*See Information classification policy

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:

• Australian Driver’s Licence

• Medicare card

• Australian Passport

• Australian Visa (with non-Australian passport)

• Australian birth certificate

• Certificate of Registration by Descent

• Citizenship Certificate

• ImmiCard.

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:

• First Name and Family Name

• Date of Birth

• Country of Birth

• Town/City of Birth

• Gender

• Mobile Number and/or email address.

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):

• Is collected by the Registrar as authorised by the Student Identifiers Act 2014

• Is collected by the Registrar for the purposes of:

  • applying for, verifying and giving a USI

  • resolving problems with a USI

  • creating authenticated vocational education and training (VET) transcripts.

• May be disclosed to:

  • Commonwealth and State/Territory government departments and agencies and statutory bodies performing functions relating to VET for:

    • the purposes of administering and auditing VET, VET providers and VET programs

    • education related policy and research purposes

    • to assist in determining eligibility for training subsidies.

  • VET Regulators to enable them to perform their VET regulatory functions;

  • VET Admission Bodies for the purposes of administering VET and VET programs

  • Current and former Registered Training Organisations to enable them to deliver VET courses to the individual, meet their reporting obligations under the VET standards and government contracts and assist in determining eligibility for training subsidies

  • Schools for the purposes of delivering VET courses to the individual and reporting on these courses

  • The National Centre for Vocational Education Research for the purpose of creating authenticated VET transcripts, resolving problems with USIs and for the collection, preparation and auditing of national VET statistics

  • Researchers for education and training related research purposes

  • Any other person or agency that may be authorised or required by law to access the information

  • Any entity contractually engaged by the Student Identifiers Registrar to assist in the performance of his or her functions in the administration of the USI system.

• Will not otherwise be disclosed without your consent unless authorised or required by or under law.

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 Complaints

You 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.

To provide Access for organisations (such as Strategix and or State Authorities) to view your USI transcript:

1. Navigate to the Student login area of USI portal via: https://portal.usi.gov.au/student

2. Read and Agree to the terms and Conditions and click next

3. Log in using either your USI or Email address used when creating your USI

4. Click on Provide your USI

5. Scroll Down to SET UP ACCESS TO YOUR USI ACCOUNT / PERMISSIONS

6. Click on Add Organisation

7. Type “Strategix” into the Organisational Name field and Click Search (NSW Funded Students* must also add Training Services NSW as part of their enrolment requirements)

8. Strategix Training Group Pty Ltd will be displayed in the results. Click Add

9. Select View VET Transcript permission and set the expiry date for at least 3 months and click Save

10. If done successfully a message will be Displayed stating The Organisation has been successfully added to your Permission list.

Open

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.

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 student's personal details.

Note: A personal MyGovID account is required to access the USI Organisation Portal, if an account holder.

aXcelerate is to be used to:

• Create USIs

• Record USIs

• Verify USIs.

Existing USI Search

1. 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

2. 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 Student's 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.

3. If the Search provides the USI for the student, this needs to be entered and verified in aXcelerate

4. If there is no match, a ‘No USI Record Found’ message will be displayed. This result could be due to the following:

   • The search 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”)

5. When there is no record, continue to search in various combinations of the names. If there are not obvious variations 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 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 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.

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:

1. Log into the USI portal

2. Select “View Transcript”

3. Enter the student's USI and Click “View Transcript”

4. 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 Student's 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:

1. Log into the USI portal

2. Select “Find USI”

3. Enter the USI or as many details as possible to help find the correct USI account and click “Search”

4. 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”

5. Follow the directions as prompted for type of change.

Create USI

To create a USI, in aXcelerate:

1. Access the student's profile hover over “Actions” and select “ Update Students USI Creation Data”

2. Select the “Document Type” and choose the type of ID obtained from the student

3. Complete the fields relevant for the type of ID being used to create the USI

4. Tick and agree to “declare that Strategix Training Group Pty Ltd has been given permission from Student to generate a USI on their behalf” and Click “Submit”

5. Hover over “Courses” and select “USI Management”, this will take you to the “USI Management - Create USI” section in aXcelerate

6. In the “Search Names”, type the name of the student

7. The student's name will show, click “Create USI”. This will create a USI for the student and record it in aXcelerate against their profile and will automatically be verified

8. If the following message is displayed “Response from USI Service: Failed to create USI record, multiple existing records were found. (2005)”. The student will already have a USI and needs to contact the USI registrar to obtain their current USI.

Record USI

When a USI is provided by a student, it is recorded against their aXcelerate profile, to record the USI:

1. Go to the students profile and click the “Update” tab

2. Scroll down to the “VET Related Details” and click “Show VET Related fields”

3. Scroll down further and record the USI in the “Unique Student Identifier” field click update

4. If the error message “Invalid USI” is displayed, the USI may be incorrect or has been entered incorrectly.

Verify USI

1. Go to the student's profile

2. Below the student’s name in the “Important Information” section is the student USI field. Click “Verify”

3. A notification will display the outcome of the verification request. If successful, disregard the next steps

4. If verification request is unsuccessful, depending on the reason, the student's details in aXcelerate may need updating to match the ID, the student may need to be contacted to update their USI Details on their USI profile or the USI Organisation Portal can be used to obtain the correct 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 Identification

When a student does not have access to a verifiable identification document and:

• Identifies as Aboriginal and/or Torres Strait Islander born in a remote reiongal community or

• Is incarcerated

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 Centre

The 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).