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Clause 3.6

Participate in the Student Identifier Scheme

Clause 3.6

The RTO meets the requirements of the Student Identifier scheme, including:

  • verifying with the Registrar, a Student Identifier provided to it by an individual before using that Student Identifier for any purpose
  • ensuring that it will not issue AQF certification documentation to an individual without being in receipt of a verified Student Identifier for that individual, unless an exemption applies under the Student Identifiers Act 2014
  • ensuring that where an exemption described in Clause 3.6 (b) applies, it will inform the student prior to either the completion of the enrolment or commencement of training and assessment, whichever occurs first, that the results of the training will not be accessible through the Commonwealth and will not appear on any authenticated VET transcript prepared by the Registrar, and
  • ensuring the security of Student Identifiers and all related documentation under its control, including information stored in its student management systems.

What this Standard means for your RTO

The Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) is a national data standard that ensures consistent and accurate capture and reporting of VET information about learners.

The Unique Student Identifier (USI) scheme, enabled by the Student Identifiers Act 2014, allows learners to access a single online record of their VET achievements. The scheme also allows for reliable confirmation of these achievements by employers and other RTOs.

The online system provides each learner with a USI.

Unless exempt, your RTO must only issue a qualification or statement of attainment to a learner after: 

  • the learner has provided you with a verified USI, or 
  • you have applied for a USI on behalf of the learner.

Some RTOs are exempt from providing full AVETMISS data under the National VET Provider Collection Data Requirements Policy. Where an exemption applies, you do not have to obtain a USI before issuing a qualification or statement of attainment. However, you must advise learners prior to enrolment or commencement of training or assessment that their achievements will not appear on their authenticated VET transcript or be available to them via the USI scheme.

Most student management systems are able to create and verify USIs automatically. To avoid any delays in issuing certification documentation, ensure that you apply for or verify the learner’s USI at the time of enrolment.

Your RTO must protect the security of all information related to USIs. Put sufficient security measures in place to protect both digital and hard-copy records from loss, damage or unauthorised access. This may include storing records in locked cabinets, restricting access to data stored on networks and requiring strong passwords on all network-connected computers. Create back-up copies of records and store them securely.

Records of all AQF certification documentation issued by RTOs must be kept for 30 years. Where a qualification or statement of attainment is recorded in the USI scheme, your RTO will not need to retain additional records to demonstrate this, as the records required will exist within the USI scheme.

A guide to compliance

For many RTOs, a proprietary student management system provides most or all of the evidence required to demonstrate compliance with this standard. An effective system manages verification of USIs and ensures a USI is stored in the system prior to any qualification or statement of attainment being issued. Be prepared to demonstrate that records have been stored correctly in your student management system.

You must retain evidence about the security of both digital and hard-copy records. The evidence may vary depending on the approach taken, but must show that records are secure from unauthorised access, loss or damage.

If your RTO has a full or partial exemption from reporting AVETMISS data (and therefore the USI scheme) you must retain evidence of the exemption and the training products it applies to. Where exemption applies, you must also retain evidence that you inform learners their assessment results will not appear on their authenticated VET transcript or be available to them via the USI System. For example, this might involve a declaration the learner acknowledges during the enrolment process.

When applying to become an RTO, you must provide evidence of how your RTO will ensure compliance with all requirements of the USI scheme.