Overview

Objective

Upon completion of this KB you will be able to update student contact information including street address, email address, phone number etc.

Assumptions

The User has the minimum required level to edit a record.
The student record has already been created (these instruction are how to edit an already existing record)
The User has an understanding of Australian Tertiary Sector / VET Sector

Key terms and concepts

There are a range of address types that may be captured or stored in Paradigm. The four default address types are further described below.

	Term	Definition	Government Reported	Validated via the student portal	Comment
1	Residential / Semester / Term / Current Address	Contact details for the student during an active semester of study. For some students this address may be the same as the billing address.	Yes	Yes	Replaces the following fields on the student edit details screen: Address line 1 Address line 2 Suburb State Country Home phone Day phone Email Mobile
2	Permanent / Billing Address	Contact details for the student whilst not actively studying, for example during the semester break period. For an overseas student this should be their international address. For domestic student living away from home, this may be their home address from another state in Australia.	No	Yes	Replaces the permanent address section no the student edit details screen
3	Emergency Contact Address	Contact information to be used in an emergency to reach a friend, family member or guardian of a specific student.	No	Yes	Replaces the following fields on the student edit details screen: Emergency contact name Emergency contact relationship Emergency contact details
4	Employer Address	Contact details for the student's place of employment	No	No

Implications

IMPORTANT

The communication module uses the email address associated with the Residential / Semester / Term / Current contact record
The student portal may be configured such that students must validate the contents of their residential, billing and emergency contact details fields on a recurring scheduled
Potential students applying via the Applicant Portal are required to provide at minimum: billing and residential addresses

Field Name	Brief Overview
To
Attention Name	The Students full name. this field will appear on printed letters along with address details
Property Name	e.g. The Burrows - If the student doesn't provide a property name please leave this field blank
Flat / Unit no	e.g. Unit 4 - If the student doesn't provide a sub address please leave this field blank
Street Number	Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct
Street Name	Name of Street including street type e.g. Brown Road
Postal Box	For a postal address with a non street address e.g. PO Box 9994
City	City or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered
Postcode	Australian postcode field - this will auto populate when the Suburb is selected in the above field
State	The state is normally auto populated with the colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State is not an Australian State pleas change the field to Select State and enter the details into the 'Or' box
Or	This field is for Non-Australian State information
Country	The Country is defaulted to Australia please change if required
Mobile	Mobile Phone number
Home	After Hours contact number
Day Phone	Working Hours contact number
Fax	Fax number
Email	Either Personal Email address or student email address depending on the institutions preference
IM Protocol	Instant messaging system or program preference e.g. Skype, Slack, Messenger - including Username
IM Address	Web address for Instant messaging program

Workflows

Adding a new Addresses to the students record

Click on the Student Tab in the Side Menu
Click on the Search option in the side menu
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
Click on the Search Student Button
This will return a list of students that meet the searched criteria
To reduce the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The student's record has now been loaded.
Click on the Student Details option on the side menu
Click on the Edit Contact info option on the side menu
Click the Add (address type) to be created. If no address types have been added it is recommended that the Semester / Term / Current Address be created first, followed by the Permanent / Billing address.
Enter the required information to the address fields
Click on the Save Student Contact details Button

Editing Contact Information within a student's record (Existing Addresses)

Click on the Student Tab in the Side Menu
Click on the Search option in the side menu
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
Click on the Search Student Button
This will return a list of students that meet the searched criteria
To reduce the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.The student's record has now been loaded.
Click on the Student Details option on the side menu
Click on the Edit Contact info option on the side menu
Click on the address type to be edited ( Billing Address, Residential Address, Emergency contact address, Employer address)
Edit the data to be updated
Click on the Save Student Contact details button

Student - Edit Contact Info