Student Files
Overview
It is a TESQA and HESA requirement that students have a single file with all of the data that pertains to them accessible as required regardless of whether it is in an electronic file or a paper-based file.
In Paradigm, documents can be saved directly against the student's record eliminating the need for a paper-based filing system. The file is located in the side menu Student > Files. This is then divided into sections to house documents, files, and records. Each section can be renamed and ordered depending on the Institution's needs.
Some basic ones are initially set up. These can be added to or edited.
Category | Suggested Purpose options: |
Application / Admission Files | Correspondence |
Enrolment files | Student letter |
Correspondence files | Application / Admission |
Official Documents | Forms |
Final Grades / Assessment Files | RPL / Status |
RPL / Status / Credit transfer Files | Medical |
Finance Files | Official documents |
Library File | Library |
Higher Research /Ethics Committee files | Enrolment |
BE ADVISED:
The Student files should be treated with the same confidentially a paper-based file would be given and access granted only to those levels of staff that require access.
In attaching a file, you will also be prompted to enter the purpose of the file. Purposes in Paradigm can also be configured. This knowledge article will provide a workflow on how to upload a file to a student record and add and edit categories and purposes to a student file section in Paradigm.
Add | Edit a File Category
Refer to the Edit Code Items documentation for more details on adding, editing, and hiding code items in Paradigm. The Code Type Id to edit is "CONTENT_CAT_STUDENT".
Add | Edit a File Purpose
Refer to the Edit Code Items documentation for more details on adding, editing, and hiding code items in Paradigm. The Code Type Id to edit is "CONTENT_PURPOSE".
Student Number of Files
The count of files visible within the shortcut tab and on the Student Summary screen specifically tallies the number of files associated with the individual student's record. Files uploaded for each Course Enrolment are not factored into this count. To access a comprehensive list of all files, encompassing both student-related and course enrolment-related documents across different categories, please go to the Student > Files menu.
Upload a Student File
Load the Student record, see Search a Student record.
With the Student record loaded, navigate to the Student > Files menus on the side. Alternatively, go to the Number of Student Files field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen.
Another way to navigate to the Student Files screen is by clicking the Student Profile above the Dashboard menu and choosing the Files menu.
The student file section contains all the possible file categories you can attach to the student record and the non-modifiable files that are associated with course enrolments. Choose the correct category, depending on the type of file you want to attach, and then click the ADD FILE ATTACHMENT button.
NOTE:
A new feature on this screen will now let you attach bulk files by simply dropping the files that you want to attach to the file category where you want them saved, more details are below.
If the file that you are going to attach does not belong to any of the categories, see the above: Add | Edit a File Category.
In the EDIT FILE ATTACHMENT section, fill out the required fields. Refer to the Student File Attachment Fields Record Type for a description of each field.
Data-Entry Notes:
Permission Level - Set this to the minimum access level or security group that can access the file attachment. This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment.
Upload File - Click the Choose file button to upload your file
Click the SAVE FILE ATTACHMENT button to save your attachment.
NOTE:
The SAVE FILE ATTACHMENT AS NEW REVISION button can be used if you want to keep track of the revision number of the file being attached to the system.
Edit a File Attachment
To edit a file attachment, load the Student record, see Search a Student record and navigate to the Student > Files menus on the side. Alternatively, go to the Number of Student Files field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen.
Go to the category of the file that you want to edit and click the EDIT button (pencil icon) against the file attachment
Edit the required fields and upload a new attachment as required. Click the SAVE FILE ATTACHMENT AS NEW REVISION if you want to retain the original file attachment details and the attached file. Choosing to save using this button will save another file attachment record with the new details and deactivate the previous version.
Attach Student Files in Bulk - Drag-and-Drop
Refer to the following considerations when it comes to attaching student files in bulk using the drag-and-drop method:
Some file types are not permitted, e.g. .exe files
Depending on how your Paradigm site is configured - there should be a limit of about 80MB on any uploaded file, contact our Support Team if you have specific requirements to discuss
You can upload multiple files at once - if one of them fails, the rest should continue and errors are reported back on the screen accordingly
After the upload, the file details will be updated accordingly - noting that the default set permission level is set to Staff access.
You can watch the video below for the demo on how to attach Student Files by simply just dragging and dropping:
Delete File Attachments
To delete a file attachment, load the Student record, see Search a Student record and navigate to the Student > Files menus on the side. Alternatively, go to the Number of Student Files field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen.
Go to the category of the file that you want to delete and click the EDIT button (pencil icon) against the file attachment
In the EDIT FILE ATTACHMENT section, set the Status to Deleted and click the SAVE FILE ATTACHMENT button.
After setting the Status to Deleted, FULL ADMIN users have the option to completely delete the file from the system by clicking the DELETE FILE FROM FILESYSTEM button. Note that clicking this button permanently deletes the file from Paradigm.
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