Student - Add New

Owned by Dinara Kutti (Deactivated)
Last updated: May 30, 2022 by Diane Momongan (Unlicensed)
15 min read

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:

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:

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:

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: .

 

 

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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.

First Name

Family Name

Single Name

First Name

Family Name

Single Name

1

-

Jodo

Jodo

2

Jodo

-

Jodo

3

Jodo

.

Jodo

 

 

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Implications

Workflow

Related Pages

External Resources

  • HEIMS Help website:

  • AVETMISS website:

  • International Standards website:

  • ESOS Guidelines:

  • TEQSA standards:

  • HEIMS HELP Website - CHESSN:

  • USI:

 

 

 

 

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