Create a USI on behalf of a student
Before your training organisation applies for a USI on behalf of a student, you are required to obtain their permission. Under the Student Identifiers Registrar’s terms and conditions you are also required to give the student a privacy notice explaining how their personal information will be used.
Training organisations cannot resume an application started by a student, even if the student gives you a reference number.
Once you create a USI on behalf of a student, they will receive a notification to their preferred contact method containing their USI number and a link to activate their account by setting their password and check questions.
Collect a USI
Training organisations are responsible for collecting and recording their student’s USIs.
Training organisations are not allowed to issue a qualification or statement of attainment unless the student has a USI or the student or the training organisation is totally exempt from the USI initiative.
We strongly recommend collecting your student’s USIs at enrolment before training commences, especially for short courses.
We also recommend that you collect the student's name for enrolment exactly as it appears in their USI account, otherwise, you will have difficulty verifying their USI. You may need extra name fields in your Student Management System including the one name only field.
Verify a USI
Training organisations are required to verify their student’s USIs to ensure the correct USI is being used for the student.
You must verify a student’s USI before providing them with their qualification or statement of attainment or submitting your AVETMISS data to the National Centre for Vocational Education Research (NCVER). Note that verification of a USI is one of the requirements of the Standards for Registered Training Organisations (RTOs) 2015.
If a student has created their own USI, you will need their:
- first name
- last name
- date of birth
Before you verify a USI, make sure the student is giving you the exact information they used when they created their USI. This may be different to previous details you have recorded.
If you have created the USI on behalf of a student and received the number from the USI Registry System that USI is already verified.
You can verify a USI:
- one by one through the USI Registry System
- one by one through your Student Management System (SMS) if it has a connection to the USI Registry System
- in batches of up to 500 through your SMS if it has a connection to the USI Registry System
The USI Registry System:
- checks that the USI contains the correct number and type of characters. This check results in a 'valid' or 'invalid' result.
- checks the student's first name, last name and date of birth. This check returns a 'match' or 'no match' result. If a 'no match' occurs, the student may have altered their personal information.
Updating student details
If a student changes their details in their USI account, your Student Management System will not be updated as the USI Registry System does not push information into Student Management Systems. Students can log into their USI account and email their USI verification details to any email address they wish. Prompting students to do this is a good way to ensure details entered in an enrolment form match the details in their USI account.
The 'Find' function allows training organisations and VET Related Bodies (VRBs) that have been given permission by a student in the USI Registry System, to find their USI, view and/or update the student’s personal and contact details or view their USI Transcript.
Existing USI Search / Locate USI
The ‘Existing USI Search’ function allows training organisations to search for an existing USI but not make any changes to a student’s details.
This function can be used before creating a USI on behalf of a student to first determine if the student already has an existing USI (if the student is unsure) or if you are having trouble verifying a student‘s USI.
Make sure you have the students permission prior to using this function.
If you are using own Student Management System (SMS), you will need to use the ‘Locate USI’ function.
Note: Using the 'Existing USI Search' and 'Locate USI' functions will generate an email or SMS/text message to the student notifying them that you have located their USI.
- If a unique match is found, the student’s USI will be displayed.
- If more than one USI record is found, a message will be displayed advising how many matching USI records have been found and you will then be asked to refine your search by inserting additional optional criteria.
- If there is no match or you entered the details incorrectly, a ‘No USI Record Found’ message will be displayed. You may need to contact the student to confirm the details used to create their USI.
- If they have a USI, but have forgotten it, you can direct them to the Find your USI page on this website to retrieve their USI details. Once they have logged into their account, they will be able to grant permissions within the USI Registry System which will enable you to view their details.
When creating a USI, the USI Registry System will check existing accounts and advise if the student has an existing USI. If a training organisation or student becomes aware that they may have multiple USIs, they need to report the issue to the Office of the Student Identifiers Registrar. The Office of the Student Identifiers Registrar will work with the relevant parties to resolve the issue and advise the outcome.
Deactivated and Replacement USI Listing
A training organisation can utilise the Self Service Reporting tile in the Organisation Portal under ‘Training Organisations’ to access the Deactivated and Replacement USI Listing. This report assists training organisations to find the retained USI number for a deactivated USI number. The report can be downloaded by a training organisation at any time if they are having trouble trying to verify a student’s USI that has been deactivated.
Viewing USI Transcripts
A student can give you permission to view their USI Transcript through their USI account.
The Australian Skills Quality Authority (ASQA) now recognises direct access to USI Transcripts as an alternative checking procedure for credit transfers and prior qualifications (ASQA User Guide Clause 3.5 – Accept and provide credit to learners).
Training organisations do not require the student’s permission to use the USI Transcript Update Tool to update their training records because you can only update the training delivered by your organisation.
Document Verification Service (DVS)
The Document Verification Service (DVS) is a secure, online system managed by the Department of Home Affairs. The DVS checks that the information entered into the USI Registry System from an acceptable form of ID is valid.
The Unique Student Identifier (USI) creates a number that is unique to each individual student. The USI application process aims to reduce the possibility of multiple USIs being allocated to a student or false identities and inaccurate records being created. The process ensures that the correct and legal version of a student’s name is recorded against their USI, rather than a misspelled, abbreviated or shortened version of the name.
Document Verification Service (DVS) Override
Most students who need a USI will have at least one form of acceptable ID. However, a very small proportion of students with special circumstances may not have the form of ID needed for the DVS check to complete the USI application process. In these cases, the USI Registry System includes a DVS override function which can be granted to training organisations.
The DVS override function is only to be used by training organisations when absolutely necessary. It may be accessed through the USI Registry System or through a Student Management System.
How to Apply for DVS Override
If you wish to apply for DVS override please complete the access form below. Please note that this form is not only for DVS override applications, and you may be asked to enter additional details about your organisation.
The Terms and Conditions for accessing and using the DVS override function include an undertaking that training organisations will do their best to use an appropriate form of ID when applying for a USI on behalf of a student using the DVS override. Preferably, this ID will be an alternative evidence of identity document issued by a government authority or other form of credible and authoritative form of identification. A guidance note for training organisations about the use of alternative form of identity is available below.
- DVS Override fact sheet
- Terms and Conditions - DVS override
- Alternative Proof of Identification Documents for DVS Override
Self Service Authorisation
Self-Service Authorisation (SSA) is a whole of government service integrated with the AUSkey authentication service. It allows your organisation to set up permissions to limit which specific employees with an AUSkey can access the USI Registry System.
SSA has two key functions. It can:
- limit access to the USI Registry System to specific staff, and permissions within that access. For example, limiting which staff members have access to DVS override within the USI Registry System
- transfer management of USI access from the AUSkey Administrator to a Business Administrator
If you would like the SSA function to be available for your organisation please complete the System Access Request Form.