Unique Student Identifier (USI) System Access for RTOs
From 1 January 2015 RTOs will be required to collect and verify a USI for each student and include this in their AVETMISS reporting.
Encourages you to make decisions on your preferred business processes for acquiring students’ USIs for AVETMISS reporting - either by direct access to the USI Website (single transactions) or through web services (integration of your RTO SMS system with the USI Registry System).
Explains the method for authentication and identification to enable access to the USI Registry System by RTO staff and systems.
Requests that you complete the requirements for your access to the USI Registry System via AUSkey by 30 October 2014.
To complete the requirements for access to the USI Registry System, all training organisations are required to complete our online ‘Unique Student Identifer (USI) System Access Request Form’.
You will need to provide the following information as part of the Access Request Form:
Trading name, ABN and TGA OrgCode.
A preferred organisation display name most meaningful to your students to help them identify your RTO when granting access to their accounts.
A dedicated USI email address, preferably a mailbox rather than an individual person.
If using web services, a one-off acceptance of the USI Registry System’s Terms and Conditions of use.
Decide Access Methods - USI Website and/or web services integrated with RTO SMS
You have a choice of pathways for your staff to access the USI Registry System. You will need to consider your business processes to determine the best way for your organisation and choose one or both of the following options.
One option is for individual staff members to access the site directly from the USI website. From the website, your staff can logon to process one-on-one transactions for functions such as creating, collecting, verifying or viewing USIs.
An alternate method is to use web services which connect your student management system with the USI system. This method generally allows for more seamless integration with your other business processes and for easier handling of large student numbers.
Your student management system developer will need to implement the web services connection process using the specifications made available by the USI Taskforce.
On the USI Technical Information page there is information about how to initiate the take up of web services, starting with third party testing. The Technical Services Contract is also found here.
You may also choose to use a combination of these options, for instance managing verification using web services and the online process for creating USIs.
In either case it is important that your details are accurate in Training.gov.au and we would appreciate if all organisations could nominate a USI contact.
Access to the USI Registry System using AUSkeys
To access the USI Registry System either directly or via web services you will need an AUSkey - a secure login that identifies an employee, or an organisation if using web services, when accessing a participating government online service on behalf of a business.
To be eligible for an AUSkey, the training organisation must have an ABN but there is no cost for setting up an AUSkey.
Individual staff must have a personal Standard AUSkey for logging in via the USI Website, and/or the organisation must have a Device AUSkey if using web services.
Your organisation’s AUSkey administrator can issue these for you. It is important that you can identify your AUSkey administrator well in advance of wishing to connect to the USI Registry System.
Device AUSkeys are used for system to system web services and are installed on the server hosting your organisation’s SMS (or related) system. A Device AUSkey identifies a business rather than a person. This means users of a USI web service enabled SMS do not need their own individual AUSkeys.
If your organisation does not have an AUSkey Administrator, you can apply online at the Australian Business Register (ABR).
For detailed information on AUSkey including how to register for, install and use one, please visit the ABR.
TGA up to date?
Another key factor for enabling access to the USI Registry is your listing on Training.gov.au. We use a combination of both AUSkey and TGA information to enable your access. It is critical that your TGA details be up to date.
Please check your details are up to date in TGA - if not access may be problematic. If necessary, updates can be made through the relevant regulator.
RTO’s Agreement to the USI Terms and Conditions
If you choose to access the USI Registry System via web services you will need to indicate your agreement to the USI Terms and Conditions when you complete the Access Request Form.
This is a once only exercise and must be completed before access can be granted.
Receipt of your organisation’s agreement will be acknowledged by the Office of the USI Registrar and access to web services enabled.
If you choose to access the USI Registry System via the website you will also be required to indicate this on the Access Request Form.
Email address to receive USI related alerts
The USI Registry System has an option for you to incorporate a dedicated email address for specific USI related information. We suggest that this be a regularly monitored mailbox rather than an individual’s address where staff turnover is likely.
Announcements will use the TGA listed email address unless you have provided a dedicated USI mailbox address for the distribution of USI service announcements, for example – system outages - via email alerts.
RTOs wishing to nominate a different group email inbox address to receive USI related alerts should provide the preferred address to the Department as part of the Access Request Form.
Preferred display name
The USI Registry System will enable your students to give your organisation permission to view their accounts, or update their personal or contact details.
You may choose to nominate a specific or simplified organisation display name to accompany your 'OrgCode' in the pick list for assignment of permissions in the USI Registry System.
It will only be held within the USI Registry System and is separate from TGA. Your simplified name will only be used for the purposes of helping your students and staff with using permission functions in the USI Registry System.
If you require further information about the process for accessing the USI Registry System please contact the Department via firstname.lastname@example.org.
Information Infrastructure Branch | Skills Policy Division
Department of Industry
Level 10, Industry House, 10 Binara St, CANBERRA ACT 2601
ABN 74 599 608 295