2015 VIRTUAL VET SUMMIT

The USI is part of your business!

25 February 2015

Jason Coutts

Information Infrastructure Branch Department of Education and Training

usi.gov.au

USI – Streamlining student records for the future….

Today’s Presentation

• Update on USI progress • Are you ready? It’s not too late! • Lessons learned – tips for RTOs and their students • Do’s and Don’ts • Time for Questions

usi.gov.au

• • •

Update on Progress of the USI

Over 1 million USIs have been created! So far…   Students have created 919,217 USIs RTOs have created 173,988 USIs Thousands of RTOs are registered for Web Services access Many RTOs are active in the Training Organisation Portal • •

We are here to help you!

Our system works 24/7 We have the a USI Hotline - 13 38 73 and a dedicated Business Operations team on the ground in the USI Office • We have set up extra support teams to help RTOs over this introductory period and first peak enrolment period and they provide a high level of support and guidance, fielding many enquiries through emails, phone calls, Help Requests and Web Chat sessions usi.gov.au

Evolving National Training System

   Student transcript access Easier enrolment for RTOs – prerequisites, credit transfer and RPL Fuller picture of training – completion rates, student pathways, better targeted policy and programs  Consistent national quality assurance

Helpful Resources

2014 USI Webinars Series

 http://usi.gov.au/Training-Organisations/Pages/USI-webinar-series.aspx

2014 USI Conference Presentations

 http://usi.gov.au/Pages/USI-presentations.aspx

usi.gov.au

•

Reporting and Total VET Activity (TVA)

New reporting requirements for all RTOs came into effect in January 2014 • The implementation Grace Period was for the 2014 calendar only - this has ended • The deadline for reporting your 2014 nationally accredited training activity to NCVER is 27 February 2015 and this must be reported using AVETMISS • All RTOs collect from January 2015 and report in February 2016 (or sooner if contractual arrangements apply) – If you have ‘Fee For Service’ only activity – it must be submitted directly to NCVER or your State Training Authority, depending on the reporting arrangement in your State or Territory – ‘Government Funded’ only activity - submit as previously – ‘Mixed’ – see NCVER and/or relevant State Training Authority • NCVER offers a range of support data for the first time for RTOs who are collecting or reporting activity usi.gov.au

USI Exemptions

Student exemptions from the USI

   Students who have completed all the requirements for a VET award by 31 December 2014, but did not receive that award in 2014 International students studying offshore Students granted an exemption by the Registrar based on a genuine personal objection

Training Organisation exemptions

  Data collection could jeopardise the security or safety of defence, border protection, customs, national security or police personnel Data collection conflicts with the delivery of vital community services including emergency, fire, rescue or first aid services    We strongly encourage you to check with your Regulator exemption applies. and do not assume an

IMPORTANT: If you are delivering exempted training you are required to inform your students that their training will not appear on their USI transcript

There is more information on Exemptions on the USI website usi.gov.au

USI Transitional Arrangements

• Transitional arrangements are in place for short course providers • For training activity before 1 January 2016, Training Organisations delivering single day training courses will be permitted to issue a VET statement of attainment to students who have not been able to provide a USI before completion of training • What do I need to do?

 Step 1: You should ask for a USI from your student   Step 2: You must verify the USI Step 3: You must record the USI and include it in your activity data reporting  Step 4: If a student is unable to provide a USI, you must inform them that this training will not appear on their USI transcript • Prepare your business processes for 2016 usi.gov.au

It’s not too late to get connected!

Remember this is a ‘once off’ implementation…once you’re connected, you’re ready to go. It’s easy to get started… Complete the Access Request Form

(think about how you want to connect)

Establish your connection to the USI Registry System  Let’s talk about AUSkey  What is Self-Service Authorisation (SSA)?

Update your enrolment processes (forms and messages) Prepare your staff (procedures) Empower your students/clients (pre-enrolment) usi.gov.au

Complete the Access Request Form

usi.gov.au

Choose your connection options

usi.gov.au



AUSkey

See the Australian Business Register website for all the information you need on AUSkey

usi.gov.au



Self-Service Authorisation (SSA)

The Organisations User Guide located on the USI website will provide you with SSA information

usi.gov.au

Update your enrolment processes (forms)

usi.gov.au

Prepare your staff (procedures)

Show your staff the USI Summary Video for Training Providers so they understand what it’s about

 USI Training provider video usi.gov.au

Empower your students (enrolment)

Show your students the USI Summary Video for Students so they can learn more about it

 USI Student video usi.gov.au

usi.gov.au

Top 10 FAQs from the USI Hotline

1.

2.

3.

4.

5.

6.

How can I get an additional AUSkey(s) for my business?

My details match another USI but I haven't applied for one yet How do I create a USI account?

I can not verify my form of ID I have forgotten my USI, what can I do?

I have forgotten my password and can not log in 7.

8.

What does activating your USI account mean?

How can I change my personal details?

9.

How do training organisations verify a USI?

10. How do New Zealand citizens create a USI when they don't have a Visa?

usi.gov.au

1

Lessons Learned – 10 Tips for RTOs

You need an AUSkey to complete a USI System Access Request Form TIP: AUSkey issues need to be directed to www.ABR.gov.au

, not to the USI hotline 2 If you are trying to access the ‘Training Organisation Login’ and it asks for a password – it’s looking for your AUSkey password TIP: You need to contact the ABR to get your AUSkey password 3 RTOs must use the ‘Training Organisation Login’ NOT the ‘Student Login’ TIP: RTOs must not use the ‘Student Login’ or set Passwords or Check Questions for students 4 Students can still enrol without a USI 5 RTOs must receive permission from their students to apply for a USI on their student’s behalf TIP: Keep in mind that the point at which the USI is required is when the RTO issues a qualification or statement of attainment, or reports their AVETMISS data, whichever comes first TIP: RTOs must advise the student that they will apply for a USI on their behalf

usi.gov.au

6 Using ‘Find USI’

More Tips for RTOs

TIP: RTOs will not be able to use the ‘Find USI’ function unless the student has gone into their USI account and given the Training Organisation permission to view their account 7 Match your student records to the USI to verify USIs 8 Having trouble with your browser TIP: RTOs should consider changing details in their SMS record to match the name created in the USI account TIP: Try another browser or try updating your existing browser 9 If students are experiencing difficulties with creating their USI TIP: RTOs should - encourage their students to check the USI Website first (it has the answers to all the frequently asked questions) - provide support and guidance - if students are still experiencing problems, suggest they use the ‘Request Help’ function in the Student Login

usi.gov.au

1 The USI already exists

USI…bringing your skills together…..

Tips for your Students

TIP: Students should check with their Training Organisation in the event that they have provided permission and their Training Organisation has already created a USI on their behalf 2 Student’s must use their name as it appears on their form of ID, including their middle name TIP: You can’t mix and match between the officially recognised name on your ID and your preferred name 3 Changing personal details in their USI account TIP: Students can update their personal details in their USI account once they have activated their account 4 New Zealand students 5 International students 6 USI Help Sessions for your students TIP: Ask your NZ student to apply for their USI once they have entered Australia and they should be able to successfully create their USI TIP: International students studying in Australia will be able to create a USI using their passport once they have their Visa TIP: Consider being proactive and invite students to USI Help Sessions to specifically set up their USI

usi.gov.au

USIs Created By Types of IDs

• • • • • • • The most commonly used form of ID is a Driver Licence – 872,564 people have used their Driver Licence to create their USIs The second most commonly used form of ID is a Medicare Card – 160,356 people have used their Medicare Card to create their USIs The forms of ID that can be used to create a USI include:  Driver Licence;    Medicare Card; Australian Passport; Visa (with Non-Australian Passport);     Birth Certificate (Australian); Certificate of Registration by Descent; Citizenship Certificate; and ImmiCard.

Using a Driver Licence as a form of ID when creating a USI Using a Medicare Card as a form of ID when creating a USI Using a Visa (with non-Australian Passport) when creating a USI Student names with apostrophes usi.gov.au

•

Do’s and Don’ts

RTOs must not use the ‘Student Login’ or set Passwords or Check Questions for students and RTOs must use the ‘Training Organisation Login’ • RTOs must make sure they have

student permission

ensure the student

knows

to create a USI and they are creating a USI on their behalf • RTOs creating USIs on behalf of their students (with their permission) need to

collect all the details required

to create a USI, not create it from existing partial records • If you require a USI at the time of enrolment, be clear about whose requirement that is • Use DVS override carefully • Two steps to prevent creating duplicate USIs   Data matching Duplication Audit usi.gov.au

usi.gov.au

Questions?

Unique Student Identifier

www.usi.gov.au

email [email protected]

USI Hotline

13 38 73

NCVER Client Services

http://www.ncver.edu.au/avetmiss/21059.html

1800 649 452 www.industry.gov.au/vetreporting

Total VET Activity

For further information about Total VET Activity reporting, please see the: National VET Provider Collection Data Requirements Policy Department of Industry website National Skills Standards Council (NSSC) NCVER AVETMISS Frequently Asked Questions (FAQs) usi.gov.au