Unique Student Identifier (USI) and Student ID Policy

version Sep 2015; updated June 2016; updated Dec 2016

USI and Student ID Policy Statement

The College through the application of its Unique Student Identifier and Student Identification Policy will:

  • Ensure that the Privacy Act and Student Identifiers Act obligations and responsibilities are met
  • Advise students how to obtain their USI
  • Meet government funded or subsidised training contract requirements for verifying student eligibility and for the data provision of student USIs
  • Meet VET FEE-HELP requirements to confirm eligibility eg citizenship or humanitarian visa
  • Implement appropriate procedures to obtain privacy consents, to secure the USI and to manage documents provided by students
  • Implement appropriate procedures to approve and manage necessary USI Transcript updates.

Identification Documents Policy and Procedure Details

  • Why The College Requires ID Documents

    The College is required under government subsidised programs to confirm your eligibility and to retain on file copies of that evidence of eligibility. The College therefore will require you to provide ID of the sorts required, and will keep copies in secure files.

    The College has the right to request any and further identification documents at any time during or after your enrolment in order to satisfy compliance obligations. By enrolling you are agreeing to providing this information. You are entitled to ask the reasons the information is required.

  • ID Documents Required

    a) The following ID documents must be uploaded to Webclass when enrolling:

    Medicare Card - showing your name and to be a colour copy showing that you have a green Medicare card

    Drivers Licence - showing your name and address and date of birth

    b) You will receive emails and Webclass warnings until the required ID documents are submitted.

  • Exemption from ID Document Requirements

    a) Students enrolled privately (ie not in a government subsidised course) may ask that their USI be validated and then used as the sole basis of identification.

    b) Previous College students who have already provided these documents and who have not moved interstate can request that we use existing file copies.

    c) Note that while overseas students are exempt from the USI - they are still required to provide a suitable ID form.

  • Different VET FEE-HELP ID Document Requirements

    The College is required under VET FEE-HELP to confirm your eligibility and to retain on file copies of that evidence of eligibility. The College therefore will require you to provide ID of the sorts required, and will keep copies in secure files.

    As proof of citizenship is limited to a small range of documents, the College will allow you to enrol and to take reasonable time to obtain these documents as long as you provide proof of having started the process to request these.

  • Proof of Concession

    To be eligible for a concession fee, you must provide the College with evidence of your eligible welfare benefit or allowance. 

    The evidence can be in the form of a current Department of Human Services (Centrelink) Income Statement or a copy of a current Pensioner Concession Card that has been witnessed by a JP or at the Post Office.

    It must show that you are eligible for the benefit at the date you will commence training. You cannot commence training until this has been provided. 

    You are only eligible to apply for the concession at the time of the enrolment, so it is important that you let us know then.

    Once you enrol - you can upload the evidence of concession eligibility to our student study hub - "Webclass". Your concessional enrolment cannot be approved until this has been done.

    Source: ACT SCGAA Part B v3.0

Help To Obtain Your USI

The USI website Help Centre has information to address most problems.

video is available to step students through the process.

USI Policy and Procedure Details

  • USI is Compulsory

    a) Provision of a valid USI is compulsory at enrolment. This requirement is to meet national data reporting requirements and for government funded or subsidised program eligibility confirmation, and other matters in accordance with the Authorisation in the Student Identifiers Regulation 2014.

    b) Students are advised in the Enrolment Terms and Conditions that they are required to provide the College with their USI and to allow College access to their USI records including contact details, and to be able to verify a USI.

    c) Webclass, email and personal reminders will be sent until a USI is lodged and it is able to be validated as matching your full name  and date of birth as held by the USI Registrar.

  • USI Exemption for Overseas Students

    a) Students studying by distance overseas who are not Australian  Permanent Residents or Citizens are exempt from providing a USI.

    b) By not having a USI, the training record data will not be retained by the USI Register.

  • New Zealand Citizens in Australia

    a) New Zealand citizens enrolled in College courses in Australia need to obtain a USI.

    b) They cannot create a USI using their New Zealand passports until they have arrived in Australia and their passport has been registered with the Australian Department of Immigration.

     

  • Qualification Testamur and Statement of Attainment Withheld if no USI

    The College is prevented from issuing you with a nationally recognised VET qualification or statement of attainment when you complete your course if you have not provided a valid Unique Student Identifier (USI).

  • Privacy Consent Obtained by College

    a) Student consent is obtained in the Enrolment Application (or subsequently) for the College to provide and request personal information to the Student Identifier Registrar (via the USI website) and the National Centre for Vocational Education Research (NCVER) and the relevant state, territory or commonwealth Department of Education (or equivalent) (via data lodgement of student details and results).

    b) Consent is also obtained in the Enrolment Application to the Student Identifier Registrar, NCVER and relevant state, territory or commonwealth Departments of Education (or equivalent) to access and use your personal information as indicated.

    c) College enrolment is conditional upon this consent being given.

  • USI Registrar's Privacy Policy

    The Student Identifiers Registrar’s Privacy Policy is available at http://www.usi.gov.au/Pages/privacy-policy.aspx

    It contains information about how the individual may:

    • Access and seek correction of the personal information held about them; and
    • Complain about a breach of privacy and how such  complaints will be dealt with.
  • How To Obtain a USI

    Students are asked to go to the USI website http://www.usi.gov.au/ and create a USI.

    Once the USI is created or if students already have a USI they are to

    • Allow access to the College (Organisation ID 1441) to view your USI account.
    • Update Webclass with their USI

    Under some funded or subsidised training courses you will also be required to allow access to the relevant state Department of Education.

    Students can permit others to obtain their USI for them, for example employers. To create a USI the following personal information is needed:

    • Name
    • Date of Birth
    • Place of Birth - Country and City
    • Details from one of the documents listed below
  • Documents Needed for USI Creation

    One of the following forms of ID is required. Important: The details you enter MUST match the details shown on your form of ID.

    • Driver’s Licence 
    • Medicare Card
    • Australian Passport
    • Visa (with Non-Australian Passport) for international students
    • Birth Certificate (Australian) *please note a Birth Certificate extract is not sufficient
    • Certificate Of Registration By Descent
    • Citizenship Certificate
    • ImmiCard

    If the USI Document Verification Service sends you a message saying it cannot verify your document:

    • You will need to check that the name you have entered in your USI form is the same as the one on your form of ID or 
    • You can try again using  another document.

     

    If you do not have one of the required forms of ID you must contact the College. The College will ascertain what types of ID you have and contact the Student Identifier Registrar to get permission to use them. 

  • Retention of ID Document Copies

    The College will retain copies of ID documents that it requests as these ID documents are not solely obtained for USI purposes.

    Any documents obtained solely for USI purposes will be securely destroyed after use. 

  • Consents Given By You about Use and Disclosure of Your Personal Information

    16. If you are under 18 you give the following consents and will act to obtain the same consents from your parent or guardian on your behalf.

    17. For enrolments where employer details are provided you are authorising the College to discuss your enrolment with your employer, including providing course status updates.

    18. Privacy Act Consent: Nationally recognised training is governed by legislation requiring the College to collect, use and report data provided during the enrolment process and as you progress and complete your studies. You consent to the provision of your personal information as outlined in the Privacy Policy to various government agencies, parties to subsidised training programs, and other required agencies. Your personal information is not provided by the College to any third parties for the purposes of marketing.

    19. Unique Student Identifier Privacy Consent and USI Provision: You agree to obtain and provide your Unique Student Identifier (USI). You agree to allow the College to verify your USI and to co-operate with the College to rectify any issues with your USI. The provision of a USI is a mandatory requirement for providers of nationally recognised qualifications. You declare that you have read and consent to the collection, use and disclosure of your personal information as outlined in the Unique Student Identifier Privacy Notice below. This consent allows for the collection and use or disclosure of your personal information by the USI Registrar and is also consent for the College to obtain and verify the USI details you provide on the USI website, amongst other actions. This involves confirming your personal information with the USI website.

    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 Student Identifiers Registrar for the purposes of

    o applying for, verifying and giving a USI;

    o resolving problems with a USI; and

    o creating authenticated vocational education and training (VET) transcripts;

    • may be disclosed to:

    o 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; and

     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; and

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

    You can find further information on how the Student Identifier 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. 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.

    You may also make a complaint to the Information Commissioner about an interference with privacy pursuant to the Privacy Act 1988, including in relation to the misuse or interference of or unauthorised collection, use, access, modification or disclosure of USIs.

    20. NSW Smart and Skilled Privacy Consent. By ticking the authorisation box about agreeing to these terms, or by, at any time, verbally or in writing requesting Smart and Skilled subsidised training you consent to the following consent for the use and disclosure of personal information.

    CONSENT TO USE AND DISCLOSURE OF PERSONAL INFORMATION TO THE DEPARTMENT OF INDUSTRY, DEPARTMENT OF EDUCATION & COMMUNITIES AND OTHER GOVERNMENT AGENCIES

    I understand and agree that personal information (information or an opinion about me), collected from me, my parent or guardian, such as my name, Unique Student Identifier, date of birth, contact details, training outcomes and performance, or sensitive personal information (including my ethnicity or health information) (together Personal Information) collected by Australian College of Commerce and Management may be disclosed to the Department of Industry, Skills and Regional Development (Department).The Department may disclose my Personal Information to other Australian government agencies, including those located in States and Territories outside New South Wales.

    The Department may disclose my Personal Information to other Australian government agencies, including those located in States and Territories outside New South Wales.

    The above government agencies may use my Personal Information for any purpose relating to the exercise of their government functions, including but not limited to the evaluation and assessment of my training, the determination of my eligibility to receive subsidised training or for any Fee Exemptions or Concessions. My Personal Information may also be disclosed to other third parties if required by law.

    I consent to the collection, use and disclosure of my Personal Information in the manner outlined above.

    I also acknowledge and agree that the Department may contact me by telephone email or post during or after I have ceased subsidised training with Australian College of Commerce and Management for the purposes of evaluating and assessing my subsidised training.

    The Smart and Skilled contact details for students with complaints are https://smartandskilled.nsw.gov.au and phone number 1300 772 104, and are published in the College Complaints, Grievances and Consumer Protection Policy.

  • USI Transcript Updates

    Students will be able to access transcripts of study from the USI website. Information is here.

    Concerns about incorrect College data should be immediately advised to the College. Email or phone call is sufficient.

    Your concerns will be referred directly to the Managing Director to investigate. You may be required to allow us permission to view your transcript.

    Please note the following restrictions to the USI Transcript Service:

    • It will only show studies completed from 2015 onwards.
    • Data is lodged at the end of each calendar year, and so the current years data of subjects will not list.