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(1) This Procedure provides guidance to Student Administration Staff on the collection, storage and reporting of Unique Student Identifier (USI) data. (2) Standards for RTOs: Standards 3.6 and 5. (3) This Procedure applies to all VET student enrolments in nationally recognised training, except those students who are deemed to be exempt. Exemption categories are: (4) The Unique Student Identifier (USI) is a ten-digit, government issued student number, required for all students in nationally recognised VET training from 2015. This number links to an online account to provide each student with a single record of all of their nationally recognised VET training. (6) Prospective students must be provided with information about the USI prior to enrolment. Information to be provided by: (7) Information provided to prospective students must include: (8) Students who express a genuine personal objection to being assigned a USI must be advised to apply to the Student Identifiers Registrar for an exemption. (9) Such students, or students with any other valid exemption from the USI requirement must be informed that they will not be able to access records of their training through the Commonwealth register. (10) Students who complete an application without a USI must be supported to access the website and obtain their USI as part of the application process. The authorised Enrolment Delegate, a Student Services Centre representative or Teaching Department Representative may provide this assistance. (11) If, for any reason a VU staff member is requested to apply for a USI or verify an existing USI on behalf of a student, the following steps must be taken: (12) The student's USI must be recorded in the student’s application. (13) DMS staff verify the USI provided, using the automated USI verification functionality. (14) Business Support and Reporting team generate reports listing students who have duplicate USIs. This report is provided to the DMS to check and correct data errors. (16) The information provided by the student is recorded in the student management system and verified on the USI Registry. (17) For non-exempt students who still don't have a valid USI recorded on the student management system one month after their course commencement, DMS will contact each student in writing to inform them that: (18) For non-exempt students who still don't have a valid USI recorded on student management system two months after their course commencement, DMS will contact each student in writing to inform them that enrolment withdrawal will be considered if the necessary information is not provided. (19) For non-exempt students who don’t have a valid USI three months after course commencement, DMS will provide a report to VU TAFE. VU TAFE will process course withdrawals for those students. (20) Records of communication and attempted communication with the student will kept against the student’s record. (21) Any student wanting to change their name, must provide appropriate evidence for the name change (i.e. marriage certificate/name change certificate) along with evidence that the USI Registry has also been updated to reflect the name change. Name changes in the student management system will not be actioned without this evidence to minimize number of invalid USIs. Student also to provide A11 – Personal Detail Amendment Request Form (PDA) with appropriate evidence for the name change via Student Services Centre or TAFE, request forwarded to DMS to process. (22) No AQF certification documentation can be provided to non-exempt students who have not provided a valid USI. (23) When requests for AQF documentation are received from individual students or from teaching departments, the Completions Team must check that the student has a valid USI before processing the request. (24) A non-AQF statement or transcript of results for the training program may still be provided, even if the student does not have a validated USI. (25) Student USI must not be included on any reports to the student, including confirmation of enrolment, AQF certification documentation or transcripts of results etc. (26) The student USI stored within the student management system must not be made available to general staff accessing the system. Only those with responsibility for entering and editing the data should have access. (27) The Student USI must not be provided on any student management system reports accessible by general staff.Enrolments - VET Unique Student Identifier (USI) Management Procedure
Section 1 - Summary
Section 2 - TEQSA/ASQA/ESOS Alignment
Section 3 - Scope
Top of PageSection 4 - Definitions
Section 5 - Policy/Regulation
Top of PageSection 6 - Procedures
Part A - Summary of Roles and Responsibilities
Roles
Responsibilities
Student Administration - Business Support and Reporting (BSR)
1. Ensure that the student management system provides the security required under the Student Identifiers Act 2014 (Cth).
Student Administration – Student Lifecycle Operations and Reporting
Generate reports listing students who have duplicate USIs.
VU TAFE
Ensure information about the requirement for students to obtain a USI is provided to students as part of their application.
Student Administration - Data Management Services (DMS)
1. Review data.
2. Verify USI through the automated verification system.
3. Finalise enrolment for students (so fees can be generated and collected) without valid USI but follow up students to complete the USI verification process.
4. Conduct outbound calls to students to verify or provide their USI.Part B - Enrolment and Graduation
Part C - Course Completion
Part D - Security of USI Data