Assumptions

• You have the minimum required level to access the Student > Files menu for adding student files to a record; and

• You have FULL ADMIN access to the System menu for adding and editing Sections and Purposes in Paradigm.

Key Terms and Concepts

default File Categories

form fields Edit File Attachment

1. How to upload a File to a Student Record

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.

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STEP 2 Upload the file.

3 After loading the student’s record, you can either go to the Number of Student Files: field under the STUDENT DETAILS Form section and click the blue number of files on it, or you can choose Student > Files menus on the side.

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4 The student file section contains all the possible file categories you can attach to the student record and the non-modifiable files which are associated with course enrolments. Choose the correct category, depending on the type of file you want to attach, and then click the ADD FILE ATTACHMENT button.

5 After clicking the ADD FILE ATTACHMENT button, it will open the EDIT FILE ATTACHMENT Form section. Refer to the table above “form fields Edit File Attachment” under the Key Terms and Concepts for a brief description of each field.

Alternatively, refer to the labels below:

A Purpose – Click on the dropdown box next to the Purpose option and select the appropriate option.

B Category – Click on the dropdown box next to the Category option. (If required to be updated.)

c Revision Number – Increment the number depending on the number of times the document you attached has been revised and attached to the system.

d Name – Enter the Name of the attachment. This will be displayed on the screen within the E-file. We would strongly suggest that you establish a set of naming conventions to enable easy location of the attachments. e.g. SSF (subject Selection form),  S1 2018 (Semester 1 2018).

e Description – Enter any important information about the attachment in the Description box. Once the attachment has been saved, this information will be visible when hovering over the attachment's name. This will aid in item location when the user needs to view items – this way only the required attachment will need to be downloaded to view.

f Status – Select the Status of the item. This will determine if the item is ready for use, or still in draft mode etc.

g Permission Level – This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment.

6 After filling out the details (optional fields highlighted in BLUE), click the Choose file button and locate the file you want to attach.

7 Click the SAVE FILE ATTACHMENT button to attach the file to the student record.

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2. How to Add a Category to the Student File

1, 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

3 Enter or type “Content_Cat_Student” in the Code Type Id field.

4 Click the SEARCH CODE TYPES button.

5 After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current File Category will be displayed below the page. Click the ADD NEW CODE ITEM to add your new file category.

6 After clicking the ADD NEW CODE ITEM button, a CODE ITEM DETAILS Form section will appear below for you to enter the details of the new file category.

Refer to the labels below in filling out the fields:

A Code Id – Enter a Code Id. Use the previously entered ones as a guideline for correct formatting.

b Code – You can copy and paste the Code Id field to here.

C Order – Enter the order numerical values for the order this option will appear in the drop-down box. Prefix any single-digit number with a zero, e.g. 01, 02, 03.

d Visible – Select a visibility option. Visible will make the option available as soon as it has been saved as a code item, hidden will save it for a later time.

E Description – Enter in a description. This is the human consumable version of this data and can have a bit more detail.

7 After filling out all the required information to add a new file category in Paradigm, click the SAVE CODE ITEM button to save the new file category.

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3. How to edit a Category to the Student File

1, 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

3 Enter or type “Content_Cat_Student” in the Code Type Id field.

4 Click the SEARCH CODE TYPES button.

5 After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current File Category will be displayed below the page. Click the EDIT button beside the category that you want to edit

6 After clicking the EDIT button, a CODE ITEM DETAILS Form section will appear below with all the editable fields (fields highlighted in BLUE from the screenshot below) that you can edit.

7 Edit or update the required information.

8 Click the SAVE CODE ITEM button to apply the changes.

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