Overview

Withdrawing a Unit Enrolment requires a correct unit of study status code and other financial information to be properly reported to the government, and the deletion of a Unit Enrolment necessitates caution. This knowledge article will guide you on how to delete unit enrolments safely and how to withdraw students from unit enrolments in different circumstances.

Complexity: MEDIUM

Workflow

Deleting Unit Enrolments scenarios

BE ADVISED:

Before following the deleting of unit enrolments instructions below, it is assumed that the unit enrolments are not yet invoiced, that you are aware of the implications when deleting units and that the record will be completely removed from both TCSI and Paradigm after clicking the Delete Unit Enrolment button.

Administrative Error - do not retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record within Paradigm and TCSI.

Recommended Workflow:

Load the unit enrolment and click the “DELETE UNIT ENROLMENT” button. This will remove the record from both TCSI and Paradigm.

For the step-by-step instructions of the recommended workflow and for other ways of deleting unit enrolments in Paradigm, refer to this How-To Guide: How to Delete Unit Enrolment records in Paradigm and TCSI

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Administrative Error - retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm.

Recommended Workflow:

Load the unit enrolment and click the “DELETE FROM TCSI” button. This will remove the record from TCSI and make the record in Paradigm read-only and also set the unit enrolment status to “TCSI Deleted”. Once the record is marked as read-only all of the fields become locked from editing. Only a user with the highest system permission is able to unlock the record.

For the step-by-step instructions of the recommended workflow, refer to this How-To Guide: How to Delete Unit Enrolment records from TCSI - retain records in Paradigm

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Internal course transfer where the student is taking the same scheduled unit in both courses

When a student undertakes an internal course transfer, where they are undertaking the same unit in both courses, then care must be taken to avoid triggering a duplicate record TCSI validation error. This applies when the student has one or more units.

Recommended Workflow:

The recommended workflow is to trigger a “TCSI Delete” (using the DELETE FROM TCSI button) on the unit enrolment from the original course, prior to creating the unit enrolment in the new course. Do not attempt to transfer the unit enrolment directly between course enrolments within Paradigm as that is likely to just trigger multiple validation errors.

If you happen to transfer already the units, manually mark each of the units under the new course as RPL/Exempt/Credit. This is most efficiently done via the screen located: Student > Course Enrolment > Units section of Paradigm. Refer to the instructions found in this Knowledge Base article workflow: Processing RPL or Credit with an existing unit enrolment

Raise a ticket if the above solutions are not applicable to your case.

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Withdrawing Unit Enrolments scenarios

NOTE:

Before following the withdrawal of unit enrolments instructions below, it is assumed that your Unit Enrolments Status codes in Paradigm have already been mapped to the TCSI Unit of Study Status Code (E355) allowable values. Read more here.

Withdraw the student without a penalty (e.g. pre-census)

For a scenario like a student legitimately enrolling into a unit and then deciding to withdraw, update the unit enrolment status to an option that reports a TCSI E355 value of:

“Withdrew without academic penalty (1)”; or
“Withdrew due to medical reasons“(6).

You will need to check on your site what enrolment status options are mapped to those specific TCSI E355 codes. Refer to this Knowledge Base article for more details.

Workflow:

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date

Related Workflow: Cancelling an Invoice

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Withdraw the student with a penalty (e.g. post census)

A late withdrawal penalty normally applies to students that withdraw from their studies after the census date has passed. Update the unit enrolment status to an option that reports a TCSI E355 value of “Failed (2)”. You will need to check on your site what enrolment status options are mapped to that specific TCSI 355 code. Refer to this Knowledge Base article for more details.

BE ADVISED:

As the student has withdrawn post census date, the student is still liable for the full unit fees. Please ensure that the Unit Fee, Funding Type and HEIMS Loan Fee remain intact for reporting purposes.