Qualification Check: 5 Essential Steps to Verify Credentials (2025)

Looking at job applications lately, I've noticed something concerning. According to a SHRM report, 85% of employers have caught candidates lying on their applications - a sharp rise from 66% just five years earlier.

During my time working with universities and educational institutions across the UK, I've seen firsthand how crucial proper qualification verification is. Whether you're hiring for a sensitive position or simply want to ensure your candidate has the skills they claim, getting this process right is essential for protecting your organisation from financial, legal, and reputational risks.

That's why I've created this comprehensive guide on qualification checking. I'll walk you through the five essential steps of credential verification, from establishing your verification scope to maintaining secure records. Having helped implement digital verification systems and worked directly with institutions on their verification processes, I know exactly what it takes to get this right.

This guide covers everything you need to know about verifying academic degrees, professional certifications, and licenses in 2025, with practical steps you can implement straight away.

What is Qualification Checking?

Qualification checking might sound complicated, but it's actually quite straightforward - it's how organisations make sure the credentials people claim to have are genuine.

Think of it as a safety net that protects both employers and their customers from risks associated with fake or exaggerated qualifications. With tech companies seeing an increase in fraudulent applications, this verification process has never been more critical.

When we talk about credentials, we're looking at three main types:

The stakes are particularly high in regulated industries like healthcare, education, and finance, where having the right qualifications isn't just about competence - it's a legal requirement. For example, healthcare organisations must comply with HIPAA regulations and state-specific requirements for verifying healthcare provider licenses, while financial institutions need to meet FINRA requirements and SEC requirements for certification verification.

Getting it wrong can have serious consequences. Here's what can happen when qualification checks aren't done properly:

• Financial Impact: Organisations might face hefty fines for non-compliance, or suffer losses from poor decisions made by unqualified staff. In fact, businesses typically lose 5% of annual revenues due to fraud
• Reputation Damage: When unqualified individuals are exposed, it can seriously harm an organisation's credibility and trustworthiness
• Legal Issues: Hiring unqualified people can lead to negligent hiring claims, especially if someone gets hurt due to their lack of proper qualifications
• Safety Risks: In fields like healthcare or construction, unqualified practitioners can pose serious risks to public safety

That's why thorough qualification checking isn't just a box-ticking exercise - it's a crucial part of risk management and regulatory compliance.

The verification process is comprehensive and methodical. Here's what it typically involves:

• Direct communication with educational institutions and certification bodies
• Confirmation of dates, grades, and specific certifications against official records
• Verification through trusted third-party services like the National Student Clearinghouse for academic qualifications
• Regular monitoring of professional licenses through specialised platforms that track status, expiration dates, and any disciplinary actions

In today's digital age, this process has become more important than ever. With an estimated 33 billion account breaches expected in 2023 and the rise of sophisticated forgeries, organisations need robust systems to verify qualifications effectively. Common fraud techniques include document tampering, identity theft, and purchasing fake credentials from unaccredited institutions online.

Using blockchain-secured digital credentials, like tamper-proof digital badges and certificates, makes this process more efficient and reliable. Modern verification platforms use advanced security features like blockchain technology and decentralised identifiers (DIDs) to ensure credential integrity and prevent tampering. These systems allow for instant verification through QR codes and secure URLs while maintaining compliance with privacy laws - but we'll get into those specific steps later in this guide.

Step 1: Establish Verification Scope

Right at the start of any credentials check, you need to clearly define how deep you're going to dig and what specific qualifications you'll need to verify. This foundational step sets the tone for your entire verification process and helps prevent both overlooking critical requirements and wasting time on unnecessary checks.

Let's break this down into practical steps that you can actually use.

Assessing Role Requirements

The first thing you need to work out is just how thorough your verification needs to be. This completely depends on the position you're filling - some roles require extensive verification due to regulatory requirements, while others might need only basic checks.

Industry-Specific Requirements

Different sectors have their own rules about what needs checking, and these requirements are often legally mandated. Here are the core requirements by sector:

• Healthcare: primary source verification is mandatory for all clinical staff. The Joint Commission requires verification of medical school diplomas, specialty certification, board certification, residency completion, licensure, and medical board sanctions. Healthcare workers must also provide proof of immunisations, CPR certifications, and liability insurance
• Education: Teaching licenses and background checks are non-negotiable. Additional subject-specific endorsements may be required depending on the teaching area
• Finance: Professional certifications often need annual verification. The FCA requires authorisation verification and linking of registered entities with specific business details. Verification must include FCA registration numbers and business information that matches the FCA registry
• Technology: Technical certifications might need regular updates, particularly for roles involving security or sensitive data

Documentation Requirements

You'll need to be crystal clear about what paperwork you need. Here's the basic checklist:

• Original qualification certificates or verified digital credentials
• Professional registration documents
• Required licenses for the role
• Proof of mandatory training or continued professional development
• Identity verification documents (current picture ID issued by state/federal agency or Identity Assurance Level 2 credentials)
• For healthcare roles: Professional liability claims history, current malpractice insurance coverage, DEA licenses, and NPDB queries
• For international qualifications: Additional documentation may be required through evaluation services like ENIC-NARIC

Setting Realistic Timelines

Time management is crucial in credential verification. The timeline for verification can vary significantly depending on the complexity of the role and the number of credentials that need checking. You need to factor in:

• How long third-party verification services typically take
• Time needed for regulatory body responses (medical license verification can take 30-60 days)
• Processing time for international qualifications (can range from 2-6 months)
• Any upcoming deadlines for role commencement
• Additional time for cross-border verification in regions like the EU, where specific directives govern professional qualification recognition

For healthcare providers specifically, the entire credentialing process typically takes 90-120 days, with verification usually completed in the first 60-90 days and contracting taking an additional 30 days.

The key is to be thorough but efficient. Missing something important could lead to serious problems down the line, but taking too long could mean missing out on great candidates. The timeline ultimately depends on your processes and ability to avoid mistakes.

Think of credential verification like building a house - you need the right plans before you start digging. Getting this first step right makes everything else much smoother and helps avoid costly mistakes or delays later in the process.

Step 2: Collect Required Documentation

Getting documentation right is crucial - it's the foundation for properly checking someone's qualifications. In fact, research shows that up to 85% of employers have caught lies or misrepresentations on CVs, making thorough document collection and verification essential. Hiring employees with fake credentials can be extremely detrimental to both companies and educational institutions.

Essential Documents You Need to Request

When verifying credentials, you need to collect several key documents from your candidates:

• Academic qualifications (certificates, diplomas, degrees)
• Professional certifications and licenses
• Academic transcripts showing detailed course information and grades
• References from previous employers or academic institutions
• Professional body memberships and registrations
• Proof of identity documents to verify the credentials belong to the applicant

For international candidates, you'll also need official English translations of any documents not in English. These translations must be completed by certified translators who understand educational terminology and formatting, and must be signed and stamped by an authorised signer to attest to their accuracy.

Accepting and Submitting Documents Securely

Security matters when handling sensitive documents like qualifications. Always request original documents or certified copies from the issuing institution - never accept photocopies or scans alone as these can be easily manipulated. Digital identity verification is crucial for validating credentials and monitoring for potential fraud risks.

Digital submissions should only be accepted through secure, encrypted channels. Modern blockchain-secured digital credentials offer tamper-proof verification and authenticity checking, eliminating the risk of fraud. For traditional documents, use encrypted file transfer systems with features like unique URLs, digital signatures, and advanced encryption to ensure document authenticity.

Spotting Fake Documents: Warning Signs to Watch For

Fraudulent credentials are becoming increasingly sophisticated, but there are tell-tale signs to look out for:

Legitimate credentials will include multiple security features like high-resolution watermarks, secure patterns, special chemical coatings, UV-dull coatings, hidden security fibers, and optically variable ink. Many also incorporate holographic patches that display 3D images or complex designs that are extremely difficult to duplicate.

Document Verification Checklist

Use this comprehensive checklist to ensure you're covering all bases when collecting and verifying documents:

1. Confirm you have all required original documents or certified copies
2. Check documents are current and within validity periods (especially for licenses)
3. Verify all security features are present and authentic
4. Ensure dates align with the candidate's claimed timeline
5. Cross-reference information across different documents
6. Store documents securely with appropriate access controls
7. Document your verification steps for compliance purposes
8. For digital documents, verify any embedded digital watermarks using specialised software
9. Check QR codes link to valid verification URLs
10. For international credentials, ensure translations meet country-specific requirements

Protecting Sensitive Information

Remember that qualification documents contain personal data protected by privacy laws. Put proper data protection measures in place:

• Store documents in secure, access-controlled systems that comply with regulations like GDPR
• Set clear retention periods for how long you'll keep documents - typically 3-5 years minimum for most credentials
• Train your team on proper document handling procedures
• Have a clear process for securely disposing of documents when no longer needed, including secure shredding for physical documents and proper deletion of digital files

Following these steps carefully will help ensure you're collecting and handling qualification documents properly - protecting both your organisation and your candidates while maintaining the integrity of your verification process.

Step 3: Choose Verification Methods

Working in credential verification, I've seen how crucial it is to pick the right method for checking qualifications - it can make the difference between catching fraudulent credentials and letting them slip through.

Direct Institutional Verification

Direct verification with the issuing institution remains one of the reliable and trusted methods for checking credentials.

The institution will typically need the candidate's full name, date of birth, and the qualification details - they'll then confirm whether the credentials match their records. Some hiring managers handle verification directly, while others opt for professional screening services.

This method is thorough but can be time-consuming, often taking several weeks, especially for international qualifications.

For UK qualifications, the Higher Education Degree Datacheck (Hedd) service covers 471 recognised institutions and can verify the place of study, award, grade, and dates of attendance. This centralised service has significantly streamlined the verification process for UK degrees.

Third-Party Verification Services

Third-party verification companies specialise in credential checking and often have established relationships with institutions worldwide.

These services handle the entire verification process and usually provide results within 3-5 business days. They act as a single point of contact, managing all communication with institutions and following up on delayed responses. These services help HR teams efficiently filter candidates, streamlining the hiring process.

They're particularly useful when verifying multiple credentials or dealing with international qualifications, as they have the expertise to navigate different educational systems and understand varying qualification frameworks.

For international qualifications, UK ENIC (formerly UK NARIC) provides detailed evaluation reports that determine equivalence to UK qualifications based on the country's education system, institution accreditation, and qualification content.

Digital Verification Platforms

Modern digital verification platforms use blockchain technology to provide instant verification of digital credentials. These verifiable credentials enable seamless verification within seconds, compared to traditional methods. These blockchain-secured credentials create an immutable record that cannot be forged or modified, providing immediate verification to anyone with appropriate permissions.

Many platforms now offer API integrations that allow automated verification directly through HR systems, making bulk verifications more efficient. Through direct database connections, employers can verify education credentials in under 30 seconds.

Key Benefits of Digital Platforms:

• Instant verification results
• Tamper-proof records
• Cost-effective for bulk verifications
• Automated verification process
• Integration with existing HR systems
• Protection against forgery and tampering

Real-Time Verification Databases

Some professional bodies and institutions maintain their own real-time verification databases, providing immediate access to current certification status.

These systems allow instant checking of current professional certifications and licenses - particularly useful for regulated industries where qualifications need regular renewal.

For example, the General Medical Council (GMC) and Nursing and Midwifery Council (NMC) both maintain comprehensive databases where employers can verify registration status, fitness to practise, and any conditions or restrictions on practice. Re-verification is essential throughout employment to ensure ongoing compliance and patient safety.

Costs and Timeframes

The cost and time needed for verification can vary significantly depending on the method you choose:

Most organisations use a combination of these methods depending on the type of qualification and urgency of verification.

For the most robust approach, you might use digital verification for instant results, followed by direct institutional verification for your most critical roles.

When selecting your verification method, consider three key factors: the level of risk associated with the position, your budget constraints, and how quickly you need the results.

Step 4: Execute the Verification

This is where the real detective work begins, and I'll walk you through exactly how to make sure those credentials are genuine.

Physical Document Authentication

Gone are the days of just glancing at a certificate and nodding - you need to know what you're looking for.

Every legitimate credential has specific security features designed to prevent forgery. When examining a document, check for:

• holographic elements that change under different lighting conditions
• UV features that only become visible under ultraviolet light
• Watermarks woven into the paper itself
• microprinting - tiny text that's difficult to read without magnification
• security threads that glow under UV light or change colour when tilted (common in prestigious institutions like Harvard and Oxford)

Watch out for red flags like inconsistent fonts, spelling errors, or misaligned text - these are usually dead giveaways of a forged document.

Digital Credential Verification

Modern digital credentials provide tamper-proof verification and streamline the entire authentication process. For blockchain-verified digital credentials, the verification process involves checking hashed data against the blockchain network. This technology ensures the credential hasn't been tampered with, as the blockchain stores an immutable record of the credential's issuance and any status updates. When verifying such credentials, look for clear verification status indicators - if you see a verified status, it means blockchain technology has confirmed the credential's authenticity through near-instant verification.

Contacting Institutions

Sometimes you'll need to go straight to the source. When reaching out to institutions:

• Use official contact details from their website - never use contact information provided by the candidate
• Be specific about what you're verifying - include the candidate's name, date of birth, credential type, dates, and any reference numbers
• Keep records of all communication attempts and responses
• Follow up if you don't hear back within 5 business days
• Be aware that verification timeframes can vary significantly between countries due to different regulatory requirements

Professional License Verification

Professional licenses require extra attention because they're often time-sensitive and subject to renewal.

1. Check the relevant professional body's online registry
2. Verify the license number and current status
3. Confirm any specialisations or restrictions
4. Document when the license needs renewal
5. Set up alerts for upcoming expiration dates
6. Check for any recorded disciplinary actions or sanctions
7. Verify validity across multiple jurisdictions if applicable

International Qualification Assessment

Verifying international qualifications presents unique challenges that require additional steps. Here's what you need to do:

• Verify the institution's accreditation in its home country
• Compare qualifications to your local standards using frameworks like the European Qualifications Framework (EQF)
• Consider using established credential evaluation services like World Education Services (WES) or Educational Credential Evaluation (ECE) for complex cases
• Obtain certified translations from accredited bodies like the American Translators Association when necessary

Handling Red Flags

If something doesn't look right, don't panic - but do take action:

• Document the specific concerns you've identified
• Watch for sophisticated forgery techniques like digital alterations or bleaching and re-printing of physical documents
• Gather additional evidence if possible
• Give the candidate a chance to explain any discrepancies
• Consult with relevant authorities if fraud is suspected
• Keep detailed records of your investigation process
• Understand your legal obligations for reporting suspected fraud

Progress Tracking

Stay organised with your verification efforts:

Remember to maintain a clear record of each verification step - it's not just about finding problems, it's about being able to prove you've done your due diligence properly. Using standardised templates ensures consistency in your verification process, and all records should be stored securely with a clear audit trail.

Step 5: Record and Maintain Results

The final piece of your credential verification process is making sure you're storing everything properly and keeping it that way.

Getting Your Documentation Right

Your verification records need to include everything someone might need to check later.

Think of it like building a solid case file - you'll want the full story of each verification, including when it happened, what you checked, and any key findings. A comprehensive record ensures transparency and demonstrates due diligence in your verification process. Modern digital credentialing platforms now use blockchain technology to automatically maintain tamper-proof records of credential verification, ensuring maximum security and transparency.

Keeping Everything Secure

Digital storage is your friend here, but you need to do it right.

Modern document management systems have become crucial for digital transformation, enabling paperless operations and accelerating processes while reducing costs. The most secure approach is using an encrypted Document Management System (DMS) that includes strict access controls - think of it as a digital vault where only authorised people have the key.

Modern DMS platforms offer military-grade security, using advanced encryption methods like AES with symmetric keys of 1024 bits and key lengths of 256 bits, along with Role-Based Access Control (RBAC) to ensure only authorised personnel can access specific documents.

• Use encrypted storage for all digital records
• Set up multi-factor authentication for access
• Create regular, secure backups
• Track who accesses what and when
• Implement RBAC to control document access based on job roles
• Ensure data encryption both in transit (using TLS/SSL) and at rest

How Long to Keep Records

This isn't a one-size-fits-all situation, but there are some solid guidelines to follow.

In healthcare, credentialing records must be maintained for at least two years after the last date of service. Financial institutions often have specific requirements set by FINRA. For general HR records, comprehensive retention policies are essential for managing risk and avoiding adverse consequences. The standard retention period is typically 7 years, but some industries require longer retention periods.

The key is having a clear retention schedule that everyone follows - when documents need to be kept, when they can be destroyed, and how to do it securely. This schedule should be documented and regularly reviewed to ensure compliance with current regulations.

Protecting Your Data

Data protection isn't just good practice - it's usually a legal requirement.

Under GDPR and similar privacy laws, organisations must ensure credential information is protected through robust access control, encryption, and secure storage. You'll need clear policies for data retention and deletion, and these policies should be regularly reviewed and updated.

• Control who can access different levels of information
• Keep detailed logs of all system access
• Regularly review and update access permissions
• Train your team on data protection procedures
• Implement zero-knowledge password protocols
• Use hashing or salting strategies for password storage

When to Re-verify

Some situations automatically trigger the need for another verification check.

Modern automated systems can help track these triggers and send notifications when re-verification is needed, ensuring nothing falls through the cracks.

Creating a Clear Audit Trail

Your audit trail needs to tell the complete story of every verification.

Think of it as a detailed diary - recording every check, change, and decision made about someone's credentials. A robust audit trail not only demonstrates compliance but also provides crucial evidence if questions arise later. Digital credentialing platforms that use blockchain technology can automatically create tamper-proof audit trails, ensuring the authenticity and integrity of all credential records.

• Log all verification activities with timestamps
• Document who performed each check
• Record any decisions made and why
• Note any follow-up actions required
• Track all changes to credentialing records
• Maintain detailed reports of expiry dates and required updates

Having these systems in place doesn't just keep you compliant - it makes your life easier when you need to find information quickly or show your verification process to others.

Remember to review and update your procedures regularly to keep everything running smoothly and securely. Regular audits of your record-keeping systems help ensure they remain effective and up-to-date with current best practices.

Making Qualification Checks Count: Your Guide to Bulletproof Verification

Throughout my research into qualification verification processes, I've seen firsthand how crucial these steps are in today's increasingly complex professional landscape. What struck me most was how proper verification isn't just about ticking boxes - it's about protecting organisations and maintaining trust.

I hope this guide gives you a clear roadmap for your verification needs. Remember, while the process might seem detailed, each step serves to create a robust defence against credential fraud and ensure compliance with your industry's standards.