Learning and Teaching Committee

Verification of entry qualifications

Student Recruitment Team 12 May 2009

The Team considered a set of options relating to more rigorous verification of academic documents submitted as part of an application for admission. The paper [submitted to LTC] had been prepared by Tawfiq Wolff and Wendy Ferguson. The review on which the options were based had been prompted by two recent cases of proven fraudulent documentation (with a third case under investigation) involving taught postgraduate applicants from overseas. One of the cases had led to disciplinary proceedings and the University’s Student Disciplinary Committee had expressed its support for tighter checks. It was noted that the need for improved processes applied principally to postgraduate applicants. Undergraduate applications were subject to scrutiny by the UCAS Verification Unit.

While recognising that creditable efforts were already being made to identify fraudulent documents, the Team was persuaded that a more systematic and well publicised policy was needed. It acknowledged that the policy would be applicable to UK/EU and international applicants.

The four options put forward were as follows:

(i) direct verification of all applicants’ qualifications

(ii) use of agents as the verifiers

(iii) verification of all new students’ qualifications at the point of registration

(iv) random verification of applicants’ qualifications

In assessing the four options the Team took account of the advantages and disadvantages presented for each option and applied the following tests:

· effectiveness and likely success rate

· proportionality

· volume of additional work

· cost

· negative impact on speed of decision making (applicants) and registration (new students)

· threat to recruitment outcomes

The Team resolved to recommend the adoption of the fourth option, namely a random verification process. It was felt that this would offer flexibility, create a manageable level of additional work and, critically, act as a powerful deterrent if well publicised.

The role of the UCAS Verification Unit was described. Attention was drawn to its success rate but also to the limited scope of its current software. It was agreed, therefore, that enhancements to the undergraduate admissions office’s current procedures were desirable. Approval was given to all the recommendations put forward in the paper, namely:

1) For all pre-qualified applicants being made unconditional offers, official copies of exam results should be requested from the applicant before an offer is made.

2) In cases where the applicant has also provided the reference him/herself, very careful attention should be made to all aspects of the application, if necessary contacting the referee direct to seek verification of the reference.

3) All English language qualifications provided by international applicants should be verified on-line with either IELTS or TOEFL , or if neither of these, should be provided by the applicant on headed paper from the Awarding Body.

4) International qualifications submitted direct by the applicant should be scrutinised with extreme care, and if there is any element of doubt, the referee should be contacted direct to verify them.

5) Results submitted direct by an applicant by letter, email, fax, web download or telephone conversation should never be relied upon. In all cases, confirmation of the result from the Awarding Body or UCAS should be obtained before a final decision is made.

The Team thanked the authors of the paper for their work.

Author – H E Jones

Date - 18 May 2009