Unique Student Identifier (USI) Policy

1. Purpose

This policy outlines AUSTSWIM Limited’s (AUSTSWIM) obligations and procedures for collecting, verifying, storing and reporting Unique Student Identifiers (USIs) in accordance with:

• Student Identifiers Act 2014
• Standards for Registered Training Organisations (RTOs) 2025
• AVETMISS data reporting requirements
• Privacy legislation, including the Privacy Act 1988

As a Registered Training Organisation (RTO), AUSTSWIM must ensure a valid USI is obtained and verified prior to issuing any nationally recognised training certification.

2. Scope

This policy applies to:

• All students enrolling in nationally recognised training
• Prospective learners
• Staff responsible for enrolment, administration and certification

3. Policy Statement

AUSTSWIM will:

• Inform students of the requirement to obtain a USI prior to enrolment
• Collect and securely store USIs in accordance with privacy obligations
• Verify USIs with the USI Registry System prior to issuing certification
• Not issue a Qualification or Statement of Attainment without a verified USI (unless an exemption applies)
• Maintain accurate AVETMISS-compliant records

4. Requirement for a USI

Under the Student Identifiers Act 2014, all students undertaking nationally recognised training must provide a valid USI.

AUSTSWIM cannot issue:

• Qualifications
• Statements of Attainment

Unless:

• The student has provided a verified USI; or
• An approved exemption applies under legislation.

Students are responsible for ensuring their personal details provided to AUSTSWIM match the details recorded with the USI Registry.

5. Collection of USI

AUSTSWIM will:

• Collect the USI at enrolment
• Provide information about how to create a USI via the official USI website
• Ensure students understand how their USI will be used

6. Verification of USI

Prior to issuing certification, AUSTSWIM will:

• Verify the USI through the USI Registry System
• Confirm the student’s personal details match registry records
• Rectify discrepancies before certification is issued

Certification will not be released until verification is complete.

7. Privacy and Data Protection

USIs are treated as personal information and managed in accordance with:

• The Privacy Act 1988
• The Australian Privacy Principles
• AUSTSWIM’s Privacy Policy

AUSTSWIM will:

• Store USIs securely in student management system “aXcelerate”
• Restrict access to authorised personnel only
• Not disclose USIs except where required for regulatory reporting or authorised by law

8. AVETMISS Reporting

AUSTSWIM is required to report training activity data, including USI information, to the National Centre for Vocational Education Research (NCVER) in accordance with national VET data standards.

USI data may be used by:

• Commonwealth and State government departments
• Regulatory bodies
• Researchers (in de-identified form where appropriate)

9. Record Retention

USI records and verification evidence will be retained in accordance with:

• RTO record retention requirements
• AVETMISS reporting obligations
• AUSTSWIM’s Records Management Policy

10. Policy Review

This policy will be reviewed regularly to ensure continued compliance with:

• Standards for RTOs 2025
• ASQA guidance
• National VET data reporting requirements