We have officially reached over 3.8 Million USIs! Thank you for your continuous support in implementing this important initiative.
This update includes:
- Fresh new look website!
- New USI helpline
- Transcripts are coming – Get your data right!
- Inform, Create/Collect, Verify and Report!
FRESH NEW LOOK WEBSITE!
The USI Website has undergone an upgrade to improve usability and navigation. It now includes:
- An expanded ‘Help’ FAQ database for RTOs
- Easier access to support materials like videos and user guides
- New videos to assist students in creating USIs and resolving related issues
The website’s overall redesign focus is to allow users faster access to more information to best suit their individual needs. If you haven’t visited the new site already, you can do so here!
NEW USI HELPLINE FOR RTOs – 1300 857 536
There is now a new helpline for your USI enquiries. When you call you will be placed through an IVR system, please select the ‘RTO’ option to receive priority assistance.
It is recommended that you refer to the new USI website in the first instance as this may save you a call and wait time! Check out our USI HOT Tips for assistance with the most common problems, or alternatively you can also refer to the Help Centre.
RTOs should not provide the helpline number to students. The USI Office provides assistance to students but this assistance is focussed on issues that cannot be resolved using the online tools. To avoid long waiting times, RTOs should encourage students to follow the guidance for them available on the USI website.
TRANSCRIPTS ARE COMING – GET YOUR DATA RIGHT!
Transcripts will be available from mid next year! Students will then be able to access their 2015 training records as submitted to the AVETMISS data collection by you.
Please be mindful that the data you submit for 2015, and beyond, needs to be accurate and complete so that students have a complete training record going forward. This information may be used to consider credit transfer and RPL by RTOs and by other bodies for funding. Any errors found in transcript information will need to be corrected not only in your student management system but also in the AVETMISS 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.
INFORM, CREATE/COLLECT, VERIFY AND REPORT!
As an RTO, you are required to collect and verify a student’s USI before you can issue a qualification or statement of attainment, unless a specific exemption applies.
You should remember these key points for easy management of the USI process.
- Inform your student of USI requirements prior to enrolment.
- Create or Collect the USI upon enrolment – Don’t forget to check if they already have one prior to creating.
- Verify the USI at enrolment or as soon as possible!
- Report – Include the USI with your AVETMISS reporting.
Don’t delay collecting the USI as part of your enrolment process as this will make managing your reporting requirements much easier! The Student Identifiers Regulation 2014 authorises training organisations to collect USIs from individuals only for the purpose of delivering or reporting on accredited VET courses or modules or units of competency of training packages. Any other training including higher education qualifications is outside the scope of the scheme and training organisations should not collect a USI from individuals in respect of such activity.
If you are planning to create a USI on behalf of your students, please ensure that you have sought their permission to do so prior to creating it. Many RTOs create a USI for their students and may have a tick box permission to do so as part of their enrolment form.
Also, to avoid unnecessary effort, always ask your students if they have a USI before creating one. Even if they don’t know their USI you can use the ‘locate’ function to find one that has already been created for them.
Remember, you will still need to verify a student’s USI even if you don’t plan on creating a USI on their behalf. It is also important that you verify USIs at the time of collection wherever possible, and before the student completes enrolment, or as soon as possible afterwards. Follow up all missing or unverified USIs quickly with your students (it can be hard to track them down later!).
System to system connectivity, between your student management system and the USI Registry System, enables you to create (with a student’s permission) and verify USIs through your own system. This allows for a more streamlined process
Are you connected? If not, get connected with us today!
Lastly, ensure you are including the USI in your data submission to NCVER, State Training Authority or Board of Studies. Please note that the AVETMISS validation rules trigger a warning rather than error when VET activity data submitted does not include a USI when it should. While a warning does not prevent you from submitting VET activity data, providing USIs is a legislative requirement.
Stay Connected, Stay Informed!
See our USI Help Centre for assistance – it’s a great resource when getting ready for the USI and includes FAQs, step-by-step tutorials and ‘how to’ videos for RTO staff.
Call us on 1300 857 536 or email us at firstname.lastname@example.org if you need assistance.
Student Identifiers Registrar