The Document Verification Service (DVS) ensures an exact match between an individual’s key identity details entered into the USI Registry System and those on the identification document being used.
The DVS Override function within the USI Registry System recognises that a small minority of people eligible for a USI may not have been issued, or have been precluded from receiving, a DVS proof of identification document, and provides an alternate process for this group of people to create a USI.
Close matching of name details is very important to the integrity of the national training data collection and the ability to link the training records of an individual across their lifetime. Small variations in how an individual records their name are common and could lead to the creation of duplicate accounts and the omission of training records in their USI Transcript. Close matching to an official record of the person’s name through DVS or by cross checking minimises this risk.
Where education or training providers are using DVS Override to create a USI on behalf of a student, they will need to use an alternative identification document. It is critical that education or training providers ensure they are transcribing the name of the student into the USI Registry system exactly as it appears on the form of identification. There must be an exact match between the USI account and the identification to ensure a unique account is created, and an individual’s transcript is accurate.
Alterative Identification documents that are deemed suitable for this purpose are listed below.
Proof of Age Card
Proof of age cards are issued on application to individuals 18 years of age or over by state and territory authorities and carry a photo of the holder. They are known by different names in the various jurisdictions as follows:
- Photo Card (NSW)
- Proof of Age Card (VIC)
- Adult Proof of Age Card (QLD)
- Proof of Age Card (WA)
- Proof of Age Card (SA)
- Personal Information Card (TAS)
- Evidence of Age Card (NT)
- Proof of Age Card (ACT)
As proof of age cards are a form of photo ID, if they are current they are sufficient for the purpose of applying for a USI via an education or training provider that uses DVS Override. Photo ID cards will always include the student’s full name and date of birth.
Additional information on proof of age cards and their issuing authorities’ requirements can be found at www.australia.gov.au.
Other Acceptable Photo and Date of Birth Identification
Other acceptable types of photo identification that can be used in its own right for the purpose of a USI application include the following:
- Current shooter or Firearm licence if showing signature, date of birth and photo of the applicant.
- Security licence, current security protection industry or crowd control licence if showing signature, date of birth and photo of the applicant.
- Defence Force Identity Card issued by the Australian Defence Force, showing name, date of birth and photo or signature.
- Other Licence such as a current Commonwealth, state or territory licence for coxswain, boat or aircraft showing photo of the applicant, date of birth and same address as application.
Other Acceptable DVS Documentation
Other acceptable documentation that does not normally carry a photo of the applicant is listed below.
- Defence Discharge Papers stating date of birth and address.
- Australian Divorce Papers in the applicant’s name/former name for a name change amendment only.
- Australian Marriage Certificate issued by a state or territory government agency in the applicant’s name.
- Name Change—Legal Australian change of name certificate or Australian deed poll certificate. Most Australian Name Change documents now verify through the DVS System.
- Utility Account/Rates Notice —a paid utility account (for example gas, water, electricity or phone) in the applicant’s name/former name and same address as application, less than 12 months old.
- Taxation Notice of Assessment in the applicant’s name/former name and address less than 2 years old.
Students who do not have standard forms of identity
The OSIR understands some students may not have had their birth registered and/or have access to standard verifiable identification documents.
Students who are currently sentenced or on remand within a correctional facility may not have access to standard verifiable identification documents. With consent from the student, training organisations may create a USI on behalf of an incarcerated student using the Incarcerated Students Evidence of Identity Form. The form also allows the student to authorise a correction/education officer to act on their behalf when engaging with the OSIR to verify, amend and/or create a unique student identifier.
Some indigenous students may not have had their birth registered with a Register of Births, Deaths and Marriages. The Aboriginal and Torres Strait Islander Peoples Evidence of Identity Form allows students to provide all necessary information, in lieu of standard verifiable identification, for training organisations to create a USI on their behalf.
For DVS and student ID troubleshooting hints and tips, refer to our DVS, Override function and student ID troubleshooting fact sheet.
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