USI – Unique Student Identifier Transcript
How to Access, Download and Save a USI Transcript
Australian Government Unique Student Identifier
Welcome to the training organisation video about how to access, download and save a USI Transcript. You will need two things before you can begin.
Firstly you will need to have access to the USI Organisation Portal, and you will need to have permission from your student to view their USI Transcript. They can provide permission through their USI account, but without their permission you cannot access their USI Transcript.
For more information on how to access the USI Organisation Portal, go to the ‘Training organisations’ tab on the USI website and select ‘I need to set up access to the USI Registry System’.
For more information on how your students can give you permission to view their USI Transcript, your student will need to go to the USI website and select the ‘Students’ tab, select ‘Manage your USI,’ and the ‘Student quick guide’ under ‘Handy documents’ will guide the student through the process.
It is a good idea to ask students to do this as part of your enrolment processes. You will need to explain the advantages of giving your training organisation permission, and remind them that it’s their choice to do so.
Once you have access to the USI Organisation Portal and permission from your student to view their USI Transcript, you’ll need to go to the USI website at www.usi.gov.au. Once you’re logged in, you can click the ‘View Transcript’ tile on the Organisation Portal page. Here we provide some important information about the USI Transcript, where the information comes from and what you can expect to see. Once you’ve read the information, click the ‘Next’ button.
Enter in the USI and click the ‘View Transcript’ button. Then the online transcript is displayed, and this is what an online transcript looks like.
It’s important to understand what is and is not provided in a USI Transcript. It will not show any training prior to 2015, and it will not show any training which is not nationally recognised. It will not show any training which is yet to be reported to the national VET collection, and it will not show training where students have failed to provide a USI to the training organisation. And finally, it will not show any training if the training organisation didn’t verify or report the training with a USI.
You will be provided with the option to download the transcript. Select the ‘Download Transcript’ button. This will create a pdf which you can print or save.
This is what the pdf version of a USI Transcript looks like. The first page of the transcript contains the following information – the student’s name as entered in their USI account, any nationally recognised VET qualifications the student has completed, the name of the training organisation that issued that qualification, any recognised VET units and modules completed by the student and the name of the training organisation that delivered those units or modules, the funding source for any units or modules, the outcome achieved for any units or modules, and the enrolment period for those units or modules.
The last page of the transcript includes the following information. The transcript disclaimer provides important information about the content of the transcript. The explanatory notes provide descriptions of the abbreviations used in the transcripts for both the unit module outcome and the funding source.
Remember your privacy obligations to ensure the security of USIs and all related documentation under your control, including information stored in your Student Management Systems. You can find more information on privacy on the USI website under the ‘Training Organisations’ tab.
If you need to make updates to your student’s transcript, you can use NCVER’s USI Transcript Update Tool to do so. NCVER is the National Centre for Vocational Education Research, and is the custodian of the national VET collections which is where the USI Transcript data is drawn from.
Updates can be made to data that has been previously reported by your training organisation through the national VET collections process, and new information can be added for previous collections if it is missing.
NCVER’s USI Update Tool can be used to make the following corrections to USI Transcripts – update training with a USI that had not been submitted to the national VET collections, add training that was accidentally omitted from the previous submission, update a course or unit, update a training outcome that was incorrect at the time of reporting.
Remember to also update the record in your student management system so the USI Transcript update is not overwritten next time you submit data to the national VET collection.
For step by step instructions on how to use NCVER’s USI Transcript Update Tool, go to the NCVER Portal at www.ncver.edu.au.
For more information on USI Transcripts, go to the USI website on www.usi.gov.au and click on the ‘Training Organisations’ tab.
Thank you for watching.
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