Number of Provider

Other Phone

Other Contact Phone numbers of Provider

Mobile

Mobile phone of Provider

email

Primary contact of Provider's email address

Web

Provider's Web address

Logo image

Primary logo or branding image for use in system generated letters or reports

Web image

Secondary logo or branding image for use in system generated letters or reports

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 Provider by the Government

Agent Commission Percentage

the amount to this agent for referring a student

Agent Category

  • Local

  • Overseas

Agent Focus

Agent Sales Representative

Agent Contact Person

Primary contact for Agent

Agent Contract Original Date

Agent Contract Renewal Date

Provider Status

X

  • Active

  • Archived

Provider Course Id Type

  • Short

  • Long

SVP Agent

SVP stands for Streamlined Visa Processing

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


Billing Attention Name

Mailing address of the Provider

Billing Company Name

Mailing address of the Provider

Address Line 1

Mailing address of the Provider

Address Line 2

Mailing address of the Provider

Suburb

Mailing address of the Provider

Postcode

Mailing address of the Provider

State

Mailing address of the Provider

Country

Mailing address of the Provider

Phone

Mailing address of the Provider

Fax

Mailing address of the Provider

Other Phone

Mailing address of the Provider

Mobile

Mailing address of the Provider

Provider information required fields

Required Fields

System Required

Abbreviation Name

X

Group Name

X

Party Group Status Id

X

Workflow

 1. How to Load a Provider Record

  1. Click on the Provider tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Organisation name or Abbreviation

  4. Click on the Search Provider button

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

  6. 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.

  7. 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

  8. The Provider record has now been loaded.

 2. How to Create  / Add a Provider Record

  1. Click on the Provider tab in the side menu

  2. Click on the Add new option in the side menu

  3. Enter the required information in the correct fields

  4. Click on the Save Details button

 3. How to Assign Provider Roles

Be advised

Before you try to assign a role to a provider, a provider record must have already been created and saved.

  1. For a new Provider, refer to the section above "How To Create / Add a Provider Record".

  2. For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".

  3. Click on the Assign Roles dropdown box to select the role that you want to assign to the provider

  4. Click on the Assign Role button

 4. How to Delete an Assigned Provider Role

  1. Load the provider record or refer to the section above "How To Load a Provider Record".

  2. Click on the delete icon next to the role to be removed

  3. A warning message will appear  - Are you sure you want to delete the selected item

  4. To proceed, click OK, or to keep the assigned role, click CANCEL.

 5. How to Add Attachment to Provider Record

  1. Load the provider record or refer to the section above "How To Load a Provider Record".

  2. Scroll to the Bottom of the Page

  3. Click the Add File Attachment button

  4. Click on the Purpose Drop box and select the required Section

  5. Click on the Category Drop Box and Select the Required Option

  6. Enter the name of  the Attachment

  7. Optional - Enter a brief description of the Attachment

  8. Select the lowest Permission level required to View this attachment

  9. Click the Choose File button

  10. Navigate to the item to be attached

  11. Click on the Save File Attachment button

  12. Check for Successful save message.

 6. How to Edit / Update a Provider Record

  1. Load the provider record or refer to the section above "How To Load a Provider Record".

  2. Update the required data.

  3. Click on the Save Details button

Further Reading

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