This USI update includes:
- Policy Notification - Extension of Exemption from USI for Single Day Courses
- Advice - VERIFY EARLY to avoid difficulties correcting your information! Follow our Best Practice Model
- For Information - The AVETMISS data you submit will appear in the USI Transcript for your students
- Request for Input - Would you like to help improve the USI Registry System?
Extension of Exemption from USI for Single Day Courses
The temporary partial exemption from the USI for ‘single day courses’, which was scheduled to lapse on 31 December 2015, has been extended for a further 12 months. Look under ‘Training Organisation Requirements’ on the USI website (usi.gov.au) for more information.
VERIFY EARLY! – Follow our Best Practice Model
Unless specifically exempted, all RTOs must collect and verify a USI for each student enrolled in nationally recognised training.
To ensure training activity is attributed to the correct student, all USIs collected by RTOs must be verified against the USI Registry System. This process checks that the USI, name and date of birth details recorded by the RTO match those in the USI Registry. RTOs can verify USIs in real time using a webservices connection between their Student Management System and the USI Registry or by entering details individually using the USI RTO online Portal. USI Verification is a requirement of registration for RTOs. RTOs which do not create USIs must still verify each USI they collect. However, RTOs do not need to verify the USIs that they have created.
The USI Office recommends that both collection and verification occur at the point of enrolment or enrolment data entry and should always occur ASAP after enrolment so that any follow up can occur while the RTO in still in regular contact with the student.
The USI Office recorded a high level of activity in late 2015 stemming from RTOs which have left either USI collection or verification to the end of the year when students may have changed address and contact details. Resolving collection and verification issues is the responsibility of the RTO. Deferring these processes may impact RTO capacity to issue qualifications and finalise reporting requirements.
If you are having difficulties with verifying your student’s USI please attempt the following prior to contacting the USI Office for assistance:
- Confirm the USI and details provided against the student’s enrolment form as there may be a transcription error. For example, it could have been the number 5 instead of the letter ‘S’, or a letter ‘Z’ instead of the number 2.
- Attempt to call, email, send a letter or text message to the student to confirm their USI. It is important to follow up all missing or unverified USIs as quickly as possible with your students.
The AVETMISS data you submit will appear in the USI Transcript for your students
It is important to ensure that your data submission in relation to AVETMISS reporting requirements is correct. Data submitted will now be used to generate USI transcripts for your students. Any errors found in transcript information will need to be corrected not only in your student management system but also in the NCVER data collection, so submitting accurate data the first time will save time and effort for you and your students. Students who believe they have any error in their transcript will be directed to the RTO to address these issues.
The AVETMISS data collection window opened on 4 January, and all training activity is due to NCVER by 29 February (if you are reporting directly to them). If you report via your State Training Authority or Boards of Studies, you may have a different deadline, please refer to them for further information.
Would you like to help improve the USI Registry System?
We are always trying to improve our service. The USI IT team is in the process making changes to the USI Registry System and is looking for interested RTOs to be part of this improvement process.
This entails a teleconference with the team to discuss any issues and/or suggestions you may have. If you are interested please email USIIT@education.gov.au with contact details and we will get in touch with you shortly.