Objective
Once you have read this article you will be able to make changes to the various parts of each of four types of contact information that is saved for each student.
Assumptions
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- The student record has already been created, and this article describes how you can change some of those details.
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.
| Contact Address | Definition | Government Reported | Validated via the student portal |
|---|---|---|---|
| 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 |
| 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 |
| 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 |
| Employer Address | Contact details for the student's place of employment | No | No |
Implications
IMPORTANT
- The communication module uses the email address provided within the Semester / Term / Current contact record.
- The student portal may be configured such that students must validate the contents of their residential (Current), billing (Billing), and emergency contact details fields on a recurring schedule.
- Potential students applying via the Applicant Portal are required to provide details for both residential (Current) and billing (Billing) addresses, as a minimum.
| Field Name | Brief Overview |
|---|---|
| Attention Name | The Student's 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 in Australia to ensure the correct Suburb / State / Postcode combination is entered. |
| Postcode | Australian postcode field - this will auto populate when the City or Suburb is selected in the above field. |
| State | The state is normally auto populated with the student provider's 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 please 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 defaults to Australia. Change if required. |
| Mobile | Mobile Phone number. |
| Home | After Hours contact number. |
| Day Phone | Working Hours contact number. |
| Fax | Fax number. |
| Either personal email address or student email address depending on the institution's preference. | |
| IM Protocol | Instant Messaging system or program preference e.g. Skype, Slack, Messenger - including Username |
| IM Address | Web address for Instant Messaging program. |
Workflow
Updating Contact Information in the Student Record
- Click on the Student tab in the side menu
- Click on the Search option in the side menu
- Enter details for one of the following search boxes: Student No, Family Name / Surname.
- Click on the SEARCH STUDENT
button to show a list of students whose details match your search. - To filter the list, in the search box
above the list, start typing the student's First Name / given name. - When you see the row containing the details for your student, click on the Student Number highlighted in blue on the left side of the row, to load the details for that student.
- Click on the Student Details option in the side menu and expand it.
- Any contact details that have already been saved for this student, appear in a list at the top of the page.
- If the list is empty, or does not include a row for the Contact details you want to edit, use the steps below in Adding Contact Information.
- If the list already contains a row for the Contact details you want to edit, use the steps below in Editing Contact Information.
Adding Contact Information
- Click on the button that corresponds to the type of contact information you want to add:
- As a minimum, it is recommended that the Semester / Term / Current Address be added first, and then add the Permanent / Billing address.
- Add your new details to the student record.
- Click on the SAVE STUDENT CONTACT DETAILS
button.
Editing Contact Information
- If the list contains an entry for the Address Type you want to edit, click on the blue highlighted Address Type on the left side of the row that corresponds to the details you want to edit.
- The details for that row will be loaded in the section EDIT STUDENT CONTACT DETAILS.
- Make your changes to the details in the student record.
- Click on the SAVE STUDENT CONTACT DETAILS button.
Further reading
- Creating a new student record
- Student Portal
- Applicant Portal
- HEIMS reporting
- AVETMISS reporting