Access keys | Skip to primary navigation | Skip to secondary navigation | Skip to content | Skip to footer |
Problems viewing this site

VET

Data management and Unique Student Identifier procedures

Data management

Registered training organisations (RTOs) must keep accurate student enrolment data in the Student Management application (app) in the QCAA Portal.

Before you start delivering training

Before you start delivering a training product, you must:

  • enter the minimum number of units students must complete (as stated in the Training and Assessment Strategy (TAS)).
  • make sure the start and end dates for each unit match the delivery period in the TAS
  • record an interim outcome for each competency using the ‘continuing enrolment’ option in Student Management app
  • tell students you will collect their personal information and report it to the Queensland Curriculum and Assessment Authority (QCAA) and other relevant VET administrators as required.

Keeping student enrolments accurate

To keep your school RTO data accurate, you must:

  • record assessor outcomes in students’ profiles
  • quality assure student results before recording the results in Student Management app
  • update their records immediately if a student completes or withdraws from a training product
  • issue any relevant certification within 30 calendar days
  • retain final student outcomes (copy of Australian Qualification Framework certification) for 30 years. The records must be kept secure but be accessible to authorised RTO officers.

Note: When a training product is superseded, your RTO must enrol any affected students in the replacement product before the end of the transition period as calculated using its mapping date in Training.gov.au.

Unique Student Identifier (USI)

School RTOs must verify each student’s Unique Student Identifier (USI) with the QCAA before issuing an Australian Qualifications Framework (AQF) certification. A USI is a mix of 10 letters and numbers.

To ensure your school RTO complies with USI requirements, you must:

  1. advise each student on:
    • applying for a USI based on your school sector’s USI processes before the commencement of nationally recognised VET training
    • providing the school RTO with a verifiable USI
    • the consequences of not providing the school RTO with a verifiable USI unless an exemption has been granted. (e.g. the RTO cannot issue AQF certification)
  2. upload each student’s USI to the QCAA's Student Management app before issuance of AQF certification
  3. ensure the security of each student's USI under the school RTOs control.

Note:

  • If students do not obtain and supply school RTOs with USIs, you cannot issue students any AQF certification (Certificates or Statements of attainment).
    If you do not report students' verified USIs to the QCAA, the data will not be sent to the national USI Registry, added to the students' USI accounts, or make results available through the USI transcript service.
  • Students may still be awarded any QCE credits due.
  • Students may apply for an exemption from having a USI but must understand the consequences. USI exemption.

More information

For more information, contact us:

Last reviewed:
22 September 2026
Last updated:
8 May 2020

Creative Commons Attribution 4.0 International (CC BY 4.0)

Back to top