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usi.gov.au The USI is part of your business! Jason Coutts Information Infrastructure Branch Department of Education and Training 25 February 2015 2015 VIRTUAL VET SUMMIT Slide 2 usi.gov.au Todays Presentation Update on USI progress Are you ready? Its not too late! Lessons learned tips for RTOs and their students Dos and Donts Time for Questions USI Streamlining student records for the future. Slide 3 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 Slide 4 usi.gov.au 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 http://usi.gov.au/Training-Organisations/Pages/USI-webinar-series.aspx 2014 USI Conference Presentations http://usi.gov.au/Pages/USI-presentations.aspxhttp://usi.gov.au/Pages/USI-presentations.aspx Evolving National Training System Slide 5 usi.gov.au 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 AVETMISSAVETMISS 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 for RTOs who are collecting or reporting activity data for the first timesupport Reporting and Total VET Activity (TVA) Slide 6 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 and do not assume an exemption applies.Regulator 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 websiteExemptions Slide 7 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 Slide 8 usi.gov.au Its not too late to get connected! Remember this is a once off implementationonce youre connected, youre ready to go. Its easy to get started Complete the Access Request Form (think about how you want to connect) Establish your connection to the USI Registry System Lets 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) Slide 9 usi.gov.au Complete the Access Request Form Slide 10 usi.gov.au Choose your connection options Slide 11 usi.gov.au AUSkey See the Australian Business Register website for all the information you need on AUSkeyAUSkey Slide 12 usi.gov.au Self-Service Authorisation (SSA) The Organisations User Guide located on the USI website will provide you with SSA informationOrganisations User Guide Slide 13 usi.gov.au Update your enrolment processes (forms) Slide 14 usi.gov.au Prepare your staff (procedures) Show your staff the USI Summary Video for Training Providers so they understand what its about USI Training provider videoUSI Training provider video Slide 15 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 videoUSI Student video Slide 16 usi.gov.au Slide 17 Top 10 FAQs from the USI Hotline 1.How can I get an additional AUSkey(s) for my business? 2.My details match another USI but I haven't applied for one yet 3.How do I create a USI account? 4.I can not verify my form of ID 5.I have forgotten my USI, what can I do? 6.I have forgotten my password and can not log in 7.What does activating your USI account mean? 8.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? Slide 18 usi.gov.au 1 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 www.ABR.gov.au 2 If you are trying to access the Training Organisation Login and it asks for a password its 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 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 5 RTOs must receive permission from their students to apply for a USI on their students behalf TIP: RTOs must advise the student that they will apply for a USI on their behalf Slide 19 usi.gov.au 6 Using Find USI 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 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 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 7 Match your student records to the USI to verify USIs 8 Having trouble with your browser 9 If students are experiencing difficulties with creating their USI Slide 20 usi.gov.au Tips for your Students USIbringing your skills together.. 1 The USI already exists 2 Students must use their name as it appears on their form of ID, including their middle name 3 Changing personal details in their USI account 4 New Zealand students 5 International 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 TIP: You cant mix and match between the officially recognised name on your ID and your preferred name TIP: Students can update their personal details in their USI account once they have activated their account 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 6 USI Help Sessions for your students TIP: Consider being proactive and invite students to USI Help Sessions to specifically set up their USI Slide 21 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 Slide 22 usi.gov.au Dos and Donts 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 to create a USI and ensure the student knows 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 Slide 23 usi.gov.au Slide 24 Questions? Unique Student Identifier www.usi.gov.au email usi@education.gov.auusi@education.gov.au 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)