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Collecting and reporting Student details

Last updated: 15/07/2026

All RTOs must collect a range of information from their students, including demographic information and details of their training, such as what and where they study. Examples of some of these elements are gender, aboriginality, permanent and term address. The VET Information Standard sample enrolment form provides the minimum set of questions RTOs should ask students when they enrol. This form may be downloaded, and RTOs may also choose to add additional questions.

It is strongly recommended that RTOs collect all required student data when students enrol in their training. These details must be maintained by RTOs as student information changes, and as they progress through their training. 

Sample enrolment form

​To support RTOs in collecting all required VET Information Standard data from students, a new sample enrolment form is available.

The VET Information Standard requires that student data, including any data that is updated or corrected, must be reported by the RTO.  In accordance with the Data Provision Requirements, this can happen either:
 

  • During the quarterly reporting period in which it was received, or

  • No later than one month after the quarterly reporting period in which it was received.

This means that, for example, a change to a student’s address which was provided to an RTO in February, must be reported to NCVER by the RTO no later than 30 April.

Do I have to collect Unique Student Identifiers (USIs) from students?

As an RTO you must ask for the USI on the VET Information Standard sample enrolment form.

Unless exempt, you must collect and verify a student’s USI before you can issue a qualification or statement of attainment for any nationally recognised training undertaken by them. It is strongly recommended that you collect and verify USIs at the time of enrolment. This can save valuable time if you need to confirm details with the student in the future.

What do I do if a student does not want to provide their personal information?

Schedule 1 of the VET Information Standard enrolment form contains a recommended privacy notice that describes information about why personal data is collected, how it can be used and disclosed, and how to access and update your personal information.
 

In some instances a student may decide not to some of their personal information on the enrolment form. RTOs are encouraged to be aware that:

  • Any personal information that is provided must be reported by the RTO

  • If a student chooses not to share certain personal information, the RTO should provide the student with the privacy notice and:

     – enable the student to make an informed decision about the information they do and do not provide on the enrolment form

     – ensure the student is aware that the student name provided will be reflected on the student’s transcript

Further information about how to report enrolment form details where a student has chosen not to share some of their personal information will be available soon.