Unique Student Identifier

The Unique Student Identifier (USI) scheme, enabled by the Student Identifiers Act 2014, allows learners to access a single online record of their VET achievements. The scheme also allows for reliable confirmation of these achievements by employers and other RTOs.

Unless exempt, the RTO must only issue a qualification or statement of attainment to a learner after:

  • The learner has provided the RTO with a verified USI, or
  • The RTO has applied for a USI on the students’ behalf.

A USI gives you access to your online USI account, which is made up of ten numbers and letters. It will look something like this: 3AW88YH9U5.

A USI account will contain all your nationally recognised training records and results from 1 January 2015 onwards. Your results from 2015 will be available in your USI account in 2016. When applying for a job or enrolling in further study, you will often need to provide your training records and results. One of the main benefits of the USI is that you will have easy access to your training records and results throughout your life. You can access your USI account online from a computer, tablet or smart phone anywhere and anytime.

Do you need a USI?

You will need a USI when you enrol or re-enrol in training from 1 January 2015 if you are a:

  • student enrolling in nationally recognised training for the first time, for example if you are studying at TAFE or with a private training organisation, completing an apprenticeship or skill set, certificate or diploma course; or
  • school student completing nationally recognised training; or
  • student continuing with nationally recognised training.

Please note any course that is under 1 day duration does not require a USI for example, First Aid & CPR Courses. If you are unsure, please feel free to contact Responder1 direct.

You are a continuing student if you are a student who has already started your course in a previous year (and not yet completed it) and will continue studying after 1 January 2015.

Once you create your USI you will need to give your USI to each training organisation you study with so your training outcomes can be linked and you will be able to:

  • view and update your details in your USI account;
  • give your training organisation permission to view and/or update your USI account;
  • give your training organisation “view access” to your Record of Results;
  • control access to your Record of Results; and
  • view online and download your training records and results in the form of a Record of Results which will help you with job applications and enrolment in further training.

If you are an international, overseas or an offshore student please visit usi.gov.au for more information.

While students may create their own USI, our RTO is also able to create USIs for our students. As a part of the enrolment process we have included on the Enrolment Agreement Form a section for the student to provide their USI, if you do not have a USI in place, we can provide you with a USI Privacy Notice so that we can apply for a USI on the students’ behalf.

For more information, please refer to the following http://usi.gov.au/Training-Organisations/Documents/FactSheet-RTO-Student-Information-for-the-USI.pdf, a copy of the USI Fact Sheet is also accessible from the RTO head office.

Enrolment Process for USI

  1. All clients are to complete an Enrolment Agreement Form, which includes a section for the student to provide their USI.
  2. RTO to verify the USI supplied by the student before visiting
  3. If the student does not currently have a USI, the RTO can apply for a USI on their behalf, by providing the following forms of ID to the RTO:
    • Driver’s Licence
    • Medicare Card
    • Australian Passport
    • Visa (with Non-Australian Passport) for international students
    • Birth Certificate (Australian)
    • Certificate of Registration by Descent
    • Citizenship Certificate
    • Immi Card (international students)
  4. Completed enrolment forms are entered into the Student Management Database creating a client record within the database
  5. The client record will be retained within the Student Management System with all records of attainments in an accessible format for a period of thirty (30) years.
  6. Where a qualification or statement of attainment is recorded in the USI scheme, no additional records are required to be kept, as the records required will exist within the USI scheme.

Security of the Student USI

The RTO will ensure the security of USIs and all related documentation for verifying the student identity, all personal information collected solely for the purpose of applying for a USI on behalf of a student will be destroyed in manner that will keep all personal information confidential, this includes digital and hard-copy of records.

The following process is in place for ensuring the security of a student’s USI:

  • Only authorised personnel will have access to a student’s personal information, for both hard copy and electronic records.
  • All student records, including evidence collected for verifying the students record, are stored in “locked” filing cabinets within the head office.
  • Strong passwords on all network-connect computers are in place, which is only accessible by authorised personnel.
  • Back-up copies of the database is automatic as the Database is cloud based.

USI Privacy Notice

All students who do not currently have a Unique Student Identifier (USI) in place, and want the RTO to apply for a USI on their behalf, will be issued with a USI Privacy Notice. The student will be required to sign this form prior to the RTO setting up the students USI.

Issuance of recognised qualifications or statements of attainment

Once a USI has been collected and stored into the RTO’s database, and on successful completion of training, the RTO will provide nationally recognised qualifications or statement of attainments to students in a variety of different formats.

Below are some examples that are considered a statement of attainment and they cannot be issued until the student has supplied the RTO with a USI that has been verified. They can include:

  • A certificate
  • A building industry white card
  • A stamp on their license to certify they can now drive heavy machinery

When a student logs into their USI account it will link to the national data collection using the USI. The students USI account will then be able to see their records and results completed. The student’s results from 2015 will be available in their USI accounts in 2016.