Introduction
When it comes to hiring the right candidates, education verification is avoidable. HR professionals new to background verification often have the question of ‘How to verify a degree certificate?’ and education verification plays a vital role in answering this crucial question. In this comprehensive guide, we will explore how convenient and efficient it can be to verify education credentials through a background verification agency. Moreover, by following these step-by-step instructions, you can ensure that the candidates’ educational qualifications are accurate and reliable.
Already know what education verification is important? Check out our blog on how it can add value to your current hiring process.
Why is education verification required?
Education credentials provide valuable insights into a candidate’s knowledge, skills, and qualifications. By verifying these credentials, HR professionals can:
Confirm the candidate’s educational qualifications:
Verifying education credentials helps to ensure that candidates possess the degrees, diplomas, or certifications they claim to have.
Assess credibility and authenticity:
Education verification helps to authenticate the candidate’s educational background, ensuring that they have obtained their qualifications from legitimate institutions.
Mitigate the risk of fraud or misrepresentation:
Above all, verifying degree certificates minimizes the risk of hiring individuals who falsify their educational qualifications, protecting your organization’s reputation and reducing potential legal liabilities.
Step-by-Step Guide to Verifying Education Degree Certificates
Step 1: Obtain Candidate’s Consent
Before initiating the education verification process, it is essential to obtain the candidate’s consent. Furthermore, ensure that you have their written permission to verify degree certificates, as this is a crucial step to maintain legal compliance and protect the candidate’s privacy.
Step 2: Gather Information
Collect all relevant information about the candidate’s educational background, such as the name of the educational institution, degree or certificate obtained, dates of attendance, and any other pertinent details. This information will serve as the foundation for the verification process.
Step 3: Validate all the details of the candidate
It is important for you to validate all the details provided by your candidates and check for their accuracy as it will help you verify the credentials effectively.
Step 4: Background Verification Agency Conducts Verification
Once you receive the information, you can initiate the process of verifying degree certificates. You can contact the educational institution(s) directly to validate the candidate’s education credentials or you can also consider checking for online records. This also involves confirming the candidate’s attendance, graduation dates, and the authenticity of the degree or certification obtained.
Step 5: Receive Verification Report
Create a background verification report that will compile the findings into a comprehensive verification report. Secondly, this report will include details about the candidate’s educational background, confirmation of their credentials, and any additional relevant information obtained during the verification process.
Step 6: Review and Assess the Report
Carefully review the verification report. Pay close attention to any discrepancies or inconsistencies, and cross-reference the information with the candidate’s application or resume.
Step 7: Make Informed Hiring Decisions
Based on the verified education credentials and other background check results, you can make informed hiring decisions. The education verification process helps to ensure that the candidates’ qualifications align with the job requirements, increasing the likelihood of hiring competent and qualified individuals.
Seems like a lot of work? That’s because it is. However, several background verification agencies have the expertise to run education checks and you can outsource your process to these companies as well. The following are the benefits of outsourcing your BGV to background verification agencies.
Benefits of Using a Background Verification Agencies for Education Verification
Expertise in the field:
Background verification agencies have the expertise and experience to navigate the complexities of education verification efficiently. Moreover, they are well-versed in the process and can handle the intricacies involved, saving you time and effort.
Access to Extensive Resources:
These agencies have established connections with educational institutions, enabling them to verify degree certificates and obtain accurate information promptly. They also have access to databases, networks, and tools specifically designed for background checks, streamlining the verification process.
Compliance with Legal Knowledge:
Background verification agencies are knowledgeable about legal requirements to verify degree certificates and privacy regulations. Therefore, by partnering with them, you can ensure that the education verification process adheres to applicable laws and guidelines.
Convenience:
Companies often don’t understand how to verify degree certificates and conduct a thorough verification of education details. Outsourcing education verification to a background verification agency allows HR professionals to focus on other essential aspects of the hiring process. It saves time and effort, as agencies handle the entire process from start to finish, providing you with comprehensive verification reports.
Common Challenges in Education Verification
While education verification is crucial, it is not without its challenges. Understanding these challenges can help HR professionals navigate the verification process more effectively. Some common challenges include:
Delayed Responses:
One of the biggest problems that most HRs have with education verification is that educational institutions take a lot of time to respond to verification requests, causing delays in the overall process. However, today there are modern means of education verification that Background verification companies use to speed up this process. We will get into some of these in the next section.
Incomplete or Inaccurate Records:
Sometimes, educational institutions may not have complete or accurate records of a candidate’s education. This can occur due to administrative errors or misplaced documentation. HR professionals must be prepared to address such discrepancies.
International Education Verification:
Verifying education credentials obtained from international institutions can pose additional challenges due to language barriers, different educational systems, and varying verification procedures. Consider partnering with background verification agencies that specialize in international verifications to navigate this process effectively.
Best Practices for Education Verification
To ensure a smooth and efficient education verification process, HR professionals can follow these best practices:
Clear Communication:
Maintain open and transparent communication with candidates throughout the verification process. Clearly explain the steps involved, the purpose of the verification, and the importance of accurate information. Companies like IDfy have features like Profile Timeline that maintain transparency of the BGV process with their clients by showing each step of each case with an Estimated time of completion.
Consistent Verification Standards:
Establish consistent verification standards and criteria for all candidates. This ensures fairness and minimizes the risk of bias in the hiring process.
Double-Check Information:
Cross-reference the information provided by the candidate with their application or resume. Look for any discrepancies or inconsistencies that may require further investigation.
Follow-Up on Discrepancies:
If discrepancies arise during the verification process, follow up promptly. Reach out to the candidate and the educational institution to gather more information and clarify any concerns.
Methods of Education Verification
Technology has significantly impacted the field of background checks and education verification. However, many companies still rely on the traditional ways of conducting education checks. Here are some of the methods of verifying education degrees that are commonly used in the industry.
In-house Verification:
In the initial stages, all companies conduct their education checks in-house to save costs. They do this by contacting the respective universities for confirmation of the issued certificates. Many educational institutions now offer online platforms or portals for verification. HR professionals use these services to expedite the verification process and obtain accurate information directly from the institution.
Traditional verification:
Background verification agencies specialize in the field of employee verification. Companies outsource thier BGV processes to these agencies for accurate and reliable results. Some BGV companies conduct education checks traditionally by visiting the universities and getting a physical letter of confirmation for the respective documents.
Most companies, however, employ digital tools to automate parts of the verification process. These tools help retrieve information, send requests, and generate comprehensive reports, increasing efficiency, and accuracy.
Digital verification via Digilocker
Background verification companies like IDfy have revolutionized education verification by providing solutions that access education documents through Digilocker, with the user’s consent. This innovative approach has reduced the traditional TAT for education checks from 21 days to less than one day.
Conclusion
Verifying education credentials is a critical step in the background check process, helping HR professionals make informed hiring decisions. By leveraging the expertise and convenience of background verification agencies, education verification becomes more efficient and reliable. Follow the step-by-step instructions outlined in this comprehensive guide to streamline your education credential verification process and ensure the authenticity of your candidates’ qualifications.
Remember, verifying education credentials through a background verification agency offers convenience, efficiency, and expertise, ultimately supporting your organization’s goal of hiring the right candidates.
When it comes to verifying education credentials conveniently and efficiently, IDfy is a reliable solution for HR professionals conducting background checks. IDfy is a reputable background verification agency that offers a comprehensive suite of services, including education verification.
In conclusion, education verification plays a vital role in assessing candidates’ qualifications and ensuring the authenticity of their educational credentials. By partnering with IDfy, HR professionals gain access to a reliable and efficient solution for verifying education credentials, enabling them to hire the right candidates for their organizations.