TCSI Validation Errors Troubleshooting Guide (per Student Record)

Overview

This guide outlines how to troubleshoot student-related TCSI Validation Errors.

The instructions in the following workflows assume that the other supporting TCSI records (e.g. Campus/Provider, Course records) have already been submitted to TCSI and are currently marked with the status of TCSI Valid. If these supporting records are currently marked as TCSI Invalid then you will need to resolve those errors and ensure that the records achieve a TCSI Valid status before you attempt to follow the advice in this article. If the underlying records have an invalid status, the dependent records will not be able to progress from their invalid status.

The following workflows focus on each student record, beginning with the TCSI reportable student information, then progressing to course enrolments, and then to unit enrolments.

Government Reporting Element Labels

How to locate the TCSI Element/Code Numbers within Paradigm

There are two ways to find the exact location of a field in Paradigm for the matching TCSI Element/Code Number:

(1) Set the TOGGLE ELEMENT HELP menu

Click the TOGGLE ELEMENT HELP menu on the top right corner of the screen and enable the necessary government reportable fields: Avetmiss, HEIMS, TCSI. Click the SET button and then click the CLOSE button.

Once the Element Help is enabled, click the Edit Labels button.

The code numbers will be shown for each reportable field in Paradigm in a green block for TCSI elements and a purple block for VET elements. The same field may show different element numbers for each different Government system.

(2) Refer to the following Knowledge Base articles table:

• TCSI for Higher Education Providers
• TCSI for VET Student Loans

Validation Errors Helpful Links

We have collated some frequently occurring errors and our recommended resolutions for them. All you need to do is enter the error code number on this link: TCSI Validation Errors FAQs

You can also get help from the following government resource links:

• Webinar recordings
• Data Collections eNews and updates Newsletter
• TCSI Data Element Dictionary

Bulk Push: Order of Submitting Records

When submitting records in Paradigm in bulk using the TCSI Reporting > Bulk Push menus on the side, always push the records in the order that the groups appear on the screen, starting from the first record section that appears at the top of the screen, down to the UNIT ENROLMENTS section. This is important as the records that appear at the top of the screen have implications for the relationships they have with the other records that appear further down the screen.

For example:

When you navigate to the TCSI Reporting > Bulk Push menus, click in the box for the option Show records that need to be pushed to TCSI and click SEARCH.

This example search resulted in these groups being listed in the following order:

(1)

(2)

(3)

(4)

(5)

So in this scenario, when you submit your records to be validated by TCSI, you need to click the SUBMIT RECORDS buttons in the following order:

1. PROGRAM CAMPUSES

2. COURSES

3. STUDENTS

4. COURSE ENROLMENTS

5. UNIT ENROLMENTS

In this scenario, you cannot submit a unit enrolment for validation until you have a course enrolment that has already been successfully validated.

You cannot submit a course enrolment for validation until you have a student record that has been successfully validated, and the base course record that has also been successfully validated. The program campus record must also have been successfully validated.

Workflow

Follow these instructions (Steps 1- 4) in order to resolve TCSI validation errors:

Step (1) Load the Student Edit screen and Submit

These instructions will help you to resolve and validate all TCSI-required fields of a student record.

Before you begin these instructions, please make sure that the student record has the following:

• Student Number

• Date of Birth

• The Student record status is set as Active

• Home Institution is set to the main Higher Education Provider (HEP) or is set to a different HEP that has the main HEP listed as the parent Provider

• The student must be enrolled in a course with a Course Enrolment Status of Enrolled or the student must have a Tax File Number recorded.

1. Load the Student Edit Details screen in Paradigm (Student > Student Details > Edit Details)

2. Click the SAVE STUDENT button. This will trigger a submission and cross-validation of the student record to TCSI. After the screen has reloaded after your Save, check for any success or error messages at the top of the screen, shown as TCSI Response.

   1. Did any error messages appear?

      1. YES:

         1. Refer to the TCSI Validation Errors FAQs
         2. If you can’t find the error code on the FAQ page, raise a Support Ticket
      2. NO:

         1. Make sure that the student record Student > Summary: TCSI Last Validated Status field is now showing VALID. You can also check whether there is a value shown in the Student TCSI UID (the first field) on the student edit details screen (Student > Student Details > Edit Details)

         2. If the Student TCSI UID field is blank or the TCSI Last Validated Status field is now showing INVALID you will need to investigate and correct any error messages that were returned and repeat this step until the status is returned as Valid.

         3. Proceed to the next step to validate the student’s Course Enrolment Record

Step (2) Load the Student Course Enrolment screen and Submit

These instructions will help you resolve and validate all TCSI-required fields of a student course enrolment record.

Before you begin these instructions, please make sure that the student record has met the following criteria:

• The student must have a UID8 - Student Packet

• The course must have a UID5 - Course Packet

• The course enrolment must have a start date

• The course enrolment must have a course on-campus record

1. Load the Student Course Enrolment page, see Load Course Enrolment
2. Click the SAVE COURSE ENROLMENT button. This will trigger a submission and cross-validation of the student course enrolment record to TCSI. When the screen has reloaded after your Save, check for the success or error messages at the top of the screen, shown as TCSI Response.

   1. Did any error messages appear?

      1. YES:

         1. Refer to the TCSI Validation Errors FAQs
         2. If you can’t find the error code on the FAQ page, raise a Support Ticket
      2. NO:

         1. Make sure that the Student > Summary screen in the COURSE ENROLMENTS section shows the last column as VALID. You can also check whether there is a value shown in the Program Enrolment TCSI UID field in the student course enrolment details screen.

         2. If the Program Enrolment TCSI UID field is blank or the TCSI Last Validated Status field is now showing INVALID you will need to investigate and correct any error messages that were returned and repeat this step until the status is returned as Valid.

         3. Proceed to the next step to submit the Student’s Citizenship Packet and all other required fields/packets via the Student TCSI Edit screen.

Step (3) Submit the Student Citizenship Packet - Student TCSI Edit screen

These instructions will help you resolve and validate the student citizenship packet and all other required packets that can be added and submitted via the Student TCSI Edit screen.

1. Load the Student TCSI Edit screen (Student > Course Enrolment > Student TCSI Edit)

2. Edit or add information on the editable fields found on the page.

   • STUDENT DETAILS section

     • Local Address Details

       1. Are you of Australian Aboriginal or Torres Strait Islander descent?

       2. Level left school

       3. Year left school

       4. Year

       5. Highest educational attainment parent 1 (Required for domestic undergraduate students)

       6. Highest educational attainment parent 2 (Required for domestic undergraduate students)

   • COURSE ENROLMENT DETAILS

     • Editable Fields

       1. Funding Type

       2. TCSI Student Status code

       3. Highest Attainment Code

       4. HDR Thesis Submission Date (Hidden when not required)

       5. Higher degree by research primary field of research code (Hidden when not required)

       6. Higher degree by research secondary field of research code (Hidden when not required)

3. Click the VALIDATE VALUES button to check whether you have chosen valid values for the fields that have been changed. If you see any fields that are showing a red X, you will need to resolve these invalid choices before attempting to save the record. When you see green ticks for all fields that you have changed you can then click the SAVE DETAILS button to submit those details to TCSI for validation.

4. Scroll to the STUDENT: CITIZENSHIP section. If there are no records listed, click the NEW CITIZENSHIP RECORD button to create a new citizenship record. Enter all the required details for a student citizenship record. Note that this is also applicable to students who have changed their citizenship information.

5. After filling in the details, click the SAVE DETAILS button.

   1. Did any error messages appear?

      1. YES:

         1. Refer to the TCSI Validation Errors FAQs
         2. If you can’t find the error code on the FAQ page, raise a Support Ticket.
      2. NO:

         1. You should be able to see the TCSI validation details on the same screen if the submitted record has been marked as VALID.

6. Add all the other required reportable packets/fields on the same page (as necessary).

   • First Reported Address

   • Student: Disability

   • Student: Commonwealth Scholarship

   • Course Enrolment: Admission

   • Course Enrolment: Prior Credit

   • Course Enrolment: Specialisation

   • Course Enrolment: HDR End-User Engagement

   • Course Enrolment: Scholarship

   • Course Enrolment: RTP Stipend Amount

7. Proceed to the next step to check and validate each of the student’s Unit Enrolment records

Step (4) Load Each Unit Enrolment record and Submit

Before you begin these instructions, please make sure that the student record has met the following criteria:

• Only scheduled units that have a census date recorded will be pushed.

• Only units that have a unit type of Tuition Unit will be pushed.

• The student's Course Enrolment must have a UID15 - Course Admission Packet

• The scheduled unit provider record must have a postcode recorded

• The unit must have an EFTSL value - E339
• The unit must have a Unit of Study Code - E354
• The unit must have a discipline code - E464
• The scheduled unit must have a year-long indicator - E622
• The unit enrolment start date must have a value - E600
• The unit end date must have a value - E601
• The unit enrolment status must have a value that is mapped to a specific Paradigm status value - E355
• The Campus record must have a UID2 - VET Only

Refer to the following Knowledge Articles to find out the location of fields for the above TCSI element numbers in Paradigm:

• TCSI for Higher Education Providers
• TCSI for VET Student Loans

1. Load the Unit Enrolment page, see Edit a Unit Enrolment Record
2. Click the SAVE UNIT ENROLMENT button.

   1. Did any error messages appear?

      1. YES:

         1. Refer to the TCSI Validation Errors FAQs page
         2. If you can’t find the error code on the FAQ page, raise a Support Ticket.
      2. NO:

         1. Make sure that the student unit enrolment record listed on the Student > Summary screen in the UNIT ENROLMENTS section shows the last column as VALID. You can also check whether there is a value shown in the TCSI Unique Identifier field on the unit enrolment screen for that unit enrolment, in the TCSI INFORMATION section.

         2. If the TCSI Unique Identifier field is blank or the TCSI Last Validated Status field is now showing INVALID you will need to investigate and correct any error messages that were returned and repeat this step until the status is returned as Valid.

         3. Repeat the same steps for all the other unit enrolment records until the records are valid.

NOTE:

All Unit Enrolments related to a Course Enrolment must be updated with a correct final outcome for the unit before you attempt to report a final outcome for the Course Enrolment.

Using different words, it is not possible to set a final outcome for a Course Enrolment, if the Unit Enrolments within it do not yet have a final outcome status value.