Overview

One of the most important tasks to do in Paradigm is adding new student information. It also comes with the responsibility of entering the right information to comply with your business or institution, and the government reporting requirements. This knowledge article will give you all the mandatory requirements information for compliance, a detailed workflow on how to Add a New Student record to the system, additional guides on how to print a student card, etc. – all under the Workflow section.

Complexity: Medium

NOTE:

The pages, fields and buttons that you can see, and the items you can edit, are based on:

How the Paradigm system is configured for your institution;
The options that are made available by your institution; and
The access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.

For more information please contact your "nominated contact person" or other Paradigm expert.

WARNING:

Fields in RED are mandatory/required/important fields that cannot be left blank.

Form fields Add New Student Record in Paradigm

STUDENT DETAILS

STUDENT DETAILS
TCSI: Student UID	UID8	Returned UID from TCSI for a validated student record
Student No	E313	System-assigned or your insititution’s allocated student number
CHESSN No	E488	will be replaced by USI.https://www.studyassist.gov.au/help-loans/your-chessn https://www.usi.gov.au/
Student Internal Paradigm ID		System-generated unique number once a student is added to the system.
Old Student No
USI Student Number		https://www.usi.gov.au/
USI Verified Date
Title		a title provided by the student
Suffix
Given Names	E403	First Name
Middle Names
Preferred Name		a student's preferred name or a nickname
Family Name	E402	Last Name
Printed Name		is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title
Single Name		see Data Entry Notes on Single Name section.
Previous First Name		Any other names that the student has used or has been known to use. These fields were formally used in the “Edit HEIMS” section, which was retired once TCSI was implemented.
Previous Other Given Name
Previous Last Name
Address		from the Edit Contact Info > Residential address
Permanent Address		from the Edit Contact Info > Billing address
Email		from the Edit Contact Info : Email field
HEIMS Loan Balance
Read Only		if checked, will disable editing of the record except for FULL ADMIN users

PERSONAL DETAILS

PERSONAL DETAILS
Date of Birth	E314	Format: dd/mm/year, e.g. 24/02/1980.
Gender	E315	student gender based on his/her birth certificate or any proof of identity
Select Pronouns		see Student Pronouns in the newly added field section
Home Institution	E306	this section should be set/pre-filled already to your institution’s name as part of the onboarding process, except if you have multiple campuses
Status		Student Record status should be set as: Active, Alumni, Applied, Suspended, etc.,
Study Interests
Qualifications
Citizenship	E358	student citizenship in their legal proof / supporting documents
Tax File Number
Where Did You Hear About Us?		Website \| Referral \| etc.
Secondary School		Australia Secondary Schools list
Library Card No
Student Card Requested
Drivers Licence Number
Emergency Contact Relationship
Special Needs
Special Needs Requirements
Alumni		Yes \| No
Last Confirmed Date
COVID Vaccinated
COVID Passport Last Cited Date
Disability Type Identifier
TCSI Last Validated Status
TCSI Last Validated Date

INTERNATIONAL STUDENTS ONLY

INTERNATIONAL STUDENTS ONLY
Overseas Student		YES = students who are not considered domestic for TCSI reporting NO = students who are considered domestic for TCSI reporting Refer to the government’s definition of a Domestic Student:https://www.tcsisupport.gov.au/glossary/glossaryterm/Domestic%20student This field is also used to cross-validate government reportable field values
VISA Required
VISA Type
VISA Application
VISA Number
VISA Expiry
VISA Condition Reason
VISA Condition Reported
CoE Number		Certificate of Enrolment given to international students information may alternatively be tracked against the course enrolment, see How to Add a New CoE
Date of CoE
Passport Number
Passport Expiry
Overseas Health Cover Required
Overseas Health Cover
Overseas Health Cover Type
OSHC From Date
Overseas Health Cover Expiry Date

ENTRY REQUIREMENTS

ENTRY REQUIREMENTS
IELTS Listening Score
IELTS Reading Score
IELTS Writing Score
IELTS Speaking Score
IELTS Overall Score
IELTS Test Date
Language and Literacy Indicator
Numeracy Indicator
Literacy Working Level
Literacy Edit Level
Literacy Scale
Literacy Test Date
Numeracy Working Level
Numeracy Exit Level
Numeracy Scale
Numeracy Test Date
TOEFL Overall Score
TOEFL Test Date
Other English Overall Score
Other English Test Date
Completed a Year 12 English Equivalent?

VET STUDENTS ONLY

VET STUDENTS ONLY
In which Country are you Born
At School Flag
Client Identifier - New Apprenticeships
Disability Type Identifier
High School Level Completed
Indigenous Status Identifier
Labour Force Status Identifier
Main Language Other Than English Spoken At Home Identifier
Prior Educational Achievement Flag
Prior Educational Achievement Identifier
Proficiency in Spoken English Identifier
Year Highest School Level Completed
Client Industry of Employment
Client Occupation Identifier
Prior Educational Achievement Recognition Identifier
Survey Contact Status

ASSOCIATED FILE ATTACHMENTS - ADD FILE ATTACHMENT

ASSOCIATED FILE ATTACHMENTS - ADD FILE ATTACHMENT
Attachment Number
Attachment Size
Entity Type
Entity Id
File Name
Media Type
Original File Name
Purpose
Category
Revision Number
Name
Description
Status
Permission Level
Upload File

ADD NEW STUDENT RECORD buttons

ADD NEW STUDENT RECORD buttons
TCSI GET BALANCE
SAVE STUDENT
ENCRYPT AND SAVE TAX FILE NUMBER
SAVE PROVISIONAL STUDENT
ADD FILE ATTACHMENT

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NEW FIELDS ADDED Previous Names Made Available

We made these three fields available in the section labelled: STUDENT DETAILS

Previous First Name
Previous Other Given Name
Previous Last Name

NOTE:

These fields were formally used in the “Edit HEIMS” section, which was retired once TCSI was implemented.

NEW FIELDS ADDED COVID Vaccination Status Tracking

Additional fields have been added to support providers with government-mandated requirements to track details regarding COVID vaccination status.

Vaccinated against COVID (record either Yes or No)
COVID Passport Last Cited Date

These fields are available on the following screens:

Student Summary (read-only)
Student Edit Details

The fields have also been added to the following base reports within Report Builder:

Student Details
Student Course Enrolment Details

Note that these new fields have been deployed hidden and will need to be set to visible by editing the following form fields, see Making a Form Field Visible in Paradigm:

student_covidVaccinated
student_covidPassportLastSightedDate

NEW FIELD ADDED Student Pronouns

The pronoun of a student may now be tracked on the following screens:

Student Summary (read-only)
Student Edit Details

This new field has been deployed hidden. To use this field set the following form field to visible, see Making a Form Field Visible in Paradigm:

student_pronouns

To customise the Code Item, search for the PERSON_PRONOUN Code Type, see Search, Add and Edit Code Item in Paradigm.

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SEARCH CRITERIA Fields that a Student Can be Search For By

Refer to the brief description of each search criteria when searching for student records in the system in this Knowledge Base article: Student - Search: Fields that a Student Can be Search For By

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Key Term >> Status Codes

All directly student-related records within Paradigm should be assigned a status code from a defined list of available statuses that reflects the best-known state of that record. Using a single field to track the overall status of a record greatly simplifies reporting. It is strongly recommended that the status field is maintained as the student progresses through their studies as part of the overall student lifecycle.

For further details regarding the default system status codes and their recommended use please refer to this page: Search, Add and Edit a Status Item.

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Mandatory info Student Name Requirements

Title – a title provided by the student, this is also a link to TCSI E405
Preferred Name – a student's preferred name or a nickname
Printed Name – is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title
Single Name – this field is intended for individuals who have a single name on their identity documents/proofs, if present – this will override the first and last name entered in the system for all the student’s report/documents/transcripts, etc., see below information on how to enter a single name in Paradigm:

Every student record must include some value in both the First Name and Family Name fields. In the case where a student has only a single name, e.g. "Jodo", consult the table below for a list of coding options. The field called Single Name may also be used to capture the complete name of the student as it appears on their identification documentation. The Single Name field may then be prioritised over the First Name and Family Name on system-generated letters or PDF reports.