Preparations are underway to activate the transcript service when 2016 data from training providers is received. We hope this will be by mid-2017. If you would like to receive an email notification when the transcript service is available please subscribe here
Your online transcript will have many uses but it is important to note that it does not replace the qualifications or documentation issued by the training provider. This transcript will be a useful backup for when the original documentation is lost or where duplicate documentation cannot be obtained from the training provider, for example because it is no longer operating.
Please note that your transcript is unlikely to contain information about the training that you have completed recently; this is because the transcript can only show the training outcomes that your training provider has reported to the National VET Data Collection. Some private training providers only report once a year, other publicly funded providers report four times a year.
The Transcript Service can only operate effectively if you provide your USI details to your training provider. If you do not give your training provider your USI you will not be able to generate a transcript that includes the training you complete with them.
As you complete training over a period of years, your online transcript will grow to provide a record that shows your nationally recognised training. Please remember that any training you completed before 2015 will not be shown in your transcript.
To view a sample transcript click here.
5 keys things you need to know about your USI Transcript
- If you don’t provide a USI to your training provider, your training cannot appear in your transcript.
- Your USI training record starts with training received in 2015 – it cannot include training delivered before you had a USI.
- USI records will be updated every year but only once a year for many training providers so you may need to rely on the documents from your training provider in the first year.
- If something seems to be missing or wrong on your transcript check out our information on possible errors first and then contact the training provider who delivered the training to confirm the error or omission and seek a correction.
- Only your training provider can make corrections to your training records. Have your USI handy when you call them.
Will my transcript show training I’ve done in 2016
Not yet. During the trial, transcripts will only show training undertaken in 2015 and the reported progress of that training as at 31 December 2015. Training completed during 2016 will be added when the Transcript Service is formally activated in 2017. As training providers only report at intervals to the national data collection (some annually, some quarterly) there will always be some lag in displaying recently completed training.
What information is included in my transcript?
The transcript will include the following information:
- Your full name;
- The name of all the nationally recognised VET qualifications completed in 2015 and the training providers that issued them
- The name of all units of competency or modules and
- their outcome, for example whether the competency was achieved or not;
- the training providers that delivered them;
- the date they were commenced and completed; and
- an indication of their source of funding that is, whether you paid for your training, or received training that was subsidised by government.
Please note that during the trial only training activity undertaken in 2015 will be included and some accredited course modules may not be included.
Where does the transcript information come from?
The information in the USI transcript comes from the data that each training provider submits about their enrolments and the training they deliver to the National VET Data Collection which is managed by the National Centre for Vocational Education Research (NCVER). Training providers must submit this data at least once a year, although many submit it more frequently, especially when they deliver training paid for by government.
Will all types of training be recorded on transcripts?
Only non-exempt nationally recognised training undertaken after January 2015 and reported to the National VET Data Collection will be recorded on transcripts. For more information on exemptions go to https://www.usi.gov.au/training-organisations/training-organisation-requirements/exemptions-reporting-usi
Will the information in my transcript always be complete or accurate?
The transcript should include details of all non-exempt nationally recognised training done since 1 January 2015 and for which the training provider collected a USI and submitted data to the National VET Data Collection. During the current trial, the transcript will only include information about training done in 2015. Transcripts will not show training done in 2016 until sometime in 2017. During the trial, information about training you did in 2015 may not be shown in the transcript because:
- the training provider has an exemption from reporting the training,
- you have received an exemption from getting a USI, or
- the training provider has not included the USI in the data reported, or
- the training provider has not reported any data.
While there may be valid reasons why information about training you did in 2015 is not shown in the transcript, you can contact the USI Office to seek clarification.
Training providers that failed to submit data including USIs will be expected to submit complete data as soon as reasonably possible so that you can receive a complete transcript.
Please note that during the trial activation of the USI Transcript Service, training providers will only be correcting data in relation to qualifications that you completed in 2015.
Incorrect or incomplete transcripts may also be the result of you having more than one USI. You and your training provider should advise the USI Office as soon as possible if you think that you may have more than one USI.
Can I generate a transcript if I do not have a USI or USI account?
No, to generate an electronic transcript through the USI Transcript Service you must have a USI, activate your USI account and have completed non-exempt nationally recognised training since 2015.
Can I add to my transcript training I completed before 1 January 2015? (For example a course completed in 2013 or 2014?)
No. It is not currently possible to add training completed before 1 January 2015 to your transcript. You must rely on the certification documentation issued by your training provider to show evidence of this training.
Can my training provider view my transcript?
Yes, but only with your permission. You can allow training providers to view your transcript online by logging into your USI account, clicking on the Manage Permissions tile and adding the organisations you want to give permission to view your transcript. You can limit the period of time they will be able to view your transcript.
I did nationally recognised training while at school. Should my transcript show this training?
Yes, your transcript should show the nationally recognised VET training you did while at school. However it will not show the other subjects which you undertook while at school. Note that initially only the training you did in 2015 will be shown.
Can I use my smartphone or iPad to view my electronic transcript?
Yes, you can use your smartphone or IPad to view your electronic transcript.
Can I print or email my transcript?
Yes, you will be able to print or email your transcript.
What if I don’t want to print the full transcript?
You can request a partial transcript, that is, a transcript that includes information about only some of the training you did. You can do this by clicking the deselection box against each unit of competency, module or each qualification when requesting the transcript. In this case the transcript will include a statement to explain that it is a ‘partial transcript’.
Note, however, that you cannot choose to include information about a unit, module or qualification without the outcome or the training provider that delivered the training. Also, you cannot change the training outcomes shown in the transcript.
If you give permission to a training provider or VET authority to view your transcript, they will always be able to see your full transcript. You cannot create a partial online transcript for them to view.