Firstly, the USI Office wishes you a very Merry Christmas and a safe festive season.
Over a quarter of a million USI Transcript views – USI Transcript Service Update
Since the activation of the USI Transcript Service in May, there have been over 280,000 USI Transcript views, with around 50,000 transcripts downloaded.
This marks an important milestone for the USI initiative. Providing easy access to the training data via the USI Transcript Service assists training participants and RTOs with enrolment processes, credit transfers, and entitlement assessments. The Assistant Minister for Vocational Education and Skills, the Hon Karen Andrews, MP recently released a media release on the Transcript Service.
Thank you for your continuing support in implementing this important initiative.
USI Webinar recording - Now available
The USI Office hosted a webinar on 6 December 2017 which provided useful information on:
- How to make your 2017 reporting of USIs AVETMISS compliant - Handy Reporting Tips
- Understanding new USI Registry System enhancements
- Changes that will affect your reporting - VET Data Policy/AVETMISS updates
- Ensuring your web services will work with the upcoming AUSkey changes
It also featured guest speakers from the Australian Taxation Office on AUSkey and the Department of Education and Training on the new National VET Data Policy.
A recording of the webinar is now available here.
Getting it right – 2017 end of year reporting
It is important to ensure that you submit accurate data in your AVETMISS reporting (either via your State Training Authority, Board of Studies or directly to NCVER). The data you submit will be used to generate USI transcripts for your students.
Getting it right the first time means having to avoid making any corrections to your data at a later date. Here are some handy tips.
Check first – With nearly 8 million USI accounts, more and more students will already have a USI by now. Ask your student if they have done any study since 1 January 2015, or if perhaps they have an old text message or email from the USI Office with their USI. The USI Registry System blocks duplicate creations but this may slow down your enrolment process.
Collect/Create early! Collect and verify or create a USI at enrolment, before training begins. It is important to establish business processes which enable your organisation to do this. The most common cause of USI reporting issues arises from delaying or deferring collection and verification.
It is important to note that whilst the temporary partial exemption from the USI for single day courses will still be in place for your 2017 reporting, as you are aware, it is scheduled to lapse on 31 December 2017. Now is the time to implement the collection and verification or creation of USIs at enrolment, before training commences to ensure you are well positioned to meet your 2018 data reporting obligation.
Unable to Verify? If verification is unsuccessful, use the 'Existing USI/Locate USI Search' functions or ask students to log into their account using the quick ‘Forgotten USI’ function upon enrolment or immediately after. Remember to first seek your student’s permission before searching for their USI. Also, be aware that using this function will generate a text message to the student notifying them that you are trying to locate their USI.
Report accurately – We strongly encourage you to validate your AVETMISS data and fix any errors before the end of the year so that you only need to submit your data when the window opens. For RTOs reporting their fee-for-service data to a State Training Authority (STA), your deadline may be earlier than this. If you are unsure of your individual reporting requirements for state funded training, please check with your STA.
Seek help - If you are unsure about the USI process, contact the USI Office on 1300 857 536 or at USI@education.gov.au for more information. Questions about AVETMISS reporting requirements should be directed to NCVER.
New Cloud Authentication Authorisation (CAA) Solution – Does this affect you?
Do you currently share your AUSkey details with your student management system (SMS) provider?
The new Cloud Authentication Authorisation (CAA) solution will only apply if your SMS is cloud-based and you currently need to share your AUSkey details with your SMS provider in order to access the USI Registry System.
If you are not sure if this change applies to you, contact your SMS provider to find out more details.
'Transparent' Privacy Newsletter - NEW
The USI Office is launching a new quarterly privacy-focused newsletter, TRANSPARENT, to better help you meet your privacy obligations.
The newsletter provides information and guidance on the Australian Privacy Principles (APPs) and good privacy practices. It is published in consultation with the Office of the Australian Information Commissioner (OAIC) and will be made available as a link from the RTO bulletin.
Christmas and New Year Break Operating Hours
Please be advised that the USI Office will be closed from 12.30 pm (AEDT) on Friday 22 December 2017 for the holiday break and will resume normal operating hours of 9am -6pm (AEDT) on Tuesday 2 January 2018.
Students and RTOs can continue to access the USI Registry System, website and all self-service options throughout the Christmas period. For up to date information, please visit our website.
On behalf of all the staff at the USI Office, best wishes for the holiday season.
***We look forward to helping you again in 2018***