Course Enrolment: Student TCSI Edit

Overview

The Course Enrolment > Student TCSI Edit screen serves as a platform for verifying TCSI-reportable student data. Additionally, it encompasses the Course Enrolment sub-packets that need to be reported based on individual student circumstances.

Workflow

1. Load the student's record and navigate to Student > Course Enrolment > Student TCSI Edit menus on the side.

2. Make sure that the correct Course Enrolment is loaded and selected.

3. Edit the required sections accordingly. For a comprehensive understanding of each section's purpose, please refer to the information provided below.

COURSE ENROLMENTS section

the COURSE ENROLMENTS section displays the courses enrolled by the student

When a student is enrolled in multiple courses, you can easily switch between courses by clicking the "EDIT" button associated with each course. This action dynamically updates the TCSI-reportable data and corresponding sections below, ensuring accuracy and relevance.

STUDENT DETAILS section

The student's personal details are populated from the Student > Edit Details page. Most of the fields here are read-only.

Fields in this section	Mode - Location within paradigm
TCSI: Student UID	Read only - Directly from TCSI
Tax File Number	Read only - From Student > Course Enrolment
Student Number	Read Only - From Student > Edit details
USI Student Number	Read Only - From Student > Edit details
CHESSN No	Read Only - From Student > Edit details
Given Names	Read Only - From Student > Edit details
Student middle or other names	Read Only - From Student > Edit details
Family Name	Read Only - From Student > Edit details
Gender	Read Only - From Student > Edit details
DOB	Read Only - From Student > Edit details
Oversea Student	Editable & required

The student's personal details are populated from the Student > Student Details > Edit Contact Info page > Billing

Fields in this section	Mode - Location within paradigm
Address Line 1	Read Only - From Student >Contact details > Billing Address
Address Line 2	Read Only - From Student >Contact details > Billing Address
Suburb	Read Only - From Student >Contact details > Billing Address
State	Read Only - Drop Box (Australia only)From Student >Contact details > Billing Address
State	Read Only - Free Text Field for International Addresses
Postcode	Read Only - From Student >Contact details > Billing Address
Country	Read Only - From Student >Contact details > Billing Address

The student's personal details are populated from the Student > Student Details > Edit Contact Info page > Residential

Fields that need to be completed in this section:

Fields in this section	Mode - Location within paradigm
Post Code	Read Only - From Student >Contact details > Term Address
Country	Read Only - From Student >Contact details > Term Address
In What Country were you born	Editable & required
Citizenship	Read Only - From Student >Edit details
Language spoken at home	Editable & required
Are you of Australian Aboriginal or Torres Strait Islander descent	Editable & required
Level Left school	Editable & required
Year left school	Editable & required
Year	Editable & only required if previous answer needs a year.
Highest Educational Attainment parent 1	Editable & required
Highest Educational Attainment parent 2	Editable & required

FIRST REPORTED ADDRESS section

STUDENT: DISABILITY section

The Student: Disability record only needs to be completed if a student HAS a disability.

A new record needs to be completed for each type of disability. e.g. If a student is Vision impaired complete one new record. If the student is visually impaired and has a medical condition, a separate disability record is needed for each disability.

Fields in this section	Mode - Location within paradigm
Disability Code	Editable & required
Effective from Date	Editable & required
Effective to date	Editable & only required if the condition ends
Entity Status	Editable & required
DEST UID	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

STUDENT: CITIZENSHIP section

The Student: Citizenship record needs to be initially completed each time the student commences a new course. After that, an additional record would only need to be created for that course if the student changes citizenship.

Fields in this section	Mode - Location within paradigm
Citizen Resident Code	Editable & required
Effective From Date	Editable & required
Entity status	Editable & required
DEST Uid	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

STUDENT: COMMONWEALTH SCHOLARSHIP section

The Student: Commonwealth Scholarship record is only completed by institutions that have both HECS and Commonwealth Scholarships.

Fields in this section	Mode - Location within paradigm
Reporting year	Editable & required
Reporting Period	Editable & required
Commonwealth Scholarship type	Editable & required
Commonwealth Scholarship amount	Editable & required
Commonwealth Scholarship status code	Editable & required
Commonwealth Scholarship termination reason code	Editable & required
Entity Status	Editable & required
DEST Uid	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

COURSE ENROLMENT DETAILS section

Course Enrolment Details data entry

The Course Enrolment details are populated from the Student > Course Enrolment >Course page. Some of the fields here are read-only.

Fields in this section	Mode - Location within paradigm
Program Enrolment Internal Paradigm Id	Read only - Paradigm internal code
Course	Read only - From Student > Course Enrolment
Start date	Read only - From Student > Course Enrolment
Expected End date	Read only - From Student > Course Enrolment
Enrolment Status	Read only - From Student > Course Enrolment
Agent	Read only - From Student > Course Enrolment
Funding type	Read only - From Student > Course Enrolment
HEIMS Student Status	Editable & required
Australian Tertiary Admission Rank	Editable & required
Selection Rank	Editable & required
Highest Attainment Code	Editable & required

COURSE ENROLMENT: ADMISSION section

Course Enrolment: Admission data entry

The Course Enrolment: The admission record is to be completed for each new student based on the method (up to 2) of entry into the enrolled course.

Fields that need to be completed in this section:

Fields in this section	Mode - Location within paradigm
Basis For admission code	Editable & required
Entity Status	Editable & required
DEST Uid	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

COURSE ENROLMENT: PRIOR CREDIT section

Course Enrolment: Prior credit data entry

The Course Enrolment: Prior Credit record is only completed for students who are granted credit points (RPL, RPE, Status, Credit Transfer, Advanced Standing) toward the enrolled Course

Fields in this section	Mode - Location within paradigm
Credit Used value	Editable & required
Credit Basis code	Editable & required
Credit Provider code	Editable & required
Entity status	Editable & required
DEST Uid	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

COURSE ENROLMENT: SPECIALISATION section

Course Enrolment: Specialisation data entry

The Course Enrolment: Specialisation packet is only required to be submitted and validated by TCSI at the time that the Course Enrolment becomes Completed (within 7 days). The packet creation was often being missed by our clients at completion time, so we automated the process by creating the specialisation packet according to the trigger criteria listed below. The specialisation packet will automatically be created only if the packet has not already been created manually.

The Course Enrolment: Specialisation packet will only need to be completed, when a student has a course major in their course enrolment, that is different to the field of education code that is assigned to that Course. e.g. A Bachelor of Arts 120105 with a major in English 091501

BE ADVISED:

There is no need to create a specialisation packet for a Course Enrolment in any Non-Award Courses. TCSI has no need for a specialisation packet for any non-award courses. Please do not create any specialisation packets for these courses.

The student's course enrolment record must meet these criteria in order for the Specialisation Packet to become required for submission, and to be automatically submitted to TCSI for validation by Paradigm:

• Any unit enrolment that has a census date, for a Course enrolment with a start date that is after '01/01/2022'.

• Course Enrolment with a UID value in dest_uid15 (making the course enrolment a TCSI reportable record).

• The Base Course has a dest_course_type E310 that IS NOT ONE OF '30', '41', '42', or '50.'
• The field_of_education code E461 is not equal to '0000,' and does not end in '00', and an existing Field Of Education packet does not exist.

The specialisation packet is solely related to the course enrolment record, and the packet is not related to the E464 field on the scheduled unit.

The creation of a unit enrolment triggers the creation of the specialisation packet, provided that the unit enrolment enables the course enrolment to meet the criteria outlined above. However, the specialisation packet is not required by TCSI until the course enrolment status is 'Completed', but it can be created at any time, when the other criteria have been met.

The specialisation packet will be automatically created when the course enrolment status is 'Completed,' provided that the packet has not already been created. If a client wishes to create a separate specialisation packet with an E461 value different from the base course, they must do so manually, as there is no automated process for this.

In summary, there is no automatic process to create any specialisation packet at the time of creation of a unit enrolment, because the specialisation packet is only related to course enrolment, not unit enrolment.

NOTE:

The Field of Education code (E461) recorded on the Course Base Record’s Field of Education packet, must not end in “00” (the education field Group Level) as a value ending in “00” is not specific enough for TCSI purposes of reporting. It requires a value that represents an education field Item Level.

Fields in this section	Mode - Location within paradigm
Specialisation Code	Editable & required
Entity Status	Editable & required
DEST UID	Read only - Directly from TCSI
Validation Status	Read only - Directly from TCSI

COURSE ENROLMENT: HDR END-USER ENGAGEMENT section

This section is only required for HDR Students

Course Enrolment: HDR End-User Engagement data entry

The Course Enrolment: HDR End-User Engagement record is only completed for Students who are undertaking a Higher Degree Research Course

Fields in this section	Mode - Location within paradigm
Higher Degree by Research End-User Engagement Code
Effective From date
Effective to date
Entity status

COURSE ENROLMENT: SCHOLARSHIP HDR STUDENTS section

This section is only required for HDR Students

Course Enrolment: Scholarship data entry

The Course Enrolment: The scholarship is only completed for Students who are receiving a Research Training Program Scholarship

Fields that need to be completed in this section:

• Scholarship type E487
• Effective From date E609
• Effective to date (if required) E610
• Entity status (Active for a current record)

COURSE ENROLMENT: RTP STIPEND AMOUNT HDR section

Course Enrolment: RTP Stipend Amount (Only required for HDR Students)

Course Enrolment: RTP Stipend Amount data entry

The Course Enrolment: RTP Stipend Amount record is only completed for Students who are receiving a Research Training Program Scholarship to indicate the amount of Scholarship being received.

Fields that need to be completed in this section:

• RTP Stipend Amount E623
• Reporting Year E415
• Entity status (Active for a current record)

Student Level Users

The student version of the page can allow students to confirm their details and verify them themselves. This can be particularly useful for large institutions.

A “Check and Confirm” option can be set up by the system to ensure that student users can be directed to the page intermittently to ensure that data is kept up to date. The frequency of visits is determined by the ‘HEIMS Last validated’ field in the Student>Course Enrolment>Course Page. If this field/date is blank the student will be directed to the Student TCSI Confirm details page when they next log in. After the initial validation, the student will be directed to the page every three months. This is to ensure that it is checked every enrolment period.

Please consult with the Silverband support team to enable the “Check and Confirm” functionality. TCSI Errors generated by this screen will not be displayed to Student Users

The Elements below are taken from the Student Residential information sections. It is critical that these are regularly checked, updated and also confirmed by the student.

Element
E410 - Residential Street Address
E469 - Residential Address Suburb
E470 - Residential Address State
E320 - Residential Address Postcode
E658 - Residential Address Country Code

To set up this page ready for students to validate it themselves some fields are required by TCSI and will need to be configured. The institution will need to decide how much of the data you will allow the students to verify themselves. Some fields will automatically be greyed out as they are populated from other parts of the system and are read-only.

Field Names	Read Only
Student Details Section
Student Number - E313	Read Only - From Student > Edit details
USI Student Number	Editable & required
Student Given name - E403	Read Only - From Student > Edit details
Student middle or other name(s) - E404	Read Only - From Student > Edit details
Family Name - E402	Read Only - From Student > Edit details
Gender - E315	Read Only - From Student > Edit details
DOB	Read Only - From Student > Edit details
Highest Educational Attainment Parent 1	Editable & required
Highest Educational Attainment Parent 2	Editable & required
In what Country were you born	Editable & required
Citizenship	Read Only - From Student > Edit details
Year of Arrival in Australia	Editable & Required only if student was NOT born in Australia
Language spoken at home	Editable & required
Are you of Australian Aboriginal or Torres Strait Islander descent	Editable & Required only if the student WAS born in Australia
Level left School	Editable & required
Year Left School	Editable & required
Do you have any disability, impairment or long term medical condition	Editable & Only required if the student has
Local Address
To	Editable & required
Residential Attn name	Editable & required
Property Name	Editable & required
Residential Sub-address	Editable & required
Street number	Editable & required
Street Name	Editable & required
Postal Box	Editable & required
City	Editable & required
Postcode	Editable & required
State	Editable & required
or	Editable & required
Country	Editable & required
Mobile	Editable & required
Home	Editable & required
Day Phone	Editable & required
Fax	Editable & required
Email	Editable & required
Web Address	Editable & Optional
IM Protocol	Editable & Optional
IM Address	Editable & Optional
Home Country Address
To	Editable & required
Billing Attn name	Editable & required
Property Name	Editable & required
Billing Sub-address	Editable & required
Street number	Editable & required
Street Name	Editable & required
Postal Box	Editable & required
City	Editable & required
Postcode	Editable & required
State	Editable & required
or	Editable & required
Country	Editable & required
Mobile	Editable & required
Home	Editable & required
Day Phone	Editable & required
Fax
Email
Web Address
IM Protocol
IM Address
Emergency / Parent / Guardian Address
Emergency Contact Name	Editable & Optional (Free Text)
Emergency Contact Relationship	Editable & Optional (Free Text)
Emergency Contact details	Editable & Optional (Free Text)
To	Editable & Optional
Billing Attn name	Editable & Optional
Property Name	Editable & Optional
Billing Sub-address	Editable & Optional
Street number	Editable & Optional
Street Name	Editable & Optional
Postal Box	Editable & Optional
City	Editable & Optional
Postcode	Editable & Optional
State	Editable & Optional
or	Editable & Optional
Country	Editable & Optional
Mobile	Editable & Optional
Home	Editable & Optional
Day Phone	Editable & Optional
Fax
Email
Web Address
IM Protocol
IM Address
Course Enrolment Details
Course	Read Only - From Student > Course Enrolment > Course
Start Date	Read Only - From Student > Course Enrolment > Course
Expected End date	Read Only - From Student > Course Enrolment > Course
Contact hours (Full/Part)	Read Only - From Student > Course Enrolment > Course
Program Enrolment TCSI Uid	Read only - Directly from TCSI
Enrolment Status	Read Only - From Student > Course Enrolment > Course
Agent	Read Only - From Student > Course Enrolment > Course
Funding type	Read Only - From Student > Course Enrolment > Course
Australian Tertiary Admission Rank	Editable & Optional
Selection Rank	Editable & Optional
Highest Attainment Code	Editable & Optional

Once the student has confirmed their details and satisfied the validation requirements the system will redirect them to the Student Summary page.