This bulletin includes:
- USI Webinar – Registrations now open
- RTOs encouraged to access the USI Organisation Portal for new functions
- Gender identification and Student Identifiers
- Student name changes mid-way through a course
- Informing students of your RTO code and trading name
- REMINDER: Web Service Enhancements that must be made by October 2016
USI Webinar – Registrations now open
The USI Office will be hosting a webinar on the 10th and 25th of August.
These webinar sessions will feature content from the recent Face to Face with the USI Workshop series including:
Demonstration and tips for using new system tools for RTOs and students
Preview of transcript and correction functions
Expert tips from the Operations Team on USI troubleshooting
There will also be a presentation from the National Centre for Vocational Education Research, regarding correction of AVETMISS records.
The webinar is recommended for any student support and VET reporting staff and managers who were unable to attend the face to face workshops.
Registrations are now open via the USI website.
RTOs encouraged to access the USI Organisation Portal for new functions
RTOs who currently uses their own Student Management System via a web services connection can still use the USI Organisation Portal. Organisation Portal functions may help with enrolments for students not catered for in their Student Management Systems. There are helpful new functions such as ‘Existing USI Search’ which can currently be used only via the Organisation Portal.
All RTOs listed on Training.gov.au have automatic access to the USI Organisation Portal. A standard AUSkey is required to access the USI Organisation Portal. The AUSkey password is used to log into the Organisation Portal. If your RTO does not have or have access to an AUSkey, the application information is available on the Australian Business Register website.
Gender identification and Student Identifiers
The Registrar is committed to implementing the Australian Government Guidelines on the Recognition of Sex and Gender. The guidelines recognise that individuals may identify as a gender other than the sex they were assigned at birth, or may not identify as exclusively male or female.
Individuals can record their gender as one of the following options - M (Male), F (Female) or X (Indeterminate/Intersex/Unspecified) when applying for a student identifier, or updating their personal information. The USI Office is working to incorporate gender option X as part of the student self-service process by 2017. However, in the short term, RTOs should advise any student who wants to record their gender as X should call the Helpline on 1300 857 536 so that their gender preference can be recorded appropriately.
The USI website provides additional information about how to record gender at www.usi.gov.au/search/site/gender.
Student name changes mid-way through a course
If a student amends their name mid-way through a course, RTOs should remind their students to also change the name in the USI account. RTOs will need to re-verify the USI number in the student’s new name either via the USI Organisation Portal or their Student Management System.
Informing students of your RTO code and trading name
The USI Office has received a number of contacts from students concerned about potential privacy breach after receiving a notification with the advice that their USI had been retrieved by an RTO they don’t recognise. The USI notification service uses the RTO name registered on TGA and not alternative RTO trading names that students may be more familiar with.
RTOs are advised to alert their students that they will receive a notification from the USI Office advising them that their USI has been retrieved and the name they can expect to see (i.e. the TGA listed name) on the notice.
REMINDER: Web Service Enhancements that must be made by October 2016
In June 2015, RTOs were advised via email of USI Web Services Enhancements. For those RTOs that use Web Services via their Student Management System (SMS), Web Service Enhancements were made effective in October 2015. As per the versioning policy, 12 months was provided to apply the changes to their SMS.
At the time it was recommended that development commence to incorporate the changes as soon as possible. If the changes have not been made to your SMS before the end of October 2016, web service transactions sent to the USI Registry System after this time may fail.
Advice was sent to the Software Developers in June 2015 and a reminder has recently been sent as well.
The USI Office recommends that RTOs check with their Software Developer whether the changes have been made to their SMS.