This bulletin includes:
- Existing USI Search Tool - Informing Students of RTO Trading Name
- Face to Face with the USI: RTO Workshops in your capital city
- New AUSkey Solution
- Deactivated and Replacement USI listing Tool
Existing USI Search Tool
Feedback on the new ‘Existing USI Search’ tool for RTOs is very positive. The new tool makes it easier in most circumstances for RTOs to find a USI for their students who may have lost or mis-transcribed their USI. This tool also helps to resolve verification issues that RTOs may encounter.
RTOs can access this tool by clicking the ‘Existing USI Search’ tile via the Organisation Portal.
Informing Students of RTO Trading Name
An important privacy assurance feature of the ‘Existing USI Search’ function is the automated notice sent to the student when an RTO uses this function. This notice includes the relevant RTO number and “trading” name as registered on training.gov.au.
The USI Office has been receiving a number of calls from concerned students who did not recognise the RTO name included in the notification. In many cases, this is because students are more familiar with an alternative “business” name used in their interactions with the RTO (as opposed to their RTO’s legal or trading name). As RTOs are required to seek student permission before using the ‘Existing USI Search’ function, it is recommended that they let their students know that:
a) they will receive a notice regarding your use of the function to confirm their USI
b) the RTO name included in the notice may be different to the name they are familiar with
RTOs can provide this advice verbally, or by email or text message. It will avoid unnecessary concern for your students and an unnecessary compliance query to the RTO from the USI Office.
Face to Face with the USI: RTO Workshops in your capital city
The USI Office is conducting RTO workshops in all capital cities during May and June 2016. The USI Office is committed to supporting our stakeholders through regular communication and ongoing improvement of our systems and processes. With the upcoming release of the Transcript Service and other major system upgrades, these workshops will give RTOs an excellent opportunity to learn about the new features, have questions answered and help the USI Office assist RTOs by improving the service.
The workshops will also feature guest speakers from the Australian Taxation Office (ATO) and the National Centre for Vocational Education Research (NCVER).
- ATO will present a session on ‘Upcoming opportunities with AUSkey authentication’
- NCVER will tackle the issue of ‘How to correct USI Transcripts if required’
RTO enrolment staff and managers and anyone working with the USI Office and the USI Registry System on a daily basis are encouraged to attend.
Registration details and further information is available here.
New AUSkey Solution
A new authentication and authorisation solution for web services is being delivered by the Australian Government. This will remove the need for RTOs to obtain and manage an AUSkey to securely transact with government agencies through 3rd party cloud software, including their transactions with the USI System.
Software developers will inform RTOs if and when they need to transition to this new solution.
Deactivated and Replacement USI Listing Tool
One of the self service reports which RTOs are able to run via the Organisation Portal is a report on deactivated and replacement USIs.
This report can be downloaded in either an XLS or CSV format and be used to update your records, as necessary. It is important for RTOs to keep records updated as this will assist AVETMISS submissions. When RTOs submit their training data with a deactivated or invalid USI, it will result in a warning in AVETMISS.
For up to date information, please visit our website.