The USI Transcript Service was activated on 22 May 2017. USI account holders can now use their USI to access their national training record online in the form of a USI Transcript. The transcript should include details of all non-exempt nationally recognised training completed or commenced since 2015 and available as part of the national VET collection. Training activity data is reported by training providers either annually (most privately funded training) or quarterly (most government funded training). The full list of available annual and quarterly data currently included in a transcript is shown in the USI Transcript – Available Data information box at the top of this page. The transcript will collate training outcomes from different training providers, in different states, and across different years – in the one record. USI account holders will be able to download or print their USI Transcript and share it electronically with registered training providers if they choose from within their USI account.
Several new resources on transcripts are available at ‘USI Support Materials’ in the left hand column. Here you will find Fact Sheets and Videos explaining how the USI Transcript Service works. The Frequently Asked Questions (FAQs) provided below will also assist in understanding the USI Transcript Service.
The online transcript will have many uses but it is important to note that it does not replace the qualifications or documentation issued by training organisations. 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.
5 key things you need to know about transcripts
- The benefits of this initiative for training organisations and students will accrue over time as more training records are added to individual transcripts.
- Although the USI Transcript Service will have many uses, it will not replace the qualifications or documentation issued by training organisation.
- Students may use this service to provide evidence of their skills when applying for jobs or enrolling for further training.
- Training organisations can view a student's transcript through the Organisation Portal.
- Only training providers can make corrections to the training records.
Transcripts should show:
- Nationally recognised training (that has not been exempt)
- Courses and units completed in 2015 to 2018 plus quarterly data for the current year as it becomes available
- Units of competency commenced but not completed in 2015 to 2018 or at the time of collection of quarterly data for the current year (shown as continuing)
- Qualifications commenced in 2014 but completed in 2015
- Single day course units where the participant supplied a USI to the training organisation
Transcripts will NOT show:
- Training that is not nationally recognised (even if delivered by a Registered Training Organisation)
- Training submitted to NCVER or a State Training Authority without a USI
- Training completed before 2015
- Training commenced after relevant current quarter
- Training outcomes that changed after the last relevant annual or quarterly submission date
*Quarterly data only includes information submitted by State Training Authorities. Click here for further information.
To view a sample transcript click here
Are you ready for transcripts?
RTOs are encouraged to do a quick health check to ensure that staff familiarise themselves with the information and resources available on the USI Transcript Service and USI Transcript Update Tool.
Follow this RTO Readiness Checklist to make sure you’re ready for Transcript Service activation.
A detailed information pack developed for Training Organisations which provides an overview of the USI Transcript Service, frequently asked questions and links to other resources.
USI Transcript Update Tool
It is important that training providers have a mechanism to make any necessary corrections to the data required to populate the USI transcript. A USI Transcript Update Tool has been developed by NCVER which allows training providers to update (edit, add or delete) training information that is displayed on a USI transcript. The tool is accessed via the AVETMISS Validation Software (AVS). More information on this is available from NCVER’s USI Update Tool Fact Sheet.
The USI Transcript Update Tool is not an alternative to AVETMISS reporting but allows training providers to update records relating to nationally recognised training activity that cannot be updated using standard data submission process.
Training providers are encouraged to register with NCVER to use AVS and gain access to the USI Transcript Update Tool, and to familiarise themselves with the procedures for making USI transcript updates.
Training providers can only use the USI Transcript Update Tool to update records on a USI transcript where the subjects and programs are listed on training.gov.au (TGA).
It should be noted that the normal AVETMISS reporting process should always be followed where possible. For this reason the USI Transcript Update Tool cannot be used to update current year training activity. For those training providers who report to their state training authorities quarterly (or more frequently) - any changes made to current year training activity in your student management system will be displayed when the next quarterly data submission is loaded to the USI Transcript database.
When can I submit quarterly data?
When will data be available in USI Transcripts?
The table below indicates when the reporting periods occur and when training data will become available in USI Transcripts. If you report your AVETMISS data quarterly, you can expect your student’s transcripts to be updated in May, August & November each year.
More information on submitting quarterly date is available here on the NCVER website.
|Collection period||Collection opens||Collection closes||USI transcript updated no later than|
|January to March 2018||1 May 2018||15 May 2018||End May 2018|
|January to June 2018||1 August 2018||15 August 2018||End August 2018|
|January to September 2018||1 November 2018||15 November 2018||End November 2018|
|January to December 2018 (Annual)||2 January 2019||28 February 2019||Early May 2019|
Can training providers view any student’s transcript?
You will be able to view, via the Organisation Portal, the transcript of any student who has given your provider permission from within their USI account.
What is a partial transcript?
What information is included in a transcript?
All nationally recognised training including nationally accredited training reported by training providers will appear on a USI Transcript. The USI Transcript should include the following information:
- The full name of the USI account holder (this is the only information drawn from the USI account)
- The name of all the nationally recognised training completed or commenced since 2015 and available as part of the national VET collection. The full list of available annual and quarterly data that is currently included in a transcript is shown in the USI Transcript - Available Data information box at the top of this page.
- The name of all units of competency and modules in which the individual enrolled 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 individuals paid for their own training, or received training that was subsidised by government.
Training providers report either quarterly or annually to the national VET collections, so there will always be a time lag in displaying recently completed training. Therefore, USI Transcripts should be read in conjunction with other evidence of training.
Where does the transcript information come from?
The information in the USI transcript comes from the training data that each training provider submits either directly or through their State Training Authorities, to the national VET collections which are 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. Training providers who report via their State Training Authorities (STAs) should note that the STAs only report quarterly to NCVER.
Will the information in transcripts always be complete or accurate?
The transcript should include details of all non-exempt nationally recognised training completed or commenced since 2015 and available as part of the national VET collection. The full list of available annual and quarterly data that is currently included in a transcript is shown in the USI Transcript - Available Data information box at the top of this page.
If information about training completed from 2015 onwards is not shown, it may be because the training organisation has:
- an exemption from reporting the training,
- not included the USI in the data reported, or
- not reported any data.
Where confirmed errors or omissions are brought to their attention by students, training providers will be expected to resubmit correct data at the earliest opportunity to enable USI account holders to receive a complete transcript.
On rare occasions, incorrect or incomplete transcripts may also be the result of individuals having more than one USI. USI account holders or training organisations should advise the USI Office as soon as possible if they think that this may have occurred.
Note - Training providers can use the USI Transcript Update Tool to update records on a USI Transcript where the subjects and programs are listed on training.gov.au (TGA). This means that there are a small number of accredited units/modules that are not on TGA which cannot be updated using the tool.
How do I view a student’s electronic transcript?
If you would like students to give you permission to see their transcript online you will need to ask them, it is not automatic. You can view a student’s transcript online only if they have set their access controls in the Student Portal to give you permission. You can only view the transcript via the USI Organisation Portal.
What system access do I need to view transcripts?
You will need to be able to access the USI Organisation Portal. This means that you must have an AUSkey (standard AUSkey).
Will transcripts be an acceptable form of proof of training to award credit transfers?
USI Transcripts have the same status as paper qualifications and statements of attainment issued by training providers for credit transfer purposes.
Direct access to a USI Transcript via the USI Organisation Portal will provide additional assurance that information presented is that reported by the relevant RTO to the national VET collection.
If you have any concerns about the authenticity of training information contained in a USI Transcript you should contact the relevant training provider in the first instance. If you require further assistance, you can contact the USI Office by emailing USI@education.gov.au or calling 1300 857 536.
Do offshore students require a USI number?
International students studying Nationally Recognised Training offshore do not require a USI number. From 2017 RTOs can use the ‘INTOFF’code to report international offshore students in their national VET collections data submission.
Can students set permissions for employers/industry to also view their transcript, or is it only limited to their RTO?
Can Higher Education Qualifications be added to USI transcripts?
No, only nationally recognised training activity will appear on USI Transcripts as the information on the transcripts only reflects training activity reported by RTOs into the national VET collections.
How many individuals can have access in the NCVER Portal (AVS) within the RTO?
While you only specify two users of AVS when initially registering, once registered you will be able to include additional users with differing roles as needed. This can be undertaken by the person in your organisation who has the Primary contact or Org admin role within AVS. In addition, more than one user from an organisation can be editing data in the USI Transcript Update Tool at the same time, so long as they are not editing the same USI.
Are School RTO's required to register for AVS?
School-based RTOs will need to register for AVS if they need to use the USI Transcript Update Tool. Your Board of Studies will not be able to make transcript updates on your behalf.
The requirement for school-based RTOs to register for AVS will depend on their data collecting and storing arrangements, for example:
some schools are RTOs and would need to register for AVS
some schools are part of a school system, which may manage a centralised SMS and have AVS registration
some schools engage an RTO to deliver training which may have AVS registration.
Will RTOs be notified when the student changes details in their transcript?
The only change a student can make to a transcript is a change of name. The student is not currently required to notify their RTO if they have changed their name in their USI account.
As long as the RTO collected and verified the USI prior to the student changing their name and they have reported the training against the correct USI, it will appear in the correct transcript. A former student may change their name after completing a qualification for example, by marriage. The USI Transcript can reflect their new name but RTOs are not required to update their records to reflect these changes when they occur after they have submitted their training information to the national VET collection and issued a qualification.
Are there any deadlines for updating all our student transcripts?
The USI Office recommends that RTOs update student transcripts as quickly as is reasonably possible and give priority to students seeking an update to their USI Transcript.
What do we do for students who have completed their training since 2015 and no longer have a visa or we can no longer contact them to collect and verify their USI?
If an RTO is unable to contact past students or collect their USI, their data cannot be updated. To avoid this situation in future, the USI Office strongly recommends that a USI is collected and verified at enrolment or as close to enrolment as possible. RTOs should also follow up on verification issues quickly.
The USI Registry enables RTOs to verify a USI at the point of collection using either the Organisation Portal or their own Student Management System (SMS) (your SMS must be configured to do this).
What happens if a student who is late providing a USI wants those units on the transcript?
For training data from 2015, RTOs can assist a student who was late in providing their USI but wants that training activity to appear in their USI Transcript. RTOs can use the USI Transcript Update Tool to submit this training activity with a USI. This applies to training activity previously reported without a USI. For information on how to use the USI Transcript Update Tool, see our Quick Guide Series fact sheet.
How often is the transcript updated? Are the units outcomes updated in "real time"?
Transcripts reflect the training activity reported by RTOs into the national VET collections, so outcomes are not updated in transcripts in real time. Reporting is quarterly for Government Funded training and annually for most Fee For Service training activity and for data submitted via Boards of Study for school students. To avoid confusion, training graduates should rely on documentation issued by their RTO for recent training pending regular national collection uploads.
What will be on the transcript if the student has been deemed competent but hasn't provided a USI number?
Regardless of the outcome achieved, if there was no USI attached to the training activity when it was submitted into the national VET collections, it will not appear on the USI Transcript.
RTOs are encouraged to use the materials provided by the USI Office to help students understand the value of providing their USI, to collect and verify USIs at enrolment or as soon as possible thereafter and to follow up on any issues with collection or verification quickly.
Will transcripts be an acceptable form of proof of training to award credit transfers?
USI Transcripts have the same status as paper qualifications and statements of attainment issued by RTOs for credit transfer purposes.
Direct access to a USI Transcript via the USI Organisation Portal will provide additional assurance that information presented is that reported by the relevant RTO to the national VET collections.
If you have any concerns about the authenticity or accuracy of training information contained in a USI Transcript, you should contact the relevant RTO in the first instance. If you require further assistance, you can contact the USI Office by emailing USI@education.gov.au or calling 1300 857 536.
Can I see units completed from a transcript to determine Credit transfer?
Do RTOs need student’s permission to make corrections using the USI Transcript Update Tool?
RTOs do not need permission from the student to use the USI Transcript Update Tool because it is only used to update training delivered by that RTO. They will however, need the verified USI for the student if not previously collected. RTOs can access the USI Transcript Update Tool by logging into their AVETMISS validation software account.
Can students grant the RTO permission to update their personal details? (name etc).
Yes, students can grant permission to the RTO to update their personal details. They can do this through the ‘Provide your USI’ option within their USI account.
A few key details including the student’s name and/or date of birth can only be updated if you have information from the appropriate form of ID.
How do we get students to give permission to access their transcript?
It is optional for students to provide RTOs with permission to view their USI Transcript, however the benefits of setting this permission for enrolment purposes, credit transfers and entitlement assessments are promoted in the Student USI Transcript Support Materials. These support materials also promote the flexibility to set this permission for a specified period of time and to remove the permission at any time. You can include these support materials with enrolment USI information for students along with the option to set this permission, so students are informed of the benefits. In addition, recent enhancements to the USI Student Portal include improved prompting to assist students with understanding the benefits of this permission option.
How do I know if I have access to the USI Organisational Portal?
How does the RTO report on a student without a USI, where the course has finished and the student has been unable to complete the course and does not request a Statement of Attainment?
Most students will provide a USI or give permission for an RTO to retrieve or create a USI for them if requested. RTOs should follow up quickly with students who are unable to provide a USI at enrolment.
All students undertaking nationally recognised training must have a USI, regardless of whether they complete the course or not. Creating or collecting and verifying your students’ USIs at enrolment, before training begins ensures that you are well positioned to meet your reporting requirements, especially if the student withdraws.
I agree students should be able to view the courses as soon as they complete. Will this increase RTO burden due to the daily workload? Is there a system that can sync the data automatically instead of having to report it manually?
NCVER is investigating the requirements for a renewed, modern and fit-for-purpose national VET information management system that improves quality, timeliness and access. Please see this link for the work that has recently commenced.
What do we do with students who have not paid the relevant fees for training? We do not provide them with the written Statement of Attainment as they have not paid, but they will then receive their USI transcript without having paid?
Transcripts display data reported using AVETMISS. AVETMISS has no provision to record payment status for reported training or to block or unblock display of training outcomes based on payment status.
The Transcript will record any outcomes for nationally recognised training that the RTO has reported. RTOs with substantial non-payment issues may wish to consider collecting fees due before they complete training and report a completed outcome. We recommend RTOs note the provisions of Standard 3.3 for RTOs.
Does the USI transcript meet ASQA's requirement/equivalent to a certified Credential for the purpose of Recognition of Prior Learning (RPL) and Credit Transfer?
A student’s USI transcript contains training outcome data submitted to the national collection by the student’s RTO as a true record of the training undertaken by the student since 2015, including completions and non-completions. As such, a student’s USI transcript accessed directly online by the RTO is a valid way to authenticate the training undertaken by a student, comparable to calling the issuing RTO.
The Australian’s Skills Quality Authority has updated the Users’ Guide to the Standards for RTOs 2015 which provides helpful information and tips for compliance. Clause 3.5 now identifies ‘authenticated VET transcripts issued by the Registrar’ as evidence of credit to learners for units of competency and/or modules.