Overview

This is a section of the whole KB, by having this section, user will be able to jump to the any part of KB with a click.

Note that this you can create dot point as sub headings under each sections and they will show up in this table as sub links.

Objective

Upon Completion of this KB the User will understand the Scheduled units section and be able to add / create scheduled units as requirred

Assumptions

• user has knowledge on how to create a base unit
• an understanding of time periods / time period creation
• a base unit is required for a scheduled to be created in Paradigm
• user has administrator level access to create scheduled unit

Key terms and concepts

Unit start date: The date when the unit is scheduled to start.

Expected end date: The date when the scheduled unit should finish.

HEIMS census date: The last day a student can withdraw from the unit without incurring the full cost of the unit.

Status: Is the Scheduled unit ready to enrolments - Active / Cancelled / Archived. For a Schedule to be ready for use the status must be set to Active.

Although the above are the minimum required fields for a viable Scheduled unit other information can be added.

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

Implications

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 Schedule needs to be created each time the unit is run.

Always ensure that dates are entered correctly as incorrect information can have a knock on effect for reporting periods. Census date must always fall between the start and end date of the unit and NO LESS than 20% of the way through the entire delivery period of the unit.

Workflow

How to Create Scheduled unit

1. Click on the Units tab in the side menu
2. Click on the Search option in the side menu 
3. Search for the base unit by either unit code or unit name. Unit provider can be selected to reduce the list of options.
4. Click on the Search unit button.
5. If More than one unit meets the search criteria a list of units will appear on the screen.  Click on the blue hyperlink on the left hand side of the required unit.
6. Once the required unit has been loaded click on the Scheduled Unit Details in the side menu
7. Click on the Add Scheduled in the side menu
8. 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.
9. 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. 

Adding Fees to Scheduled Units

There are 4 methods of adding fees to Scheduled units.

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 and click the New Fees Button
2. Scroll down to the Edit Fee Section
3. Select the Course name from the Drop down box
4. Enter the Fee Description from the Drop Down Box
5. Enter the dollar amount in the Fee box (do not a dollar sign as this will cause the fee not to save)
6. Select the Invoice Fee Code from the drop down box
7. Enter the Credit points value for this unit into the Credit point field
8. Enter the EFTSL  into the EFTSL Field
9. Click on the Save Unit Fees Button

Method 2 - Adding Fees for Multiple Courses to Scheduled Units

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 and click the New Fees Button
2. Scroll down to the Add Multiple Fees Section
3. Select the Course names from the Drop down box, to select multiple course hold the control button and click the required course names.
4. Select the Fee Descriptions required from the drop down box
5. Enter the dollar amount in the Fee box (do not a dollar sign as this will cause the fee not to save)
6. Select the Invoice Fee Code from the drop down box
7. Enter the Credit points value for this unit into the Credit point field
8. Enter the EFTSL  into the EFTSL Field
9. Click on the Add Fees Button

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

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 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

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

Method 4 - The Fee Matrix

1. Click 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 button on the side menu.

Background Info - The Fee Matrix 

If the institution has one fee type per course - e.g. most or all units in the same course attract the same fee. This works in conjunction with Scheduled units. Once you have created your Fee rules then create your scheduled units. If you have a one of Special fee it can be added to the “Fees Associated with this Scheduled Unit” within the scheduled unit. Any fees entered there will override rules corresponding within the fee table.

The fees table works by the highest number of matched data rules.

For Example

• Course = 1 point
• Course level = 1 point
• Fee Type = 1 point
• Credit points = 1 point
• Level = 1 point

If required and extra weighting can be given to the Course field to ensure a 4 or 5 point match if level is not used.

The  system then selects the amount  entered that matches the highest number of point combination.

Key fields

Example of Standard and International Fee types / Credit point list

Example of HECS-HELP Funding  or other combinations that require more levels of complexity

It is important to map out all combinations of these fields that you require prior to starting to enter data. That way all combinations required can be mapped out ready to enter into Paradigm.

As fees change from one year to the next existing rules can either be updated, as it will not change any previously enrolled units, or retired and new rules create.

Please ensure that you have all of your Fee rules correctly entered prior to commencing enrolment as units aren’t updated if you make a mistake and  go back and update a Fee rule.

How to Add Sessions to Scheduled Units

Further reading

EFTSL.