Changes to the National VET Data Policy – Does this impact the USI?
From 1 January 2019 the Privacy Notice and Student Declaration at Schedule 1 of the National VET Data Policy (which outlines data collection and submission requirements for Total VET Activity) is changing.
The new Privacy Notice no longer requires Registered Training Organisations (RTOs) to collect and keep a record of student consent. RTOs are still required to provide the Privacy Notice to all students at enrolment. The new format removes the need to record and report student consent, making the enrolment process simpler.
NB: It is important to note that these changes to consent procedures DO NOT extend to USI-related processes. RTOs are still required to seek permission from students to search for their USI and RTOs are still required to seek and record permission from students to create a USI on their behalf.
The new Privacy Notice attached to the National VET Data Policy also makes it clear that the Notice is to be given to students in addition to the RTO’s Standard Privacy Notice and any other specific requirements RTOs are obligated to provide to their students, for example, under state or territory privacy laws.
The Australian Government takes individual’s privacy very seriously. RTOs using the new Privacy Notice will still be compliant with Australian Privacy Principle 6 as set out in the Privacy Act 1988 in disclosing personal information to NCVER as part of the National VET Provider Collection.
RTOs must use the new Privacy Notice from 1 July 2019. RTOs can commence using the new Notice from 1 January 2019 and can download the Notice to include it in their enrolment materials for all VET enrolments from 1 January 2019 onwards, or go to the NCVER webpage for an example of an enrolment form which contains the new Privacy Notice.
You’re calling us - What are the three things slowing down enrolment right now?
Are you delivering training to International Students?
Temporary Visas will not verify until the student has arrived in Australia. This process is to ensure foreign passports have been authenticated at the border. This means the student will not be able to create their USI whilst still overseas.
I’ve forgotten my USI – Sound familiar?
The USI Registry System has self-service functionality to help students recover a forgotten USI or reset a forgotten password. It’s quick and easy.
If your student knows the email address or mobile number currently used in their USI account, they will no longer need to enter all their personal details, undergo an evidence of identity check, or correctly answer security questions.
Students can now choose any of the following options and then follow the prompts to either reset their password or retrieve their USI.
- Email address
- Mobile number
- Personal details (Please note: the personal details option has been simplified but a document verification service or individual’s security questions will still need to be checked if this option is selected).
Here is a link to the forgotten password fact sheet - share it with your students.
Ask and look before you create – Use the Existing USI Search Tool/Locate USI to check
Around two thirds of all students who enrolled in 2018 already had a USI.
Always check with enrolling students to establish whether they already have a USI. It is highly likely that any person who has enrolled in nationally recognised training since 2015 will have a USI, even if they don’t remember it.
Before creating a new USI for a student, ask their permission to check for an existing USI using the existing USI search/locate USI function. At the same time, remember to tell them if you have a different trading name to your business name.
It is important that they understand you will be locating their USI this way, as the USI system will automatically generate a notice informing them of your search and this notification will use your trading name.
It is also important to note that whilst you are encouraged to use the Existing USI Search/Locate USI functions with student permission to check if a student already has a USI, you must not use these functions as an auditing tool for your records. Remember, having access to student details is not the same as having their consent or permission to search for their USI.
Protecting Student Privacy
There is no reason for an RTO to see or reset a student’s USI password. We understand that many students won’t need to regularly access their USI accounts and that they may forget their USI, password or check questions, so we’ve developed functionality to help students.
For students who need assistance with accessing their USI accounts when they’ve forgotten their USI details, they can quickly access the following options from the student homepage on the USI website:
‘I want to find my USI’
‘I have forgotten my password’ or
‘I have forgotten my check questions’.
These functions are designed to help students to quickly recover a forgotten USI, reset a forgotten password or reset check questions.
Encourage your students to check out the ‘Student Quick Guide’ and put it on your website using one of the USI web tiles. It’s a simple, effective resource for students and it includes easy to follow step by step guides to:
- Creating a USI
- Activating a USI account
- Updating personal details
- What to do when they’ve forgotten their USI or password
- How to let RTOs view the USI account or the USI transcript.
New staff in your organisation? - Make sure they subscribe to the USI RTO Bulletin and access the RTO Onboarding Pack for helpful USI information
We included the launch of the new RTO Onboarding Pack in our November 2018 edition of the RTO Bulletin. The RTO Onboarding Pack provides you with everything you need to know to get started with the USI and it’s a helpful resource for new staff in your organisation.
It’s also important for your staff to keep up to date with the latest USI developments. The Bulletin is the principal means of communicating any important change and helps staff to keep on top of policy changes and system enhancements. It’s also full of useful tips!
- Administration/ Enrolment Staff
- USI Creation and Verification Staff
- Student Services Staff
- Student Management System Staff
- Reporting/Compliance Staff.
AVETMISS reporting deadline - Closing at the end of February 2019
The submission window for direct reporting to NCVER of 2018 annual AVETMISS activity data opened on 2 January 2019, and will remain open until 28 February 2019.
If your RTO reports AVETMISS data via a State training authority (STA), please check their due date as it may be required earlier than NCVER’s reporting deadline.
NCVER encourages all RTOs to review their usernames and passwords for the AVETMISS validation software prior to submitting their data, and to read NCVER’s latest Data Support Bulletin for validation updates and reporting tips.
Remember: It’s important to get your reporting right - the data you submit (either via your State Training Authority, Board of Studies or directly to NCVER) will be used to generate USI transcripts for your students.