Verify Education / Verify Degrees

Verifying Education

If we are recruiting using desired qualifications, should we still verify education?

We are professionally and (potentially) legally responsible for how our organization hires people.  Anything used to narrow down a list of candidates is legally considered a “test.”  If desirable qualifications are used to evaluate an individual’s competency to perform the duties and responsibilities of the position the educational credentials should be verified.  

What if a job postings didn’t specify the degree had to be from an accredited institution?

State law usually states knowingly using a false academic credential is a gross misdemeanor.  False academic credentials include degrees that are issued by entities that are not accredited by recognized accrediting entities.

DOP advises that you reference accredited institutions in your qualifications statement, e.g., “Requires an [associate, bachelor’s, masters, doctoral] degree in [list required fields] from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA), or a foreign equivalent.”  

Should I require transcripts or copies of diplomas?  Should copies be “official”? 

Employers must make choices about the relative value of time and money spent, and the need for degree validation when recruiting to fill a position.  The most important document for degree validation is the transcript.  A degree title can be claimed by anyone and a professional-looking diploma or transcript may be purchased from many sources.   Only a transcript provided directly from the institution that is properly authenticated is proof that a person is entitled to claim a degree or use a college diploma.  
Obtaining official transcripts costs the candidate money and takes more time to obtain.  Employers who are recruiting for high-level or highly sensitive positions; e.g., law enforcement or executive positions, should place more importance on validating degrees.   

Should I call the educational institution directly as part of the verification process?

If you do not require official transcripts you are encouraged to contact the school’s registrar to validate the degree as part of the reference/background checks on the finalists. Transcript verification is considered “directory information” under the federal Family Educational Rights and Privacy Act (FERPA), and any college should be able to confirm award of a degree.

At what stage in the selection process should we consider the verification?

Verifying degrees can be done at any stage in the selection process.  Most employers prefer to verify degrees on only the finalists for the position.  Others prefer to verify degrees on all interviewees prior to the interviews to ensure that they do not waste time and resources interviewing candidates who do not possess the degree.  If a job offer is made before the degree is verified, the offer should be contingent on verification of the individual’s academic credentials.

If someone is already working in my organization and is promoting internally should we verify their credentials? 

Employment credentials should be verified for all promotional candidates unless you already have an official copy of their transcript in their personnel file, database, or other type of degree tracking system.
If we haven’t been verifying degrees, should we do so now for all employees, or at least for jobs that require legal qualifications, include special pay, or for supervisors, managers, etc.?
You are encouraged to review the academic credentials of incumbents employed in high-level positions or positions with special pay, legal requirements, or of a highly sensitive nature that could compromise the integrity of the incumbent or the reputation of the agency; e.g., giving testimony as an expert witness, representing the agency in legal situations, or passing a polygraph or extensive background check.

What are our options if we learn that an employee does not have a degree in the specific major required for our job that they indicated having?

• State law usually authorizes the director or the employer to invalidate the trial service or probationary appointment of an individual who was not eligible to be certified but was certified in error.
• State law usually allows employers to dismiss, suspend without pay, demote, or reduce the base salary of a permanent employee under his/her jurisdiction for just cause. 
• Knowingly using a false academic credential isusually considered a misdemeanor under law.  We recommend that you check your collective bargaining agreement and consult with your HR Manager and AAG before taking any disciplinary or dismissal action.
  

If someone applies on-line using E-Recruiting, how do they attest to the accuracy of what they submit? 

If the materials are submitted electronically by the job seeker, the act of submitting them is considered affirmation that the information is complete and truthful.

Are there any “red flags” to look for when reviewing educational qualifications?

• Out of sequence degrees.  When reviewing an applicant’s academic credentials, be sure that the degree(s) earned are in traditional order.  For example, if an applicant claims to possess a college degree, but shows no signs of a high school diploma or GED, consider it a red flag.
• Diploma mills.  Diploma mills (or degree mills) are substandard or fraudulent “colleges” that offer potential students degrees with little or no serious work.  Some are simple frauds such as a mailbox where people send money in exchange for paper that purports to be a college degree.  Others require some nominal work from the student but not at the level that is normally required for a college degree, or is not evaluated by qualified individuals or evaluated at all. 
• Quickie degrees.  A degree earned in a very short period of time or earning several degrees for the same year are also warning signs.
• Similar names. Many colleges throughout the United States have the same or a very similar name, and not all of them are accredited.  “Google” the institution and check the institution’s website before beginning your database search to ensure you have the correct name, spelling, and location.

Since accreditation is voluntary, doesn’t that mean it is optional and not necessary?

Accreditation is a voluntary independent review of educational programs to determine whether or not they are operating at basic levels of quality. The United States government does not accredit private or public institutions.  For more than 50 years there has been some type of non-governmental organization that guides the practice of accreditation and serves as the primary voice for the U.S. Department of Education (USDE).  Currently the Council for Higher Education Accreditation (CHEA) carries out that function.  An institution’s accreditation is maintained by continued adherence to the set criteria established by CHEA.  Besides ensuring quality and adherence to academic standards, accreditation:

• determines a school’s eligibility for participation in federal and state financial aid programs;
• is important for the acceptance and transfer of college credits between institutions; 
• is a prerequisite for many graduate programs; and
• is also required for state licensure in many professions.