VET transcripts – information for employers
Information for employers
An authenticated USI VET transcript collates an individual’s nationally recognised vocational education and training (VET) outcomes, undertaken since 1 January 2015, into a single record.
USI account holders can access their VET outcomes online in the form of an authenticated VET transcript.
VET transcripts can be used:
- as a credit transfer or demonstrating pre-requisites for further training
- as a backup if the original documentation is lost and cannot be replaced
- to provide qualifications to employers and licensing bodies
- to reduce unnecessary retraining that can result from lost credentials.
Receiving a VET transcript
USI account holders can share a full copy or extract of their VET transcript with a third party, such as an employer, which is a convenient and secure way to prove qualifications and demonstrate pre-requisites for further training.
VET transcripts can be shared by either emailing a PDF or providing a hard copy of the document.
The VET transcript includes a clickable link and a QR code for accessing the online record from either an electronic or hard copy, to further validate the training listed in the transcript. When using the QR code, the name and document number will populate automatically to ensure accessing the record is quick and easy for third parties.
What is a USI?
The Unique Student Identifier is an individual’s education number for life, creating an online record of training attainments in Australia.
The USI is supported by Commonwealth legislation: The Student Identifiers Act 2014.
Registered Training Organisations must submit an annual record of the nationally recognised training they deliver to the national VET collections. As part of that collection, the USI that is assigned to each training recipient acts to link together their individual training records across different providers, states and years.
A VET transcript can be given to third parties, such as employers or licensing bodies, as evidence of completed VET training.
What does a VET transcript look like?
The front page of the transcript contains the following information:
- collection period is the period that the records have been pulled from
- student’s name as entered in their USI account
- any nationally recognised VET qualifications completed
- name of the training organisation that issued the qualification
- any nationally recognised VET units and modules completed
- name of the training organisation that delivered the units, modules or subjects
- funding source for any units, modules or subjects
- outcome achieved for any units, modules or subjects
- enrolment period for any units, modules or subjects.
The back page of the transcript contains the following information:
- the transcript Disclaimer provides important information about the content of the transcript
- the Explanatory Notes provide descriptions of the abbreviated values used in the transcripts for Unit/Module Outcome and Funding Source.
Creating a document that is not an authenticated VET transcript and claiming it to be an authenticated VET transcript carries serious penalties and is an offence under the Criminal Code Act 1995 and the Student Identifiers Act 2014.
Do VET transcripts replace certificates issued by RTOs?
VET transcripts issued by the Student Identifiers Registrar are based on the same evidence of training as the certificates or statements of attainment issued by Registered Training Organisations (RTOs).
The VET transcript includes information about nationally recognised training reported by RTOs after 1 January 2015 and is updated on a quarterly or annual basis. This means the VET transcript will need to be used in conjunction with other evidence for training completed before 2015, and for training completed since the last update.
If the authenticity of training documents is in doubt, contact the relevant RTO.
Inaccurate or incomplete VET transcripts
RTOs report either quarterly or annually to the national VET collections, so there may be a delay in displaying recently completed training. VET transcripts should be read in conjunction with other evidence of training.
There may also be occasions where some information on a VET transcript is inaccurate or incomplete.
Find out more about inaccurate or incomplete VET transcripts for employers.