FAQs
This page will provide answers and solutions to common questions and issues encountered when creating or managing student-related records in Paradigm.
NOTE:
If your questions or inquiries are not listed in this article, please raise a support request ticket.
Student Enrolments
Can student do forward enrolment using the Course Plan?
Forward Enrolment Using Course Plan
This happens if the student has a Course Enrolment Start Date that is in the future. Paradigm by default blocks students forward enrolling. Contact our Support Team if you want to allow students doing forward enrolment via the Course Plan
What settings to check before allowing Students to enrol via the Course Plan?
Settings to Check to Open the Course Plan for Enrolment
Best to check the configuration dates in your Time Periods: UNIT_ENROLMENT, ENROLMENT_PERIOD, and TIMETABLE. Just double-check that those three time periods are set as you need them before notifying students
You can check for more requirements to check here: Open the Course Plan for Enrolment
Can we still allow student to edit their sessions or class choices?
Allowing Students to Edit Sessions/Class Choices
Yes, you can still allow Students to amend or edit their sessions or class choices, see Session Settings and Configuration to set the screen open for editing and refer to the instructions on this Workflow on how to edit session enrolments.
Is there a way to block Student with Outstanding Fees from enrolling in Course Plan?
Block Students from Enrolling in Course Plan
We have the following recommended solutions when it comes to blocking Students from enrolling via the Course Plan if they have Outstanding Fees owed to your business or institution, see Block Students with Outstanding Fees
We now have a field (student_checkFinancialInvoices) that when enabled blocks students from using the course plan to perform unit enrolment when there is an amount owing on an invoice. The owing is determined by the invoice due date. Raise a HelpDesk ticket if this is your preferred solution.
Is there a way to set the time when to open and close enrolments in Course Plan?
Set the Time to Open and Close Course Plan Enrolments
When using the Course Plan for enrolments, you have the option to set the time when you want to open and close your enrolments, e.g. opens at 8:00 AM and closes at 7:00 PM. Raise a HelpDesk ticket and specify your time, else, Paradigm will set 9:00 AM-5:00 PM as the default time.
Student Records Data Entry
How do I clear a value in the field?
Clear | Unset | Make the field Blank
To clear an item in TCSI fields or other fields with options, hold down the Ctrl key (Windows) or Command⌘ (Mac) and click the selected item. This will remove the selection and set the field to blank.
Example:
Clear the value set for the Maximum Student Contribution Code (E392) field as advised in the TCSI Validation Error 10453.
Paradigm Resolution:
If the student is already enrolled in the Units, unset the field by loading the Unit Enrolment record, and go to the TCSI INFORMATION section. Click the Maximum student contribution code field to show the options, hold down the Ctrl key (Windows) or Command⌘ (Mac) and click the selected item. This will set the value of the field to blank.
The Maximum Student Contribution Code (E392) field can be set by default via the Course Enrolment record (Student > Course Enrolment > Course: COURSE DETAILS section).
Has the loan fee been waived?
Loan Fee Legislation
The legislation did not pass, so the loan fee is no longer waived. Check the details of the bill here.
Newly Added Fields in the Student Record
Previous Names Made Available
We made these three fields available in the section labelled: STUDENT DETAILS
Previous First Name
Previous Other Given Name
Previous Last Name
COVID Vaccination Status Tracking
Additional fields have been added to support providers with government-mandated requirements to track details regarding COVID vaccination status.
Vaccinated against COVID (record either Yes or No)
COVID Passport Last Cited Date
Student Pronouns
The pronoun of a student may now be tracked on the following screens: Summary and Student Edit Details
When to use the Single Name field when adding a new student record
Single Name Field
This field is intended for individuals who have a single name on their identity documents/proofs, if present – this will override the first and last name entered in the system for all the student’s reports/documents/transcripts, etc. Paradigm also reports the required value to TCSI if the student has a Single Name recorded. Read more here.
How to fill out the Overseas Student [Yes/No] field
Overseas Student Field
YES = students who are not considered domestic for TCSI reporting
NO = students who are considered domestic for TCSI reporting
Refer to the definition set by the government on being a Domestic Student here.
How to process a Course Completion
Process Course Completion
Refer to the Mark a Course as Completed for the details on how to process a Course completion.
How do I block credit in Paradigm?
Block Credit
Refer to the Recognition of Prior Learning (RPL) and Credit Exemptions knowledge article. We have instructions there set for Unspecified or Block Credit. Please feel free to contact our Support Team if you have questions on that topic.
When should I use the status Transfer Credit vs Exempt vs Credited/RPL?
Transfer Credit status can be used when transferring credit for completing a unit from a different course and awarding it to the current course without doing it a second time.
Exempt can be used to credit a Unit Enrolment that may not be related to a previous Unit Enrolment. It could be exemptions granted that equate to the content of the unit
Refer to your business or institution's naming convention when it comes to choosing the right status for granting credits or RPL. Enrolment Status Items can be edited by referring to this workflow: Edit Status Items
Exempt and Transfer Credit Unit Enrolment statuses are used specifically in the system to automatically create prior credit packets for you. If you are using TCSI reporting these Unit Enrolments, if set to Credited/RPL they would be reported as normal unit enrolments to TCSI and not blocked, where as Enrolment Status of Exempt and Transfer Credit are blocked explicitly in our integration.
Not using either Exempt or Transfer Credit will mean you will manually have to create the prior credit packets for reporting purposes.
Can I have a test student in Paradigm that is not reported to TCSI?
Create a Test Student Record Not Reportable to TCSI
You simply change the student number to A+Student Internal Paradigm ID, see How to make a Student record not reportable to TCSI for more details
EXAMPLE: A test student record with the internal Paradigm ID value of 12345 will need the student number field updated to value A12345.
Can I convert an Applicant Record to a Student manually?
Convert Applicant Record to Student Manually
Load the student and go to the Edit Student Details screen, see Edit a Student Record.
Delete the applicant's number under the Student Number field.
Click the SAVE STUDENT button.
Click the GET STUDENT NUMBER button and confirm your action.
The system has now assigned a Student Number to the applicant record.
What triggers the login email to a new student or staff?
Login Email Sent to a New Student or Staff Trigger
This email is typically triggered when a student's details are saved in the system. However, for the email to be sent, the following conditions must be met:
The student must have a Student Number.
The student is not on Applicant status.
The student must have a recorded BirthDate.
The student's status should not be set as PERSON_PROSPECTIVE.
If your students are receiving their logins before their Orientation date, we recommend assigning them the status of PERSON_PROSPECTIVE during the import process if they are being brought into Paradigm from an external source. This practice helps in managing their access appropriately.
Paradigm Features
How to make a record Read-Only
Make a Record Read-Only
Refer to the instructions on this workflow: How to make a record Read-Only and check if the record that you want to be as read-only qualifies.
Does Paradigm have a Student Portal?
Student Portal
Students with an active login account are able to log in to the Student Portal, see Student Portal
Can students enrol themselves using Paradigm?
Students Enrolment using Paradigm
Yes, Paradigm has a configurable course plan which will allow students to enrol themselves via the Student Portal following defined course roles, see Manage Course Outlines for the instructions on how to build your Course Outline and Enrol via Course Plan for the instructions or process on how the Students can enrol into Units via the Course Plan screen.
Can Paradigm integrate with eCAF?
Paradigm Integration with eCAF
Paradigm has an API integration to send Ecaf invitations to students. For the system requirements, refer to this documentation: eCAF (Electronic Commonwealth Assistance Form) and for the workflows in Paradigm related to eCAF against a Student record, refer to this knowledge article: Student eCAF
Is it possible to get a notification that a student has filled out the eCAF?
eCAF Notification after Student Submission
After a student submits their eCAF application, we recommend using the Student > Bulk eCAF Edit screen to check the status of the submission related to their Course Enrolment.
First, search for eCAFs with a status of "Student Submitted".
In the results, select all relevant Course Enrolments and click the FETCH ECAF STATUS button to automatically check the eCAF status for each enrolment. The system will return the status and save it against the course enrolment. If the eCAF application is complete, the system will also extract the student's TFN and USI from the eCAF and save them against their record, if those fields are currently blank.
This process can save time and ensure that all eCAFs are properly tracked and updated in a timely manner.
Refer to the Bulk eCAF Edit knowledge article for more details.
Can Paradigm validate USI numbers?
Paradigm Integration with USI
Paradigm has an integration that can validate USI numbers directly via an external API. For the system requirements, refer to this documentation: USI (Unique Student Identifier) and for the workflows in Paradigm related to USI against a Student record, refer to this knowledge article: Verify USI
Can you filter which STATUS are shown on the Course or Unit Enrolment pages?
Hide Course and Unit Enrolment Statuses
You can set the Status Items to "Hidden" if you don't want them shown in your Course or Unit Enrolment pages. The Status Id that you need to search is this "ENROLMENT_STATUS". Refer to this guide on how to Hide a Status Item in Paradigm. NOTE that the Unit Enrolment and the Course Enrolment share the same list of possible status codes.
Can the Student's TCSI Loan Balance be viewed or checked in Paradigm?
Student Summary Update: TCSI Loan Balance
The Student Summary screen has been updated to display the current loan balance of the selected student in relation to their Total Loan Amount eligible for government reimbursement. This information can be found in the STUDENT DETAILS section, directly above the ACTIONS button. In the event that the current loan balance falls below 20% of the available loan amount, the corresponding field will be displayed in red and accompanied by an informational icon, serving as a visual indicator to staff of the student's low remaining loan balance.
Compliance
How to make a Unit Enrolment non-TCSI Reportable?
Creating a Non-TCSI Reportable Unit Enrolments
If you add Units (Unit Enrolments) to a Course Enrolment that is not TCSI reportable, they are not reported. e.g. A course called Audit that is associated with a Provider record that has no Parent Reporting Provider set, see How to make a Provider record a non-TCSI Reporting Provider.
You can also do the same with a Scheduled Unit by setting the Provider or Home Institution field to one that is not reportable to TCSI.
The system controls what is reported to TCSI by looking at the field Parent Reporting Provider and if that is a Provider with role TCSI reporting/HEIM Reporting (see Assign Roles to a Provider Record) then we submit the records.
How to report students exiting with a nested/included award?
Report Early Exit with a Nested/Included Award
To report to TCSI, refer to this workflow: TCSI Early Exit Awards. Then on the graduation screen, you should be able to choose the exit award. You might have to raise a help ticket to get the transcript/AHEGS changed so if that other degree is chosen, it uses that instead of the one the student is enrolled in. After you have done it, it would be good if you could look in the TCSI data entry and confirm if everything looks good.
How to stay compliant as a TCSI-Reporting Provider?
TCSI - Staying Compliant
We advise that you enact a policy to regularly check the following screens within Paradigm under the TCSI Reporting menu:
TCSI Errors
TCSI Bulk Push - Show records that need to be pushed to TCSI
TCSI Bulk Push - Show records that failed to push to TCSI
The best practice would be to ensure that at the end of each calendar week, each of these screens shows no records. Following this advice will ensure you meet the reporting timeline and deadlines as described by DESE on the TCSI support website.
How to re-enrol a student who was enrolled before 2021?
Re-Enrol a Student who was enrolled before 2021
For cases like this, you can refer to the following options when reporting the student's Course and Unit Enrolment records to TCSI:
OPTION 1 - You can edit the Course Enrolment Start date to 2021 - just for it to trigger submission of the Course Enrolment record to TCSI and revert it back to 2020 (original date) after it has been submitted and validated. After the Course Enrolment record has been validated, you can then resave each current Unit Enrolment record (if you already created them) to trigger a resubmission and validation.
OPTION 2 - You can leave the previous Course Enrolment record and just create a NEW Course Enrolment record.
Contact our Support Team if the above recommendations do not apply to your case.
What are the TCSI-required fields that students can enter?
TCSI-Required Fields Students Can Enter
The fields a student can fill in, which is generally something they will have to confirm on logging in:
usiStudentNumber
destE573 (Parent’s highest attainment)
destE574 (Parent’s highest attainment)
destE346 Country of birth code
destE347 Year of arrival in Australia
destE348 Language spoken at home code
destE316 (Aboriginal Torres Strait Islander)
destE612 Level left school
destE572 Year left school
Student Disability (plus a non-reportable specialNeeds Requirements field)
Student address details for Residential and Permanent Address details
Course Enrolment fields:
destE632 Australian Tertiary Admission Rank
destE605 Selection rank
destE620 Highest attainment code
destE575 Study reason code
destE576 Labour force status code
The screen will repeat for each enrolled course enrolment, where the values for the course enrolment fields have not been set yet.
Can be used to search for the element numbers so you understand what the student can set.
Anything not in those above lists, are provider-determined values, and should not be set by the student.
ie. The citizenship packet should be determined from the information you have gathered from the student.
The basis for admission should be set according to your admissions team.
The student status (destE490) should be set by your admissions team due to the nature of the values.
These fields will be visible depending on if the course is a VET course or a Higher-Ed course.
You can also choose to hide fields completely from the student, see Edit Form Fields.
Related Documentation: Student TCSI Edit, Course Enrolment: Student TCSI Edit, Citizenship Packet [E358]
Troubleshooting
Do you encounter error messages or issues while trying to manage your student-enrolment-related records (Students, Course Enrolments, Unit Enrolments)? Proceed to the Troubleshooting section.
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