Why Written Verification is the gold standard of Background Screening.
In the decade since verification of credentials became the norm, clients have pushed for ever-faster verifications and shorter turn-around times, enabling them to make quicker decisions about the suitability of their applicants and candidates.
This pressure has led to some screening agencies altering their business processes in response. A desire to meet customer service level agreements has resulted in screening agencies accepting verbal or phone-based verification of credentials where previously, written confirmation was required.
Agencies may see this as an appropriate response, and what their customers are telling them is needed. What is less well understood is that when a client outsources their background screening requirements to a partner; subject to contract details, they may also outsource the risk associated with the verification, and any legal liability arising from the outcome of those verifications.
Most universities and colleges have well defined processes for dealing with verification of their graduates’ qualifications, processes have evolved over time to combat the growing incidence of attempted document and information fraud that universities encounter.
Verification information is now more detailed than previously required. Details including admissions date, graduation date and final year grades, in addition to the authenticity of a final certificate, are checked and verified in writing either by an automated system or by a named official.
When a verbal verification process is used, it is important to understand the limitations of any assurances given. For example;
- A verbal verification is not always auditable as the individual who originally verified a qualification might not recall the check, or may not co-operate with an auditing process.
- Audio recordings of verbal verifications, made without consent, are not legal in many countries and may be considered as an infringement of privacy laws. Individuals may be unwilling to provide recorded verifications, especially if this is not part of their organisation’s approved verification process.
- Anecdotal evidence shows that many verbal verifications are not carried out, instead the name of the Records Department or the name of a senior individual within that department, is simply appended to the paperwork.
- In countries such as India, universities have defined processes for graduate verification that involves multiple checkpoints handled by different officers. These process are offline and manual in nature, relying on physical documentation, and while more time-consuming, make the process less vulnerable to the actions of corrupt individuals. A verbal verification bypasses these safeguards.
- Increasingly sophisticated methods of fraud, and detailed research are deployed to beat the safeguards put in place by universities. In this environment, a written and fully auditable verification is the only acceptable validation of academic credentials.
Due diligence and attention to detail are essential skills for any professional background screener, to provide their customer with the fully verified, legitimately qualified candidates and applicants they need. Systems automation and experienced verification staff can speed up turn-around times significantly, but best practice will always require fully auditable, primary source verification in writing.
Qualification Check acts on behalf of all our customers to counter attempted fraud, maintain compliance with auditing guidelines, and to protect our clients from reputational harm. For further information on how we can support your business, call Phoebe on +44 203 897 0957 or at [email protected]
Ashley d’Souza is Head of Operations at Qualification Check APAC, based in Delhi.
