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 will show their nationally recognised training from 2015 and 2016 - collating training outcomes from different training providers, in different states, and across different years – in the one record. They will also be able to download or print their USI Transcript and share it electronically with future training providers if they wish.
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 only view a student's transcript through the Organisation Portal.
- Only training providers can make corrections to the training records.
Transcripts should show:
- Courses and units completed in 2015
- Courses and unit units completed in 2016
- Units of competency commenced in 2015 but not completed (shown as continuing)
- Qualification commenced in 2014 but completed in 2015
- Single day course units where the participant supplied a USI to the training organisation
- Nationally recognised training(that is not exempt)
Transcripts will NOT show:
- Training completed before 2015
- Training commenced in 2017
- Training that is not nationally recognised (even if delivered by a Registered Training Organisation)
- Training submitted to the NCVER or a State Training Authority without a USI
- Training outcomes that changed in 2017
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.
RTO Information Pack
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 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.
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.
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.
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?
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 online, will always view the full 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 VET qualifications completed since 2015 and 2016 and the training providers that issued them
• The name of all units of competency and modules in which the individual enrolled and
o their outcome, for example whether the competency was achieved or not;
o the training providers that delivered them;
o the date they were commenced and completed; and
o 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 since 1 January 2015 and for which the training organisation collected a USI and submitted data to the national VET collection. The transcript will show 2015 and 2016 training information. It will not yet show 2017 information.
If information about training completed in 2015 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.
