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Operating the Victorian Student Number (VSN)

The Victorian Government has legislated and implemented a Victorian Student Number (VSN) for students in Victoria. The VSN is necessary for school, TAFE and registered training organisation enrolments.

About the Victorian Student Number

The VSN is a student identification number that has been assigned by the Department of Education and Training to all students in government and non-government schools, and to students below the age of 25 undertaking vocational education and training with a TAFE, registered training organisation or adult and community education provider (referred to collectively as VET providers). VSNs are retired once a student reaches 25 years of age. The VSN, which is unique to each student, is used as a key identifier on a student’s records and will remain with the student throughout his or her education, until reaching the age of 25. The VSN is nine digits long, randomly assigned, and tied to identifying information about the student (name, gender, date of birth).

The VSN provides the capacity to gather:

  • accurate knowledge of student movement and retention rates
  • patterns of premature departure by students.

This information plays an important role in planning future investment in education and training.

The VSN is able to provide accurate information on a student’s movement through the educational system, for example as they move from school to school, transition to and between VET providers, or when they leave school and resume their education in the post-compulsory years.

This provides more accurate, longer term and individualised destination data, allowing the education system to provide timely intervention and support to students.

The school sector includes government, Catholic and independent primary, secondary and specialist schools as well as home-schooled students. VET providers include TAFEs and registered training organisations and adult and community education providers.

Qualifying training at VET providers includes all government-funded training (accredited and non-accredited) and all fee-for-service accredited training.

Note: The VSN is not applicable to enrolments in Victorian universities.

The Victorian Student Register (VSR) system provides interfaces that enable student administration systems to automatically send and receive data to and from the VSR. For schools that do not use student administration systems, a manual web interface is available. For VET providers that do not use a commercial student administration system, a manual approach is available.

The VSR is managed and operated by the VCAA on behalf of the Department of Education and Training.

Under the associated legislation (Education and Training Reform Act 2006), education providers are required to notify the VSR of all student movements and changes to student identifying details in a timely fashion. To achieve this, the VSR system provides an automated interface that enables student administration systems to automatically send and receive data from the VSR. For providers that do not use a student administration system that integrates with the VSR, there are options to enter data manually or send through a file containing the relevant data.

Protecting student privacy

Strict privacy protocols are applied to the collection of data used to generate a VSN. All VSNs and associated information held within the VSR is subject to strict protocols covering access to and use of information.

Consultation with the Victorian Privacy Commissioner was undertaken during the early development stages of this initiative. Further consultation has taken place during the formal privacy impact assessment, and during the drafting of the legislation.

Access to the data in the VSR system is strictly limited, and the database itself is maintained in a fully secure environment. Commonwealth and State Privacy Principles have been used to guide the design of the VSR system.

The information is used only for educational purposes and the ways in which data can be used is prescribed by legislation. The VSN is restricted to use in the Victorian education and training system sector only, and legislation prohibits its use, as an identifier, outside the sector. The legislation also includes criminal offences for use of the data for other than the prescribed purpose.

Privacy guidelines for education providers

In general, the legislation prescribes the purposes for which the VSN may be used and places restrictions on access to and disclosure of VSNs and related student information (for example, a student's name and date of birth).

In general, disclosure of a student’s name and the associated VSN should be restricted to that student and that student’s parents or guardians, within the boundaries of normal student information disclosure. For example, if there is a court order in place that disallows one or more parents or other interested parties access to a student’s records, then similar restrictions must be applied to the student’s VSN.

Disclosure of a student’s name and associated VSN to parties other than the student or parent should be avoided. For example, including the VSN on student identity cards is not permitted. Similarly, if lists of students, including class rolls, are produced for any purpose other than verifying VSN data with the VSN operations team, then the students’ VSNs should be excluded.

Victorian Student Register data requests under the Child Information Sharing Scheme and Family Violence Information Sharing Scheme for Information Sharing Entities

The VCAA is a prescribed Information Sharing Entity for the purposes of the Child Information Sharing Scheme (CISS) and the Family Violence Information Sharing Scheme (FVISS) with respect to the Victorian Student Register (VSR). The VCAA manages the operation of the VSR pursuant to a delegation from the Secretary to the Department of Education, under the Education and Training Act 2006 (Vic) (ETR Act).

Prescribed organisations and services that are Information Sharing Entities (ISEs) may request access to information in the VSR in accordance with the requirements of the Child Wellbeing and Safety Act 2005 (Vic) and the Family Violence Protection Act 2008 (Vic), for the purpose of promoting the wellbeing or safety or a child or group of children and/or for establishing and assessing or managing the risk of family violence.

Requests to the VCAA by ISEs must be submitted to the VSR from an official email account, and must contain a signature block containing the authorised requester’s position. Emails from smart phones do not usually contain a signature block and will not be actioned.

Requests must include the following information:

  • Full name of the prescribed information sharing entity
  • Scheme under which the request is being made: FVISS or CISS
  • Full name of authorised staff member requesting information, including rank if applicable
  • Who are you seeking information about? Provide full name/s (including middle name), date of birth & gender
  • Type of information requested: current educational provider or enrolment history

Our standard response times are set out below. If your request is urgent, please provide further information in your email.

  • Requests for information for up to 10 names: actioned the next business day
  • Requests for information for more than 10 names: actioned within 7 business days.

Visit the Victorian Government About the information sharing and MARAM reforms webpage for more information about the CISS, FVISS and Multi-Agency Risk Assessment and Management Framework (MARAM).

More information

For school providers, see VSN for schools.

For VET providers, see VSN for VET.

For students, see VSN student information.