How to Use the USI Validation Feature in the SMS
Overview
Overview
A Unique Student Identifier (USI) is a reference number that is used to create a consistent record of an individual student's achievements and qualifications in Australia. It is a 10-character code that is unique to each student.
The USI Registry system was introduced to ensure that all vocational education and training (VET) undertaken by students is recorded in a single database, accessible by both students and educational institutions.
The USI system helps in streamlining administrative processes and ensures that accurate and up-to-date records of students' training achievements are maintained throughout their lifetime.
It is important that student's provide a valid USI for training activity reporting purposes. In the SMS, a USI Validation feature allows the system to check if the provided USI is valid, meaning the USI number, name and date of birth provided by the student matches the same record in the USI Registry System.
This tutorial will provide information on:
- Bulk USI Validation
- how to manually validate USI
- how Students can enter their own USI from their Student portal
- Information on USI Validation for Students who registered using their First name
Step Tutorial
Step Tutorial
Bulk USI Validation
The USI validation in the SMS can be done manually or through Bulk validation that runs daily at approximately 1 am AEST.
During a Bulk validation, a service will run to check for all USIs where validation has not been attempted yet and runs validation on this. If a USI is found to be invalid, a system email will be sent to the system email address with information on the invalid USI. Administrators can coordinate or contact the student to confirm their provided USI number, name and date of birth. Once adjusted, manual validation can be done if the administrator would like to confirm if the new details provided are correct.
During a Bulk validation, a service will run to check for all USIs where validation has not been attempted yet and runs validation on this. If a USI is found to be invalid, a system email will be sent to the system email address with information on the invalid USI. Administrators can coordinate or contact the student to confirm their provided USI number, name and date of birth. Once adjusted, manual validation can be done if the administrator would like to confirm if the new details provided are correct.
What happens during bulk USI Validation?
- System checks for any new USIs that has not yet gone through the validation process. System will run the validation and check the USI information with the Registry system information.
- If the USI is not valid, an email will be sent to the email address set for the SMS and will include details of the failed
- If USI is valid, the USI field will have a green VALID text underneath.
- Administrators are advised to reach out to their students to confirm and check the supplied information to ensure that it matches the one they registered with in the USI Registry System. If there are any changes to the data, users can replace this information and try a manual validation or wait for the bulk validation to run again.
NOTE: Any USI supplied that did not get validated during the bulk validation (e.g. no USI number match, date of birth or name doesn't match etc) will stay as not validated until manually updated by either the Administrator or the Student. The system will not try to run another validation on this again if there are no changes.
IMPORTANT: Currently, student's that use only their FIRST NAME to register with USI Registry System cannot be validated using the Bulk Validation. This will return a failed Bulk validation email. They will not be validated as the system is designed to look for a Surname in the validation process. A Surname must be provided in order for the USI to go through the validation (students can user their First Name both in the First Name and Surname field or use enter it only on the Surname field). How to Manually Validate USI
Users can manually validate USI without waiting for the service to run.
- Go Students > Select Student > Details > Additional Information section.
- Enter the USI in the USI field
- Once a USI is entered, the Validate USI button will display.
- Click this button to manually validate the USI.
Important: The USI validation function requires a USI, Surname and date of birth in order for the validation to proceed.
These three items should also match what was registered in the USI Registry System in order for the validation to be confirmed as VALID.
Once validated, a system message will provide information on the Validation status of the USI which will also be available beneath the USI field.
Invalid USI will appear in red fonts with additional information on the invalid data.
Entering USI from Student Login
Students can enter or edit their USI information using their Student Portal. To do this:
- Login to your Student Portal.
- In the Dashboard page, an "Add or an Edit USI" button will display if the student is enrolled in a Program that is Nationally Recognised.
- If the student has not provided their USI before, the button will display Add USI, otherwise, this will show as Edit USI.
To Add USI:
- Click the Add USI button.
- Enter their USI in the Add USI Modal.
- Click Save
To Edit a USI:
- Click Edit USI button besides the USI.
- An Edit modal will allow the student to edit their supplied USI.
Important Reminders
- Students do not have the ability to validate their own USI. The Bulk USI validation service will run daily to do validation automatically.
- While attempts for validation has not yet occurred, the USI will appear as Awaiting Verification.
- When the USI is validated, the text below the USI will show a green "Valid" text.
- If the USI is invalid, additional information on the reason will be provided in red font.
- If the USI is provided but the Student has not provided a Surname or a Date of Birth, the USI validation will not proceed.
Information on USI Validation
When a USI is valid, a green "Valid" text will appear below the USI field.
When the USI is invalid, the system text will update with information on the cause of the invalid USI
IMPORTANT NOTE: USI Exempt Students Rules
Type EXEMPTION in the USI field for any student that is:
- An International Offshore Student - These students will be reported as INTOFF in place of USI on AVETMISS reports.
- A Genuine Exempt International Onshore or Domestic Student - "Genuine" means they have been granted an individual exemption from the USI scheme by the USI Registrar. RTOs must sight the exemption document issued for each client.
- These students will have the code INDIV in place of a USI on AVETMISS reports. Note: Use of the INDIV code is closely monitored by the USI and VET Regulators and suspected misuse will be followed up. Please refer to the USI office for further details.
This article provided information on how to the Bulk USI validation works and how users can do manual validation. It also discussed how students can complete their USI details from their student portal. A validated USI ensures compliance to reporting and certificate requirements and reduces administration time and effort required for USI related tasks.
That's it! You have now the ability to use the USI validation feature in the SMS.
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au.
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