USI Verification

A Unique Student Identifier (USI) is required for students undertaking nationally recognised training in Australia unless a published exemption applies. Once your organisation has configured its USI Registry connection, RTObase automatically verifies a supplied USI when you save the student record; staff can also trigger verification from the student profile.

Access required

Choose the task you are doing. Each row is a separate action.

Learners can complete the USI step for their own account in the portal. Identity, consent and course-specific USI requirements still apply.

What is a USI?

The USI is a 10-character alphanumeric code that:

• Creates a secure online record of training
• Is required for AQF qualifications and Statements of Attainment
• Allows students to access their training records
• Is valid for life

Example USI: 3AW88YH9U5

When USI is required

A USI is required when:

• Issuing any AQF certification (Statement of Attainment, Qualification)
• Reporting to NCVER via AVETMISS
• Student wants their training on the national record

Getting a student's USI

Student provides their USI

The student may already have a USI from previous training:

1. Ask the student to log into usi.gov.au
2. They can retrieve their USI there
3. Add the USI to their RTObase profile

Student creates a new USI

If the student doesn't have a USI:

1. Direct them to usi.gov.au/students/create-your-usi
2. They'll need:
   • Proof of identity (driver's licence, passport, etc.)
   • Personal details matching the ID
3. The USI is created instantly
4. Student provides it to you

RTO creates USI on behalf

With student permission, you can create their USI:

1. Obtain written permission from the student
2. Log into HESA via usi.gov.au/rtos
3. Create the USI using student's details
4. The USI is linked to your organisation

Entering the USI in RTObase

Setting up USI verification for your organisation

Before RTObase can verify any student's USI, your organisation needs a one-time connection to the government USI Registry. The Settings → USI Verification card walks you through this with a 4-step checklist. Two steps happen in the USI and ATO portals; generating your SSID happens inside RTObase.

USI verification

Why verify?

Simply entering a USI doesn't confirm it belongs to the student. Verification ensures:

• The USI exists in the national registry
• The name and date of birth match the student's record
• You can issue credentials against it

RTObase automatically verifies USIs through the USI Registry V5 API when you create or update a student record. A background sweep runs every 5 minutes in small batches and picks up existing unverified students after your organisation completes USI setup, so imported or previously saved records do not require a button press. The system checks the student's USI, name, and date of birth against the national registry.

A definitive mismatch or missing name/date of birth is attempted once for that data state. Correct the student's USI, name, or date of birth to re-arm automatic verification. Temporary Registry or connection failures are retried automatically and do not mark the student as definitively checked.

When verification succeeds:

• A green Verified badge appears inline next to the student's name on the student detail page, with a tooltip showing the verification date
• A green Verified badge also appears next to the USI field
• The verification date is recorded
• Verification is logged in the audit trail

When verification fails (e.g. name mismatch), the USI remains unverified. The student appears under USI Verifications in the notification bell and Lifecycle work queue, with the Registry reason where available. Open the student, correct the details, or use the manual verification action when appropriate.

Failed verification

If verification fails, check:

1. Name spelling: Must match USI Registry exactly

   • Middle names, hyphens, apostrophes matter
   • "Robert" vs "Rob" can cause mismatch

2. Date of birth: Must be identical

   • Check day/month aren't swapped

3. USI format: Confirm 10 characters, no spaces

   • Letters are always uppercase in USI

4. Student created recently: May take time to propagate

International offshore exemption

International students studying in Australia need a USI. Australian citizens and permanent residents studying with an Australian provider overseas also need one. An international learner who completes all training outside Australia, has an overseas usual-residence address, and is not an Australian resident can instead use the AVETMISS INTOFF exemption. See the current government guidance.

The course must first be configured as an Online course that allows completion outside Australia, using an active Australian coordination location with an AVETMISS Location Code. The enrolment must not be attached to a government funding contract. At the portal USI gate, the learner confirms:

1. 100% of the training will be completed outside Australia.
2. They are not an Australian citizen or permanent resident.
3. Their usual overseas residential address.

RTObase records the declaration, time, learner actor and address snapshot against each eligible enrolment. It does not stamp usi_verified_at or send the exemption code to the USI Registry. If the learner also has a real USI, staff can record and verify it through the normal workflow.

USI and AVETMISS

For AVETMISS reporting:

• NAT00080: Includes USI field
• Eligible offshore activity reports INTOFF in place of a USI
• The client postcode/state are projected as OSPC / 99
• The activity funding source is projected as 32 (international offshore client, other revenue)
• Online delivery continues to use the Australian RTO location from which the training is coordinated

NCVER validation

NCVER validates USIs during AVETMISS submission:

• Invalid format: Rejected
• Unverified USI: Warning (not blocked)
• Missing for AQF: Error for funded training

Previewing a student's USI step

Use View as student to inspect the student's USI prompt and saved details. The preview is read-only, so you cannot enter or update the USI there. Make staff changes from the student's backoffice record.

Student self-service

Students are prompted to enter their USI when they first open a course in the portal. The USI gate appears as a dialog explaining what a USI is and why it's needed.

Students can either:

• Enter your USI: provide their 10-character code immediately
• Skip for now: proceed to course content without entering a USI

If a student skips, a collapsible Requirements section appears in the course player showing outstanding items (USI, identity verification, third party reports). Students can return to enter their USI at any time from this section.

The portal's USI page has the same Skip for now button, which returns the student to Home without asking again for the rest of that visit. Once the USI is verified, the button reads Back to My Classes.

If a student doesn't have a USI, the portal provides guidance on how to create one at usi.gov.au, including what ID they'll need.

USI verification in the enrolments table

The Enrolments DataTable includes a USI column showing the enrolment's status at a glance:

• Green checkmark: USI is verified against the national registry, or that enrolment has an approved offshore exemption
• Red cross: USI is unverified or missing and no exemption is recorded

This lets admins quickly identify enrolments that need USI follow-up without opening each student record.

Privacy and security

USIs are sensitive data:

• Display is masked (e.g., 3A******5) in most views
• Full USI visible only when editing
• Access logged for compliance
• Never share via unsecured channels

Troubleshooting

"USI already exists for another student"

This indicates a duplicate record:

1. Search for the existing student
2. If it's the same person, merge the records, see Merge Duplicate Students
3. If different people, contact USI Registry (rare error)

"Cannot connect to USI Registry"

Verification service may be temporarily unavailable:

1. Wait a few minutes and retry
2. Check status.usi.gov.au for outages
3. Re-save the student record to trigger verification again once the service is back

Student forgot their USI

Direct them to:

1. Visit usi.gov.au
2. Click "Find your USI"
3. Verify identity to retrieve it

They can also call the USI helpdesk: 1300 857 536

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