USI Transcript Service Activation
It is anticipated that the USI Transcript Service will be activated this month.
Once activated, account holders will be able to view and download a USI Transcript made up of training outcomes submitted with a USI by RTOs to the national VET collections for 2015 and 2016 calendar years.
RTOs will be able to view transcripts using the USI Organisation Portal where students have provided online permission.
RTOs will also be able to update the National Centre for Vocational Education Research (NCVER) database used to create transcripts using the USI Transcript Update Tool. This tool enables RTOs to correct omissions and errors in previous annual reporting.
USI Transcript Service Activation RTO Checklist – Getting Prepared
RTOs are encouraged to be prepared, as once the USI Transcript Service is activated, RTOs will soon need to interpret, review and update the data used to generate the transcript.
An RTO Readiness Checklist, available here, has been developed to assist RTOs and their staff familiarise themselves with the information and resources available.
USI Transcript Service Activation Webinar – Registrations Now Open
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. Register here
NCVER USI Transcript Update Tool: Demo and Q&A Session
NCVER will be hosting a webinar on using the USI Transcript Update Tool on Wednesday 24 May 2017 at 2pm 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. Register here
Encouraging students to set permissions for you to view their transcript
Once the transcript service is activated, students can give an RTO permission to view their USI Transcript electronically if they have set permissions from within their USI account for the RTO to do so.
You may like to encourage your students to give you permission to view their USI Transcript. This may assist with enrolment and credit transfer processes. You could also include information on the benefits of providing you with permission to view their USI Transcript in your enrolment materials.
In order to set permissions, students will need to:
• login to their USI account
• select ‘Manage Permissions’
• search your RTO Code / Name
• select ‘view transcript’
• select the duration for which you have access
A handy quick guide for students which explains among other things ‘How to manage permissions’ is available on the USI website.
Remember, this is optional for students and they can remove or modify permissions at any time.
It is also important to note that USI Transcripts will only be able to be viewed from the USI Organisation Portal. You will not be able to access or view transcripts via your Student Management System (SMS).
If your RTO has never accessed the USI Organisation Portal before, you will need to request access by completing a system access request form. You will also need to speak to your organisation’s Auskey administrator for access to your organisation’s AUSkey.
Where training is delivered in a workplace or provided through a third party, RTOs are still subject to privacy obligations. Where RTOs create USIs on behalf of students who have, or who are undertaking training in a workplace, it is important that they make students fully aware:
• of the USI Privacy Notice and the information it contains, and
• that if the student gives permission, a USI will be created on their behalf or an existing USI can be located by the RTO for them
If your students want more information on privacy, please see the USI website.