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Transcript FAQs for RTOs

VET Transcripts are drawn from data submitted to Australian Vocational Education and Training Management Information Statistical Standards (AVETMISS) and collected by National Centre for Vocational Education Research (NCVER).

RTOs can make corrections to the information stored in the national VET collections using the USI Transcript Update Tool administered by NCVER.

RTOs can use the Transcript Tool to

  • add a missing USI
  • add training against a USI that had not been submitted to the national VET collections
  • fix an incorrect course, unit and/or training outcome.

The USI Transcript Tool is not a substitute for AVETMISS reporting. It is only used for updating VET transcript errors and omissions outside the normal collection window periods.

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For an RTO to be able to access a student's VET transcript, the student will need to give permission by logging into their USI account via the Student Portal.

Refer to our webpage on how to give access to providers.

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As an RTO, collecting and reporting your students’ USI numbers is required under Commonwealth legislation and a condition of your registration.

The USI is a mandatory data element of the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS). The National Centre for Vocational Education Research (NCVER) manages AVETMISS and administers the National VET Provider Collection.

Government funded training providers report to NCVER quarterly.

Fee for service RTOs are required to report annually to NCVER, but can elect to report quarterly.

Visit our webpage for detailed information on your reporting requirements.

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A provider can be exempted by their regulator from the need to collect and submit AVETMISS compliant data. 

Under section 5.3 of the National VET Data Policy, this can be on the grounds that submission of such data would:

  • conflict with defence or national security legislation
  • jeopardise the security or safety of defence, border protection, customs, national security or police personnel.

Visit our webpage for detailed information on exemptions from reporting the USI.

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You must have permission from students to access their VET Transcript. Find out more about permissions.

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To access the USI Transcript Update Tool, you must be registered for AVS.

The web based AVETMISS Validation Software (AVS) is a file validation and data submission system designed for Registered Training Organisations (RTO) and agencies to:

  • provide data to the national VET collections
  • submit USI transcript additions
  • register nil returns for a collection period.

If you submit AVETMISS data directly to NCVER, you are registered to use AVS.

Those submitting via state training authorities and boards of studies may not already be registered.

Follow the instructions on the NCVER website to register.

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The USI Transcript Update Tool allows you to make corrections to data previously reported by you to the national VET collections. 


The Tool allows you to edit, add or delete records, in cases where there have been reporting errors.

Updated information will be reflected in the student’s VET Transcript and training organisations must notify their students once confirmation has been received from NCVER that a correction has been made.

Your RTO can only use the USI Transcript Update Tool to update your students’ training activity for past collections.

The USI Transcript Update Tool does not allow you to edit or add records which have an Activity Start Date within the current collection year. These records should be corrected/added in the next VET data collection via usual AVETMISS reporting mechanisms.

While we provide clear information to students on what is included and excluded from their VET transcript, some students may request changes which you cannot make (e.g. changes to training delivered by another RTO. 

If you are not able to make the requested changes, you can suggest to the student that they use their qualification/statement of attainment as proof of their VET.

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You will benefit from having permission to view a student’s transcript for the purpose of:

  • enrolment
  • assessing credit transfers
  • conducting entitlement assessments
  • troubleshooting transcript errors.

It is optional for students and they can remove or modify permissions at any time.

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A student’s USI transcript contains training outcome data submitted to the national collection by the student’s Registered Training Organisation(RTO) as a true record of the training undertaken by the student since 2015. This includes completions and non-completions.

A student’s VET transcript accessed directly online by the RTO is a valid way to authenticate the training undertaken by a student. This action is the equivalent of phoning the issuing RTO.

The Australian’s Skills Quality Authority has updated the Users’ Guide to the Standards for RTOs 2015 which provides helpful information and tips for compliance. Clause 3.5 of the Guide now identifies ‘authenticated VET transcripts issued by the Registrar’ as evidence of credit to learners for units of competency and/or modules.

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The following online verification details will be included at the bottom of the VET transcript:

  • a unique URL link with an alpha-numeric document number for third parties to securely view an online version of the downloaded VET transcript
  • the date the downloaded VET transcript will expire.

The PDF transcript can be shared electronically (via email) or printed and provided as a hardcopy to a third party. The recipient of the VET transcript can use the unique URL link and alpha-numeric document number to verify the VET transcript online.

Third party verification must take place before the expiry date selected by the student.

Students can create more than one VET transcript at a time with different training records on each transcript.

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Follow these steps to view the VET transcript online as a third party:

  • click on the unique URL link at the bottom of the electronic PDF (or manually enter the URL into a browser)
  • when the Authenticated Transcript screen appears, enter:
    • the student’s full name as it appears on the transcript in the Name field
    • the unique alpha-numeric document number in the Document Number field.
  • read and agree to the privacy terms and conditions, then select View Transcript to view an authenticated online version of the transcript
  • when the third party has viewed the VET transcript online, the student is notified either by email, SMS or letter (this will be determined based on how the student has chosen to receive notifications from the Office of the Student Identifiers Registrar)
  • where a third party attempts to view an online VET transcript after the expiry date or after the student cancelled it, the third party will not be able to view it and will receive a system message that the VET transcript is no longer available.

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Training organisations must ensure the security of USIs and all related documentation under their control, including information stored in Student Management Systems. Find out more about privacy.

Find out more about accessing the USI Organisation Portal.

Please note that students can create a transcript extract. Training organisations cannot.

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VET transcripts are drawn from the data submitted to the national VET collections held by the National Centre for Vocational Education Research (NCVER).

Training organisations can make corrections to the information stored in the national VET collections using the NCVER USI Transcript Update Tool. This tool is managed by NCVER.

Training organisations can use the NCVER USI Transcript Update Tool to:

  • add a missing USI
  • add training against a USI that had not been submitted to the national VET collections
  • fix an incorrect course or unit
  • fix an incorrect training outcome which was incorrect at the time of reporting.

Login to your organisation’s AVETMISS Validation Software (AVS) account.

The AVTEMISS Validation Software (AVS) should be linked to the following: https://avs.ncver.edu.au/avs/.

If you do not already have an account, register for AVS with NCVER.

For assistance, contact the NCVER Client Support team on: 1800 649 452.

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The USI Transcript Update Tool is not a substitute for AVETMISS reporting. It is only used for updating VET transcript errors and omissions outside the normal collection window periods.

To ensure the student’s data remains consistent, any updates/changes made with the USI Transcript Update Tool, must also be updated/changed in the training organisation’s Student Management System (SMS).

Important facts:

  • if you are already registered to use AVS, ensure that your account has the correct user roles
  • the VET Regulator(s) may be notified of any updates you make
  • for updates made to state funded or VET in schools training activity, email confirmation will also be sent to the relevant administering State Training Authority or Board of Studies
  • email confirmation from NCVER advising that your updates have been applied may take a few days
  • only Data Submitters, Primary Contacts and Organisation Administrators have the right to make a VET transcript update
  • training organisations must be registered with AVS to be able to access the USI Transcript Update Tool. Registration is open to all training organisations and is free
  • you cannot edit or delete details of another training organisation
  • training organisations must advise their student when the update has been made

Get help with the USI Transcript Update Tool.

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Training organisations can only make corrections or update records of training that they have delivered and actioned via the USI Transcript Update Tool. They cannot change the training records completed at a different training organisation.

If the issuing training organization is no longer operating, the relevant VET regulator may be able to assist in some circumstances.

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There may be occasions where some information on a VET transcript is inaccurate or incomplete. Find out more about inaccurate or incomplete VET transcripts.

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Training organisations should check our website and the Organisation Portal for notifications. The USI system may be temporarily unavailable for maintenance purposes.

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The VET transcript reflects what is submitted by you in your last AVETMISS submission, therefore, the finished outcome will be visible in the transcript only after your next AVETMISS submission.

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Office of the Student Identifiers Registrar (OSIR)
Last Modified on Wednesday 15th November 2023 [666]