Why correct name recording matters

USI verification issues can occur when a student’s name is recorded differently across their USI account, higher education record or Tax File Number (TFN).

Even small inconsistencies between the USI account and the student record can prevent verification of a student’s USI by the Tertiary Collection of Student Information (TCSI) system.

Verification issues can impact a student’s enrolment, eligibility for a Commonwealth supported place (CSP) and Commonwealth financial assistance (such as a HELP loan), ability to view results, and graduate. There can also be an impact on students, education providers and the Office of the Student Identifiers Registrar where administrative effort is needed to resolve issues.

Common issues include:

• personal details that do not match the verifiable ID used to create the student’s USI and TFN
• use of preferred names instead of legal names
• missing or abbreviated middle names
• names entered in the incorrect order
• inconsistent use of hyphens, apostrophes or spacing
• single names recorded incorrectly.

What you can do

To support successful USI verification, record student names exactly as they appear on their USI account.

A student's name may be recorded differently in your student management system than it appears on the verifiable ID used to create their USI. For USI verification purposes, the details recorded on the student's USI account should be used, as these are the details that have been verified against the student’s identity documentation.

Students should also be encouraged to use the same verifiable ID to create their USI and their TFN, as this will help support successful verification by the TCSI system.

Where a name mismatch is identified, ask the student to share their USI and check that the personal details in your student management system match the details recorded on their USI account. Advising students to change their name on their USI account to match your system may not be possible where that would cause ID verification failure.

Keeping student records aligned with the student’s USI account supports successful USI verification, reduces administrative issues and helps students access their study and funding entitlements without unnecessary delays. Where a student has changed their name, remind them to first update their details in their USI account and then advise their higher education provider so their student record can also be updated.

For more information visit the managing USIs in higher education webpage.