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Objective

This article provides the detailed workflows on how to Search, Add and Edit Scheduled Units. In addition, users should pay attention to the special notes on some fields as well as system implications mentioned as below.

Complexity MEDIUM

Page Contents

Assumptions

  • You know how to create a base unit

  • You have an understanding of time periods / time period creation

  • You have administrator level access to create a scheduled unit

  • A base unit record must have already been saved before you can save the details that are required for a scheduled unit record to be created in Paradigm

Key terms and concepts

Be advised

A new scheduled unit must be created whenever one of the following 5 fields changes:

  1. Unit Code

  2. Start Date and End Date

  3. Census Date

  4. Delivery Mode

  5. Institution Code

If any of these 5 fields change, a new scheduled unit must be created regardless of the course the student is undertaking.

E.g. If the Students are sitting in the same room (location / institution) and (delivery method), at the same time (start date), learning the same material / subject (unit code) it is one scheduled unit

Be advised

Although the above are the minimum required fields for a viable Scheduled unit, other information may be added in order to meet various Government reporting requirements.

Field Name

System Required

Description

Element Number

Unit Id

Internal System Id Code for units. These numbers are allocated by the system when a unit is created

Unit Code

X

Unique Code for a unit given by the institution to identify the unit

Unit Start Date

X

The date when the unit is scheduled to start

Expected End Date

X

The date when the scheduled unit is expected to finish

HEIMS Census Date

The last day a student can withdraw from the unit without incurring the full cost of the unit

Status

X

Indicates whether the Scheduled unit is ready to accept enrolments - Active / Cancelled / Archived. For a Scheduled Unit to be ready for use the status must be set to Active.

Provider Other Unit Id

Code extension given to units to identify them in LMS (Learning Management Systems)

Name

X

Full name of the unit. This will appear on the student transcript

Class Number

Identifying multiple groups or classes that can be scheduled to run at the same time

Unit Provider

X

If the provider has multiple institutions within the same system, this can identify which provider is running this instance of the unit

Unit Teacher

Name of person(s) responsible for the unit delivery

Minimum Participants

Minimum number of students required to run this unit

Maximum Participants

Maximum number of students to be enrolled in this unit - useful to ensure that the enrolments don't exceed class room capacity

Current Participants

How many students are currently enrolled in this unit.

This is automatically updated by the system after each unit enrolment is added, deleted or removed

Transferred Participants

How many students have transferred out of this scheduled unit into another

Location (Campus)

The location where this scheduled unit is to be delivered. Useful if delivering the scheduled unit at multiple locations

Venue

The building and/or room number

Mode of Delivery

X

Online, On Campus, Intensive, Printed

Start Date

Commencing date of unit

End Date

Conclusion date of unit

HEIMS Census Date

The final date students can withdraw without incurring the full cost of the unit. HEIMS requires that this date be no less than 20% of the way through the unit. E489 is a HEIMS required reporting field

HEIMS E489

HEIMS Summer School Indicator

Is this unit being delivered in Summer school e.g. outside of normal Semesters

HEIMS E551

Status

  • Active

  • Archived

  • Cancelled

  • Confirmed

  • Unconfirmed.

Units must have a status of Active to be available on the course plan

Printed Comments

Comments to appear on the results report for students to see

Internal Comments

Comments for internal staff only

Result Comments

Comments to appear on the results report for students to see

Invoice Fee Code

The Department / School which receives the fees for this unit

GST Percentage

Is GST charged for this unit if yes 10%

Nominal Hours

Nominal hours are the Nationally agreed hours required to deliver this unit

VET reporting required field

Scheduled Hours

The number of hours the institution / provider has scheduled to delivery this units / competency.

VET reporting required field

VET in Schools

Is this unit a part of the National VET in schools program.

VET reporting required field

Delivery Mode Identifier

What mode of delivery is this unit being done in.

VET reporting required field

School

To Which School / Department does this unit belong to

Contact

The name of the person / administrator responsible for this unit

Flexible Learning

Is the unit being delivered in the Flexible Learning format

Session Enrolment Restriction

It works by filtering the shown list of sessions at the moment of session enrolment based on the dates specified against the record set in the restriction test. Read more information below 👇

Some of these fields are required for minimum system functionality. Others fields are required for Government reporting. 

Flexible Learning

Flexible Learning describes the situation where the VET provider has a scheduled unit start date and end date that are different than the unit enrolment start and end date. You need to have the highest permission level to access this function.

The Unit Enrolment start and end dates should not be changed because this affects enrolment information that is vital to the business operations of the institution. When the scheduled unit start and end dates are not the same as the unit enrolment start and end dates, you can change the start and end dates for the scheduled units by following the steps in the Workflow section below.

Session Enrolment Restriction

Session Enrolment Restriction works by filtering the shown list of sessions at the moment of session enrolment based on the dates specified against the record set in the restriction test.

Drop-down options:

Course enrolment = course start and expected end date
Unit enrolment = unit enrolment start date and expected end date
Scheduled unit = scheduled unit start and end dates

Note: This field is related to English Language Intensive Courses for Overseas Students (ELICOS). If the restriction is opt-in, it would impact sessions' visibility on student’s timetable.

Participants / Class Numbers

The status codes for unit enrolments are pre-set with default values and these cannot be changed or added to reflect individual provider status codes.

  • Current Participants Count = increment the counter against the scheduled unit when a student unit enrolment status is set to one of the following: "ENROLMENT_CONFIRMED","ENROLMENT_APPLIED","ENROLMENT_COMPLETED", "ENROLMENT_FAILED","ENROLMENT_ENROLLED"

  • Cancelled Participants Count = increment the counter against the scheduled unit when a student unit enrolment status is set to: ENROLMENT_WITHDRAWN

  • Transferred Participants Count = increment the counter against the scheduled unit when a student unit enrolment status is set to: ENROLMENT_TRANSFERED

Current Participants indicates the number of students currently enrolled in the scheduled unit. This will help to support class viability decisions as scheduled units with fewer than the institution-determined enrolment number may not be financially viable and may need to be cancelled.

Maximum Participants indicates the maximum number of students to be enrolled into this scheduled unit. Once this number has been reached students will not be able to be added to this schedule via the Course plan enrolment method. This number can be increased once the maximum has been reached within the edit Schedule unit page. Once the number has been increased students will again be able to enrol in this schedule unit via the Course Plan.

A report can be created within the report builder and added to required staff dashboards to provide data on class numbers for any given study period. This can provide data on class sizes / viability in one easy to read report.

Implications

Warning

Old Scheduled Units should NOT be updated and reused again as this will alter the dates for students previously enrolled into the unit.

A new Scheduled or a Rescheduled unit needs to be created each time when the unit is offering.

  • Always ensure that dates are entered correctly as incorrect information can have a flow-on effect for reporting periods.

  • A Census Date must always fall between the start date and end date of the unit and NO LESS than 20% of the way through the entire delivery period of the unit.

  • Previous Scheduled Units should not be updated and reused as a new unit. This will affect any historical student data. Scheduled Units should be either rescheduled or a new Scheduled Unit created.

  • Fee alterations will not update any students already enrolled into the unit.

  • HEIMS Census dates are required to be no less than 20% of the way through the unit.

Workflow

 1. How to Search for a Scheduled Unit

  1. Click On the Units tab in the side menu.

  2. Click on the Search Scheduled Units option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Unit Code

    • Unit Name

    • Unit Provider

    • Start Date

    • Unit Keywords

    • Unit Status

  4. Click on the Search Scheduled Unit button.

  5. This will show a list of units that meet the searched criteria

  6. To filter the list of units, in the search box above the list of units, start typing the unit name

  7. When you see the record for the unit you are looking for , click on the unit id code, highlighted in blue in the left column of that row.

  8. The Scheduled Unit has now been loaded.

 2. How to Add / Create Scheduled Unit

  1. Click on the Units tab in the Side menu

  2. Click on the Search option in the side menu

  3. Enter any combination of Unit Code, Unit Name, Unit Provider (Paradigm requires at least one search criteria)

  4. Click on the Search Unit button

  5. This will show a list of units that meet the searched criteria

  6. To filter the list of units, in the search box above the list of units, start typing the unit name.

  7. When you see the record for the unit you are looking for, click on the unit id code, highlighted in blue in the left column of that row.

  8. Once the required unit has been loaded click on the Scheduled Unit Details in the side menu

  9. Click on the Add Scheduled option in the side menu

  10. Enter the required information in to the fields ensuring some minimum field requirements (Start Date, End Date and HEIMS Census Date and Status set to Active) Additional information recommended however these fields are required to create a basic functioning Scheduled unit.

  11. Click on the Save Scheduled Unit button 

To Add Fees to the Scheduled Unit continue below. There are 4 different methods for adding fees to Scheduled units. 

 3. The 4 Methods of Adding Fees to Scheduled Units

There are 4 methods for adding fees to Scheduled Units.

 3.1. Method 1- Adding Fees for Individual Courses to Scheduled Units

If the institution has many different fees for each unit within in the same course, students within the same units in different courses that are charged different amounts (this can be due to practicums, material costs, etc) This can be useful for overriding Fee rules if required.

Follow the steps above to schedule a new unit, then continue here to add the available fees.

  1. Once the new schedule has been saved scroll down the Fees associated with this Scheduled Unit section

  2. Click the New Fees button

  3. Scroll down to the Edit Fee Section

  4. Select the Course name from the Drop down box

  5. Enter the Fee Description from the Drop Down Box

  6. Enter the dollar amount in the Fee box (do not a dollar sign as this will cause the fee not to save)

  7. Select the Invoice Fee Code from the drop down box

  8. Enter the Credit points value for this unit into the Credit point field

  9. Enter the EFTSL  into the EFTSL Field

  10. Click on the Save Unit Fees button

  11. To add additional Fees click on the New Fees button

 3.2. Method 2 - Adding Fees for Multiple Courses to Scheduled Units

  1. Once the new schedule has been saved scroll down the Fees associated with this Scheduled Unit section

  2. Click the New Fees button

  3. Scroll down to the Add Multiple Fees Section

  4. Select the Course names from the Drop down box, to select multiple course hold the control button and click the required course names.

  5. Select the Fee Descriptions required from the drop down box

  6. Enter the dollar amount in the Fee box (do not a dollar sign as this will cause the fee not to save)

  7. Select the Invoice Fee Code from the drop down box

  8. Enter the Credit points value for this unit into the Credit point field

  9. Enter the EFTSL  into the EFTSL Field

  10. Click on the Add Fees button

 3.3. Method 3 - Adding Fees for All Course in selected group to Scheduled Units (e.g. all Undergrad Courses)

Warning

This will add the standard unit fee that is entered into the Course record page for all courses in the selected group.

  1. Once the new schedule has been saved scroll down the Fees associated with this Scheduled Unit section

  2. Click on the Select Program Level Drop box and select the group of courses to add fees for this course e.g. Undergraduate

  3. Click on the Add Program Fees button

 3.4. Method 4 - The Fee Rules

  1. Click on the Units tab on the side menu

  2. Click on the Unit Fee Details in the side menu

  3. Click on the Add New Unit Fee on the side menu

  4. Scroll down to the Edit Unit fee Detail Section

  5. Click on the Course Drop down box and Select the Course to add the new fee to

  6. Click on the Course level drop box and select the Study Level that relates to this course

  7. Enter the number of Credit points for the units within the course

  8. Select the Fee Type that this fee is for

  9. Optional: Enter the Unit level code. These must be set within the Base unit prior before adding to fee rules

  10. Enter the dollar amount for this Course, credit point, fee type combination without a dollar symbol

  11. Select the Status

  12. Click on the Save Unit Fee button
    To add another rule press the Add New Unit Fee option on the side menu.

 4. How to Edit a Scheduled Unit

  1. Click On the Units tab in the side menu.

  2. Click on the Search Scheduled Units option in the side menu

  3. Enter at least one of the following options in to the relevant search box: 

    • Unit Code

    • Unit Name

    • Unit Provider

    • Start Date

    • Unit Keywords

    • Unit Status

  4. Click on the Search Scheduled Unit button.

  5. This will show a list of units that meet the searched criteria

  6. To filter the list of units, in the search box above the list of units, start typing the unit name

  7. When you see the record for the unit you are looking for , click on the unit id code, highlighted in blue in the left column of that row.

  8. The Scheduled Unit has now been loaded.

  9. Update the Required information.

  10. Click on the Save Scheduled Unit button

 5. How to Delete a Scheduled Unit

Warning

Before a Scheduled Unit can be deleted all student enrolments in the unit must be removed / deleted. If any enrolments exist the system will not allow the unit to be deleted.

  1. Click On the Units tab in the side menu.

  2. Click on the Search Scheduled Units option in the side menu

  3. Enter at least one of the following options in the relevant search box: 

    • Unit Code

    • Unit Name

    • Unit Provider

    • Start Date

    • Unit Keywords

    • Unit Status

  4. Click on the Search Scheduled Unit button.

  5. This will show a list of units that meet the searched criteria

  6. To filter the list of units, in the search box above the list of units, start typing the unit name

  7. When you see the record for the unit you are looking for , click on the unit id code, highlighted in blue in the left column of that row.

  8. The Scheduled Unit has now been loaded.

  9. Scroll down and click on the Delete Scheduled Unit button

 6. How to Add a Contact to a Scheduled Unit

These instructions assume that the Scheduled unit has already been created

  1. Click on the Contacts tab in the side menu.

  2. Click on the Search option in the side menu.

  3. Enter details for one of the following search boxes: Family Name / Surname, Given name.

  4. Click on the Search Contact button to show a list of contacts whose details match your search.

  5. To filter the list, in the search box above the list, start typing the contact's First Name / given name.

  6. When you see the row containing the details for your contact, click on the Contact Role highlighted in blue on the left side of the row, to load the details for that contact.

  7. Check the assigned roles allocated to the contact contains the required role. If Unit Teacher doesn't appear, click on the Contact drop box, select the Unit Teacher role, then click on the Assign Role button.

  8. Scroll down to the Add Contacts Role for Scheduled Units section.

  9. Enter any combination of Unit Code, Unit Name, Unit Provider or Unit Keywords, Unit Status (Paradigm requires at least one search criteria)

  10. Click on the Search Scheduled Unit button

  11. This will return a list of units that meet the searched criteria

  12. To filter the list, in the search box above the list, start typing the unit name.

  13. Click on the Select Role drop box and select the required role (the Select tick box will automatically populate) Multiple units may be selected.

  14. Scroll to the bottom of the page and click on the Add Role to Scheduled Units button.

 7. How to Search and Add A Unit of Competency to a Scheduled Unit

  1. Click On the Units tab in the side menu.

  2. Click on the Unit Details option in the side menu

  3. Click on the Show Scheduled Units option in the side menu

  4. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria)

  5. Click on the Search Scheduled Unit button.

  6. This will return a list of units that meet the searched criteria

  7. To filter the returned options start typing the name of the unit into the search box. The returned results will reduce to match the criteria.

  8. Click on the blue hyper link on the left side of the required record.

  9. The Scheduled Unit has now been loaded.

  10. Click on the Unit Competency Edit option in the side menu

  11. Search for the Competency by Competency Id, Competency name or Field of Education code or any combination of the three. These can be sorted also by module / competency and ordered by Competency Id or Competency name.

  12. To filter the returned options start typing the name of the unit into the search box. The returned results will reduce to match the criteria.

  13. Click on the blue hyper link on the left side of the required record.

  14. Ensure that the data returned is correct then press the Save Unit button.

 8. How To Change A Scheduled Unit To Flexible Learning

  1. Click on the Units option in the menu

  2. Click on the Search Scheduled Units option

  3. Type in the Unit Code or Scheduled unit Name and click the Search Scheduled Unit button

  4. Among a list of returned results, click the blue hyperlink of the right Scheduled Unit No.

  5. Scroll down the page if necessary, to find the field called Flexible Learning

  6. Change the value of the field Flexible Learning to Yes

  7. Click the Save Scheduled Unit button

  8. This would allow you to adjust the expected End Date field on the student’s Unit enrolment screen

Further Reading

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