What documents do you need to apply to university?

What documents do universities require?

When I help students prepare an application through Open Universities Australia, there are four key details most need to cover, which I’ll explain in this article:

1. Unique Student Identifier (USI)
2. Tax File Number (TFN)
3. Proof of citizenship or permanent residency
4. Details of previous study

Some postgraduate courses may ask for a few extra documents (more on that later).

The good news is that we’ve put everything into one simplified system, so many students are surprised to find how straightforward the process is!

If you gather your documents first, you may be able to complete your application in about 30 minutes. If you’re applying for more than one course, you can usually reuse most, if not all, of the same documents.

1. Unique Student Identifier

I get a lot of students asking me, “What is a USI number and why do you need one?”

Your Unique Student Identifier (USI) is a 10-character number used to create a record of your Australian education and training.

You may already have one if you have undertaken any nationally recognised vocational education and training (VET) or university study in Australia in recent years.

Before applying:

• check whether you already have a USI here: find your USI
• confirm the name attached to it matches your current legal name
• update your USI record if your name has changed
• take note of the number carefully, ready to put into your application

If you can’t remember yours, don’t create a new USI. Use the Australian Government’s find your USI service first.

2. Tax File Number

You’ll need your Tax File Number (TFN) if you plan to use an Australian Government loan such as HECS-HELP or FEE-HELP.

You can find it in the Australian Taxation Office (ATO) section of your myGov account.

What if I don’t have a TFN?

You can apply via the ATO.

If you have a strong digital ID with MyGov, you may even be able to apply quickly online and get your TFN straight away. Otherwise, if you’re waiting for your TFN to arrive, you can use the application receipt in your university application form, then upload your TFN once you receive it.

Only enter your Tax File Number through Open Universities Australia’s secure application process. Don’t add it to your resume, transcript or personal statement.

3. Proof of citizenship or permanent residency

Some courses available through Open Universities Australia only accept Australian citizens or permanent residents. If you’re an international resident, I recommend booking a consultation with a student advisor to discuss your options early in your research journey.

Your citizenship status will affect which fees you pay and whether you can access government funding.

If you’re an Australian citizen

You’ll need to provide proof with one of these documents:

• Australian passport

• Australian birth certificate

• Australian citizenship certificate

Hint: we’ve even been known to accept expired passports within 2-3 years!

If you’re an Australian permanent resident

You’ll need to provide:

• your current passport
• an electronic record of your permanent visa

If you’re a current or former humanitarian visa holder, you may be eligible to apply for a government loan to cover the cost of your study. In your university application, you’ll need either:

• an electronic record of your permanent visa with a valid visa subclass (check with homeaffairs.gov.au to determine validity)
• a copy of your Australian Permanent Resident Evidence ImmiCard (including a copy of your Visa Grant Notification Letter or the Visa Entitlement Verification Online (VEVO)

If you’re a New Zealand citizen

As a New Zealand citizen, you can study through Open Universities Australia at domestic prices but must pay upfront.

We'll need to see:

• your current New Zealand passport

This is unless you are a New Zealand Special Category Visa (SCV) holder, which may grant you eligibility for Australian Government loans. In your application, you'll need to include your New Zealand passport plus:

• VEVO documentation

• your international movement records

If you’re an international resident

If you're an international citizen wanting to study in Australia, I recommend discussing your options with a student advisor before starting any application or enrolment process. Find out more about studying as an international student through Open Universities Australia.

4. Details of previous study

If you have an ATAR or have done any previous study at an Australian university (even if you didn’t finish!), our qualifications checker may save you from tracking down old documents. This is built into the course application form, so just be ready to give us the below details and we may be able to verify your previous study:

• the university name

• the qualification name

• the year you started

• the year you completed, if applicable

If you studied at TAFE or another registered training organisation (RTO) within Australia, you’ll generally need:

• your qualification certificate

• your academic transcript

If your TAFE studies were completed since 2015, you can access your transcript in your USI account.

If you studied overseas, you’ll need to provide your academic documents with your application. If relevant, you may also need to include English translations.

Documents for postgraduate courses

Postgraduate courses usually ask for a few extra documents, especially if you’re applying based on work experience.

In addition to the documents I covered in the previous section, you may also need:

1. A personal statement
2. Your professional resume
3. Professional reference letters

1. A personal statement

Writing a 500-word personal statement for your postgraduate course application is usually more manageable than it sounds. You’re simply explaining your motivations and how your background supports your application.

You may be asked to cover:

• why you want to study the course

• how it connects to your goals

• relevant study or professional experience

• why you’re ready for postgraduate study

I usually recommend a simple Word document or PDF. It doesn’t need to be in a fancy layout.

2. Your professional resume

If you’re applying based on professional or life experience, you may need to provide a current resume. Focus on the experience that supports your application, such as:

• relevant roles and responsibilities

• employment dates

• professional development

• licences or certifications

• volunteer experience

• relevant projects or achievements

Before you send it, check the course entry requirements, so you can tailor your resume to what the university is looking for.

3. Professional reference letters

To support your resume, a university may ask for professional reference letters that confirm your work experience.

A reference letter should include:

• the referee’s name and position

• their relationship to you

• the organisation’s name

• your employment dates

• your relevant responsibilities

• the referee’s contact details

I recommend asking for the letter to be signed, dated and provided on an organisational letterhead where possible. This may not always be essential, but it can make the reference letter easier for the university to verify.

Documents for a name change (if relevant)

Lastly, you may need extra documents if your current legal name differs from the name on your identity or academic records. Evidence of your name change could be:

• a change of name certificate

• a marriage certificate

• an amended birth certificate

• a court-issued document

Make sure you’re applying with the name attached to your current ATO record (as changing this can be a lengthy process).

If there is a USI mismatch you can update your details on the USI registry.

Who needs to provide application documents?

Everyone who applies will need to provide some documents. Before you start collecting them, check the entry requirements for the course you’re looking to apply for.

Some universities have minimum age requirements. If you’re under 18, a parent or legal guardian will need to complete a parental consent form.

Read more about minimum age requirements.

How do you prepare your documents?

Prepare clear, complete digital copies and follow the file instructions in the application form. Before uploading your documents, check:

• Is every page included?

• Are all names, dates and identification numbers clear?

• Is the image free from glare, shadows and blur?

• Have you double-checked you uploaded the correct documents?

• Is any part of the document cut off?

• Does the file open correctly?

• Have you used clear file names? (e.g. Taylor-Smith-passport.pdf)

The application form will tell you which file types and sizes are accepted.

I also recommend keeping everything in one secure folder. This makes it easier to return to your application or provide more evidence later.

Common issues and how to avoid them

Most document issues are small and easy to fix, so take the time to double-check everything before you submit.

Here are some common mistakes I often see:

• your legal name doesn’t match your government records

• your USI is incorrect or doesn’t match your application details

• your academic transcript is missing pages or important information

• your file is blurry, cut off or difficult to read

• you’ve attached the wrong document

Taking a minute to check these details can help avoid delays later.

Read more about common applications mistakes.

Understand university application deadlines.

What happens if documents are missing or incomplete?

If your application is missing anything, someone from the administration team will email you and explain what we need. This is why it’s so important to keep on top of your emails while you’re waiting to hear back about your application!

This might include a clearer file, a missing page, updated personal details or more information about your study or work experience.

I recommend applying as early as you can, even if the course offers open entry. This gives you more time to fix any issues before the deadline.

If you need help, a student advisor can guide you through the application form, help you gather your documents and even submit the application with you by phone or live chat.

Need help with your university application?

If you’re unsure which documents apply to your situation, a student advisor can help you work through the application requirements before you submit anything.

FAQs about application documents