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Policies

USI Policy and Procedure

Purpose

To outline Edway Training's compliance with the Student Identifiers Act 2014 and the USI Scheme requirements under the Standards for RTOs (2025), ensuring secure, accurate, and transparent handling of Unique Student Identifiers (USIs).

Scope

Applies to all students enrolled in nationally recognised training and to all Edway Training staff involved in admissions, enrolments, records, or certification.

Policy Commitments

  • All students must provide a valid USI before any AQF certification is issued, unless exempt.
  • Students will be informed about the USI requirement during pre-enrolment and provided assistance if needed.
  • USIs will be verified with the Registrar before use or storage in any system.
  • USIs will not be printed on certificates and will be stored securely and confidentially.
  • Where a USI exemption applies, the student will be advised of the implications (e.g. no VET transcript access).

Procedures

1. Information and Guidance
  • USI requirements are outlined on the website, in the Student Handbook, and pre-enrolment communications.
  • Students are provided with a step-by-step USI creation guide.

2. Verification
  • All USIs are verified with the USI Registry System via the student management system (e.g. J.W.Geko).
  • Unverified USIs are flagged and corrected with student input.

3. Data Security
  • USIs are stored in secure, password-protected systems.
  • ID documents used to verify USIs are destroyed or securely archived after use.

4. Issuing Certification
  • A checklist ensures no certificate or statement is issued without a verified USI.
  • Certification is only issued once USI data is confirmed as accurate.

5. Exemptions
  • Where an exemption applies, Edway Training notifies students of limitations.
  • Evidence of exemption is retained in the student file.

6. Continuous Improvement
  • Internal audits check for USI compliance.
  • Staff are trained in correct handling of USIs and privacy obligations.

Review and Improvement

This policy is reviewed biennially or as required to ensure alignment with Outcome Standards, legislative changes, and organisational best practice.
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