Can training providers view any student’s transcript?Close the Can training providers view any student’s transcript? FAQ item.
You will be able to view, via the Organisation Portal, the transcript of any student who has given your provider permission from within their USI account.
What is a partial transcript?Close the What is a partial transcript? FAQ item.A partial transcript allows students to create or download their transcript with only selected training information within their account. This enables students to tailor their transcript according to specific needs and purposes such as providing evidence of their skills when applying for jobs. Students can also give access to training providers to view their transcripts online for enrolment purposes. However, training providers, if given permission to view transcripts online, will always view the full transcript
What information is included in a transcript?Close the What information is included in a transcript? FAQ item.
All nationally recognised training including nationally accredited training reported by training providers will appear on a USI Transcript. The USI Transcript should include the following information:
- The full name of the USI account holder (this is the only information drawn from the USI account)
- The name of all the nationally recognised training completed or commenced since 2015 and available as part of the national VET collection. The full list of available annual and quarterly data that is currently included in a transcript is shown in the USI Transcript - Available Data information box at the top of this page.
- The name of all units of competency and modules in which the individual enrolled and
- their outcome, for example whether the competency was achieved or not;
- the training providers that delivered them;
- the date they were commenced and completed; and
- an indication of their source of funding that is, whether individuals paid for their own training, or received training that was subsidised by government.
Training providers report either quarterly or annually to the national VET collections, so there will always be a time lag in displaying recently completed training. Therefore, USI Transcripts should be read in conjunction with other evidence of training.
Where does the transcript information come from?Close the Where does the transcript information come from? FAQ item.
The information in the USI transcript comes from the training data that each training provider submits either directly or through their State Training Authorities, to the national VET collections which are managed by the National Centre for Vocational Education Research (NCVER). Training providers must submit this data at least once a year, although many submit it more frequently, especially when they deliver training paid for by government. Training providers who report via their State Training Authorities (STAs) should note that the STAs only report quarterly to NCVER.
Will the information in transcripts always be complete or accurate?Close the Will the information in transcripts always be complete or accurate? FAQ item.
The transcript should include details of all non-exempt nationally recognised training completed or commenced since 2015 and available as part of the national VET collection. The full list of available annual and quarterly data that is currently included in a transcript is shown in the USI Transcript - Available Data information box at the top of this page.
If information about training completed from 2015 onwards is not shown, it may be because the training organisation has:
- an exemption from reporting the training,
- not included the USI in the data reported, or
- not reported any data.
Where confirmed errors or omissions are brought to their attention by students, training providers will be expected to resubmit correct data at the earliest opportunity to enable USI account holders to receive a complete transcript.
On rare occasions, incorrect or incomplete transcripts may also be the result of individuals having more than one USI. USI account holders or training organisations should advise the USI Office as soon as possible if they think that this may have occurred.
Note - Training providers can use the USI Transcript Update Tool to update records on a USI Transcript where the subjects and programs are listed on training.gov.au (TGA). This means that there are a small number of accredited units/modules that are not on TGA which cannot be updated using the tool.
How do I view a student’s electronic transcript?Close the How do I view a student’s electronic transcript? FAQ item.
If you would like students to give you permission to see their transcript online you will need to ask them, it is not automatic. You can view a student’s transcript online only if they have set their access controls in the Student Portal to give you permission. You can only view the transcript via the USI Organisation Portal.
What system access do I need to view transcripts?Close the What system access do I need to view transcripts? FAQ item.
You will need to be able to access the USI Organisation Portal. This means that you must have an AUSkey (standard AUSkey).
Will transcripts be an acceptable form of proof of training to award credit transfers?Close the Will transcripts be an acceptable form of proof of training to award credit transfers? FAQ item.
Yes. USI Transcripts have the same status as paper qualifications and statements of attainment issued by training providers for credit transfer purposes.
Direct access to a USI Transcript via the USI Organisation Portal will provide additional assurance that information presented is that reported by the relevant RTO to the national VET collection.
If you have any concerns about the authenticity of training information contained in a USI Transcript you should contact the relevant training provider in the first instance. If you require further assistance, you can contact the USI Office by emailing USI@education.gov.au or calling 1300 857 536.