USI Transcript Service Activation
Work is currently underway to activate the USI Transcript Service very soon.
It will allow USI account holders to generate an online transcript which collates all training details submitted by RTOs with a USI to the national VET and VET in schools collections. Over time, access to this data may help training participants and RTOs with enrolment processes, credit transfers, and entitlement assessments.
USI Transcript Service Activation RTO Readiness Checklist – Are you ready?
The activation of the Transcript Service means that RTOs will soon need to interpret transcripts provided in hard copy and online, and in some cases will be asked to review and update the data used to generate the transcript.
In the lead up to the USI Transcript Service activation, RTOs are encouraged to ensure that staff familiarise themselves with the information and resources available on the USI Transcript Service and are ready to make updates to their student’s training activity if required using the USI Transcript Update Tool.
The RTO Readiness Checklist, available here may assist RTOs in this regard.
Are you registered for the AVETMISS Validation Software (AVS)? - Using the USI Transcript Update Tool
The USI Transcript Update Tool is accessible to RTOs via the AVETMISS Validation Software (AVS). It is important to note that RTOs will only be able to update their student’s training activity for past collections. The USI Transcript Update Tool does not allow you to edit or add records which have an Activity Start Date within the current collection year. This is because these records should be corrected /added in the next VET data collection via usual AVETMISS reporting mechanisms.
RTOs that submit AVETMISS data directly to the National Centre for Vocational Education Research (NCVER) will already be registered to use AVS. Those submitting via state training authorities or boards of studies may not be registered and they will need to be registered to be able to use the USI Transcript Update Tool.
It is important to note that the USI Transcript Update Tool will not replace AVETMISS reporting and RTOs must continue to meet their reporting obligations when they submit training data into the national VET collections.
To ensure the student’s data remains consistent, any updates made using the USI Transcript Tool should also be updated in the RTO’s student management system. Updated information will be reflected in the student’s USI transcript. RTOs should notify their students once confirmation has been received from the NCVER that a correction has been made.
As part of the RTO Readiness Checklist, RTOs are encouraged to register for AVS if necessary and familiarise themselves with the USI Transcript Update Tool.
USI Transcript Service Resources – Getting Prepared
To assist you and your staff, the USI Office and NCVER have prepared:
USI Update Tool Fact Sheet - A quick reference sheet explaining:
- Definition of what is a Transcript Update
- How to register for AVS
- How to make an update; and
- What help is available.
USI Transcript Service Activation Webinar - The USI Office will be hosting a webinar in preparation for Transcript Service activation on 12 May 2017 at 2 pm AEST. The webinar will provide useful information on the USI Transcript activation and the USI Transcript Update Tool. It will feature a demonstration of the Transcript Service and will be a good opportunity for RTOs to have their questions answered.
Registrations will open soon.
NCVER USI Transcript Update Tool: Demo and Q&A Session– NCVER will be hosting a webinar on using the USI Transcript Update Tool on 18 May 2017 at 1 pm AEST. This session will provide a demonstration on how to use NCVER’s free USI Transcript Update Tool, which enables RTOs to manually update their students’ USI transcripts. Presenters will share some of their favourite tips and tricks for using the tool, and after the brief presentation will run a Q&A session with participants.
USI Transcripts do not replace Statements of Attainment
While the USI Transcript Service is likely to become increasingly useful for RTOs and students over time the associated online transcripts do not replace the need for RTOs to provide and replace, as necessary, certificates, or statements of attainment for their students.
It is important to note that only training completed after 2015 can be included. Individuals will need to refer to RTO documentation for all pre 2015 training. Transcripts also only show data provided as at the last collection submission to the national VET collections so it will not show very recently completed training.