Overview

The Unit Edit menu in Paradigm gives you the functionality to edit details in bulk to enrolled units – including payment status and conversion, subsidy amount or scholarships, student status update, recalculate commission, and invoice unit enrolments. Check the how-to guides below relating to this Units Edit feature.

Complexity: HIGH

Navigation

1 Assumptions
2 Key Terms and Concepts
3 Implications
4 Related Pages

Workflow

Student > Course Enrolment > Units Edit Menu how-to Guides

Categories: Fees >> how-to guides on payment or fees update or change

grades >> how-to guides on grades update or change

status >> how-to guides on any fields and status update or change

process >> how-to guides on processes, e.g. enrolment, adding course, units, etc.

1 process >> 01.How to Display All Unit Fields - Edit and Update
2 process >> 02.How to Load the Course Enrolment Page
3 grades >> 03.How to Update Grade and Date Fields for AVETMISS Reporting (VET Only)
4 Fees >> 04.How to Update the HEIMS Loan Fee Field

Using The “Select Action to perform on Units” Menu

The guides below will help you with some BULK Units Enrolment processes using the Select Action menu:

1 process >> 05.How to Load the Select Action to Perform on Units Menu
2 process >> 06.Deleting Bulk Units
3 Fees >> 07.Converting Bulk Units from Unpaid to Paid
4 Fees >> 08.Converting Units to Fee-Help
5 Fees >> 09.Converting Units to Upfront Payment
6 Fees >> 10.Applying Subsidy Amount to Bulk Units
7 Fees >> 11.Recalculating Commission Amount for Units
8 Fees >> 12.Invoice Selected Unit Enrolments
9 status >> 13.Updating HEIMS Student Status Code for Selected Units

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); and
An understanding of Australian Tertiary Sector / VET Sector.

Key Terms and Concepts

Editable Field Name	Brief Overview

Editable Field Name	Brief Overview
Start date	The first day of the study period
Expected End Date	The last day of the study period.
Final Grade	The final grade for the unit of study as a percentage.
Grade Description	The final grade for the unit of study description e.g. High Distinction, Distinction, Credit ,Pass, Fail.
Unit Fee	The total cost of the unit of study.
Upfront Payment	The amount paid for the unit prior to the census date.
Amount Paid	The total amount paid.
Funding Amount	The amount deferred to FEE-HELP / HECS-HELP.
HEIMS Loan Fee	The Government loading on top of the amount deferred to HELP. For Undergrad Fee-HELP units this is 25%. For Postgraduate and HECS-HELP units this amount is zero.
Subsidy Amount	Amount paid in the forms or Scholarships, discounts etc.

Implications

USE CAUTION: When editing fields in bulk you must be extra conscious as some actions are much harder to undo than others – if mistakes are made.

Workflow

Student > Course Enrolment > Units Edit Menu how-to Guides

process >> 01.How to Display All Unit Fields - Edit and Update

This how-to guide will let you display/see a table of all the units enrolled by the student and all the necessary and important fields that you can edit [Start Date, Expected End Date, Final Grade, Grade Description, Upfront Payment, Amount Paid, Subsidy Amount]. After editing/updating the editable and required fields, you can just bulk save the changes to all the units enrolment being selected and edited.

STEP 1 Load the student’s record.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

NOTE: If the student is enrolled to more than one course, and you only want to edit the units specific to a course, load the Course Enrolment Page [see below instruction] of the selected course first before you proceed to STEP 2 Update unit fields.

However, if the student is only enrolled to one course, or if you want to edit all the units enrolled by the student regardless of the course, proceed to STEP 2 Update unit fields instructions.

process >> 02.How to Load the Course Enrolment Page

There are two ways [Workflow 1 OR Workflow 2] to load the Course Enrolment Page:

Workflow 1

1 From the Student Summary Page [following the steps above], go to Student > Course Enrolment > Course menus on the side.

2 Once the COURSE ENROLMENT LIST will appear, select the course you wanted to edit and click the ACTIONS button on the right side of it, and then select the Edit option from the drop down list.

Workflow 2

1 From the Student Summary Page [following the steps above], click the ACTIONS button on the right side of the chosen course, and select the Edit Course Enrolment option from the drop down list.

STEP 2 Update unit fields.

3 After loading the student’s record, choose the Student > Course Enrolment > Units Edit menus on the side. It will then load a page with all the units enrolled by the student, and all the possible fields you can edit or update, all under the UNITS ENROLLED BY STUDENT Form section.

4 Update the fields and information required or necessary.

5 Click the SAVE ENROLMENTS button, just below the form – after doing all the necessary edits / updates.

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grades >> 03.How to Update Grade and Date Fields for AVETMISS Reporting (VET Only)

This guide is only applicable to VET Providers. Here, you can update the UNIT Details enrolment of the student, specifically, the Enrolment Status, Expected End Date, Grade Description, and Published Grade, you can just then save the changes after.

NOTE: The Flexible learning indicator is not suitable for Higher Education [HE] units as dates are required to be set prior to the commencement of units. Flexible end dates do not comply with units that have census dates.

STEP 1 Load the student’s record.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

how-to Load the Course Enrolment Page.

There are two ways [Workflow 1 OR Workflow 2] to load the Course Enrolment Page:

Workflow 1

1 From the Student Summary Page [following the steps above], go to Student > Course Enrolment > Course menus on the side.

2 Once the COURSE ENROLMENT LIST will appear, select the course you wanted to edit and click the ACTIONS button on the right side of it, and then select the Edit option from the drop-down list.

Workflow 2

1 From the Student Summary Page [following the steps above], click the ACTIONS button on the right side of the chosen course and select the Edit Course Enrolment option from the drop-down list.

STEP 2 Update grades and dates fields.

3 After loading the student’s record, choose the Student > Course Enrolment > Units Edit menus on the side. It will then load a page with all the units enrolled by the student, and all the possible fields you can edit or update, all under the UNITS ENROLLED BY STUDENT Form section.

Edit the Start Date and Expected End Date columns as necessary and required. Edit the Grade Description column accordingly and click the SAVE ENROLMENTS button to save your changes.

Alternatively, you can edit each individual Unit Enrolment details by following the instructions below:

1 Click the EDIT button on the right side of the unit where you want to update the grades and dates fields. It will then load the UNIT DETAILS Page.

2 Update the following fields:

a Enrolment Status: Select the required status (Completed for Competency Achieved)

B Expected End Date: Update this to today’s date. (The end date must be the date that competency is achieved).

C Grade Description: Update the grade description (e.g. Competency Achieved)

d Published Grade: Update the published grade (e.g. Competency Achieved)

3 Click the SAVE UNIT ENROLMENT button after updating the required fields above to update the grades and date.

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Fees >> 04.How to Update the HEIMS Loan Fee Field

To bulk update previous unit enrolments loan fee field, do the steps below:

STEP 1 Load the student’s record.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

how-to Load the Course Enrolment Page.

There are two ways [Workflow 1 OR Workflow 2] to load the Course Enrolment Page:

Workflow 1

1 From the Student Summary Page [following the steps above], go to Student > Course Enrolment > Course menus on the side.

2 Once the COURSE ENROLMENT LIST will appear, select the course you wanted to edit and click the ACTIONS button on the right side of it, and then select the Edit option from the drop down list.

Workflow 2

1 From the Student Summary Page [following the steps above], click the ACTIONS button on the right side of the chosen course and select the Edit Course Enrolment option from the drop-down list.

STEP 2 Update HEIMS loan fee field.

3 After loading the student’s record, choose the Student > Course Enrolment > Units Edit menus on the side. It will then load a page with all the units enrolled by the student, and all the possible fields you can edit or update, all under the UNITS ENROLLED BY STUDENT Form section.

4 Select all of the units enrolled by the student by selecting the top checkbox located at the far right or in the header column.

5 Click the SAVE ENROLMENTS button after selecting all the checkboxes, for all unit enrolments to be updated.

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