Course Enrolment Record
This page will provide you with an overview of how our Student Course Enrolment records sit in Paradigm and all the available information you can record under each in the system.
Overview
A Student Course Enrolment record is created for each instance that a Student enrols on a Course Offered in your business or institution. If you are not using the Scheduled Program, the base information is derived from the Base Course record with additional details specific to the Student's circumstance upon enrolment and with all the details you can add or edit during the Student's course of study.
When adding a Course Enrolment record to the system, the Student record, and Base Course record or Scheduled Program records are required. It is also assumed that the Time Periods required when enrolling Students in Courses are met.
Course Enrolment Sections and Fields
The following are all the sections and fields available in Paradigm when you add a Course Enrolment record to the system. Note that some of the fields are highly customisable to meet your naming convention.
Fields with * denote required fields when adding a new Course Enrolment record to the system.
Add Student Course Enrolments section
The fields in this section are what you can see when you enrol a student on a Course via the ADD STUDENT COURSE ENROLMENTS section, see Enrol Students in a Course
Field Name
Brief Description
Enrol into Course(s) *
Select the Course (s) in which you want the the student to enrol
Start Date (E534) *
Select the appropriate semester start date from the dropdown
Expected End Date (E592) *
The expected semester end date of the student to finish the course. Select the appropriate semester expected end date from the dropdown.
e.g. Start Date 2021 Semester 1 will have an Expected End Date of 2023 Semester 2 if the course will run for 3 years to complete, given that the student will study Full Time.
Enrolment Status *
Set this status to Enrolled, if the intention is to enrol the student to the course. Select the other options (Applied, Offered, etc.) as required and as appropriate.
Home Institution *
The Campus where the student will study the course if you have multiple campuses, otherwise, Paradigm will default it to the name of your business or institution if you only have one campus.
Contact Mode *
The student’s preferred contact mode depending on your options (Attending / On Campus, Distance, Online, Flexible Learning, Multi-Mode)
Full / Part Time *
The student’s preferred pace to study the course, either full or part time.
Funding Type *
The student’s eligibility to fund the study, for domestic students (FEE-HELP, HECS-HELP, OSS-HELP), and UPFRONT FEES for international students.
Fee Type *
Select Standard fee for domestic students and International fee for international students (depending on your fee structure, if you are charging a different amount for international students than the domestic ones).
Agent
This field is applicable if you want to record commission in the system, given that you already have Agents' records in Paradigm. If all are set already, just type the name of the agent and it will prefill the rest of the name based on the initial letters of the agent’s name that you typed in the field (the agent’s name that you want to associate for this course enrolment).
Fee Payee
If someone is paying on behalf of the student.
Fee Amount
Total amount the student needs to pay to complete the course of study.
First Fee Payment Amount
The initial amount the student paid upon enrolment.
Course Length (weeks)
Duration of the course of study in weeks.
Terms and Conditions 🔲
These fields are highly customisable (from an Admin point of view). The checklist items can be configured and added as Code Items with the Code Type Id of "OFFER CONDITIONS", see Edit Code Items
Terms and Conditions Other
free-text entry field. You can specify further or any other additional conditions upon enrolment of the student can be added here. It will be added to the Student Course Enrolment record once enrolled.
Course Details Section
The fields in this section are the Course Enrolment details of the student when already enrolled on a Course.
Program Enrolment Internal Paradigm ID
system-generated Id for the Student's Course Enrolment record
Enrolled Party Id/Student Internal Paradigm Id
system-generated Id for the Student's record
Parent Program Enrolment ID
Applicable if the Course is a nested Program
Study Area
Option to specify the Course Enrolment specific Study Area. Code Items can be customised via the Edit Code Items menu with the Code Type Id of STUDY_AREA
Study Specialisation
Code Items can be customised via the Edit Code Items menu with the Code Type Id of STUDY_SPECIALISATION
Course Major Study
Code Items can be customised via the Edit Code Items menu with the Code Type Id of STUDY_MAJOR
Course Minor Study
Code Items can be customised via the Edit Code Items menu with the Code Type Id of STUDY_MINOR
Offer Date
Date when the student was offered to study. It may or may not be the same date that you also send the letter to the student
Alternative Start Date for Offer Letter
Option to override an alternative Start Date in the Offer Letter if you don't want to use the default Course Enrolment Start Date
Name of Enrolment Officer
free-text entry field. The name of the Enrolment Officer can be recorded in this field
Sales Person 1
Applicable if you have Sales Person/Contacts during the Course Enrolment application. The names that will appear in the dropdown are your Contacts with the Assigned Role as Sales, see Assign Roles to a Contact
Sales Person 2
Option to add another Sales Person/Contact to the Course Enrolment record
Interview Date
Applicable if you have interviews during the Course Application process. Record the Interview Date in this field
Interview 1
First Interview Condition Outcome and the Date
Interview 2
Second Interview Condition Outcome and the Date
Dance Audition
Audition Outcome. Applicable if you have auditions for your Course Application process
File Creation Date
Intake
Option to specify the Course Intake - free-text entry field
Latest Correspondence
Option to keep track of the latest correspondence of the Course application process
Start Date
Course Enrolment Start Date
Previously Reported Course Enrolment Start Date
Applicable if the Course Enrolment was deferred or modified
Expected End Date
Course Enrolment Expected End Date depending on the Course Duration
Expiry Date
This field is related to the Course Offer Letter. This field can be used to expire the offer as it currently stands, and maybe ask the student to apply again, if the student doesn't accept the offer within a specified timeframe
Enrolled in selected units of a Course only
Yes | No
Contact Hours (Full/Part)
The Student's preferred Contact Hours
Funding Type
The Student's preferred Course Enrolment Funding Type in accordance to the Course Funding Type. Note that the default Funding Type is set as UPFRONT if the Base Course or Scheduled Program has not specified one
Date Funding Lost (if applicable)
Option to record the date when the student lost the funding
Fee Type
Standard Fee or International Fee. Items in the dropdown can be customised with the Code Type Id of FEE_TYPE, see Edit Code Items
TCSI Student Status Code
TCSI reportable field - E490
TCSI Maximum Student Contribution Code
TCSI reportable field - E392
Visa Type
If the student is international, set the VISA Type in this field. Items in the dropdown can be customised with the Code Type Id of FEE_TYPE, see Edit Code Items
Agent Commission Percentage
Applicable if you have Agents. This field can be manually entered if you want to override the Agent Commission Fee Rules, see Agent Commission Rules
Commission Rule
Applicable if you have Agents. The Fee Rule Id that applies to the Course Enrolment will automatically be applied here together with the Agent Commission Percentage and Agent fields, see Agent Commission Rules
Agent
Applicable if you have Agents. This field can be manually entered if you want to override the Agent Name for the Course Enrolment. By default, the Agent Name will automatically be applied here together with the Agent Commission Percentage and Commission Rule Id fields, see Agent Commission Rules
Fee Payee
Agent Commission Percentage 2
Option to add additional Agent Commission Percentage to the Course Enrolment record (as applicable)
Agent 2
Option to add or associate another Agent Name to the Course Enrolment record (as applicable)
Fee Payee 2
Option to specify or associate another fee payee of the Course Enrolment (as applicable)
Contact Mode
Attending | Distance | Online | Multi-mode | Flexible Learning
Enrolment Status [E599]
The Course Enrolment record status. Items in the dropdown can be customised with the Code Type Id of ENROLMENT_STATUS, see Edit Status Items
Progression Status
For the Course Enrolment record progression status, see Manage Course Progression Status. Items in the dropdown can be customised with the Code Type Id of PROGRESSION_STATUS, see Edit Status Items
Progression Level
see Manage Course Progression Status. Items in the dropdown can be customised with the Code Type Id of PROGRESSION_STATUS, see Edit Status Items
Progression Level Date Set
The Date the Progression Level is set
Thesis Title
Option to record the Student's Thesis Title against the Course Enrolment record
Thesis Details
Free-Text entry field to add additional details of the thesis
Leave Start Date
Applicable if the student applies for a leave/deferral from their study. This is related to the "Leave of Absence or Deferral Letter Report" from which the Leave Start Date can be generated.
Leave End Date
Applicable if the student applies for a leave/deferral from their study. This is related to the "Leave of Absence or Deferral Letter Report" from which the Leave End Date can be generated.
Leave Reason
Applicable if the student applies for a leave/deferral from their study. This is related to the "Leave of Absence or Deferral Letter Report" from which the Leave Reason can be generated.
Suspension Start Date
As required and as applicable. Option to record the start date of the suspension
Suspension End Date
As required and as applicable. Option to record the end date of the suspension
Percentage Exemption Granted
This field takes the credit points used field and converts the EFTSL value to a percentage against the course load. The formula used to calculate this field is: (EFTSL Used / Course Load) * 100. This code is in reference to E385 - TCSI RETIRED CODE
Completion Percentage
A code that indicates the percentage of a course completion in a joint degree program that is recognised by a provider. This code is in reference to E578 - TCSI RETIRED CODE
Final Grade
Record the Course Enrolment Final Grade
Home Institution
The Provider record that owns the Course Enrolment. Provider records with the assigned role of "Education Program Provider" appear in the dropdown list, see Provider
Secondary Home Institution
As applicable and as required
Student Visa Required
Option to indicate if the Visa is required or not from the student
Withdrawal Date
For cases when the student withdraws, this field record the withdrawal date from the Course Enrolment
Withdrawal Reason
The withdrawal reasons you can see from the dropdown are customisable with the Code Type Id of LEAVE_REASONS, see Edit Code Items
Withdrawal Comment
Option to add additional comments related to the withdrawal from the Course of study
Written Notice Received
Yes | No
Exit Interview Conducted
Yes | No
Exit Interview
Free-text entry field. Option to record the name of the interviewer who conducted the exit interview
Student Card Received
Yes | No
Withdrawn by Registrar
Yes | No
Withdrawn by Registrar Date
If the Course of study is withdrawn by the Registrar - the date when can be set here.
Credit Points Granted
This field contains credit points granted to the student that do not relate to Unit Enrolments. If a student is eligible for credit points that you don't want to record as Unit Enrolments - enter the number of credit points granted here.
Granted Credit Reason
Free-text entry field. Option to add reasons/details of the granted credit points
Credit Points Earned
This field is the sum of credit points relating to completed Unit Enrolments. This field is automatically updated on every Unit Enrolment addition, update, and deletion. The units which are included in this calculation will have grade from the grades table that is marked as "Contributes to Credit". The formula for this field is: SUM (Unit Enrolments WHERE Enrolment Grade "Contributes to Credit")
Credit Points Enrolled
This field is the sum of enrolled credit points. This field is automatically updated on every Unit Enrolment addition, update, and deletion. The units which are included in this calculation will have the status Enrolled or Confirmed. The formula for this field is: SUM (Unit Enrolments WHERE Enrolment Status IS Enrolled OR Confirmed)
GPA
This value is the average of all the Unit Enrolments that contain a grade points value, i.e. the grade points for the Unit Enrolment is NOT NULL. The formula used in this field is: SUM (Grade Points)/ No Units
Weighted GPA
This value represents the weighted grade points for all Unit Enrolments that contain a grade point value, i.e. the grade points is not blank. The formula for this field is as follows: SUM (Grade Points * Credit Point) / SUM (Credit Points)
Weighted Average Mark
see WAM on Grade Schema
Total Credit Points
This field is the sum of earned credit points granted. This field is automatically updated on every Unit Enrolment addition, update, and deletion. The units which are included in this calculation will have grade from the grades table that is marked as "Contributes to credit". The formula for this field is: SUM (Unit Enrolments WHERE Unit Enrolment Grade "Contributes to Credit Points Granted")
Graduation Message
Default message (conditional label) that is dependent on the total credit points achieved by the student in the course of study, see Graduation Message Section in Academic Summary
eCAF Operations
option to check the student's eCAF Status by clicking the button
Resident in Australia
Yes | No wether the student will be a resident in Australia for the entire duration of the Course
eCAF Enrolment Status
The returrned eCAF Status
Previously Tertiary Institution
As applicable and as required
Academic Suitability for Course
The academic suitability of the student to study the Course as required under the Education Legislation Amendment (Provider Integrity and Other Measure) Act 2017
Notes
Free-Text Entry field - add additional notes against the Course Enrolment record
Printed Notes
Option to add notes to be printed out (as required and requested) on documents such as a transcript or an offer letter
Alumni Insitution
Free-Text Entry field - specify the alumni institution of the Student
Alumni Award
Free-Text Entry field - specify the alumni award of the Student
Alumni Start Date
Date field - specify the alumni start date
CRM Entity Type Id
applicable for CRM integration
CRM Entity Id
applicable for CRM integration
SMS Entity Type Id
applicable for SMS integration
Remote SMS Entity Id
applicable for SMS integration
External SMS Entity Id
applicable for SMS integration
External SMS Entity Type Id
applicable for SMS integration
External Entity Id
applicable for External integration
Entry Method
Option to record details on the student's entry method to the Course. Items in the dropdown can be customised with the Code Type Id of ENTRY_METHOD, see Edit Code Items
Entry Method Score
Indicate the score based on the entry method selected
Attendance Session Code
Applicable if you are using the Online Applicant Portal for the Session/Interview/Audition. If not, you can enter your attendance session code here
Language Course Delivery
Indicate or Specify the language of the course delivery
Terms and Conditions
These fields are highly customisable (from an Admin point of view). The checklist items can be configured and added as Code Items with the Code Type Id of "OFFER CONDITIONS", see Edit Code Items
Terms and Conditions Other
free-text entry field. You can specify further or any other additional conditions upon enrolment of the student can be added here. It will be added to the Student Course Enrolment record once enrolled.
Minimum Credit Points Enrollable
Applicable if you are allowing the student to enrol via the Course Plan. If set, this will override the value of the Minimum Credit Points Enrollable field in the Base Course level.
Maximum Credit Points Enrollable
Applicable if you are allowing the student to enrol via the Course Plan. If set, this will override the value of the Maximum Credit Points Enrollable field in the Base Course level.
Online Credit Point Time Period
Applicable if you are allowing the student to enrol via the Course Plan. Option to set a specific semester/time period for the credit points enrollable
Program Enrolment TCSI UID
TCSI-returned Course Enrolment UID
TCSI Last Validated Status
TCSI-returned Status from the last submission of the record from Paradigm
TCSI Last Validated Date
The last Date the Course Enrolment record was validated
Admission Criteria Section
Previous Achieved Qualification
The Student's prior qualification - as one of the bases of admission to the Course criteria. The items on the list can be customised with the Code Type Id of ADMISSION_COURSE, see Edit Code Items
HSC Average
Option to record the Student's HSC Average
Secondary School Name
Free-text entry field. Option to indicate the Secondary School Name where the student finishes
English Band
Specify the English Band the Student took as part of the admission. The items on the list can be customised with the Code Type Id of ENGLISH_BAND, see Edit Code Items
English Score
Option to record the English Score based on the English Band taken
English Test Date
Specify the English Test Date when it was taken
English Group
As applicable and as required. Option to categorise the Course Admission, e.g. Morning or Evening Class. The items on the list can be customised with the Code Type Id of PROG_ENROLMENT_GROUP, see Edit Code Items
Bridging Course
As applicable and as required. Option to specify the Bridging Course the student took as part of the admission criteria
Previous Achieved Score
Specify (a) previously achieved score
Field of Study
Select the Field of Study accordingly
Admission Status
Option to track the Admission Status of the Student to the Course
Reason for Admission/Refusal of Admission
As applicable/as required. Option to add a reason for admission/refusal to the Course. The items on the list can be customised with the Code Type Id of ADMISSION_REASON, see Edit Code Items
Additional Admission Information
Free-text entry field. Option to add more details related to the Student's Admission records to the Course
SVP Provider
As applicable and as required
AVETMISS Details Section
The fields below are the AVETMISS required fields for students who are enrolled on a VET Course. Refer to the AVETMISS data element definitions site for a detailed context of each field name.
Commencing Course Identifier
Select a Course Commencement Type from the dropdown list
Fee Exemption/Concession Type Identifier
Set the fee concession type the student is eligible for or currently using
Funding Source - National
Select the Student's National Funding Source
Funding Source - State Training Authority
Select the training authority funding source from the list
Purchasing Contract Identifier
CONTEXT: "Applicable only to training organisations with contractual obligations to state or territory training authorities."
Purchasing Contract Schedule Identifier
the same context as the above
Study Reason Identifier
DEFINITION: Study reason identifier identifies the client’s main reason for study.
ANZSCO Id
Select from the dropdown list accordingly
Fee Amount
VET Course Fee Amount
Funding Eligibility
Free-text entry field. Option to specify any funding eligibility
Funding Eligibility Key
Free-text entry field. Specify the funding eligibility key
Program Supervised Teaching Activity Completion Date
Free-text entry field. Set the Completion Date for Supervised Teaching
Program Unique Supervised Hours
Free-text entry field. Set the Unique Supervised Hours
Client Tuition Fee
DEFINITION: Client tuition fee is the amount of tuition and/or administration fee charged to a client for a unit of competency or module.
Course Fee Plan Section
Fee Amount
The total Course Fee Amount
First Fee Payment Amount
If the student has made an initial payment, the initial amount paid is entered here
Payment Duration Type
The duration type of the fee payment frequency, e.g. every 6 months, so MONTHLY is selected here. NOTE that this field is configurable as Code Items with the Code Type Id of PAYMENT_FREQ_TYPE, see Edit Code Items
Fee Payment Frequency
The number of the fee payment frequency, e.g. every 6 months payment, then the value entered here should be 6
First Fee Payment Date
Set the agreed first fee payment date. You can set the date here to the same as the initial payment. NOTE that this will serve as the initial date/basis for all the other dates when the Course Fee Plan is created
Fee No Payments
The number of payments to be made, e.g. every 6 months to be paid 4 times in two years, then the value entered here should be 4. This will determine the number of Course Fee Units to be created when the CREATE COURSE FEE PLAN button is clicked
Course Fees
These are units of type Course Fee. You have the option to select your business or institution-specified Course Fee Units here, depending on your requirements/needs, see Add a Course Fee Unit Type
Course Length (weeks)
The total number of weeks the course is to be completed
Tuition Fee Balance
The remaining tuition fee balance if the student has made an initial payment, else this field is the same as the Fee Amount
Non Tuition Fee Balance
Any amount the student has to pay outside of the Course Fee Amount
Associated File Attachments Section
Attachment Number
system-generated number unique to an attachment record against the Course Enrolment record
Entity Type
ProgramEnrolment
Attachment Size
file size of the attachment file
Entity Id
the Course Enrolment code where the attachment is attached against
File Name
system-generated file name unique to the attachment record against the Course Enrolment
Media Type
the type of file being attached
Original File Name
the File Name entered during the adding of the attachment
Purpose
Select from the following options:
Curriculum Outline
Student Letter
Assessment Materials
Reading Material
Audio File
Associated Unit Material
Report Builder Template
Saved AHEGS Report
Assessment Result
Assessment Return
Signature
NOTE that the items under this field can be customised by editing the code items under the Code Type Id CONTENT_PURPOSE, see Edit Code Items
Category
The category of the attached file.
NOTE that the items under this field can be customised by editing the code items under the Code Type Id CONTENT_CAT_COURSE, see Edit Code Items
Revision Number
applicable if you want to add an attachment similar to the previous one with the intention of keeping track of the number of revisions
Name
the name of the attachment that will be displayed after saving
Description
this will appear when hovering over the name of the attachment. This will allow the user to have more details about the attachment without having to download it.
Status
Select from the following statuses accordingly:
Published - make it available
Deactivated - make it inaccessible
Deleted - deleted in Paradigm
Applicable statuses for attachments with revisions
Final Draft
In Progress
Initial Draft
Revised Draft
Permission Level
the minimum permission level required to view the attachment. NOTE that if you want this file shared with students on the Student Portal, you can set this on the Student Access Level
Upload File
select the Choose file button to upload the file attachment
Advisors Section
Refer to the Advisor Report Fields record type
Reviewers Section
Refer to the Student Review Fields record type
Examiners Section
Refer to the Course Examiners Fields record type
Contact Search Section
This section is for adding contact records that relate to the student's Course Enrolment record as an Advisor, Reviewer, and Examiner
First Name
specify the Contact's First Name who you want to assign as the student's advisor, reviewer, and examiner
Last Name
specify the Contact's Last Name specify the Contact's First Name who you want to assign as the student's advisor, reviewer, and examiner
Contact Role
Search by Role Type. This will let you search all Contact Records with the specified Assigned Roles of Adviser, Reviewer, or Examiner
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