Search, Add and Edit a Status Item

Owned by Jeannie Hagarty (Deactivated)
Last updated: Sept 14, 2022 by Diane Momongan (Unlicensed)
15 min read

Overview

Status Items are the statuses displayed in a drop-down status menu you see in Paradigm User Interface (e.g. Enrolment and Student Record Statuses). These are categorised into types that reflect the full set of possible states a status field has been defined and assigned. This knowledge article will provide a detailed workflow on how you can search, add, edit, and hide Status Items in Paradigm.

Complexity: Medium

Navigation

Workflow

Assumptions

  • You have the minimum required level to access the system tab;

  • You understand that making changes within this section has system-wide implications; and

  • You have an understanding of the Australian Tertiary Education System / VET Sector.

 

Key Terms and Concepts

BE ADVISED:

The removal of a status item is not permitted. Instead, we recommend marking the status item as hidden. This action does not impact already existing records that have already been assigned the value of the status item, but it makes it unavailable to choose that status item option.

Select the key term/concept below that you want to know more in relation to Status Items:

 

What is a Status Type?

From the Paradigm User Interface perspective, it is the heading or the title of the field which requires a status input. In the example below, “Enrolment Status“ is the Status Type.

 

 

what are Status Items?

From the Paradigm User Interface perspective, it is the list of statuses under a given group of statuses we refer to as the “Status Type”. In the example screenshot above, “Applied”, “Audit”, “Completed”, and “Confirmed”, …., are the Status Items in an Enrolment Status Type.

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form fields EDIT STATUS ITEM DETAILS

Field name

Brief Overview

Sample Data

Field name

Brief Overview

Sample Data

Status Id

NOTE:

This value should have no spaces and be fewer than 20 characters in length.

The unique code that is used in the back-end of the system for the response

ENROLMENT_APPLIED

Status Type Id

Each status item is assigned a type ID that is used to group status items that should appear in the same drop-down menu within the user interface.

ENROLMENT_STATUS

Code

NOTE:

We recommend making the Code field the same as the value of the Status Id field.

This is the value that will be saved in the database.

ENROLMENT_APPLIED

Sequence Id

This is the order that the items will appear in the drop box once added to the system. The number allocated to each option needs to be 2 or 3 digits to ensure that the options appear in the required order.

01

Description

This is the value that will be seen by users in the drop-down menu displayed on the user interface.

Applied

Visible

This setting determines whether an option is available or absent from the drop box. Hiding an option doesn't remove or re-code it from historical records in the system(for these records it will still be visible), it will just remove it from being used in the future.

  • Visible

  • Hidden

AVETMISS Program Status Identifier

** only for VET provider



E355 Unit of study completion status Code (HEIMS)

This field allows providers to associate a Paradigm student unit enrolment status code with a HEIMS / TCSI option reported for E355

The available options are defined by HEIMS / TCSI E355

E599 HEIMS Course Outcome Identifier (TCSI)

This field allows providers to associate a Paradigm student course enrolment status code with a HEIMS / TCSI option reported for E599

The available options are defined by HEIMS / TCSI E599

 

 

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Table Info Statuses in Paradigm (HEIMS and TCSI Values)

 

Table of default sample status item values for student, course enrolment, and unit enrolment in Paradigm

 

 

The table below outlines the default set of status items that are included in a default installation of Paradigm together with the recommended use case for each option. From time to time the need may arise to add additional status items to the system. Providers retain the option of adding to this list, in addition to editing or marking options as hidden.

When adding new status options we recommend that a provider add only a minimal amount of new options to avoid creating ambiguity in the intended use case of a specific status item among users.

 

Status Type

Status Name

Recommended Use

E355

E599

Paradigm E599

Paradigm E355

Status Type

Status Name

Recommended Use

E355

E599

Paradigm E599

Paradigm E355

 

E

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T

 

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Applied

The student has submitted an application for this course of Study. The application has not yet been approved or declined.

 

-

Not a HEIMS Status

 

Audit

This Course/Unit of study is being taken as an Audit. An Audit is where the student listens/attends the lectures but does not submit any assessments. This is NOT for credit.

 

-

Not a HEIMS Status

 

Cancelled

The Student has been removed from the course/unit of study.

 

3

Enrolment Cancelled - A student’s course outcome is to be coded as “enrolment cancelled” where the Provider has withdrawn the student from the course due to the student’s lack of progress or other academic or disciplinary reasons.

 

Completed

The Student has successfully met all of the Unit of study / Course requirements and has achieved a passing grade thereby completing the unit / course.

3

1

Completed - A student’s course outcome is to be coded as “completed” when the Provider has determined that the student has met all the requirements of the course in which the student is currently enrolled.

 

Confirmed

The Student has enrolled themselves into the unit of study via the Course plan and is awaiting the

4

-

 

 

Credited / RPL

This unit of Study has been granted Recognition of Prior Learning or Credit for previous studies

 

-

 

 

Deferred

The Student is delaying the commencement of this course of study or taking an approved leave of absence.

 

-

Formally Deferred

 

Deleted

This record / Course / unit has been ‘soft’ deleted and hidden within the system.

 

-

 

 

Enrolled

This Course / unit of Study is currently being studied.

4

-

 

 

Exempt

This Unit of Study is required for this course of study but the student will not be required to complete it due to either being granted Recognition of Prior Learning / Credit transfer or has been allowed to complete an alternative unit.

 

-

 

 

Failed

The Student has not completed the required assessments / gained a sufficiently high enough assessment score(s) and has been determined to have failed this unit of study.

2

-

 

 

Incomplete

The Student has not been able to complete the unit of study in the normal enrolment period and has been granted an additional prescribed amount of time to try and complete the unit. This incomplete status has been granted due to extenuating circumstances (medical, personal / or other reason)

 

-

 

 

Internal

The status meaning is determined by the institution.

 

-

 

 

Lapsed

The student was offered entry into this course of study by the institution, but the student failed to respond to the offer by the offer expiry date - the offer has lapsed.

 

-

 

 

Leave of Absence

The student is taking an approved break/leave from their studies

 

4

 

 

Offered

The Student has been offered entry into this course of Study and the institution is awaiting the student's response by the offer expiry date.

 

-

 

 

Transferred Credit

These units within this Course of Study were originally undertaken within a different course. the Student has changed Courses and these units (and Subsequent credit) have been transferred to the new Course.

 

-

 

 

Transferred

The student has transferred to another Course of Study and the Units / Credit points may or may not (either in full or in part) have been transferred.

 

6 or 7

 

 

Withdrawn

The Student has decided to not complete the course of study or has been inactive for an extended period of time.

1

2

Withdrawn - A student’s course outcome is to be coded as “withdrawn” where the student has formally notified the provider that they are discontinuing study in the course and they are not transferring to, or completing, a related course with the provider.

 

 

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Active

The Student record is active and ready for use.

 

 

 

 

Alumni

Students who have completed and graduated from their course(s) of study and are now members of the institution's Alumni

 

 

 

 

Applied

The Student has submitted an application to study with the institution but has not either been accepted or extended an offer as yet.

 

 

 

 

Archived

This student record has been archived and is not current

 

 

 

 

Cancelled

This student record/application has been cancelled and will not be processed or continued

 

 

 

 

Deceased

This person has died and the record should not be accessed or used.

 

 

 

 

Deleted

This record has been ‘soft’ deleted and hidden within the system.

 

 

 

 

Discontinued

The student has discontinued their application to study with the institution.

 

 

 

 

Inactive

The person record is no longer in use or active within the system.

 

 

 

 

On Leave

The person is taking an authorised break from their studies with the provider

 

 

 

 

Prospective

This person has made enquiries regarding studying with your institution but as yet has not made a formal application. A list of prospective students can be generated to send information about upcoming Open days / Course information nights /

 

 

 

 

Suspended

This status suspends the person record and displays a warning message to all users not to access this Student’s record without consulting an appropriate authorised officer of the provider.

This student is precluded from enrolling in courses or receiving copies of documents (transcripts/parchments) due to examples such as non-payment of fees, academic misconduct / personal misconduct, or other official reasons.

 

 

 

 

 

 

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Implications

 

Workflow

 

A. Search a Status Item

 

 

1, 2, 3 Choose the System menu > Search Status Type > Click the SEARCH STATUS TYPES button.

 

 

4 A list of all Status Types will be displayed. You can filter your search by typing a keyword of the Status Type that you want to search in the Filter Box or in the Status Type Id field again.

 

 

 

5 Select the Status Type of the Status Item that you want to search under the Status Type Id Column.

 

 

6 An “ITEMS ASSOCIATED WITH STATUS TYPE” Form below will then appear showing all the Status Items of the Status Type that you’ve searched.

 

 

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B. Add a Status Item

 

1 Follow the same instructions as above on how to “A. Search for a Status Item”, to search for the Status Type where you want to add your new Status Item.

2 Once you’ve found the Status Type and its associated Status Items, click the ADD STATUS ITEM button.

 

 

3 An EDIT STATUS ITEM DETAILS section will appear below, with all the fields that you need to fill out to add successfully your new Status Item. Refer to the guide below in filling out this form. For more details on the definition of each field, refer to the Key Terms and Concepts section [above] of this page.

 

 

A Status Id – Refer to your institution’s naming convention for your Status Items. The best way to check the format is to check the previous Status Items on the list and follow the same format. The suggested format should be, as in the sample form above, STATUS_TYPE_ID_TITLE. The letters are all in uppercase. Use underscore in place of spaces.

B Status Type Id – This is the Status Type Id where your newly created Status Item will belong. In the example above, it will be under the Unit Status type.

C Status Code – Copy the Status Id field to this field.

 

D Sequence Id – Enter a number here – a numerical value that will determine the order this option will appear in the drop-down box.

 

E Description – Enter a description. This is the text to be displayed on the user screen, this field/data can have a bit more detail.

F 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.

 

g AVETMISS Program Status Identifier – only for VET providers

4 Click the SAVE STATUS ITEM button, to add the new Status Item in the Status Type.

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C. Edit a Status Item

 

1 Follow the same instructions as above on how to “A. Search for a Status Item”, to search for the Status Type where you want to edit a Status Item.

2 Once you’ve found the Status Type and its associated Status Item that you want to edit, click the EDIT button on the right.

 

3 An EDIT STATUS ITEM DETAILS section will appear below, with all the fields that you can edit for that Status Item. Refer to the guide below in editing this form. For more details on the definition of each field, refer to the Key Terms and Concepts section [above] of this page.

 

 

 

A Order – Edit the number here if you want to change the order of the Status Item. The numerical value you’ve entered will determine the order this option will appear in the drop-down box.

 

B Description – Edit the description field if you want a new display option for the user to see under this Status Type. This is the "human consumable" version of this data and can have a bit more detail. You can also edit the Status Id and the Status Code fields above if you are editing the description – to match your new description, just follow the same format.

C Visible – Edit the visibility depending on how you want this Status Item to be seen in the system. Visible will make the option available as soon as it has been saved as a status item, hidden will save it for a later time.

 

4 Click the SAVE STATUS ITEM button, to apply changes.

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how-to Guides Related to Status Items

Related Pages

 

 

 

 

 

 

 

 

 

Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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