Enrol Students in Courses or Scheduled Programs
This page will provide you with instructions on how to enrol students in Courses or Scheduled Programs in Paradigm.
Overview
Enrolling students in Courses or Scheduled Programs can be done in a lot of different ways. If you are using the Online Applicant Portal, the student can enrol on courses via that portal. In Paradigm, there are also different options for you on how to enrol students on courses depending on your requirements. This knowledge article will provide the workflows on how you can enrol students into courses within Paradigm.
Course Enrolment Sections
Enrolling students within Paradigm can be done via the following sections:
QUICK ADD STUDENT COURSE section - adding a course enrolment in the fastest way possible by selecting just the Course Name. You might need to enter more details on the Course Enrolment record if it's a government reportable record.
ADD STUDENT COURSE ENROLMENTS section- enrolling students this way will let you choose multiple courses with the same initial default values on Start and Expected End Dates, Enrolment Status, Home Institution, Contact Mode, Full/Part-Time, Funding Type, and Fee Type. If the Courses are paid not by units, you can also set the Fee Amount, Course Length in weeks, and the First Fee Payment Amount received from the student.
TRANSFER STUDENT COURSE section - For cases when you need Course and Unit Enrolment records transferred from one course to another of the same student or to another student record. This section does carbon copy the details, thus, it's not advisable to be used for government reportable records. This section is designed for non-reporting Providers. Check the workflows below.
SCHEDULED PROGRAM LIST section - If you are using Scheduled Programs, you can use this section to enrol students into courses. This section is designed so you can link a course to scheduled units and enrol students with one click. You can also enrol a bulk list of students if you are using Scheduled Programs, see Enrol a Bulk List of Students in a Scheduled Program
Enrolling students in courses can also be done in bulk and via API integration depending on how your current course enrolment records sit.
Refer to the workflows below for the instructions.
Prerequisite Records
Prior to enrolling students into courses, the following are assumed to be true:
The Base Course records that you want to enrol students into already exist, see Add Base Unit.
The Time Periods have been configured properly, see Time Periods: Enrol Students in Courses Requirements
The Scheduled Programs where you want to enrol students already exist (if you are using Scheduled Programs) also make sure that the Scheduled Units are linked to the Course if you want to include units upon enrolment, see Link Scheduled Units to a Scheduled Program.
The Student records whom you want to enrol into the Courses or Scheduled Program.
Workflows
Numerous methods are available for adding Course Enrolment records to the system. Please select the workflow below that best aligns with your current business needs.
WARNING:
All Higher Education Students must have all detail fields completed to ensure a fully compliant and reportable student record, even if the student is not accessing the HELP loan system.
Add Course Enrolments in Bulk
Contact our Support Team to discuss more details on the requirements when adding Course Enrolment records in bulk. This option is applicable if you have a customised list of required fields that you need to set as default when students are enrolled in the Course. The fields available when adding a Course Enrolment record to the system can be found on the Course Enrolment Record Type page.
If you know the Import Wizard menu, you can find the template and notes for importing Students' Course Enrolment records in the system here. You can also check a brief import demo here.
Enrol a Bulk List of Students in a Scheduled Program
This option is applicable if you are using Scheduled Programs or Course Offers. A bulk list of students can be enrolled on a Scheduled Program. The default Course Enrolment fields are inherited from the Scheduled Programs set field.
Refer to the Enrol a Bulk List of Students in a Scheduled Program for instructions.
API Integration
Refer to this documentation - Paradigm API Integration. Contact our Support Team to discuss more on this option.
Transfer Course Enrolments
If you have existing Course Enrolments that you want to transfer to another course by copying the same details except for the Early Exit workflow below, refer to the following workflows for the instructions and check if transferring is the best way forward considering the implications.
Add a Course Enrolment Manually
The instructions below only focus on manually adding a Course Enrolment record directly in Paradigm.
Load the student’s record, see Search a Student record.
After loading the student’s record, choose the Student > Course Enrolment > Course > Add Courses menus on the side.
Enrolling students within Paradigm can be done via the following sections:
QUICK ADD STUDENT COURSE section
NOTE:
To see a demo of how to enrol a student in a course via the QUICK ADD STUDENT COURSE section, check out the sample GIF workflow here.
In the Enrol Student in the following Course: field, click the dropbox to choose the Course Name.
Click the ADD COURSE button. You might need to enter more details on the Course Enrolment record if it's a government reportable record, see Course Enrolment Record Type.
ADD STUDENT COURSE ENROLMENTS section
NOTE:
To see a demo of how to enrol a student in courses via the ADD STUDENT COURSE ENROLMENTS section, check out the sample GIF workflow here.
Fill out all the required fields in the form. In the image below, all fields inside the red boxes are required to be filled out. Refer to the table under the Course Enrolment Record Type which will give you a brief description of all the fields you can find when enrolling a student into a course in Paradigm using this section (fields with * are required).
Select one of the following buttons to save the course enrolment accordingly:
ADD COURSE ENROLMENT button - Use this button if you will enrol a student on only one course (if you’ve only selected one from all the options under the Enrol into Courses field).
ADD COURSE ENROLMENT(S) button - Only applicable if you are doing package enrolment (Nested Awards). If you’ve only selected two or more courses from all the options under the Enrol into Courses field.
ADD COURSE ENROLMENT(S) NOT USING SEMESTER DATES - Applicable if you are not using the standard Tuition Fee Type for your Units, e.g. Course Fee Tuition Type.
BE ADVISED:
Please feel free to contact us to discuss more on this feature or hide these buttons if this feature is not applicable to your current business or institution’s needs.
SCHEDULED PROGRAM LIST section
NOTE:
To see a demo of how to enrol a student in a Scheduled Program with Units via the SCHEDULED PROGRAM LIST section, check out the sample GIF workflow here.
This section is applicable if you are using the Scheduled Programs in the system, see Add a Scheduled Program. You also have the option to link your Scheduled Units to the Scheduled Program for a much faster way of enrolling individual students on courses and units, see Link Scheduled Units to a Scheduled Program and Enrol a Student in a Scheduled Program with Linked Units.
In the example screenshot above, the course MITS has no linked Scheduled Units, thus, it's only giving you the option to ADD COURSE - if selected, it will enrol the student to the Scheduled Program MITS.
The BAComSCi course has linked Scheduled Units, thus, the action button to ADD COURSE & UNITS is available - if selected, it will enrol the student to the Scheduled Program BAComSci and 4 of its Linked Scheduled Units, see Enrol a Student in a Scheduled Program with Linked Units.
Another scenario would be only an option to ADD UNITS if the student is already enrolled on the Scheduled Program but not on its linked Scheduled Units yet.
WARNING:
After clicking the ADD COURSE & UNITS or just the ADD UNITS button, take note that a student will not be successfully enrolled on the Course and Scheduled Units if there are TCSI reportable fields that are missing from the following related records: Student record, Scheduled Program, and Scheduled Units.
Lastly, proceed to the Student TCSI Edit screen to submit TCSI Required fields related to the student's Course Enrolment.
Compliance Fields via Student TCSI Edit screen
Refer to the Student TCSI Edit screen knowledge article for a list of the fields that are TCSI-reportable.
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