This USI update includes:
- MOST COMMON ISSUES – Here’s how to tackle them!
- Remember to ‘Locate USI’ first!
- RTO Priority Assistance
- USI Transcripts are coming – are you ready?
- Extension of Exemption from USI for Single Day Courses
MOST COMMON ISSUES – Here’s how to tackle them!
To ensure that you always obtain a successful USI verification, you should:
- Ensure you have the student’s USI, full name and date of birth.
- Double check the student’s details are correctly entered into your system and exactly match the same details as shown on the ID document they used to create the USI.
- If the student has the original USI confirmation letter, email or SMS sent to them by the USI Office or the ID document they used to create their USI, you can double check the details in that too.
‘USI invalid’ message indicates that the USI itself is incorrect.
‘No match’ message indicates the personal details are incorrect. It could be first name or family/last name or date of birth.
If you receive a verification failure, the USI Registry System will let then you know which piece of information does not match what is contained in that specific USI account. This should enable you to work with your student to confirm the correct details.
It is recommended that you verify USIs at the time of enrolment or as soon as possible there after, so you can follow up with your students while they are engaged with your training course and before you need to complete AVETMISS reporting or issue a Statement of Attainment.
At the time of enrolment it is useful to:
- Request the student’s Town/City of Birth for international students – this is a USI request not previously included in AVETMISS.
- Collect the student’s full name (as per their ID document).
- Create the student’s USI using the name details as recorded on the ID document as opposed to using ‘preferred’ or shortened name (e.g. Ed vs Edward).
- Encourage students to view the USI video to better understand the process (the video could be conveniently located in your foyer!).
- Inform your students that when you create a USI on their behalf, they will receive a notification to their nominated contact method (e.g. email or SMS) with message and a link to ‘activate’ their USI account. To activate, the student will need to create a password and answer two check questions.
Remember to always use ‘LOCATE USI’ first!
It is important to remember to always use the ‘Locate USI’ function first, with the student’s permission, before you try to create a new USI for a student. This ensures that a duplicate USI is not created for the student. Once you have tried to locate a USI, and find that there is no existing USI, you can then proceed with creating a USI on the student’s behalf.
RTO Priority Assistance
In our last update, we informed you of the new USI helpline (1300 857 536) specifically for RTO enquiries. This help line ensures we can provide you with priority assistance. It is important that you do not pass on this number to students. You should instead refer them to the student help centre on the USI website.
The USI Office provides assistance to students but this assistance focusses on issues that cannot be resolved using the online tools. To avoid long waiting times, RTOs should encourage students to follow the guidance for them available on the USI website.
If you need assistance to confirm USI details, the USI Office can help over the phone if you have the student’s correct USI number. If you require assistance for more than four USIs, a spreadsheet including the USI, First, Middle, Last Name, Date of Birth and Contact Details should be emailed to USIadmin@education.gov.au. If your student has given you access (which must be done online, from their USI account) to view their USI account details you can view their USI, full name and date of birth.
USI Transcripts are coming – are you ready?
Students will be given access to a form of online transcript of their training records based on information you submit. In order to ensure that students have accurate data on their transcripts, it is important that your data submission includes information for all students, including a verified USI and correct training activity information.
Any errors found in transcript information will need to be corrected not only in your student management system but also in the NCVER data collection, so submitting accurate data the first time will save time and effort for you and your students. Students who believe they have any error in their transcript may be directed to the RTO to address these issues.
You will be able to view the student’s transcript if the student has ticked the permission check box in their USI account. If you wish to take advantage of this function you will need to request that your students take action to give you access.
Any questions about reporting requirements not directly related to the USI should be directed to the NCVER if you report data directly to them. However, if you report your training activity through your State Training Authority, Government Department or Board of Studies you should direct your queries to them.
Extension of the Temporary Partial Exemption from USI for Single Day Courses
The temporary partial exemption from the USI for ‘single day courses’, which was scheduled to lapse on 31 December 2015, has been extended for a further 12 months. More information.
Would you like to help improve the USI Registry System?
We are always trying to improve our service. The USI IT team is in the process making changes to the USI Registry System and is looking for interested RTOs to be part of this improvement process.
This entails a teleconference with the team to discuss any issues and/or suggestions you may have. If you are interested please email USIIT@education.gov.au with contact details and we will get in touch with you shortly.
Stay Connected, Stay Informed!
See our USI Help Centre for assistance – it is a great resource when getting ready for the USI and includes FAQs, step-by-step tutorials and ‘how to’ videos for RTO staff.
Call us on 1300 857 536 or email us at email@example.com if you need assistance.
Student Identifiers Registrar