Permission to access a student USI
Education or training providers must gain verbal or written permission from a student before:
- creating a USI on their behalf
- searching for their USI
- viewing and/or updating details on their USI account
- viewing their USI VET transcript
- sharing their USI and VET transcript with others.
Providers do not need a student’s permission to verify that their USI is correct.
Access
A provider can only directly access a student’s USI account through the Organisation Portal or Student Management System (SMS) when the student has provided them with permission.
Providers can’t gain access to a USI account any other way.
Providers can create a USI for a student, however they must first:
- have verbal or written student permission
- provide the student with a privacy notice.
Provider’s need a student’s permission to search for their USI before using the ‘existing USI search’ or ‘find USI’ search features in the Organisation Portal.
The student will receive an automated email or text message if a provider has searched for their USI.
Permission
Students can give access to providers for their details to be updated or viewed directly in USI Registry System.
With these permissions and access, providers can:
- view the student’s personal information, such as their contact details
- update the student’s personal information such as their contact details
- view the student’s full VET transcript (applicable for RTOs and VRBs only).
When student permission is granted, providers will receive an email with the student's USI and permission expiry date.
Permission to verify a student's USI
| Yes, will need permission | No, will not need permission |
|---|---|
| VET Admission Bodies (VABs) | Registered Training Organisations (RTOs) |
| Tertiary Admission Centres (TACs) | Higher Education Providers (HEPs) |
| VET Related Bodies (VRBs) | |
VET transcript permissions for RTOs and VRBs
VET transcripts include personal information. They must not be copied or disclosed to any other person without the student's consent.
RTOs and VRBs can view a student's full VET transcript in the Organisation Portal with their permission.
VET transcripts cannot be viewed in Student Management Systems.
Students can download and print a physical copy or send you an electronic copy if desired.
The VET transcript includes a clickable link and a QR code for accessing the online record from either an electronic or hard copy. When using the QR code, the student's name and document number will populate automatically to ensure accessing the record is quick and easy.
RTOs don't need permission from a student to use the NCVER Transcript Update Tool to amend a transcript.