RTO Transcript Information Pack
USI Transcript Activation May 2017
Implementation of the Unique Student Identifier (USI) initiative commenced in the last quarter of 2014 and formally came into effect on 1 January 2015.
The USI initiative is about strengthening data collection and improving transparency and accountability in the VET sector.
It was established under the Student Identifiers Act 2014 (the ‘Act’) and subordinate legislation. The Student Identifiers Registrar (the ‘Registrar’), a statutory office holder within the Commonwealth Department of Education and Training, is responsible for implementing the initiative and is assisted by the USI Office.
Under the Act, Registered Training Organisations (RTOs) must not issue VET qualifications or statements of attainment to individuals who have not been assigned a USI from 2015 for all nationally recognised training that is not exempt.
RTOs must collect and verify USIs from students they enrol and include them in the training activity data they are required to submit regularly in accordance with the Standards for RTOs 2015, as well as in accordance with any contractual or other arrangements with state or territory training authorities.
The first phase of the implementation that involved creation of USIs has been successfully completed with over 6.8 million USIs created to date. The second phase of the implementation involving the launch of the USI Transcript Service is scheduled for late May 2017.
Once the USI Transcript Service is activated, students will be able to view their training records online for all non-exempt nationally recognised training undertaken after 2015, by logging into their USI account.
It is important that RTOs understand what will and will not be included in a USI Transcript. This will enable them to handle queries from their students. It is also important that RTOs understand the process for updating a student’s USI Transcript if necessary.
The USI Office has developed a suite of resources to assist RTOs, students and other stakeholders to better understand and use transcripts including: a checklist, factsheets and short instructional videos. These and recordings of relevant webinars are all available on the USI website at www.usi.gov.au. In addition, the USI Office issues regular RTO Bulletins advising about the latest USI developments. RTOs who do not receive it can subscribe to it, by visiting the USI website.
The following Frequently Asked Questions cover some of the key messages in relation to the activation of the USI Transcript Service. RTOs should familiarise themselves with them in preparation for the launch. An ‘RTO Readiness Checklist’ and a list of key resources with relevant links are also provided with this Information Pack.
What should a transcript include?
The Student Identifiers Regulation 2014 specifies what must be included in an authenticated transcript. A sample transcript is provided on the website. A transcript will show the:
- student’s name
- date the transcript was prepared
- the name and identifier of each VET qualification completed after 1 January 2015
- the issuer of each VET qualification completed after 1 January 2015
- name and identifier of each unit of competency or module of a VET course studied after 1 January 2015 and reported by the RTO through AVETMISS
- date the unit or module was commenced and completed
- name of the RTO that delivered the training
- source of funding for the unit or module
- the outcome for each unit or module
What will a transcript not include?
USI Transcripts will not include:
- training that is not nationally recognised
- nationally recognised training that was completed before January 2015
- training that has not yet been submitted by the RTO or State Training Authority, for example recent training activity to the national VET collections
- training activity for a student who has not provided their USI to their RTO
Will a transcript show current training?
At this stage a transcript will only show training undertaken in 2015 and 2016 for which an RTO submitted information to the national VET collections.
How do I view a student’s electronic transcript?
You can only view the transcript via the USI Organisation Portal. You can view a student’s transcript if they have set their access controls to give you permission in their USI account.
What system access do I need to view transcripts?
You will need to be able to access the USI Organisation Portal. This means that you must have a standard AUSkey.
Can RTOs view any student’s transcript?
You will be able to view the transcript of any student who has set the access controls in their account to include your organisation.
If the student has not set their access controls to include your organisation, you will not be able to see the student’s transcript.
If a student has set their access controls to allow you to view their electronic transcript, you will always be able to see the full transcript and all reported VET training – even if they undertook the training with another training provider.
What is a partial transcript?
A partial transcript allows students to create or download their transcript with only selected training information. As transcripts get longer over time, it will enable students to adjust the range of training activities displayed according to specific needs and purposes e.g. applying for a job or seeking credit transfers for further training.
What should I do if a student calls to say they cannot see their training delivered by an RTO?
You should check your records to confirm:
- the training is nationally recognised and delivered by you
- the correct USI was recorded
- the training was undertaken in or after 2015
- the training was reported correctly in AVETMISS
- that the student or training does not have an exemption
For more assistance with answering student queries in relation to inaccurate transcripts refer to the Training Organisation Quick Guide Series – USI Transcript Service ‘Inaccurate transcript’ questions from students’ fact sheet.
What is the USI Transcript Update Tool?
USI Transcripts can only present training that has been submitted to the national VET collections or which should have been submitted.
The USI Transcript Update Tool allows RTOs to edit, add or delete records to address errors or omissions in previous submissions.
It will not be an alternative to AVETMISS reporting but will enable training organisations to correct records relating to nationally recognised training activity that cannot be updated using the standard data submission process.
How does the USI Transcript Update Tool work?
The USI Transcript Update Tool Guide provides instructions about how to access and use it. A fact sheet about the USI Transcript Update Tool and the AVS User Guide (section 5 refers to the Update Tool) provides more information.
Do I need to update my SMS if I make an update using the Transcript Service Update Tool?
Any updates made using the USI Transcript Update Tool should match data stored in your SMS.
In future, when current year data is made available via the USI Transcript Service, it will be important to update your SMS every time you use the Update Tool so that your subsequent submissions to the national VET collections do not overwrite the updates made by the USI Transcript Update Tool.
When can RTOs use the USI Transcript Update Tool?
RTOs can use the USI Transcript Update Tool to update records submitted in previous collection years or for records submitted in the current year, to the national VET collections, where the collection window has closed.
Can RTOs use the USI Transcript Update Tool to report new records rather than use the AVETMISS reporting process?
No. RTOs must continue to meet the AVETMISS reporting requirements in accordance with Standard 7.5 of the Standards for RTOs 2015. RTOs will not be able to use the USI Transcript Update Tool as an alternative to AVETMISS reporting requirements. Use of the USI Transcript Update Tool will be monitored by NCVER, VET Regulators and funding bodies.
When will corrected records show in the transcript?
Generally, the transcript will show the updated record within a few days of the update being made via the USI Transcript Update Tool. However, updates using standard AVETMISS submission process will take longer in accordance with their reporting cycle.
How will I know that the update has been made?
When NCVER has uploaded the update to the transcript database, an email message advising of the change will be sent to the RTO that made the change, the Student Identifiers Registrar, and in some cases, the relevant State Training Authority or Board of Studies.
It is the RTO’s responsibility to advise the student that their transcript has been updated.
Can RTOs view the transcript to ensure the update has been made?
You will be able to view the transcript of any student who has set the access controls of their account to include your organisation. If the student has not set the access controls to include your organisation, you will not be able to see the student’s transcript. You will need to ask your student to provide this access or as an alternative you can ask the student to print a copy for you.
Can RTOs update records lodged by another RTO if requested by a student?
No. RTOs will only be able to update records for training they delivered. If a student requests that you update a record lodged by another RTO, the student must request the RTO that lodged the original record to correct it.
What should I do if the USI is inactive, suspended or deactivated?
RTOs should call the Student Identifiers Office on 1300 857 536 or email email@example.com
I know I correctly reported the training outcome and student USI, but the student still cannot see their transcript – what do I do?
RTOs should call the Student Identifiers Office on 1300 857 536 or email firstname.lastname@example.org