The Transcript service has not yet been activated.
Once it is activated you may be able to see information about the training you completed in 2015 using your USI account. You can view these records and transcript online from your computer, tablet or smart phone and provide it to any new training organisation or an employer.
A USI enables you to have a password protected online record of nationally recognised training undertaken by you since first giving the USI to your training organisation.
Your online record is known as a ‘USI authenticated transcript’, or ‘USI transcript’ for short, and is expected to become available later this year.
Your USI transcript does not replace qualifications or documentation issued by the training organisation. The USI transcript is a supplementary source of information about the training undertaken by you. It will be useful if the original documentation is lost or where duplicate documentation cannot be obtained from the training organisation, for example because the organisation is no longer operating. Please note that your USI transcript is unlikely to contain information about the training that you have completed recently, this will take time to be updated and appear in the system. The benefits of this initiative to you will increase over time as more of your training records are added to the USI account.
To view a sample transcript click here.
Why hasn’t the transcript service been activated yet?
The transcript service has not yet been activated. We are committed to accurate transcripts. Some of the data that has been submitted by training organisations was missing a USI. In case your Training Organisation needs to make corrections to Transcripts we require a corrections function. As soon as the corrections mechanism is ready we will be able to activate the transcript service. We hope this will be by the end of the year. RTOs will receive formal advice as soon as the date is known.
What is the reason for the delay?
We do not want to release a product that doesn’t have a mechanism to correct the information in the Transcript, if required. This is taking longer to develop than we first thought.
What information is included in a USI transcript?
The USI transcript will include the following information:
- The full name of the USI account holder;
- The name of all the nationally recognised VET qualifications completed and the training organisations that issued them
- The name of all units of competency or modules in which the individual enrolled and
- their outcome, for example whether the competency was achieved or not;
- the training organisations that delivered them;
- the date they were commenced and completed; and
- an indication of their source of funding, that is whether individuals paid for their own training or received training that was subsidised by government.
How is a transcript generated?
The information in the USI transcript comes from the data that each training organisation submits about their enrolments and the training they deliver to the national VET database which is managed by the National Centre for Vocational Education Research (NCVER). Training organisations must submit this data at least once a year, although many submit it more frequently, especially when they deliver training paid for by government.
The data that training organisations submit about their enrolments and training delivered include the USI of their students. It is the USI that enables a transcript to be generated by linking the training information in the national VET database to individual USIs.
When USI transcripts become available later this year USI account holders will be able to request a transcript by logging into their USI account and selecting the ‘USI Transcript’ tile. A step-by-step guide on how to request a USI transcript will be made available on this website shortly.
The request is transmitted to the NCVER, where the training records of the USI account holder in the national VET database are identified and then presented in the USI transcript. Account holders will then be able to save the USI transcript in their own PC or other electronic device, print it or email it to the desired recipient, such as a prospective employer.
Account holders will also be able to allow a training organisation or a government VETauthority to view their USI transcript online and decide how long they can view it for. They will be able to do so by logging into their USI account, clicking on the Manage Permission tile and add the organisations they want to give permission to view their USI transcript and for how long this permission remains valid. A step-by-step on how to do this will be made available on this website shortly.
Can information be removed from a USI transcript?
Yes. Account holders will be able to request an ‘extract’ of the USI transcript, that is, a transcript that includes information about only some of the training undertaken. This can be done by simply clicking the deselection box against each unit of competency or module or each qualification when requesting the transcript. In this case the transcript generated will include a statement to explain that the transcript is an ’extract’.
Note, however, that it is not possible to choose to include information about a unit, module or qualification without the outcome or the training organisation that delivered the training.
Also, it is not possible to remove any training information when giving permission to view a USI transcript online to a training organisation or a VET authority, such as the government department responsible for VET in a state or territory. This means that the training organisation or VET authority given permission to view the transcript will be able to view all the training records that are held in the national VET database against the USI of the account holder.
Will the information in USI transcripts always be complete?
The USI transcript should include details of all the training undertaken since 1 January 2015 for which the training organisation collected a USI and submitted data to the national VETdatabase.
It is possible that information about the training undertaken in the current year is not shown in the transcript. In this case the reason will most likely be because the training organisation has not yet been required to submit data for that period to the national VET database. For example, a training organisation may not be required to submit information about enrolments and training delivered in 2016 until 2017; therefore, information from this training organisation will not appear in USI transcripts until then.
If, on the other hand, information about training undertaken over a year previously is not shown in the transcript it may be because the training organisation has not included the USI in the data reported or has simply not reported any data. There may be valid reasons why the training organisation has not done so. However, if in doubt, USI account holders should contact the relevant training organisation to seek clarification.
Training organisations that failed to submit data including USIs will be expected to submit complete data at the earliest opportunity to enable USI account holders to receive a complete USI transcript.
Incorrect or incomplete USI Transcripts may also be the result of more than one USI being inadvertently created for an individual. USI account holders or training organisations should advise the USI Office as soon as possible as they become aware of this. The USI Office will deactivate the additional USIs to ensure that an individual is linked to a single USI so that the USI Transcript shows all the training records belonging to that individual.
What is the role of the USI Office?
The role of the USI Office is to maintain the USI Registry System which enables USI account holders to obtain a USI transcript or give permission to a training organisation or VETauthority to view their USI transcript online. The USI Office also ensures that individuals have only one USI and not multiple ones.
However, the USI Office cannot help individual account holders to correct errors in the training records shown in the USI transcript or to add training records that may be missing. This is the responsibility of training organisations, as they deliver the training and issue qualifications or other documentation to their students and also submit this data to the national VET database held by NCVER.
The USI office does not hold any training records and therefore it is not in a position to know what training was undertaken by a USI account holders and what VET qualifications they obtained or whether the training organisation has submitted the relevant training records to NCVER.
For this reason the USI transcript includes a disclaimer which explains that the USI Registrar does not warrant the accuracy or completeness of information in the USI transcript and will have no liability to any persons for any loss, damage, cost or expense (including legal costs) experienced by any person using or relying on the information contained in the USI transcript.
How does a USI Transcript benefit an employer?
USI transcripts will benefit employers as they provide in a single consolidated document evidence of the nationally recognised training undertaken by employees or job applicants after 1 January 2015.
This evidence will help employers determine more quickly whether their employee or job applicants meet the specific training requirements for their current or prospective job. It will also help employers manage more efficiently the training requirements of their workforce. For example, the transcript can help avoid unnecessary and expensive retraining where it shows evidence that employees already meet particular licensing requirements; similarly, it can serve to alert employers to current or impending training gaps that need addressing.
While the usefulness of USI transcripts will increase over time as the training information they cover expands, USI transcripts may not always include information about the training undertaken most recently. This is because training organisations submit data for the national VET database at certain intervals, and sometimes only annually, rather than immediately upon qualifications being issued. In such cases, employers will need to continue to rely on the original certification documentation issued by the training organisation as evidence of the training undertaken.
Will all types of training be recorded?
No, some special types of training are not required to be recorded. These include training that would impact on national security or the delivery of vital services.
Can I show someone only part of my results and transcript?
Yes, you will be able to select parts of your training and create a file called an ‘extract’ so that only parts of your training records are displayed. This will be useful when you want to show an employer important parts of your study when you apply for a new job.
Can I print or email my results and transcript?
Yes, you will be able to print or email them.
Can I add previous training I completed before 1 January 2015 to my USI account? (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 USI account.