Document Verification Service tips

The USI Registry System uses the Document Verification Service (DVS) to verify student’s identification, USI and personal details.

As a security measure our system is designed to time out when there’s been no activity (keystrokes) within a 15-minute period. 

Unsuccessful verification

You must use the Organisation Portal's existing USI search to find and verify a USI.

For unsuccessful USI verification, you can:

• confirm you have the correct details
• ensure you’re using the exact details used when having created a USI (this may be different to the details in a Student Management System)
• ensure all mandatory fields are completed.

Preferred names, aliases and nicknames will not verify – only use the name as it appears on the identification document.

Deactivated USI

If you receive a ‘Deactivated USI’ message, this means the USI has either:

• been compromised, or
• been replaced because the student was issued a new USI.

To resolve this:

• ask the student to confirm they have provided the correct USI. They can show their OSIR confirmation letter to assist with checking for typos or mismatches.
• keep in mind: the letter alone does not verify the USI — it must still be confirmed in the system.
• refer to the ‘Deactivated and Replacement USIs listing’ in the Organisational Portal under ‘Self Service Reports’.

Suspended USI

If a ‘suspended USI’ message shows, this means the USI account is being investigated. You should contact us for help.

Bulk verify USIs

After uploading the completed template for bulk verification, the Organisation Portal will check and validate the data. If missing fields and errors are found, an error report will be produced for you to download.

To view the results, click 'Download Results' on the screen.

If you refresh or navigate away from the screen the uploaded CSV file and results will no longer be available. You will need to upload a new CSV file.

Verification Results

• 'Successful' the USI has successfully verified.
• 'Failed' the USI failed verification as one or more details did not match the USI account.
• 'Invalid' the USI that was entered is incorrect. All other details will return 'No Match'.
• 'No Match' on Name/s or Date of Birth the details entered do not match the USI account.

Check and resolve any errors before re-uploading the file.

If you upload more than 500 rows you will receive an error asking you to correct the file.

Data matching

If one or more USI records match a student’s personal details, a provider can:

• confirm the student doesn’t already have a USI by using the ‘Existing USI Search’ in the Organisation Portal
• ensure information is entered correctly in the ‘Create USI’ fields to reduce the chance of matching with other USI accounts. This includes:
  • no nicknames, preferred or abbreviated names
  • first, middle and family names entered into the correct fields
  • no special characters in the name.

Names with apostrophes

DVS doesn’t support an extended character apostrophe such as [’]. Documents accepted by DVS will use the standard apostrophe ['].

Extended and standard character apostrophes are different Unicode characters.

If you can’t find or verify a USI, check to see if an extended apostrophe [’] or any other type of extended character has been used, then replace it with a standard apostrophe ['].

If you’re still having issues, you can use the Unicode symbol site.