Terms and conditions – Organisation Portal
The Organisation Portal and Web Services are part of the USI Registry System maintained by the Student Identifiers Registrar for the Australian Government. We refer to Student Identifiers Registrar as 'we' or 'us' in these terms of use.
Agreeing to these terms and conditions of use and access
Please read these terms of use carefully. When you select 'I agree to the Terms and Conditions' in the Organisation Portal, you agree to be bound by them.
Privacy and personal information
The personal information you collect from students and provide to us is protected by the Privacy Act 1988 (Privacy Act). The collection, use and disclosure of a USI is protected by the Student Identifiers Act 2014 (the Act).
Your organisation and any third-party entities must handle student personal information in accordance with the requirements of both acts.
For further information, see our Privacy Policy.
Identity verification
Identity for a USI will be verified through the Document Verification Service (DVS).
You confirm you are authorised to provide the individual’s personal details presented and they consent to the information being checked with the document issuer or official record holder via third-party systems for the purpose of confirming your identity.
For more information on DVS privacy go to the Identity Verification Services Privacy Statement.
Applying for a USI on behalf of a student
Approved entities can apply for a Unique Student Identifier (USI) on behalf of a student under sub-section 9(2) of the Act. These entities may include a:
- Registered Training Organisation
- VET Admission Body
- registered higher education provider
- Tertiary Admission Centre.
You must:
- provide the student with a Privacy Notice explaining how their personal information will be used
- have their permission to:
- create a USI
- find, view or update a USI.
You must not:
- activate the student’s USI account
- ask student to disclose their USI account password and security questions.
Disclosure to overseas recipients
If you disclose a student’s personal information to any overseas recipient, you must ensure that the recipient complies with the requirements of the Privacy Act. If such a disclosure is made, you must ensure the student:
- is aware of the countries in which their personal information will be disclosed
- consents to the disclosure of their personal information to an overseas recipient.
You may advise the student that if they consent to the disclosure of personal information to an overseas recipient, you will not be accountable under the Privacy Act in relation to the disclosure of their personal information to an overseas recipient and the student will not be able to seek redress under the Privacy Act.
Your responsibilities
- ensure the security of all USIs and related documentation, including within your student management systems
- securely destroy personal information collected from students solely for the purpose of applying for a USI on their behalf
- as soon as practicable after you have made the application
- if the information is no longer needed for that purpose, unless you are legally required to retain it.
Our rights, responsibilities and liability
We will make every effort to ensure that:
- the information you give us will be safe and stored securely
- data is backed up and can be recovered in case of a disaster
- all access to the system is logged
- if any unauthorised behaviour occurs, the logged data will assist us in identifying and resolving the issue.
We are not liable for any loss, damage, cost or expense arising from:
- damage caused by any virus, malware or other similar malicious code, to your computer, device, system or software
- a problem or loss of information you provide to or transmit through the USI Registry System
- a connection to a system or website outside our control compromises the objectives of the USI Registry System, where we may sever links without prior notice.
False or misleading information
Providing false or misleading information in relation to a USI account is a serious offence under Division 137 of the Criminal Code Act 1995.
Report suspicious or unauthorised
Please contact us to report any suspicious or unauthorised activity relating to a USI or the USI Registry System.
Accessibility
This website and the USI Registry System have been designed to meet the Web Content Accessibility Guidelines. For more information on accessibility, go to the Department of Employment and Workplace Relations How to use the site page.