VSN Data Requests

The VCAA is a statutory authority which provides high quality curriculum, assessment and reporting to enable learning for life for Victorian students. As an education leader, the VCAA is custodian of student records in Victoria, including but not limited to: VSN records, VCE, VCE VM, VCAL, VET, GAT and NAPLAN enrolments and results. These student records hold valuable information, which in particular circumstances, may be shared securely for a specific purpose.

Data requests

The VCAA assesses data requests consistently and transparently, considering compliance with legal obligations, as well as the alignment of requests with the VCAA Strategic Plan. As custodian of Victorian student record data, the VCAA is obligated to ensure that data is released under conditions where privacy is protected, and data is not misused.

The VCAA will consider all requests for VSN data, however, the process for lodging a request differs depending on the type of data being requested:

If the requested VSN data is:

at the cohort level, deidentified, and for research and other statistical purposes, contact the VCAA at vsr@education.vic.gov.au to receive further assistance with making the request.
for individual student records, identifiable data, or using the VSN for data matching purposes, then you need to apply to become authorised to access this data, as per the instructions below.
for student welfare purposes and your organisation is an Information Sharing Entity under the Child Information Scheme and/or the Family Violence Information Sharing Scheme, then submit your request to the VCAA at vsr@education.vic.gov.au specifying how your request is made under these schemes.

Authorisation

The VCAA as the Secretary’s delegate, may authorise individuals and organisations to access, use or disclose VSN data from the Victorian Student Register (VSR) for one or more of the permitted purposes set out in section 5.3A.10A(1) of the Education and Training Reform Act 2006 (the Act).

As the VSN and related information contains personal information, the VCAA will tightly control which persons or bodies should be authorised users.

Authorisation requirements, and the relevant application form are given in the Secretary’s Guidelines on the Victorian Student Number.

All individuals and organisations who seek to become authorised users of VSN data are required to complete the application for authorisation process. Existing users who have been authorised before 24 April 2023 remain authorised and do not need to complete the application for authorisation process.

The VCAA will consider applications for authorisation, and if appropriate, may decide to authorise new users of the VSN. It may also be necessary for currently authorised users to reapply for authorisation if a new request for VSN data is for a new or different purpose. If you are unsure as to whether you need to apply for authorisation for your data request, please contact the VCAA at vsr@education.vic.gov.au for further advice.

Permitted purposes for accessing, using or disclosing the VSN and related information

Applicants applying to become authorised users must confirm and evidence that their request for access to the VSN data is for one or more of the permitted purposes specified in the Act, these are:

monitoring and ensuring student enrolment and attendance
ensuring education or training providers and students receive appropriate resources
statistical purposes relating to education or training
research purposes relating to education or training
ensuring students’ educational records are accurately maintained
as required or authorised by or under law

Examples of individuals or organisations who can apply to become authorised users

Research institutes and universities seeking to conduct research for a permitted purpose.
Law enforcement bodies, such as police or courts, seeking access to VSN data during investigations or legal proceedings, including, for example, to understand where a child attends school.
Third party contractors, such as IT contractors, doing work for an authorised user that requires them to access VSN information.

Authorisation process

The application process for applying for authorisation includes:

Step 1

Reading the Secretary’s Guidelines on the Victorian Student Number

Step 2

Completing the application form

Step 3

Providing relevant supporting documentation with the application

Step 4

Submitting the application to the VCAA at vsr@education.vic.gov.au.

Step 5

Providing further information to support the application if the VCAA requests it

Outcomes

Receiving a written outcome with a decision on whether or not the authorisation has been granted (including any conditions) within 10 business days.
For complex requests, receiving a written outcome with a decision on whether or not the authorisation has been granted from the VCAA’s Data Requests Review Committee.

Relevant considerations for assessment of applications for authorisation

The VCAA assesses applications on a case by case basis with reference to the Act, the Secretary’s Guidelines on the Victorian Student Number and other relevant policies and procedures. When making a decision to grant or refuse an application, the VCAA will consider:

whether you or your organisation are suitable for authorisation
whether the reason you or your organisation is seeking authorisation is a permitted purpose under the Act
how the VSN and related information will be accessed, used, disclosed or destroyed by you or your organisation
any privacy implications
any human rights implications.

Further information on authorisation

Applicants can also contact the VCAA at vsr@education.vic.gov.au to seek assistance with the application process.