VET transcripts – information for students

Follow these steps to download a VET transcript that can be viewed online (as a PDF) by third parties:

• login into your USI account via the USI Student Portal
• select View VET transcript
• read and acknowledge the Transcript Disclaimer
• on the VET transcript details screen, use the check boxes on the left to select all training records (for a full transcript) or specific training records (transcript extract)
• respond Yes to 'Do you want to create a viewable VET transcript?'
• set a time limit for the VET transcript to be viewable online by selecting a date or period (between one week to six months). You can change the time limit or cancel the viewable VET transcript at any time before the expiry date
• download the VET transcript containing the selected training data (PDF format).

Follow these steps to view or cancel an existing VET transcript online permission:

• login to your USI account via the USI Student Portal
• select VET Transcript History
• the VET Transcript History Details screen displays all the VET transcripts that you have created. Each record includes:
  • unique document number
  • match this number to the number at the bottom of the PDF version of the VET transcript
  • download date (the date you initially created the VET transcript)
  • expiry date
  • status - this indicates whether the online VET transcript is ‘Active’, ‘Expired’ or ‘Cancelled’
• once the correct online VET transcript has been identified, select View or Cancel to remove all online permissions.

Follow these steps to view and download your VET transcript:

• go to the USI Student Portal
• select View Transcript (you can use most mobile devices to view your VET transcript)
• read transcript information and if you agree, select the tick boxes and select ‘Next’
• select Download Transcript and choose to open or save the PDF.

Students can choose whether a third party sees an extract or a full VET transcript.

Full transcript

A full VET transcript includes all training completed since 1 January 2015.

Transcript extract

Students can get an extract of their VET transcript which allows them to:

• choose which achievements to display to a third party
• remove training or achievements that are not needed for a particular verification process.

For example, if a student did not pass a high school VET course but passed the course at a later date, they can choose not to show the results of their first attempt at the course. 

An extract of a VET transcript may also help employers, recruitment agencies and licensing bodies to quickly view training information. If the VET transcript is titled ‘extract’, not all VET qualifications or training will be included.

Follow these steps to download a copy of a VET transcript in PDF format:

• login into your USI account via the USI Student Portal
• select View VET Transcript
• read and acknowledge the Transcript Disclaimer
• on the VET transcript details screen, use the check boxes on the left to select all training records (for a full transcript) or specific training records (transcript extract)
• respond No to the question, 'Do you want to create a viewable VET transcript'
• download the transcript containing the selected training data (PDF format)
• the PDF transcript can be shared electronically (via email) or printed and provided as a hardcopy.

Students can create more than one VET transcript at a time with different training records on each Transcript.

If you provide your VET transcript via email or as a hardcopy, the recipient cannot check that it is a genuine, authenticated VET transcript.

Follow these steps to create and download an extract of a VET transcript. An extract can be used if you only want to show relevant nationally recognised VET training to a prospective employer.

• select View Transcript in the USI Student Portal
• by default, all units/modules are selected on your transcript. Select Qualification or click on the ‘units/modules’ you want to include in your VET transcript extract
• once you have selected the modules you want to include, download the VET transcript.

• you cannot change the training outcomes shown in your transcript
• if you download a transcript extract, it will be identified as transcript extract on the PDF
• you might want your provider to view your transcript online for enrolment purposes, credit transfers and entitlement assessments
• if you give account permission to a Registered Training Organisation to view your transcript, they will always be able to see your full transcript. 

There may be occasions where some information on a VET transcript is inaccurate or incomplete. Find out more about inaccurate or incomplete VET transcripts.

Students can give account permission to a Registered Training Organisation or VET Related Body to view their transcript to:

• arrange for the recognition of prior learning/credits transfers
• verify their training records.

The full or extract VET transcript will include both a clickable link and QR code, which third parties can use to access the verified online training record.

Account access can be given to a RTO or VRB to view a VET transcript for a specified period of time. Permissions can also be removed at any time.

When permission is given to a RTO to view a VET transcript, they can:

• see all of the completed training, not just an extract (this includes training undertaken with another RTO)
• download and save a PDF version of the transcript.

Keep in mind how long you will be enrolled with your RTO when setting the expiry date in your permission settings.

If an RTO cannot be located through the search function in the Student Portal, contact them to get their RTO code or find the RTO code through MySkills or training.gov.au

Students can permit others (referred to as a ‘third party’) to view their VET transcript to verify their training records. Third parties include:

• a current employer (to demonstrate prior learning)
• a potential new employer (when applying for a job)
• employment or recruiting agencies
• licensing bodies.

The full or extract VET transcript will include both a clickable link and QR code, which third parties can use to access the verified online training record.

The privacy of individuals in the USI initiative is protected under the Student Identifiers Act 2014 and the Privacy Act 1988.

Under the Student Identifiers Registrar’s terms and conditions, education or training providers applying for a USI on your behalf must give you a privacy notice explaining how your personal information will be used.

An authenticated VET transcript contains personal information of the individual student, as defined in section 6 of the Privacy Act 1988. This means VET transcripts must not be copied or disclosed to any other person without your consent.

The VET transcript information is held by NCVER. We do not store training information unless you download a VET transcript. If you choose to download your VET transcript, you can select how long that information is available. The information is only stored for that time period.