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Privacy requirements when applying on behalf of a student

These entities may apply for a USI on behalf of a student under sub-section 9(2) of the Student Identifiers Act 2014:

  • Registered Training Organisations (RTO)
  • VET admission bodies
  • registered Higher Education Providers
  • Tertiary Admission Centres

If your organisation is eligible, you are required to give the student a privacy notice explaining how their personal information will be used.

Privacy notice for your students

To help you meet this requirement, we have developed a Privacy Notice you can give to students.

Privacy text to include in enrolment forms

Use the following suggested text in your enrolment forms to:

  • seek authorisation to apply for a USI on behalf of a student
  • advise students of their privacy rights and requirements

From 1 January 2015, we [insert RTO name] can be prevented from issuing you with a nationally recognised VET qualification or statement of attainment when you complete your course if you do not have a Unique Student Identifier (USI).  Get your USI now at www.usi.gov.au/create-your-USI/

If you would like us [insert RTO name] to apply for a USI on your behalf you must authorise us to do so and declare that you have read the suggested text for inclusion in enrolment form.

I [NAME] …………………………………………………………………………………………..authorise

[insert RTO name]…………………………………………………………………………………. to apply pursuant to sub-section 9(2) of the Student Identifiers Act 2014, for a USI on my behalf. I have read and I consent to the collection, use and disclosure of my personal information as outlined by the Student Identifiers Registrar.

[SIGNATURE]                               [DATE]

By 2023, all higher education students will need to have a USI if they expect to receive their award in 2023 or beyond. This includes all students who started before 2021, as well as, all international onshore students. Get your USI now at www.usi.gov.au/create-your-USI/

If you would like us [Higher Education Provider or Tertiary Admission Centre] to apply for a USI on your behalf you must authorise us to do so and declare that you have read the relevant privacy information.

 I [NAME] …………………………………………………………………………………………..authorise

[insert HEP or TAC name]…………………………………………………………………………………. to apply pursuant to sub-section 9(2) of the Student Identifiers Act 2014, for a USI on my behalf. I have read and I consent to the collection, use and disclosure of my personal information pursuant to the information detailed within the Privacy Notice.

[SIGNATURE]                               [DATE]

Relevant privacy legislation

  • If you are an Australian Privacy Principle (APP) entity bound by the Privacy Act 1988 or an entity bound by State or Territory Privacy legislation:
    • consider whether your organisation is bound by any privacy legislation and what your obligations would be under this legislation
    • seek independent legal advice about your privacy obligations
  • If your organisation contravenes sections 11, 16 or 17 of the Student Identifiers Act 2014, then pursuant to section 23 of the Act:
    • your organisation will be considered to be an APP entity bound by the Privacy Act 1988
    • the contravention may be subject to investigation by the Information Commissioner
  • Where your organisation is bound by Commonwealth or State or Territory Privacy legislation, you may need to tell students how their information is stored and protected, such as:
    • secure server at the education or training provider
    • third-party server in the cloud
    • if hard-copy – in a locked file/cupboard
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If you need help, please call us on 1300 857 536 or from outside on Australia +61 2 6240 8740. Our contact centre is open between 8.30am-5:00pm (Australian Central Standard Time), Monday to Friday (excluding national and South Australian public holidays).

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Office of the Student Identifiers Registrar (OSIR)
Last Modified on Tuesday 21st September 2021 [161]