HBA Learning Centres UNIQUE STUDENT IDENTIFIER POLICY AND PROCEDURE (INTERNAL)

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1 HBA Learning Centres UNIQUE STUDENT IDENTIFIER POLICY AND PROCEDURE (INTERNAL) BACKGROUND OVERVIEW As of the 1 January 2015 HBA will be required under Commonwealth legislation and our conditions of registration to have a valid USI for a student before we issue that student with a Qualification or Statement of Attainment. This applies to new students, pre-enrolled students and continuing students. The process for all students to obtain a USI (or for HBA to apply on their behalf with the student's permission) is the same. New and continuing students undertaking nationally recognised Vocational Education and Training (VET) courses will need to have a USI to receive their Statement of Attainment or Qualification. As of October 2014 an individual can now apply for a USI account through the USI website. HBA will not be required to apply for a USI on behalf of their students. However this service will be available through the USI System and may be the most appropriate process in some circumstances. This service can be accessed through the USI website or alternatively via a webserver interface with WeWorkbook. The introduction of the USI will link with new VET data collection and reporting requirements. From 1 January 2015, the USI will be a mandatory data field for reporting. WHAT IS A USI? A USI is an account or reference number made up of letters of numbers and allows all of an individual s training records entered in the national Vocational Education and Training (VET) data collection to be linked. WHAT ARE THE BENEFITS? The USI makes it easier for students to fine, collate and authenticate their VET achievements into a single transcript. It also ensures that students VET records are not lost. WHAT DOES IT COST? It is available on line and at no cost to students. The USI will stay with the student for life and be recorded with any nationally recognised VET course that is undertaken. REQUIREMENTS FOR HBA The USI scheme requires HBA to: Collect a USI from each student Verify a USI supplied by a student

2 Ensure a student has a valid USI before conferring a qualification or statement of attainment on that student Ensure the security of USIs and related documentation Destroy any personal information which is collected solely for the purpose of applying for a USI on behalf of a student. HBA is required to have a valid USI for an individual before we issue a Qualification or Statement of Attainment to that individual. Where HBA has applied for the USI on behalf of the student and has received the number directly from the Student Identifiers system that USI is taken to have been verified. If HBA has been given the USI by the individual, HBA can verify that USI online through the USI System using one of several options. ACCESSING TRANSCRIPTS HBA, with the student s permission, will be able to use the USI to access that student's electronic VET record to assist in assessing pre-requisites and credit transfers. To enable this feature, the student must first nominate HBA via the permissions setting in the USI ICT system. The data used for this purpose is that which is submitted by HBA to the National Centre for Vocational Education Research (NCVER) as part of our reporting requirements. Newly completed training data will not be available for this purpose until it is submitted and it sits within the national data collection. Information assisting students with this process will be made available via the USI System, the USI website and communication material. This material is also available to HBA to provide to students. HOW DOES THE USI WORK? A student or HBA (with the student s permission), will be able to log into the USI System, enter some personal details and receive the USI back in real time. The USI is a randomly generated alphanumeric code which will act as an account or reference to link together each individual s future training records. New and continuing VET students undertaking Nationally Recognised Training need to have one. To ensure privacy, the personal information collected at the time the USI is issued is stored separately from future education and training records. The USI will provide a data link between the two. The personal information is linked to the educational information when a student asks to see his or her own records or when a student authorises someone else to do so (such as a HBA) or as otherwise authorised under the Commonwealth legislation. A key principle underpinning the initiative is that individuals have control over their USI and can determine who can have access to their personal and educational records. The protection of an individual s USI and the personal and educational data that it links to is of paramount importance. The legislative framework for the initiative includes safeguards in relation to the storage, access and use of student information.

3 IMPORTANT: A USI must not be used for any purpose other than those specifically allowed under the legislation. The legislation does not allow for a USI to be used as an identifier on a student card provided by HBA as the Training Provider. HOW LONG WILL IT TAKE TO OBTAIN AND VERIFY USIS? The application and verification processes in the USI System takes place in real time and results should be received instantaneously, depending on internet speed and the amount of traffic on the site at any particular time. An application for a USI requires an identity verification process which uses an external link to another system. If that system is unavailable, the processing of an application may be delayed. However, in such cases, the application is stored in the USI System, and relevant parties are advised once it is processed. USI INFORMATION VIDEOS The following Videos can be viewed by HBA Staff Members and Students to provide an introduction to the USI System. USI Training Organisation Video The following Video is designed for HBA Staff to view. USI Student Video The following Video is designed for HBA Students to view.

4 PRIVACY AND SECURITY Protecting the privacy and security of information is a priority in the design of the Unique Student Identifier (USI) initiative. Both the legislative framework and the design of the national ICT system include safeguards in relation to the storage, access and use of student information. FEATURES AND PRIVACY OF THE USI The USI System has a number of features built into the design to ensure both privacy protection and that students have control over their USI, for example: Personal information (such as name, date of birth, etc.) are quarantined and stored separately from education and training records The USI is stored with a student s personal information and is held by a Statutory Officer The USI is attached to a student s training records which are held by the National Centre for Vocational Education Research (NCVER) APPLYING FOR A USI An individual can apply for a USI at any time. They will only need to apply once in their lifetime. A USI must be provided to HBA before the student can receive a Statement of Attainment or Qualification. This applies to new students, pre-enrolled students, continuing students and school students participating in nationally recognised accredited training. The process for all students to obtain a USI (or for HBA to apply on their behalf with the student s permission) is the same.

5 FORM OF ID When a student (or HBA on their behalf) applies for a USI they will be required to supply information from a form of Identification (ID). The Document Verification Service used by the USI System, accepts any one of the following valid Australian forms of ID: Driver s Licence Medicare Card Australian Passport Visa (with Non-Australian Passport) Birth Certificate (Australian) Certificate Of Registration By Descent Citizenship Certificate. In instances, where a student does not have access to one of the above forms of ID or where information from that ID document is not accepted by the Document Verification Service, they are required to contact HBA or other Training Provider where applicable, who will then contact the USI Registrar. SCHOOL STUDENTS School students participating in Nationally Recognised Training will require a USI. While students can apply for their own USI, schools can also apply on behalf of students with the student's permission if they choose. Suggested forms of ID for young students would be a Medicare number, Australian Birth Certificate or Citizenship Certificate. School students, who are not participating in nationally recognised accredited training, do not require a USI. STUDENT S PERSONAL DETAILS - NAMES To help keep each student s records together and avoid duplications, when applying for a USI the names and personal details that are entered in the USI System must match the details shown on the form of ID. Middle name is not a compulsory field when applying for a USI, however, if it appears on the form of ID then it should be included. If a student has only one name (i.e., no middle name or last name), there is a 'one name' option that they can select. The one name must be the same as that which appears on their form of ID. For students with multiple names, their USI application must match the names on their form of ID. APPLYING ON BEHALF OF STUDENTS HBA can apply for a USI on behalf of a student. In this case HBA must obtain a student's permission. Students can authorise HBA to apply on their behalf (consent from a parent or legal guardian is not required). HBA are obliged under the legislation to obtain the student s permission and will not be able to access the USI System without declaring that they have the permission of the student.

6 HBA will provide learners with an enrolment form including declaration giving HBA permission to apply for a USI on their behalf. USI UNAVAILABLE Under legislation, organisations cannot issue a Statement of Attainment or a Qualification to a student without a verified USI. HBA is required to report their training data to the National Centre for Vocational Education and Training Research (the repository for all training data). From 2015 the data submitted by HBA must include a USI. WHAT DOES A USI AND A TRANSCRIPT LOOK LIKE? The USI consists of 10 alpha-numeric characters (For example: 3AW88YH9U5). The alpha characters are always displayed in upper case but are not case sensitive when entered. USI transcripts will incorporate the student name, training provider name, unit of competency details and the qualification achieved. TIMEFRAME TO OBTAIN AND VERIFY USIS If a student or HBA applies for a USI account via the USI system and they have an acceptable form of ID, they should receive the USI within a few seconds. The response time may vary dependent on factors such as internet speed and the accuracy of the information provided. An application for a USI requires an identity verification process which uses an external link to another system. If that system is unavailable, the processing of an application may be temporarily delayed. However, in such cases, the application is stored in the USI System, and relevant parties are advised once it is processed. BATCH APPLICATIONS HBA s Student Management System (SMS) Weworkbook is enabled to allow the USI System to process a batch of applications received from HBA. If HBA makes a batch application for a large number of USIs via web services through Weworkbook, the time taken for actual processing will vary depending on demand on the system at that time, and the number of applications being made. USI NOTIFICATIONS CREATING A USI & ERRORS The USI System will send either an , text message or letter (depending on the student's preferred method of contact) advising them of their USI. The system will also inform the student (or HBA if we have applied on behalf of a student) of any issues that have occurred during the application process and provide contact information if required. When HBA applies for a USI on behalf of a student, the student will receive a notification via their chosen method of communication ( , SMS or letter) providing them with their USI and asking them to activate their account. At the same time, the USI System will provide HBA with the student s USI number.

7 USI WEBSITE Navigating the USI website is easy to follow. You can access the USI Registry system through the USI website at NAVIGATION Select the Training Provider Login tile at the bottom of the screen: Click on Training Provider Login TERMS AND CONDITIONS Before you login you will need to agree to the Terms and Conditions. You will be taken to a new page Terms and Conditions Read the Terms and Conditions and if agree Select I agree to the Terms and Conditions Select NEXT to continue

8 NOTE: If you do not agree to the Terms and Conditions by ticking the box, you will not be granted access the USI Registry system. By ticking the box you are agreeing to the Terms and Conditions. You must agree to continue. LOGIN You will be taken to a Login page Select the Login button at the bottom of the screen. This page will ask you to identify your organisation and enter your AUSkey password.

9 IMPORTANT: If you have forgotten your password you will need to contact the Australian Business Registrar at and request a new AUSkey. Your AUSkey password cannot be reset. When you have successfully entered the password select CONTINUE. USI Organisational Portal Now you have successfully logged in to the USI Registry system the Home Page will be displayed. All functions are clearly identified by the tiles and by selecting them you can undertake the function to which they refer. NOTE: If you require assistance refer to the Help section on the right side of the screen.

10 IMPORTANT: You must have the permission of the learner to create a USI on their behalf. You will need to identify the learner using one of their forms of ID. If the learner is unable to provide a form of ID that can be verified by the Document Verification Service, please contact the USI Registrar for assistance. To Verify a USI you need to provide the learner s USI and personal details. To find a learner s USI account or associated training record the learner must give your organisation permission.

11 CREATING A USI FOR A LEARNER To create a USI account on behalf of a learner, select the Create USI tile. PERSONAL DETAILS The first screen that is displayed is the Personal and Contact Details screen. The mandatory fields are shown with a red asterisk. All personal details must match the form of ID.

12 IMPORTANT: When entering the Personal Details of the learner you need to ensure: The personal details must be entered as they are shown on the learner s form of ID (e.g. you must enter the first, and/or middle and the family name exactly as they are shown on the form of ID that the learner has presented to you). Abbreviated or nicknames cannot be used unless shown on the form of ID. The first question on this screen is Does the student have a First Name and Family Name? This is asked because, in some societies, it is common for people to have one name. If only one name appears on the learner s form of ID, select No, the student only has one name. This will then display one field to be completed entitled Name. There are some fields on this screen that are mandatory. They are indicated by a red asterisk *. The system prevents progressing from this screen if the mandatory fields are not completed.

13 NEED HELP If you need help with completing any of the details select More Help Comprehensive help will then appear as a popup screen. CONTACT DETAILS When entering contact details for the learner you need to ensure the following: You must provide one Preferred Contact Method for the learner. The default is . However, the learner may choose to be contacted by mobile phone or mail. By selecting the Preferred Contact Method from the drop down list, the mandatory fields indicated by a red asterisk *, will show next to the field that is to be completed. For and mobile, you are required to enter the learner s details and re-enter to confirm they are correct. If the learner selects mail as the preferred contact method, please ensure all the address fields are completed. You will also need to make the learner aware that it will still be necessary for them to access a computer to activate their account and set their password and check questions, and to change their password or other account details.

14 The learner s Country of Residence can be selected from the drop down list. In most cases the country of residence will be Australia and this is the default displayed on this screen. It is important that the learner s contact details are accurate and up to date so that they can be contacted by the USI Office. This may be to confirm changes to their account, password resets and respond to enquiries from the learner.

15 VERIFYING USI FOR A LEARNER To verify a USI number provided to you by a learner, select the Verify USI tile. A USI may be verified by entering the USI, First Name, Family Name and Date of Birth of the student. If they have only one name, please select No, the student only has one name. Select Verify to confirm that the USI is valid and matches the details you have entered. Select Clear to delete the current values and verify another USI.

16 Select Verify Verification Results If "USI invalid" appears, it indicates that the USI you entered is incorrect. If "No Match" appears on Name or Date of Birth, it indicates that the details entered do not match the USI account. Please check the details and try again. Results will demonstrate if Valid or Not Valid

17 Example of Results of Not Valid.

18 FIND USI To find the USI account, enter the USI. If you don t have the USI please enter as many details as possible to help find the correct USI account.

19 VIEW REPORTS This section should be used to view reports of the student. As of January 2016 you will be able to use this function to assist with confirming units of competency etc. held by learners to confirm Credit Transfer arrangements etc.

20 WEWORKBOOK USI PROCEDURE Weworkbook should be used in the main to carry out the verification of USIs. Weworkbook will also be able to be used to create USIs (NOTE: where this function on weworkbook is not available the USI website procedure above should be used to find and create USIs). All verification of USIs should be done through Weworkbook. In the event Weworkbook is not in operation then the procedure for verification through the USI website should be followed in its place. GETTING-STARTED We have provided you a framework that will allow you to: 1. Identify learners that will require a USI 2. Extract a list of learner s so that you can contact them 3. Verify USI of learners (on the USI report, the learner page or individually) 4. Create USI IDENTIFY LEARNERS THAT WILL REQUIRE A USI USI USI REPORT This screen will provide you with a list of learners along with their Weworkbook ID number, USI (if populated), their USI Status, names, dates of birth and contact . Learner Student ID is a blue active link to the learner page for your convenience. Tip: You can right click on this number to open the learner page in a new tab This report has a filter to allow you to select to view: Learners with USI issued Yes or No Learners with an enrolment activity after a selected date. This currently defaults to 1 January 2015

21 An active enrolment is defined as a learner with a unit/subject enrolment: 1. with an activity start date after the defined date 2. that has not yet been completed, or 3. that has a completion date after the defined date EXTRACT A LIST OF LEARNER S SO THAT YOU CAN CONTACT THEM The table from the USI Report may be exported to excel. You may wish to filter your list to learners without a USI, export your list and then use this list to create correspondence to request USI from these learners. You may also wish to include a link to the website where learners can create their USI:

22 VERIFY USI OF LEARNERS (ON THE USI REPORT, THE LEARNER PAGE OR INDIVIDUALLY) USI USI REPORT The USI report may also be used to verify populated learner USI Check the box next to the Student ID number (you may select multiple) Enter the Device AUSkey password Click the Bulk Verify Button Learners with a verified password will receive 3 ticks in the USI Status column This indicates verification of first name, last name and date of birth LEARNER PAGE (ACCESS VIA PEOPLE FIND PEOPLE) The USI may be entered in the Personal Info tab Click Edit to enter Once saved, the AUSkey password must be entered to verify the USI

23 Once successfully verified 3 ticks will be displayed USI VERIFY USI You can verify an individual USI from the Verify USI page where student details may be entered manually

24 The AUSkey password must be entered to verify the USI Or you can load details from the learner page by searching for the student The AUSkey password must be entered to verify the USI

25 CREATE USI Note: additional fields will be available in Weworkbook shortly to fully enable this function USI CREATE USI You can create an individual USI from the Create USI page where student details may be entered manually Additional data will be required for the Form(s) of ID selected The AUSkey password must be entered to create the USI

26 Or Select to draw available details from the learner page

27 APPENDIX 1 PROOF OF ID DRIVERS LICENCE A Driver's Licence must be current and valid and issued by an Australian State or Territory. State is the State or Territory that issued the Driver s Licence. When you select the state or territory, a sample of the licence for that state or territory will appear on the page. Licence Number is on the Driver s Licence. Its location differs on each state and territory licence. Australian Capital Territory New South Wales Northern Territory

28 Queensland South Australia Tasmania Victoria

29 Western Australia MEDICARE CARD A Medicare Card must be valid and issued by Medicare Australia. Medicare Card Number appears above the name(s) on the Medicare card. Individual Ref Number is next to an individual s name on the Medicare card. Expiry Date appears at the bottom of the card as "Valid To". Card Colour must be selected from the list. Australian Citizen Medicare Card - Green

30 Interim Medicare Care - Blue Reciprocal Medicare Card Yellow

31 AUSTRALIAN PASSPORT A Passport must be issued by the Australian Government and be current or have an expiry date within the last two years. Document Number starts with a letter.

32 VISA (WITH NON-AUSTRALIAN PASSPORT) To enter Visa details you will need a Non-Australian passport. Non-Australian citizens intending to study in Australia require a visa issued by the Australian Government. The visa must be current and valid. Passport Number is the number shown on a Non-Australian passport. Country of Issue is the country that issued the passport. Visa check options Details contained on a foreign passport The following details in the passport must match in order to verify: a. Family Name b. Given Name(s) c. Date of Birth d. Passport Number e. Country of Passport

33 BIRTH CERTIFICATE (AUSTRALIAN) A Birth Certificate can refer to either an original document or a certified copy issued by an Australian State or Territory. State is the state or territory in which the birth was registered. When the state or territory is selected, a sample of the birth certificate for that state or territory will appear on the page. Registration Number is a unique number. Its location differs on each state and territory certificate. Date of Registration is the date that the birth was registered. Year of Registration is the year the birth was registered. Date Printed is the date that the Birth Certificate was printed. Not all birth certificates have this information. Certificate Number must be the same as that shown on the Birth Certificate. To see examples of Birth certificates for each state and territory visit:

34 CERTIFICATE OF REGISTRATION BY DESCENT A Certificate of Registration by Descent is issued by the Australian Government to a person who was born outside Australia and at least one of their parents was an Australian citizen at the time of their birth. Acquisition Date is the date Certificate of Registration by Descent was acquired. Citizenship certificates that can be verified via the DIAC DVS RD channel The following certificate number types are verifiable via the DVS as a RD document type: Registration by Descent pre 1 July 2005 The Register and Entry number entry is optional for RD verifications. This field entry is made up of the Register number and Entry number separated by a slash /. For example, if the Register number is 243 and Entry number is 87, enter 243/87 in the field where previously the CBD or ROC number was used.

35 Registration by Descent post 30 June 2005 The Client Id number entry is optional for RD verifications. For certificates issued after 2005 the number should be taken from the Client Id number field on the certificate and entered in the field where previously the CBD or ROC number was used. In some instances the Register and Entry numbers will still be present and can be verified as an alternative to the Client Id number. Extracts from Register of Births ( s)

36 APPENDIX 2 DVS OVERRIDE The Document Verification Service (DVS) ensures an exact match between an individual s Unique Student Identifier (USI) details entered into the USI Registry System and those on the ID document being used. The DVS override function within the USI Registry System recognises that a small minority of people eligible for a USI may not have been issued, or have been precluded from receiving, a DVS proof of ID document, and provides an alternate process for this group of people to create a USI. The Document Verification Service (DVS) override is a function in the Unique Student Identifier (USI) Registry System available for organisations, Registered Training Organisations (RTOs) and VET Admission Bodies (VAB). The DVS override function within the USI Registry System recognises that a small minority of people eligible for a USI may not have been issued, or have been precluded from receiving, a DVS proof of ID document, and provides an alternate process for this group of people to create a USI. The idea behind the USI is that each individual must have a single identifier that is unique to them. Therefore, the USI application process has been created in order to reduce the possibility of multiple USIs being allocated to an individual, or false identities and inaccurate records being created. Multiple identifiers for the one individual reduce the value of the USI as training records cannot be collected together. False identities and inaccurate records also devalue the use of the USI. To ensure that individuals training transcripts are accurate and to avoid fragmentation the use of a valid proof of ID is important. Students must always be encouraged to provide a proof of ID document suitable for DVS when an organisation is creating a USI on the student s behalf, and avoid the use of DVS override except where absolutely necessary. Very few students should require you to use DVS override. Importantly, the DVS override should not be used just because an individual: does not have a DVS document available on enrolment day is not sure where they have put their documents needs to speak to a family member to get access to a DVS document. This is because the overwhelming majority of students will have at least one form of ID suitable for DVS that is readily available, or easily obtained. Also, it should be remembered that students can always obtain a USI by applying themselves online, and that it is not essential to have a USI at the time of enrolment. Categories of students who may be less likely to have access to the required DVS ID documents include, for example: Indigenous students living in remote areas of Australia: the unique circumstances of people living in remote places mean that some Aboriginal and Torres Strait Islander births may not have been registered correctly, as well as people changing their names for cultural reasons. This could hinder the ability of Aboriginal and Torres Strait Islander Australians to obtain approved identification that complies with legislative identification processes.

37 Students in correctional facilities: In many cases prison inmates may not have access to a document for DVS processing. This could include sentenced prisoners serving a term of imprisonment and un-sentenced prisoners held on remand. The USI Registry system allows the DVS override to be granted to an RTO and VAB, subject to application and acceptance of the terms and conditions. The number of DVS overrides that the Student Identifiers Registrar will grant to an organisation varies according to the needs of that organisation as set out in their application to the Registrar. Particular organisations may have a higher than normal requirement for DVS override based on their cohort of students with special circumstances. There are two categories of DVS override application: Low: 5% of the training organisation s student population or 10 DVS overrides in total (very small portion of students likely not to have been issued a DVS proof of ID document) Very High: Training organisation must specify percentage of overrides required (significant proportion of students likely not to have been issued a DVS proof of ID document). Some documents that are acceptable forms of ID if HBA has been granted DVS override include: Centrelink document (CRN) Member of an Indigenous Corporation Proof of Age Card (Over 18 Card) Working with Children card Seniors Identity Document. To apply for DVS override HBA must read and accept the Terms and Conditions on behalf of your organisation and apply to the Student Identifiers Registrar. The Student Identifiers Registrar will inform HBA of the outcome. Where HBA is using DVS override to create a USI on behalf of a student, HBA will need to use an alternative ID document. It is vital that HBA ensure they are transcribing the name of the student into the USI Registry system exactly as it appears on the form of ID. There must be an exact match between both the USI account and the ID to ensure a unique account is created, and an individual s transcript is accurate. A list of alterative ID documents that are deemed adequate for this purpose is below. Proof of Age Card1 Proof of age cards are issued on application to individuals 18 years of age or over by state and territory authorities and carry a photo of the holder. They are known by different names in the various jurisdictions as follows:

38 Photo Card (NSW); Proof of Age Card (Vic); Adult Proof of Age Card (Qld); Proof of Age Card (WA); Proof of Age Card (SA); Personal Information Card (Tas); Evidence of Age Card (NT); Proof of Age Card (ACT). As proof of age cards are a form of photo ID, if they are current they are sufficient for the purpose of applying for a USI via an RTO that uses DVS override. Other acceptable photo ID Other acceptable types of photo ID that can be used in its own right for the purpose of a USI application include the following: Current shooter or firearm licence if showing signature and photo of the applicant. Security licence, current security protection industry or crowd control licence if showing signature and photo of the applicant. Defence Force Identity Card issued by the Australian Defence Force, showing name and photo or signature. Other Licence such as a current Commonwealth, state or territory licence for coxswain, boat or aircraft showing photo of the applicant and same address as application. Other suggested adequate documentation Other suggested documentation that does not normally carry a photo of the applicant is listed below. Any of the following concession and health care cards2 if current and issued in the applicant s name: o Commonwealth Seniors Health Card o Ex-Carer Allowance (Child) Health Care Card o Foster Child Health Care Card o Health Care Card o Low Income Health Care Card o Pensioner Concession Card. Any of the following Department of Veterans Affairs3 concession and health care cards if current and issued in the applicant s name: o Repatriation Health Card (Gold) o Repatriation Health Card (White) o Repatriation Pharmaceutical Benefits Card (Orange) o Commonwealth Seniors Health Card o Pensioner Concession Card o Victoria Free Travel Voucher, and o New South Wales War Widows/Widowers Transport Concession Card. Defence Discharge Papers.

39 Student ID card: Current student ID card issued in the applicant s name with signature and/or photo (school/tafe/university/rto). Australian Divorce Papers in the applicant s name/former name. Australian Marriage Certificate issued by a state or territory government agency in the applicant s name. Educational Certificate - school/education qualification certificates for different years in the applicant s name/former name (school/tafe/university/registered Training Organisation). Mortgage Papers - Legally drawn mortgage papers for an Australian residence in the applicant s name/former name. Name Change - Legal change of name certificate or deed poll certificate. Registration Certificate from a Professional Board - Registration certificate from a national or state/territory professional registration board in the applicant s name (e.g. doctors, nurses, dentists, physiotherapists, accountants). Trade Certificate - current Australian trade certificate in the applicant s name/former name signed by issuer or applicant. PAYG Payment Summary less than 2 years old, with tax file number, in the applicant s name. Insurance Renewal - Current insurance renewal for house, contents, vehicle, boat or crop insurance in the applicant s name/former name and showing same address as application. Tenancy Agreement or Lease - Current formal residential tenancy agreement or lease in the applicant s name and showing same address as application. Rates Notice - a paid notice in the applicant s name/former name and showing same address as application, less than 12 months old. Utility Account a paid utility account (for example gas, water, electricity or phone) in the applicant s name/former name and same address as application, less than 12 months old. Electoral Enrolment - Proof of electoral enrolment card issued in the applicant s name/former name and same address as application. Other Financial Documents such as superannuation, shares, life insurance, credit card statement or managed investment documents issued in the applicant s name/former name. Health Insurance Card - Current health insurance card showing name/former name. Motoring Association Card - Current membership card or documents issued in the applicant s name/former name. Taxation Notice of Assessment in the applicant s name/former name less than 2 years old. Employment Records - Termination notice, separation certificate, report of reference from employer in the applicant s name/former name. Statement from a primary, secondary or tertiary education institution that applicant attended in the last 10 years that confirms the name and address. Records from a professional or trade association (i.e. club, school, union etc) that confirms applicant s name and address. State Seniors Card issued by a state or territory if issued in the applicant s name and current. Indigenous Students

40 In the case of Indigenous students, RTOs can use alternatives to the above documentation issued by Indigenous community organisations. These include, for example, the Larrakia Nation, which provides ID cards to Indigenous people living in Darwin or visiting from remote and interstate areas and the Tangentyere Council, which provides a similar service for Indigenous people around Alice Springs. The Community Identity Card issued by the East Arnhem Shire Council, which services Milingimbi, Galiwin ku, Gapuwiyak, Yirrkala, Umbakumba and Angurugu is another example. In addition, HBA can accept a reference from an Aboriginal/Torres Strait Islander organisation that shows the applicant s name and the referee s full details and length of time they have known the applicant. Correctional facility students Correctional facility students are unlikely to have any of the documentation required to apply for a USI. State or territory department of corrections/corrective services can provide HBA with a statement confirming the applicant s name and date of incarceration. Depending on the extent of contact HBA has with incarcerated students it can obtain the required details for applying for a USI directly from them or from the corrective service institution. In some instances the relevant State or Territory Authority may itself apply for a USI on behalf of Correctional facility students engaged in VET.