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DOCUMENT OVERVIEW
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Classification
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See /wiki/spaces/ISMS/pages/625377424
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Department
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See Departments (create page)
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Public-Facing Information |
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About USIA USI number links to an online account that contains all of a student’s training records completed from 1st January, 2015 onwards. The USI must be provided to and verified by Strategix before a student can access government funding, report a competent outcome, or be issued with, or receive, a statement of attainment or qualification. If you already has a USI, this must be provided to Strategix during enrolment, alternatively, upon completing the enrolment form, consent is requested for Strategix to apply for a USI on your behalf. If a USI is created by Strategix on your behalf you will be notified of this via email or SMS. Strategix requires one of the documents below to create and/or verify your USI:
The personal details on the Enrolment Form must match your Identification. When creating the USI, it will be created as per the information displayed on the Identification. If the details on the enrolment form and USI do not match Strategix will be unable to verify the USI. Strategix is not able to Issue your qualification or certificate without your USI being verified first. The following details are used to create your USI:
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USI Privacy NoticeThe following is provided to you on behalf of the Student Identifiers Registrar (Registrar). You are advised and agree that you understand and consent that the personal information you provide in connection with your application for a Unique Student Identifier (USI):
The consequences for not providing the Registrar with some or all of your personal information are that the Registrar will not be able to issue you with a USI. Privacy Policies and ComplaintsYou can find further information on how the Registrar collects, uses and discloses the personal information about you in the Registrar’s Privacy Policy or by contacting the Registrar on usi@education.gov.au or telephone 1300 857 536, international enquiries +61 2 6240 8740. The Registrar’s Privacy Policy contains information about how you may access and seek correction of the personal information held about you and how you may make a complaint about a breach of privacy by the Registrar in connection with the USI and how such complaints will be dealt with. |
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name | USI Policy (Internal) |
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Universal Student Identifier Policy
All students completing nationally recognised and accredited training must have a Unique Student Identifier (USI). This includes students doing Vocational Education Training (VET) when they are still at school (VET for secondary students). Students who do not have a USI cannot receive their qualification or statement of attainment until a USI has been provided to Strategix and verified.
The USI provides students access to an online record of the training they have done since 1 January 2015. The portal allows students to produce a comprehensive transcript of their training. This can be used when applying for a job, seeking a credit transfer or demonstrating pre-requisites when undertaking further training.
This procedure outlines how staff are to use the USI Organisational Portal and/or aXcelerate to create/verify a USI, update student details on the portal, or view/verify USI Transcripts.
Students wishing to create their own USI must refer to https://www.usi.gov.au/help-centre/students.
A USI is for life, a student must not have more than one USI. Where a student already holds a USI Strategix must not create a new one, in this case a student must be referred to the USI portal to retrieve their USI. If a second USI is created it will be cancelled by the USI registrar and Strategix will not be able to report results against it.
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name | USI Organisational Portal Tasks (internal) |
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USI Organisational Portal Procedure
The USI Organisation Portal is to be used to:
Conduct a search for an Existing USI
View/Verify USI Transcript
Update a Students Personal Details
Note: A personal MyGovID account is required to access the USI Organisation Portal, if an account holder
Existing USI Search
The “Existing USI Search” tool is used to search and retrieve an existing USI for a student without having to match all personal and contact details exactly as they appear in the student’s USI account.
To search for a student’s USI:
Select the “Existing USI Search” tool to proceed to the search page.
Confirm permission has been received from the student to locate their USI by clicking the box, once ticked the search Details and Criteria will appear. Note an email or text will be sent to the student once the search results provide a USI.
Enter the mandatory field details (Family Name, Date of Birth and Gender) as shown on the student’s aXcelerate profile, this must match the Students ID.
Enter the “Optional Criteria” details and select “Search”, it is best to search with one of the optional criteria’s at a time, this has a higher chance of receiving a result. Only search multiple details if more than one USI record is found.
If the Search provides the USI for the student, this needs to be entered and verified in aXcelerate.
If there is no match, a ‘No USI Record Found’ message will be displayed. This result could be due to the following:
The searched could have been done with the wrong information
The student may have entered incorrect details into the portal (E.g. “Siew-Ing Lee” could be “Siew Ing Lee” or “Siew Lee”)
When there is no record, continue to search in various combinations of the names. If there are not obvious variation of the name, work with the student to confirm their details or to obtain the USI.
If the search displays the USI after a search with a variation of the name (the name being different from what’s in aXcelerate and on the students ID), the student must update their name on the USI portal profile to match their ID. Do not update the name in aXcelerate to match the USI portal.
View/Verify Student Transcript
Transcripts include any nationally recognised vocational education and training (VET) which the individual has undertaken since 1 January 2015 and which has been reported by the training provider.
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OVERVIEW |
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PUBLIC-FACING |
Unique Student Identifier
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A Unique Student Identifier (USI) number links to an online account that contains all of a student’s training records completed from 1st January, 2015 onwards. The USI must be provided to and verified by Strategix before a student can access government funding, report a competent outcome, or be issued with, or receive, a statement of attainment or qualification. If you already have a USI, this must be provided to Strategix during enrolment, alternatively, upon completing the enrolment form, consent is requested for Strategix to apply for a USI on your behalf. If a USI is created by Strategix on your behalf you will be notified of this via email or SMS. Strategix requires one of the documents below to create and/or verify your USI:
The personal details on the Enrolment Form (name, D.O.B etc.) must match your Identification exactly. When creating the USI, it will be created as per the information displayed on the Identification. If the details on the enrolment form and USI do not match Strategix will be unable to verify the USI. Strategix is not able to Issue your qualification or certificate without your USI being verified first. The following details are used to create your USI:
The USI Registry System is equipped to create USIs for students with a single name and is legally obliged to create each USI according to the name or names that appear on the student’s identification documents. If the student’s identification documents display only one name, then a USI must be created with that one name. |
USI Privacy Notice
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The following is provided to you on behalf of the Student Identifiers Registrar (Registrar). You are advised and agree that you understand and consent that the personal information you provide in connection with your application for a Unique Student Identifier (USI):
The consequences for not providing the Registrar with some or all of your personal information are that the Registrar will not be able to issue you with a USI. Privacy Policies and ComplaintsYou can find further information on how the Registrar collects, uses and discloses the personal information about you in the Registrar’s Privacy Policy or by contacting the Registrar on usi@education.gov.au or telephone 1300 857 536, international enquiries +61 2 6240 8740. The Registrar’s Privacy Policy contains information about how you may access and seek correction of the personal information held about you and how you may make a complaint about a breach of privacy by the Registrar in connection with the USI and how such complaints will be dealt with. |
Providing USI Transcript Access
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To provide Access for organisations (such as Strategix and or State Authorities) to view your USI transcript:
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POLICY |
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Universal Student Identifier PolicyAll students completing nationally recognised and accredited training must have a Unique Student Identifier (USI). This includes students doing Vocational Education Training (VET) when they are still at school (VET for secondary students). Students who do not have a USI cannot receive their qualification or statement of attainment until a USI has been provided to Strategix and verified. The USI provides students access to an online record of the training they have done since 1 January 2015. The portal allows students to produce a comprehensive transcript of their training. This can be used when applying for a job, seeking a credit transfer or demonstrating pre-requisites when undertaking further training. This procedure outlines how staff are to use the USI Organisational Portal and/or aXcelerate to create/verify a USI, update student details on the portal, or view/verify USI Transcripts. Students wishing to create their own USI must refer to https://www.usi.gov.au/help-centre/students. A USI is for life, a student must not have more than one USI. Where a student already holds a USI, Strategix must not create a new one, in this case a student must be referred to the USI portal to retrieve their USI. If a second USI is created it will be cancelled by the USI registrar and Strategix will not be able to report results against it. |
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PROCEDURE |
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USI Organisational Portal ProcedureThe USI Organisation Portal is to be used to:
Note: A personal MyGovID account is required to access the USI Organisation Portal, if an account holder. aXcelerate is to be used to:
Existing USI Search
If the search displays the USI after a search with a variation of the name (the name being different from what’s in aXcelerate and on the student's ID), the student must update their name on the USI portal profile to match their ID. Do not update the name in aXcelerate to match the USI portal. View/Verify Student TranscriptTranscripts include any nationally recognised vocational education and training (VET) which the individual has undertaken since 1 January 2015 and which has been reported by the training provider. To view a student's transcript the student must set the permission from their USI account, refer to the this link on how students can provide Strategix with access. Once permission has been given, the administrative assistant must:
Updating a Student's Personal DetailsThe “Find USI” function is used to update personal details in a student’s USI account. In order for Strategix to find a student's USI account the student must set the permission from their USI account to for Strategix to view/edit their records. Only one personal detail fields can be changed at a time. If updating the case (uppercase or lowercase) of the student's name, identification is not required. Current identification is required to update:
This link shows how students can provide Strategix with access. Once permission has been |
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Select “View Transcript”
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If the student has Competencies reported, a list of units will be displayed under the heading/s of the Training Provider/s which delivered the units.
Updating a Students Personal Details
The “Find USI” function is used to update personal details in a student’s USI account. In order for Strategix to find a student's USI account the student must set the permission from their USI account to for Strategix to view/edit their records.
Only one personal detail fields can be changed at a time. If updating the case (uppercase or lowercase) of the student's name, identification is not required. Current identification is required to update:
First/Given Name
Family/Last Name
One Name
Date of Birth
This link shows how students can provide Strategix with access.
Once permission has been approved, the administrative assistant must:
Log into the USI portal
Select “Find USI”
Enter the USI or as many details as possible to help find the correct USI account and click “Search”
If access was given, click “Update” next to the field to be updated. Update the required field with the details (as per the ID) and click “Next”
Follow the Directions as prompted for type of change
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aXcelerate USI ProcedureaXcelerate is to be used to:
Create USITo create a USI, in aXcelerate:
Record USIWhen a USI is provided by a student, it is recorded against their aXcelerate profile, to record the USI:
Verify USI
Note: When attempting to verify a USI, do not update aXcelerate to match the USI Portal if it does not match what is on the students ID, in this case the student needs to contact the USI registrar and provide them with their correct details. |
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Create USITo create a USI, in aXcelerate:
Record USIWhen a USI is provided by a student, it is recorded against their aXcelerate profile, to record the USI:
Verify USI
Note: When attempting to verify a USI, do not update aXcelerate to match the USI Portal if it does not match what is on the student's ID. In this case, the student needs to contact the USI registrar and provide them with their correct details. Student without Verifiable IdentificationWhen a student does not have access to a verifiable identification document and:
Strategix can assist them to create a USI. For further instructions, please speak to the Quality and Compliance Team about accessing the Document Verification Service Override (DVSO). USI Contact CentreThe USI contact centre is available to assist students with USI related enquiries. Call on 1300 857 536 (inside Australia) or +61 2 6218 0994 (outside Australia). Please note that if calling on behalf of a student or child, they will need to speak with them directly if they are 15 years of age or older. The contact centre is open between 8:30am and 6:30pm (AEDT), Monday to Friday (excluding national and SA public holidays). |
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PROCEDURE |
Document Verification Service Override (DVSO)
Refer to Provider Guide for details on how to use the DVSO. As at 1 November 2023, Strategix has access to the DVSO system. Access lasts for 1 year, at which point Strategix will need to re-apply through the DVSO form.
Links and Documents
https://www.usi.gov.au/providers/resources
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STANDARDS AND REGULATORY REQUIREMENTS |
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Regulatory Documents |
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List the Contract, |
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audit evidence requirements, standards etc. and the applicable section or clause from each document | ||
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