A student must give permission to a training organisation or VET Related Body to:
- view and/or update details on their USI Account
- disclose their USI to another training organisation
- view their USI Transcript
For further information about the requirements of a training organisation or VET Related Body, please refer to our Training Organisation requirements page.
Under the Student Identifiers Registrar’s terms and conditions, training organisations applying for a USI on behalf of an individual must give the individual a privacy notice explaining how their personal information will be used.
An authenticated USI Transcript contains personal information of the individual student, as defined in section 6 of the Privacy Act 1988 (Cth). This means USI Transcripts must not be copied or disclosed to any other person without the consent of the individual student.
For further information, please refer to our privacy page.
Student permissions: Training organisations & VET related bodies
Important information you need to know about seeking permission from a student to view their USI account and/or USI Transcript:
Creating a student USI
A training organisation must seek the student’s permission before creating a USI on behalf of the student and provide a privacy notice explaining how their personal information will be used.
Searching for a student USI
Training organisations require a student’s permission to search for their USI. When the USI search is conducted, the student will receive an automated email or SMS/text message stating ‘Your USI was located’.
Verifying a student USI
Training organisations do not require student permission to verify that their USI is correct because it is a requirement under the Student Identifiers Act 2014.
Viewing a student USI Transcript
Training organisations must protect student privacy and must seek a student’s permission to view their USI transcript. For further information on USI Transcript inclusions, refer to our transcript/training record page.
Updating a student USI Transcript
Training organisations do not require student permission to use the USI Transcript Update Tool where they determine an amendment is required. However, training organisations can only update the training delivered by them. For further information on USI transcript updates, errors or missing information, refer to our Transcript/training record page.
Training organisations disclosing a student USI and USI Transcript
Training organisations must protect student privacy and seek a student’s permission to disclose the student’s USI and/or USI Transcript with another training organisation.
How students give permission to a training organisation
Students can permit a training organisation (or VET Related Body (VRB)) to view and/or update their details directly through the USI Registry System – this means the training organisation/VRB can:
- view the student’s personal information such as their contact details, and/or
- update the student’s personal information such as their contact details, and/or
- view the student’s full USI transcript**
When a student has successfully provided any of the above permissions, the training organisation/VRB will receive a notification via the contact information they have recorded with training.gov.au.
The training organisation then logs into the USI Organisation Portal, with the student’s USI and all of the information the student has permitted will be visible.
Where a student does not permit a training organisation/VRB to view their full USI Transcript directly through the USI Registry System, the student can provide a copy of their full USI Transcript or a Transcript extract (both of which may be verifiable online if the student chooses this method). This is provided following a different method. For further information, refer to our student permission to view transcript page.