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USI.GOV.AU USI.GOV.AU

USI RTO WEBINAR New Functions and Expert Tips

August 2016

USI OFFICE


Agenda

USI Overview – A year on Operational Insights – Expert Tips on USI Troubleshooting Overview of New Functions USI Corrections “How to correct USI Transcripts if required” (NCVER) Questions and Answers

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USI Overview A Year On

August 2016

Student Identifiers Registrar


What is the Unique Student Identifier?

“23TG479858” Links students to their

nationally recognised training

Gives access control to the student

Allows for data exchange


Benefits of the USI

Students/Apprentices

• Easier, reliable lifelong online access to training history records

• Backup to RTO issued testamurs and statements of attainment

• Ability to easily produce comprehensive transcripts when applying for jobs

Training Organisations

• Easier access to online information to manage student transfers

• Easier assessments of credit transfers and prerequisites

• Can help assessment training subsidy entitlement.

Industry/Employers

• Less time spent by employers waiting for job applicants to confirm their qualifications

• Easier access to complete training records is likely to reduce wasteful and unnecessary repetition of training components

Government

• Access to more accurate student data

• Better information on student pathways

• Ability to better inform the development of the training market

Researchers

• To provide a clear picture of the sector

• To inform the development of robust education policy

http://www.geneticliteracyproject.org/2013/06/28/scientists-study-kidney-cancer-genome-from-many-angles/


USI REGISTRY SYSTEM

USI Registry System

StudentHelp Desk

UserUSI Registry

User

Request verification

Retrieve Attainment records

View USI Record (if permitted)

Create/Update USI Record

Recover (Forgotten) USI

Activate USI Student Account

Reset password

Grant access to organisations


Create USI Record

Registered Training

Organisation (RTO)Vet Admission Body

(VAB) VET Related Body

(VRB) /

Training Authority

(TA)

Student Portal Organisation Portal Administrative Portal

View Reports

Create Report

View USI Record

Issue Activation request

Manage duplicate/compromised USIs

Create/update USI Records

Reset password

Manage Organisations

Configure System

Student

Management

System


Create USI Record

View USI Record (if permitted)

Update USI Record (if

permitted)


Create USI Record

e.g. Schools e.g. VET Regulators, STAs

USI – THE TIMELINE

COAG Approval

Public Consultations

Formal start of USI Initiative

First submission Transcript

Services Start

System Review

Enhancements Student

Identifiers Act 2014

2018 2017 2016 2015 2014 2013 2012


Basic Requirements for RTOs

The USI initiative requires that RTOs: Collect and Verify OR create a USI Report USI as part of AVETMISS reporting annually or more frequently ensure a student has a valid USI before granting a

qualification or statement of attainment – except if exempt. ensure the security of USIs and related documentation destroy any personal information collected for USI purposes adhere to other USI legislative requirements

Are there restrictions on how RTOs use a USI? A USI cannot be:

used as an RTO student identifier, e.g. a student number be printed on statement of attainment etc.


WHAT HAVE WE LEARNED Most RTOs are supportive and giving USI collection a really good go…..Thank you!

Vast majority of students don’t really mind having a USI

Exemption – (https://www.usi.gov.au/training-organisations/training-organisation-

requirements/exemptions-reporting-usi)

Creating a USI is easy for most students…. Over 5 million USI created Over 80% are created by students Over 99% of USIs are created using on-line verified documents

…. but harder for some.

We provide DVS override function so you can help students genuinely unable to access DVS documents

Significant numbers of students had trouble remembering their USI and/or their password

and/or check questions We introduced Forgotten USI/Forgotten Password recovery tools for students

https://www.usi.gov.au/training-organisations/training-organisation-requirements/exemptions-reporting-usi













WHAT HAVE WE LEARNED Some USIs are lost in translation…

Improved notifications to students Existing USI Search function for RTOs Forgotten USI function

Not all Student Management Systems were born equal

Store details needed to verify USI Get Organisation Portal Access as backup Talk to us for advice

Reporting shows 2015 data needs improvement

Many RTOs provided 100% USIs Most 90% + But a long tail with no USI Corrections will be important USI relates to units, not just courses


Lessons from year 1 for RTOs

The USI initiative works well if you: Tell your students about it early, often (accurately) Use our information products for students Collect early at enrolment or ASAP (and follow up) Verify quickly (and follow up) Create a USI for students who need help… ….but Check/Search before creating Confirm permission to create and search in your forms Report USI as part of AVETMISS reporting ensure a student has a valid USI after that - --- unless exempt, you

must have a USI before issuing a qualification or statement of attainment

Correct your activity report when alerted to errors or omissions

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USI TRANSCRIPT

USI TRANSCRIPT

Transcript? Transcript? Transcript?


New enhancements and functions coming soon…. Existing USI Search available via Web Services

Improved Verification via Web Services

Better Data Matching

Transcripts…(and corrections)

And after that… Create and send function in one

Permissions prompt

Improved Reporting in Organisation Portal

MyGov

Your ideas….


Operational Insights Expert Tips on USI Troubleshooting

August 2016

USI Business Operations


Spring into Reporting, Hints and Tips & Transcripts

Spring into reporting Verifying

Naming conventions

Hints & Tips International Students

Duplicates

Hot tips

Transcripts What is it

Where is it heading


Spring into reporting early this year

Prepare for end of year reporting

Clean and correct USI accounts and enrolment records Verify early, verify correctly Be transcripts ready

In August and September we are scaling up our phone service for RTOs to assist you to verify early and verify correctly.

CALL US NOW!!!

We are ready and waiting to give expert tips and help answer any questions


Verification benefits and tips

If you have created the USI you don’t need to verify it

If you are verifying through the Student Management System with no luck try the Organisation portal

If the student changes their name in the USI account prior to your next reporting period, you will need to re-verify the students details

If the USIO is investigating an account you will see a “Suspended USI” message

If the USIO has discovered a duplicate or compromised account you will see a “Deactivated USI” message

If verification is unsuccessful use the ‘Existing USI Search’ or ask students to login to their account using the super quick ‘Forgotten USI’ function on the spot. This will ascertain if you have the correct details for the student.


Timesaving tips for obtaining and recording USIs

Tell your students what they need to do before they come to

enrol/start study

Ask them if they already have a USI – ask them more than once

Take a screen shot, type it, take a photo on a phone – avoid hand written USIs

Include creating or retrieving USI into part of your class!


What if a student is using different names for enrolment versus their USI account?

The USI should be verified using the name that was used to create the USI account.

It is a good idea to view a copy of the ID used to create the USI account, that way you will know what name to use.

Names used to create USIs may differ to existing names stored in your enrolment records (e.g. Johnathan versus John).

You should not ask the student to change their name in the USI account to match the enrolment details (unless they have DVS ID in that name).


What about a change in name?

If a USI is created in a particular name (e.g. a maiden name) and the student then changes their name (e.g. married name), there are two options to help:

Ask the student to login to their USI account, change their name using a DVS ID document with their new name - you can then verify the USI and issue the certificate in their new name; or

Verify the USI in the original name and issue a certificate in the new name – the names do not necessarily have to match


What about students with one name only?

A ‘one name only’ or ‘single name’ is usually a name of unbroken string of letters.

Students identify as only having one name - a first name and last name does not apply to them.

Students who have created their USI using the ‘one name only’ field, will need their USI verified using that field.

If this option is not available in your student management system, you will need to verify the one name student via the Organisation Portal login on the USI website.


Other Hints and Tips

Creating or Verifying International Students

Naming conventions for International Students

Email addresses

Find USI vs Existing USI Search


I often have trouble creating or verifying International Students’ USIs

We identify 2 types of International students:

International studying Offshore – No USI required

International studying Onshore – USI required

International students with temporary Australian Visa – cannot create USI until they arrive in Australia – Visa and passport details matched in immigration systems at border.

New Zealand and Canadian students – cannot create a USI account until they have entered Australia as no Visa is required so passport details can only be entered into immigration systems at the border


What about naming conventions for International students?

Check the names on the passport against the names on the Visa – usually it is the Visa name which will verify.

Check the names at the bottom of the passport in the ‘barcode’ often it will verify – translation of diacritics or ‘accent marks’ are often shown here.

Has the student recently obtained a new passport?


My students have issues creating a USI because their email address is already in use

Email addresses in the USI Registry System must be unique

The same email address cannot be used for more than one USI account

A unique email address is a means to distinguish people with similar names

This problem usually occurs because they already have a USI and have forgotten/didn’t realise, or the email address entered is a shared one, such as a family account


Avoiding duplicate USIs Ask the student if they:

already have a USI

have done any study since 1 Jan 2015

Have an old text message or email from the USI Office

Use the ‘Existing USI Search’ function - In 2015 it was more likely you needed to create for your students. As time goes on creations will be less likely and searching for existing USI will be more likely

Ensure all personal /contact details for the student are entered, incl. middle names!

The more information entered and collected:

the easier it will be for the student and RTO to recover the USI in future.

the less likely it will be that another RTO is able to create a duplicate USI.

the less likely it will be that students with similar personal details will be prevented from creating their own USI (false data match).


‘Find USI’ versus ‘Existing USI Search’

Existing USI Search:

With their permission (verbal or written) you can use a few of their personal details to retrieve their USI

Also known as ‘Locate USI’ in some Student Management Systems

Find USI:

Your student has to login to their USI account and select your RTO Code / Name and duration of access More about this under ‘ultimate time saving tip!’


Timesaving tip #1

Use the Organisation Portal as a back up to Student Management Systems Helpful for tricky USI accounts Some SMSs may not have all the functions that the

Organisation Portal has. All RTOs are allowed to access the Organisation Portal. You will need a Standard AUSKey to access it.


Timesaving tip #2 Encourage students to give you permission from within their USI

account Ask student to login to their USI account

select ‘Manage Permissions’

search your RTO Code / Name

select view and/or update their details

select the duration for which you have access

You will never need to contact the student or the USI Office to confirm their details

Important Verbal or written permission to create their USI will NOT activate this function.

Students need to login to their USI account to grant you permission

You will also be able to view their transcripts


Overview of New Functions

August 2016

USI Business Operations


Overview of New Functions USI Transcript Service

New Notification Letter

Existing USI Search

Forgotten USI/Password

Share the news!


USI Transcript The USI enables account holders to have a password protected online record of nationally recognised training undertaken by them since first giving a USI to a training organisation.

What will it include?

Qualifications Units of Competency Outcomes Funding sources; and Training Organisations

A student’s Transcript is populated based on AVETMISS reporting to

NCVER


Work in progress

User Experience Testing (UET) conducted across various student cohorts

Currently finalising the Transcript Service display based on User Experience Testing

Demonstration User Acceptance Testing (UAT) environment Test data Student Portal Organisation Portal


Student Portal


Student Portal

If a student does not have a Transcript the following message is displayed


Organisation Portal


Transcript


Possible changes post UET

Messages on the screen Modification to terminology Improved instructions Better user experience


New - Notification letter

New notification letter - April 2016

Includes:

• USI • First, middle and last name • Birth Year

Students urged to take letter to RTO

Improved accuracy of USIs

More efficient processing

No need to create and/or search

Accurate Transcript Services

Share the news!


New - Existing USI Search

Before using this tool check the following:

Check the Student’s name against their ID to make sure it is correct.

Is the name they are using the same one they used to create their USI?

Share the news!

You can ONLY use this function if you have the Student’s permission.



Search and retrieve an existing USI – Easily locate a USI without having to

exactly match the Student’s account details.

Having trouble verifying a Student‘s USI, try this simplified search tool.

Before creating a USI on behalf of a Student, ensure that the Student does

NOT have an existing USI.

This will ensure training outcomes are recorded against the correct USI.



To use the tool: Enter the following mandatory personal details:

• Family Name • Date of Birth • Gender

Then enter at least one of the following Optional Criteria: • First Name • Middle Name • Email • Mobile Phone • Town/City of Birth

If more than one record is found add another Optional Criteria to narrow your search.

An email or Text notification will be sent to the student each time you successfully locate their USI. You must have Student’s permission to use this function.



Please note that this function is not currently available through web services, however, the Organisation Portal facility is available to all training organisations including those currently using web services.

The USI Office will be making a similar function available through web services shortly.


New - Forgotten USI/Password Has your Student forgotten their USI or their Password?

It now only takes a couple of minutes to retrieve it.

There are 3 options to retrieve a USI or password:

Benefits

Quick retrieval or reset.

No more missing USIs on enrolment.

Accurate Transcript Service.

Share the news!

Unique Student Identifier

Making corrections

Presentation by: Alison Anlezark / Katherine McGregor From: National Standards Branch, NCVER Event: USI RTO Workshops & webinars Date: August 2016

Presentation outline

1. About NCVER

2. Relationship between USI and AVETMISS

3. NCVER’s and USI Registrar’s roles

4. Correcting USI transcript information

NCVER is an independent,

not-for-profit body owned

by the Australian, and

state and territory ministers

responsible for training.

Established in 1981,

Australia’s authoritative

source of VET data

Located in Adelaide, ~100

staff

Who we are What we do

NCVER functions key to the USI scheme

Coordinate the national VET administrative data collections and surveys

Manage the Australian Vocational Education and Training Management Information Statistical Standards (AVETMISS) and support registered training organisations to report their VET activity in accordance with this

Relationship between AVETMISS & USI

Standards for RTOs

AVETMISS (inc USI)

Unless exempt, you

must collect and verify

a student’s USI before

you can issue a

qualification or

statement of attainment

for any nationally

recognised training

undertaken by them.

USI Office strongly recommend that you collect

and verify USIs at the time of enrolment.

Your RTO must obtain

and report full

AVETMISS data for all

learners consistent with

the Data Provisions

Requirements – RTO

Standard 7 clause 7.5

This field must not be

blank under the

requirements outlined in the

Student Identifiers Act 2014

– VET Provider Collection

Specifications R7.0

AVETMISS data collection

RTO NCVER

STA n=1 STA n=1

STA n=1 STA n=8

Fee-for-service VET data

Gvt funded

VET data

USI transcript

National VET Provider

Collection

Role of NCVER

• USI is included in the VET data standard

(AVETMISS)

• USI validation rules apply in the AVETMISS

Validation Software (AVS)

• NCVER is the custodian of data in the national

VET administrative collections (and surveys)

• Supply of educational data to the USI Registrar’s

Office for the USI transcript

• Deploy a correction solution

Role of USI Registrar’s Office

• Oversee the USI scheme

• Provide a portal for students and RTOs to create and

verify USIs and access USI transcripts

• Provide a ‘system to system’ integration web service

with student management systems

• Provide a USI Helpdesk to support to students and

RTOs

http://www.usi.gov.au/Pages/default.aspx#

http://www.usi.gov.au/Pages/default.aspx

Privacy by design

AVETMISS data elements on USI TS

• Activity start date

• Activity end date

• Funding source code

• National outcome ID

• Training org delivery

location ID

• Training org ID

• Training org name

• Subject ID

• Subject name

• Program ID

• Program name

• Year program completed

USI transcript

Collection period

Student name

Qualifications completed

Training Orgzn.

Units

modules

subjects

Funding source

Outcome

Enrolment period

USI transcript

AVETMISS data correction solution

RTO AVS

STA n=1 STA n=1

STA n=1 STA n=8

Fee-for-service VET data

Gvt funded

VET data

USI transcript Data Mart

National VET data warehouse

Record-by-record correction (inc. additions) solution

Feedback

Legend

VET data flows

Correction data flows

Making a correction – AVS home screen

Search for record with USI

Adding an enrolment

Adding a program completion

Editing an enrolment

Editing a program completion

Correction submission page

• linkedin.com/company/ncver

Questions?

Stay connected

• twitter.com/ncver or @ncver

Follow

Subscribe at www.ncver.edu.au


Unique Student Identifier

www.usi.gov.au

[email protected]

http://www.innovation.gov.au/usi



http://www.usi.gov.au/

mailto:[email protected]

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