This bulletin includes:
- USI Transcript Service Activation – What, When, How?
- Reporting Right, Reporting Early
- REMINDER: Web Services Enhancements that must be made by October 2016
USI Transcript Service Activation – What, When, How?
In the coming months, the USI Transcript Service will be activated. It is expected that the service will be activated via a 2 stage process, comprising a trial activation followed by a formal activation.
The transcript will show information on nationally recognised training that students have undertaken since 2015. It will show both courses completed and units of training with their results. It won’t show other forms of training or training that is exempt.
More information on what will be included.
It is important to explain to your students that the USI Transcript Service will not replace the Statement of Attainment or Certificate issued by you. The students must rely on them as the primary source of their training records. The time from when they receive the hard copy of their certificate to the time they can view it online through their USI account, may vary from 4 months to more than a year, depending on how often you report your data to the National VET Data Collection.
The USI Office will be making resources available to assist RTOs and students leading up to the activation of the USI Transcript Service, including fact sheets that you can print or provide to your students and staff. RTOs should check the USI website regularly for updates.
Other FAQs are available via the Help Centre.
Reporting Right, Reporting Early
It is important to ensure that the training provider data submission is correct and includes a verified USI. Data submitted will be used to generate the transcripts for your students. Students will be contacting you if they have any questions in relation to their transcripts. Errors found in the transcript will need to be corrected not only in your student management system but also within the national VET database via a new USI transcript update tool. Submitting accurate data the first time will save time and effort for both providers and students.
More information on how transcripts are generated.
REMINDER: Web Services Enhancements that must be made by October 2016
In June 2015, training providers were advised via email about USI Web Services Enhancements. For those providers that use Web Services via their Student Management System (SMS), Web Services 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 Services transactions sent to the USI Registry System after this time may fail.
Advice was sent to the Software Developers in June 2015 and reminders were sent on the 1 August and 20 September 2016.
The USI Office recommends that training providers check with their Software Developer whether the changes have been made to their SMS.
For more up to date information, please visit our website.