Mapping Unit Enrolment Statuses to report the TCSI Unit of study status code (E355) values

Changing the unit enrolment status will auto-update the reported TCSI Unit of study status code (E355).

When processing unit enrolment withdrawal, it is important to report the right E355 value to TCSI depending on the student’s reasons for withdrawing the enrolment.

Read More:

• https://silverband.atlassian.net/wiki/spaces/PKB/pages/19333226/Preparing+Paradigm+for+TCSI+reporting#Element-355---Unit-of-study-status-code

• https://www.tcsisupport.gov.au/element/355

Related Workflow: How to Map a Status Item in Paradigm to TCSI Allowable Values

Administrative Error - do not retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record within Paradigm and TCSI.

There are different ways you can delete unit enrolments in Paradigm:

A. Per Unit Enrolment Record

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

3. With the Unit Enrolment page loaded, click the DELETE UNIT ENROLMENT button. Again, clicking this button will remove the record from both TCSI and Paradigm.

B. via the Units page

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side.

C. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete selected units option, and click SUBMIT

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Administrative Error - retain a record of what happened

This scenario will address the issue of creating unit enrolments in error or for any other reason and that you have decided to delete the record submitted to TCSI but opting to keep the record in Paradigm.

There are different ways you can delete records from TCSI within Paradigm:

A. Per Unit Enrolment Record

1. Load the Student Summary screen.

2. Go to the UNIT ENROLMENTS section, click the ACTIONS button against the unit enrolment that you want to delete, and select the Edit Unit Enrolment option.

3. With the Unit Enrolment page loaded, click the DELETE FROM TCSI button. Again, clicking this button will remove the record from TCSI and make the record in Paradigm read-only, and also set the enrolment status to “TCSI Deleted”

B. via the Select Action to perform on Units menu

1. Load the Student Summary screen.

2. Choose Student > Course Enrolment > Units menus on the side. Select the unit enrolments that you want to delete.

3. After selecting all the units that you want to delete, go to the Select Action to perform on Units menu below and select the Delete unit enrolments from TCSI option, and click SUBMIT

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Withdraw Before Census Date

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit Before Census Date

Related Workflow: Cancelling an Invoice

Withdraw After Census Date

Read More: https://www.tcsisupport.gov.au/support/reporting-withdrawals-in-tcsi

Refer to the instructions on this workflow: How to Withdraw a Student from a Unit After Census Date

Related Workflow: Cancelling an Invoice

Sample Recording of Financial Details with Different Funding Types

Example 1 - Fee-Help only

Student enrols into a unit with a unit fee of $2,300.00 and elects to defer the full amount via FEE-HELP.

Refer to the following dollar amount against each field:

• Unit fee = $2,300.00

• Funding Amount = $2,300.00

• HEIMS loan fee = 25% of $2,300.00 = 575.00

• Upfront Amount = $0.00

• Scholarship amount = $0.00

• Amount received = $2,300.00

Note that for FEE-HELP students, the action of raising the invoice will inform the system to copy the value defined in the funding amount field and add it to the value defined in the amount received. This is based on the assumption that the student cannot change their liability and that any amount deferred to the government will be collected without issue.

Example 2 - Fee-Help and Upfront payment

Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000 via FEE-HELP and to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

• Unit fee = $2,300.00

• Funding Amount = $1,000 .00

• HEIMS loan fee = 25% of $1,000.00 = 250.00

• Upfront Amount = $1,300.00

• Scholarship amount = $0.00

• Amount received = $1,300.00

Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged.

Example 3 - Upfront payment only

Student enrols into a unit with a unit fee of $2,300.00 and elects to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

• Unit fee = $2,300.00

• Funding Amount = $0.00

• HEIMS loan fee = $0.00

• Upfront Amount = $2,300.00

• Scholarship amount = $0.00

• Amount received = $0.00

Note: the amount received above is at the moment of the invoice being generated. The action of applying one or more payments to an invoice will result in the amount received figure increasing until the unit fee debt is fully discharged.

Example 4 - Fee-Help, Scholarship and Upfront payments

Student enrols into a unit with a unit fee of $2,300.00 and elects to defer $1,000.00 via FEE-HELP, receives a $1,000.00 scholarship from the provider, and elects to pay the balance themselves as an upfront payment.

Refer to the following dollar amount against each field:

• Unit fee = $2,300.00

• Funding Amount = $1000.00

• HEIMS loan fee = $250.00

• Upfront Amount = $300.00

• Scholarship amount = $1000.00

• Amount received = $2000.00

Note: the amount received above is at the moment of the invoice being generated. The scholarship amount field is treated to a similar set of assumptions as to the funding amount field in that it is assumed any debt deferred to the Provider in the form of a scholarship will be discharged without issue. At the moment of the invoice being generated the system will take the sum of the scholarship amount and the funding amount and add them to the amount received field. If there is a remaining balance then the student will need to discharge that via one or more upfront payments that may then be used to pay off the balance of the unit fee debt as defined on the invoice.

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STATUS >> 12.How to Add HEIMS Revision or Variation File Details

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.

STEP 2 Add HEIMS revision or variation file details.

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

4 Look for the unit/subject where you want to add a HEIMS revision or variation file details. Click the 📝 EDIT button on the right of the unit. This will load the UNIT DETAILS Form section of the student where you can edit.

5 Update any required fields to ensure the correct information is submitted to the government report.

6 Go to the HEIMS INFORMATION Form section, and update the following fields:

A HEIMS VARIATION Reason: Select the required reason from the drop-down list.

B HEIMS Revision Number: Select the required revision number from the drop-down.

C Variation Date: Click on the date picker to set the date.

7 After updating all the required fields, click the SAVE UNIT ENROLMENT button to apply the changes.

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