Pending Degrees Checklist

This checklist was developed from tips and best practices used by our nationwide network of DegreeVerify schools to help them process pending requests faster while avoiding common mistakes. Please use this checklist to ensure timely processing of your pending requests.

  1. Data Input
  2. Potential Matches or Degree-Level Filtering Match
  3. Verification Response Options
  4. Dates of Attendance Only
  5. Additional Degrees for the Same Student
  6. School Awarding Degree
  7. Comments
  8. Matching Logic
  9. Best Practices for Customer Satisfaction
  10. Clearinghouse Follow-Up Process

1. Data Input

  • Input data exactly as it appears on your records. For example, if the requestor entered “Bobbie Smith,” but your records show that the name is “Robert Smith,” you should enter the name as “Robert Smith.”
  • Avoid abbreviations for degree title and majors.
  • Enter any name changes reflected in your records in the “Previous Name” field.
  • Do not enter the name provided by the requestor if it is one that you do not have, even if you are able to locate the record based on other identifying information. Our records should mirror your records exactly.

2. Potential Matches or Degree-Level Filtering Match

  • Our system may display existing records it considers potential matches and matches based on the specific degree level sought by the requestor. Please remember, some matches are only potential matches that do not meet all our matching logic criteria while others may match on the student, but not the requested degree level.
  • Review all matches carefully, as they can contain different students who have the same name or the same student but not the requested degree level.
  • If a potential match is a duplicate of what is in your records (including the date of birth and Social Security number, if provided), you can select the record and edit it and/or add additional information before submitting the verification.
  • If none of the potential matches reflect what is in your records, select Found new student match and enter the information exactly as it appears in your records.
  • Select one of the two Degree Filtering Match options:
    • “I can only verify this person’s following degree level(s),” which can be selected if no additional degrees exist for this student.
    • “I verified this person’s requested degree level. Add a (requested degree level) degree to this person’s record,” which can be selected if there is another degree to be provided. Please note the Edit Degree Detail page will expand so you can provide the additional record.

3. Verification Response Options

In addition to any matches, you will be provided with two additional response options:

  • “Found new student match.” This option allows you to provide degree information and if a degree was not awarded, dates of attendance only.
  • No match found.” You should only select this option if you are unable to verify a record for the student based on the information provided.

4. Dates of Attendance Only

  • If the requestor orders a degree verification and a degree has not been awarded, please confirm the student’s dates of attendance on the request, if applicable.
  • To confirm a request with dates of attendance only, select “Found new student match”. On the following page, check “No degree awarded.” This will allow you to complete the verification with dates of attendance only.

5. Additional Degrees for the Same Student

  • When verifying a request for a student who has obtained more than one degree, please input the degrees separately.
  • After you enter the student’s first degree, you can add additional degrees.
  • Once the first degree is added, click Next to submit any additional degrees. After all degrees have been entered, click Submit. (This process applies to the potential matches as well.)

6. School Awarding Degree

  • This is where you can select a school name from a drop-down menu, such as “School of Nursing,” “John Smith School of Business,” or “College of Arts and Humanities.”

7. Comments

  • Comments can be entered for any transaction that has a “Pending School Research” status. Any comments you provide are sent to the requestor, but will not be stored with the record (if one is provided).
  • Do NOT include any personal identifying information or additional credentials earned by the student in your comments.
  • The Clearinghouse does not edit the comments that you provide.

8. Matching Logic

  • When completing a verification request or adding a degree record, please provide the student’s date of birth or SSN, if available.
  • Providing the date of birth and SSN increases the likelihood that future requests will be instantly verified (eliminating the need for your school to research it).
  • The Clearinghouse does NOT verify for requestors the student SSN or date of birth that they have entered.

9. Best Practices for Customer Satisfaction

  • The optimal completion time for pending requests is within 24 hours or one business day.
  • Delayed pending processing can cause duplicate requests to be entered, failure for alumni to be considered for jobs, and requestors directly contacting your school.
  • If you need more time to process a pending request, use the “View/Edit Alert Message” feature on the Verification Services tab menu, where you can post a message alerting Verification Services requestors of any time delays. And please stay in touch with your Client Support Representative.

10. Clearinghouse Follow-Up Process

  • If a transaction is still pending after one day, individuals at your school who have Degree Research access will receive an email within seven days.
  • If a transaction is still pending after seven days, your Client Support Representative will email a friendly reminder to individuals at your school who have Degree Research and/or DegreeVerify Coordinator access.
  • Additional follow-up attempts will be made by email and/or telephone in subsequent weeks, as needed.
  • If a transaction remains pending for three weeks and our Client Support Team has not received any response from your Degree Research or DegreeVerify Coordinator contacts, the transaction will be escalated to your Client Management Representative and Regional Manager for follow up.

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