How to Handle Failed Education Verification: Best Practices for HR and Hiring Managers

Introduction

So your candidate just failed their education verification—now what? Before you immediately disqualify them from the hiring process, it's crucial to understand why this happened and how to handle it professionally and legally. Education verification is an essential component of pre-employment screening, ensuring candidates have the credentials they claim. But what happens when a discrepancy arises? In this guide, we’ll explore the significance of education verification, common reasons candidates fail, and best practices to handle such situations.

Read why education verification should be a part of your pre-employment screening process.

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Common Reasons Candidates Fail an Education Verification Check

Before making a decision, consider the possible reasons behind a failed education verification:

• Discrepancies in Provided Academic Credentials: The candidate may have made an honest mistake in listing their degree title, dates of attendance, or institution name.
• Inflated or Falsified Educational Qualifications: Some candidates might exaggerate their credentials to appear more qualified. An example of this is forging or adding distinction, high honours or co-op onto an existing degree, diploma or certificate or listing a certificate as a degree. 
• Typographical Errors or Mismatched Information: A simple clerical error—such as a misspelled name, reversing the date and month in the date of birth or incorrect graduation year—can cause verification issues.
• Issues with International Education Credentials: Verifying degrees from international institutions can be challenging due to differences in documentation and accreditation standards.

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Consequences of a Failed Education Verification

A failed education verification can impact both the employer and the candidate in several ways:

• Impact on Hiring Decisions: Employers may need to retract job offers or reconsider their selection process.
• Legal and Compliance Risks: Hiring a candidate based on false credentials can lead to compliance violations and potential legal consequences.
• Long-Term Career Implications for Candidates: Candidates caught misrepresenting their qualifications risk damaging their professional reputation.

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How Employers Should Handle Failed Education Verification

If an education verification check fails, follow these best practices:

1. Verify Accuracy Before Taking Action – Cross-check the candidate’s information with the original application.
2. Contact the Candidate for Clarification – Give them a chance to provide additional documentation or explain the discrepancy.
3. Consider the Nature of the Discrepancy – Was it a minor mistake, or an intentional misrepresentation?
4. Follow a Fair Dispute Process – Services like AuraData offer dispute resolution mechanisms to ensure accurate verification results.
5. Ensure Legal Compliance – Follow employment laws and avoid discriminatory hiring practices when handling failed checks.

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Preventing Failed Education Verifications

Both employers and candidates can take proactive steps to prevent verification issues:

For Employers:

• Clearly communicate education requirements in job postings.
• Use a reliable education verification service like AuraData.
• Verify credentials early in the hiring process.

For Candidates:

• Ensure resume information is accurate and up to date.
• Obtain and provide official transcripts when necessary.
• Address any gaps in education history before applying for a role.

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Get Reliable Education Verifications with AuraData

Ensuring accuracy and honesty in education credentials benefits both employers and candidates. Engaging in transparent communication can prevent verification issues and build trust in the hiring process.

Looking to verify Canadian post-secondary education? Use AuraData for your pre-employment screening needs.

By following these best practices, HR professionals and hiring managers can navigate failed education verifications effectively, minimizing risks while ensuring fair and compliant hiring decisions.