The USI Transcript Service will allow USI account holders to generate a transcript which collates all training details reported to the National VET Data Collection that are linked to their USI.
Although the USI Transcript Service will have many uses it will not replace the qualifications or documentation issued by training providers. The transcript will be a useful backup for when the original documentation is lost or where documentation cannot be obtained from the training provider, for example because it is no longer operating. Students may use this service to provide evidence of their skills when applying for jobs or enrolling for further training. The benefits of this initiative for training providers and students will accrue over time as more training records are added to individual transcripts.
It is important that training providers have a mechanism to make any necessary corrections to the data required to populate the transcript. A USI Transcript Update Tool has been developed by NCVER. This will allow training providers to update records they have previously reported via the AVETMISS process. It will allow them to edit, add or delete records. More information on this is available at USI Update Tool Fact Sheet.
All training providers, especially providers who have submitted national reporting data (for non-exempt training) without a USI, will need to be able to process corrections in 2017.
Prior to the USI Transcript Service Update Tool, the National VET Data Collection could not be updated after the collection window for a given year was completed. The USI Transcript Service Update Tool is not an alternative to AVETMISS reporting but will enable training providers to correct records relating to nationally recognised training activity that cannot be updated using standard data submission process.
Information regarding USI Transcript Service Trial
During the trial only USI account holders who completed a full qualification (i.e. a Nationally Recognised Training certificate, diploma or advanced diploma) in 2015 have been invited to view their transcript and test the related functions including making their transcript visible online to their training providers. USI account holders will be able to view limited information in their transcript during the trial.
We expect a small number of trial participants to identify gaps in their transcript. They have been requested to contact the USI Office in the first instance. The USI Office will screen these cases and where appropriate contact training providers to confirm that they are ready to make a correction. We anticipate only a small number of corrections will be requested during the trial and they are likely to focus on students whose data was submitted without a USI.
If you are contacted directly by a student during the trial you may choose to confirm whether they have a valid correction to make and assist them or direct them to our website at https://www.usi.gov.au/students/training-records-or-transcript/inaccurate-transcript for further information about the trial and valid corrections.
Training providers are encouraged to register with the NCVER to use the USI Transcript Service Update Tool if necessary and to familiarise themselves with the procedures for making corrections.
To view a sample transcript click here
What is the USI Transcript Service Trial?
It is a trial activation of the USI Transcript Service. During the trial, only USI account holders who completed a full qualification (i.e. a Nationally Recognised Training certificate, diploma or advanced diploma) in 2015 will be invited to view their transcript and test the related functions including making their transcript visible online to their training providers.
During the trial, training providers will be able to update transcripts requiring corrections by using the newly developed USI Transcript Service Update Tool.
Feedback from the trial will be used to confirm that the USI Transcript Service is ready to be formally launched.
What information is included in a transcript?
The transcript will include the following information:
- The full name of the USI account holder;
- The name of all the nationally recognised VET qualifications completed since 2015 and the training providers that issued them
- The name of all units of competency 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.
Please note that during the trial only training activity completed in 2015 will be included and some accredited course modules may not be included.
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 database which is 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 the non-exempt nationally recognised training commenced or completed since 1 January 2015 and submitted to the National VET Data Collection with a USI.
During the trial, the transcript will only include information about training done in 2015. Transcripts will not show training done in 2016 until sometime in 2017. If information about training undertaken in 2015 is not shown in the transcript it may be because:
- the training provider has not included the USI in the data reported, or
- the training provider has not reported any data, or
- data was reported against the incorrect USI.
- the training provider has an exemption from reporting the training,
Where confirmed errors or omissions are brought to their attention by students, training providers will be expected to submit complete data at the earliest opportunity to enable USI account holders to receive a complete transcript.
Incorrect or incomplete transcripts may also be the result of individuals having more than one USI. USI account holders or training providers should advise the USI Office as soon as possible if they think that this may have occurred.
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 if they have set their access controls in the USI Registry System 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.
Can training providers view any student’s transcript?
You will be able to view the transcript of any student who has given your organisation permission from within their USI account.
What is a partial transcript?
A partial transcript allows students to create or download their transcript with only selected training information within their account. This enables students to tailor their transcript according to specific needs and purposes such as providing evidence of their skills when applying for jobs. Students can also give access to training providers to view their transcripts online for enrolment purposes. However, training providers if given permission to view transcripts will always view the full transcript.
What should I do if a student calls to say they cannot see their transcript or it is incomplete during the trial activation of the USI Transcript Service?
You should check your records to confirm:
- the correct USI was recorded
- the training was undertaken in 2015 (this is relevant during the trial activation of the USI Transcript Service only)
- the training was reported correctly in AVETMISS
- that the student does not have multiple USIs
- that the student does not have an exemption
If you collected and reported the correct training information you should contact NCVER to seek clarification as to why it is not showing.
If the student has multiple USIs you should refer the issue to the USI Office.
If you reported the data incorrectly you can correct it by using the USI Transcript Update Tool. The USI Transcript Update Tool will allow training providers to update records they have previously reported via the AVETMISS process. It will allow them to edit, add or delete records. It is not an alternative to AVETMISS reporting but will enable training providers to correct records relating to nationally recognised training activity that cannot be updated using standard data submission process.
The USI Transcript Update Tool is accessible to training providers via the AVETMISS Validation Software (AVS). More information on the Update Tool is available here USI Update Tool Fact Sheet. Training providers who submit AVETMISS data directly to NCVER will already be registered to use AVS. Those submitting via State Training Authorities may not be registered and they will need to be registered to be able to use the Update Tool. A comprehensive guide on the AVS catering to users of all levels can be found at AVETMISS Validation Software User Guide. Over the coming months, training providers are encouraged to register for AVS if necessary and familiarise themselves with the USI Transcript Update Tool.