Student Record
This page will provide you with an overview of how our Student records sit in Paradigm and all the available information you can record under each Student record in the system.
Overview
Students are the learners who study at an institution. A student record in the system contains information about the student that is relevant and required for all other records that proceed with it, e.g. Course Enrolments, Unit Enrolments, etc. These records can be added with all the required and additional fields needed for a student record to meet your business or institution's requirements and the government.
When adding a Student record to the system, having a reportable Provider record is required especially if the Student record is a government reportable one, see Provider.
Student Record Sections and Fields
The following are all the sections and fields available in Paradigm when you add a student 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 student record to the system.
Student Details Section
Student Internal Paradigm ID
System-generated unique number once a student is added to the system.
Old Student No
The student's old number will appear here if it has one
USI Verified Date
date the student's USI has been verified
Title
a title provided by the student
Suffix
Enter a student's suffix here as applicable and as required
Middle Names
Student's Middle Name
Preferred Name
a student's preferred name or a nickname
Printed Name
is the name that will appear in official reports/documents or transcripts, this is also relevant to those individuals who have a ceremonial title
Previous First Name
Any other names that the student has used or has been known to use.
These fields were formally used in the “Edit HEIMS” section, which was retired once TCSI was implemented.
Previous Other Given Name
If the student's Given Name had undergone a change - it will appear on this field its original Given Name
Previous Last Name
If the student's Last Name had undergone a change - it will appear on this field its original Last Name
Address
from the Edit Contact Info > Residential address
Permanent Address
from the Edit Contact Info > Billing address
from the Edit Contact Info : Email field
HEIMS Loan Balance
Option to track/record the TCSI Loan Balance at the Student record level
Read Only
if checked, will disable editing of the record except for FULL ADMIN users
Personal Details Section
Select Pronouns
Preferred student pronouns as specified by the student. Code Items can be customised under the Code Type Id of "PERSON_PRONOUN", see Edit Code Items
Home Institution *
this section should be set/pre-filled already to your institution’s name as part of the onboarding process, except if you have multiple campuses
Status *
Student Record status should be set as: Active, Alumni, Applied, Suspended, etc.,
Study Interests
Free-text entry field - option to record the student's study interests
Qualifications
Free-text entry field - option to record the student's qualifications
Tax File Number
only record this information if required and make sure that it's encrypted
Where Did You Hear About Us?
Website | Referral | etc. Code Items can be customised under the Code Type Id of "HEAR", see Edit Code Items
Secondary School
Australia Secondary Schools list
Library Card No
option to record the student's library card number here
Student Card Requested
the date when the student requested for their ID card
Student Card Issued
the date the student's card has been issued
Drivers Licence Number
only record this information if required and necessary
Emergency Contact Name
option to record the student's emergency contact name at the student record level. The recommended emergency contact info should be recorded via the Student > Edit Contact Info menu
Emergency Contact Phone
option to record the student's emergency contact phone at the student record level. The recommended emergency contact info should be recorded via the Student > Edit Contact Info menu
Emergency Contact Relationship
option to record the student's emergency contact relationship at the student record level. The recommended emergency contact info should be recorded via the Student > Edit Contact Info menu
Emergency Contact Details
option to record more details of the student's emergency contact
Notes
free-text entry field - option to add notes against the Student record. This is an internal note and Paradigm gives you the option to format your entry for easy readability
Height
if required and applicable - you have the option to record the student's height on this field
Marital Status
option to record the student's marital status
Spouse Name
option to record the student's spouse name
Children Name(s)
option to record the student's children's names if applicable and required
Special Needs
If the student has declared that they have special needs - this field is set to Yes
Special Needs Requirements
Option to record the student's specified special needs requirements
Disability Type Identifier
If Applicable and as specified by the student
Alumni
Yes | No
Salvation Year
If Applicable
Last Confirmed Date
This field is applicable if you have scheduled your students to confirm some of their TCSI-reportable fields to a specific period, see Student TCSI Confirm Details
COVID Vaccinated
If Applicable - COVID-related fields
COVID Passport Last Cited Date
If Applicable - COVID-related fields
Date of Last COVID Booster
If Applicable - COVID-related fields
Orientation Completed
track Course orientation completion: Yes | No
Orientation Completed Date
track Course orientation completion: Date
External Security Number
You can use this field to record other Id that the student has that can be used for their practicum or internship, e.g. Working with Children Check
External Security Approved
If the external Id has been approved
External Security Expiry Date
date the provided external Id expires
CRM Entity Type Id
applicable if you have CRM integration
CRM Entity Id
applicable if you have CRM integration
SMS Entity Id
applicable if you have SMS integration
Remote SMS Entity Type
applicable if you have SMS integration
TCSI Last Validated Status
TCSI-validated status - applicable if a Student is TCSI-reportable
TCSI Last Validated Date
TCSI-last validated date - applicable if a Student is TCSI-reportable
International Students Only Section
Overseas Student *
YES = students who are not considered domestic for TCSI reporting
NO = students who are considered domestic for TCSI reporting
Refer to the government’s definition of a Domestic Student: TCSI Support | Glossary
This field is also used to cross-validate government reportable field values
VISA Required
Yes | No
VISA Type
The type of visa the student has. The code items on this list can be customised with the Code Type Id of "VISA_TYPE", see Edit Code Items
VISA Application
ONSHORE | OFFSHORE. The code items on this list can be customised with the Code Type Id of "VISA_APPLICATION", see Edit Code Items
VISA Number
The student's visa number as found on their visa document
VISA Expiry
Visa Expiration Date
VISA Condition Reason
Visa conditions as soecified
VISA Condition Reported
Date of the visa condition reported
CoE Number
Certificate of Enrolment given to international students
information may alternatively be tracked against the course enrolment, see How to Add a New CoE
Date of CoE
date when thee CoE was granted
Passport Number
As required and as necessary
Passport Expiry
As required and as necessary
Overseas Health Cover Required
Yes | No
Overseas Health Cover
Yes | No
Overseas Health Cover Type
type of the OSHC the student is covered - free-text entry field
OSHC From Date
start date of the OSHC (cover)
Overseas Health Cover Expiry Date
expiry date of the OSHC (cover)
Entry Requirements
IELTS Listening Score
Listening Score record if the student has taken the IELTS
IELTS Reading Score
Reading Score record if the student has taken the IELTS
IELTS Writing Score
Writing Score record if the student has taken the IELTS
IELTS Speaking Score
Speaking Score record if the student has taken the IELTS
IELTS Overall Score
IELTS Overall Score - numeric format
IELTS Test Date
The date the student took the IELTS
Language and Literacy Indicator
free-text entry field for the Indicator used for student's language and literacy
Literacy Working Level
level from 1-5
Numeracy Indicator
free-text entry field for the Indicator used for student's numeracy
Literacy Edit Level
level from 1-5
Literacy Scale
free-text entry field for the Indicator used for student's literacy scale
Literacy Test Date
date the literacy test was taken
Numeracy Working Level
level from 1-5
Numeracy Exit Level
level from 1-5
Numeracy Scale
level from 1-5
Numeracy Test Date
free-text entry field for the Indicator used for student's numeracy scale
TOEFL Overall Score
if the student has taken the TOEFL - the overall score is recorded in this field
TOEFL Test Date
date the TOEFL was taken
Other English Overall Score
if the student has taken other English tests aside from IELTS, TOEFL
Other English Test Date
the other Englishh test date
Completed a Year 12 English Equivalent?
Yes | No
VET Student Only Section
In which Country are you Born
VET reportable field for Country Identifier
At School Flag
Yes | No if the Student is still or no longer enrolled in secondary school
Client Identifier - New Apprenticeships
jurisdiction [State] of the student's apprenticeship
Disability Type Identifier
Yes | No If the student has specified a disability
High School Level Completed
the level of High School the student has completed
Indigenous Status Identifier
the student's indigenous status
Labour Force Status Identifier
the student's current emplyment status
Main Language Other Than English Spoken At Home Identifier
another main language of the student that is used at home
Prior Educational Achievement Flag
if the student had previously completed or not an educational achievement
Prior Educational Achievement Identifier
the education level that the student had completed
Proficiency in Spoken English Identifier
English proficiency level of the student
Year Highest School Level Completed
the year the student has completed their last highest education level
Client Industry of Employment
if employed, the type of industry the job belongs to, e.g. Construction, Agriculture, etc.
Client Occupation Identifier
the type of occupation the student's job has, e.g. Professionals, Managers, etc.
Prior Educational Achievement Recognition Identifier
International | Australian equivalent or qualification
Survey Contact Status
Student status/availability for surveys
Associated File Attachments Section
Purpose
This will allow for attachments to be sorted within category
Category
What section of the file is the attachment being saved to / belong to
Name
The name of the attachment to be displayed on the screen.
Try to be specific but not to long. More details can be added in the description box
We suggest the institution establishes a set of naming conventions to enable easy location of the attachment.
NOTE: This will be displayed on the screen within the E-file. It is suggested the institution establishes a set of naming conventions to enable easy location of the attachments. e.g. SSF (subject Selection form), S1 2018 (Semester 1 2018).
Description
When hovering over the the name of the attachment the contents of this box will appear on the screen.
Having some details in this box about the contents of the attachment will help avoid downloading the wrong attachment for viewing
Status
The status of the attachment for use
Permission Level
What is the Minimum access required to view this attachment
Choose File
To navigate to the attachments location within the users computer
Save File Attachment as new Revision
Allows for version controlling of uploaded documents
Save File Attachment
Press this button the save the attachments and entered details
Operator
Who saved the attachment to the file. This will appears as the persons user name.
Date
When (date and time) was the attachment saved to the file
Student Contact Information Fields
There are five different contact address types that you can enter in Paradigm:
Residential / Semester / Term / Current Address
Permanent / Billing Address - for overseas students, this should be their international address
Emergency Contact Address
Employer Address
Postal Address
These 5 address types have the following fields available:
Field Name
Brief Description
To
Attn Name
The student's full name. this field will appear on printed letters along with address details.
Property Name
e.g. The Burrows - If the student doesn't provide a property name please leave this field blank.
Street Subaddress
if applicable
Street Number
This field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct.
Street Name
Name of Street including street type e.g. Brown Road.
Postal Box
For a postal address with a non street address e.g. PO Box 9994.
City
City or Suburb. This field is a smart field that contains all Suburbs, States and Postcodes in Australia to ensure the correct Suburb / State / Postcode combination is entered.
Post Code
Australian postcode field - this will auto populate when the City or Suburb is selected in the above field.
Country
The Country defaults to Australia. Change if required.
State
The state is normally auto populated with the student provider's home state - when the suburb is selected in the suburb field, this will auto populate with the correct state as selected. If the State is not an Australian State please change the field to "Select State" and enter the details into the 'Or' box.
or
This field is for Non-Australian State information.
Mobile
Mobile Phone number.
Home
After Hours contact number.
Day Phone
Working Hours contact number.
Fax
Fax number.
Either personal email address or student email address depending on the institution's preference.
Web Address
if the student has one
IM Protocol
Instant Messaging system or program preference e.g. Skype, Slack, Messenger - including Username
IM Address
Web address for Instant Messaging program.
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