To help you work your school’s pending requests under Verification Services, we’ve provided helpful tips and suggestions to make the process easier. Also, be sure to read the DegreeVerify Pending Checklist to help you efficiently manage your pending queue.
How Do I …
- Sort and filter pending verifications?
- View information provided by the requestor?
- Enter a new record for a pending verification?
- Ensure that accurate data is provided?
- Use the School Awarded Degree field?
- Enter dates in the correct format?
- Process degree requests when only dates of attendance (DOA) or enrollment is available?
- Confirm an anticipated graduation date?
- Select potential matches?
- Provide comments to the requestor?
- Use the Social Security number on the request?
When you sign into the school secure site and click the Verification Services tab, your pending verifications queue is shown by default and the oldest request will appear at the top of the list. The oldest pending request should be completed first and considered top priority.
Tip: Click the column header to sort the data (by student name, transaction ID, etc.).
Click the student’s name to respond to a specific pending verification. The information at the top of the screen under “Student Information” is what the requestor has provided. When you click New Record or select a potential match, the page will expand allowing you to edit the Verification Response information. Any information provided by the requestor will be prepopulated in the Edit Degree Detail section.
When you have located the student’s record in your database, select New Record to enter the student’s information. Only the fields marked with an asterisk are required; however, we ask that you also complete the other fields when possible.
Please submit the information as it appears in your records, not as the requestor provided. For example, a requestor entered the first name as John, and you have found a match based on the other identifying information provided, but your records show the first name as Jonathan. In that case, please enter the name as it appears in your records.
The School Awarding Degree field in the Edit Degree Detail section on the Update Verification Status page is not intended for the school’s official name. This is where you can select the field name from a drop-down menu, such as “School of Nursing,” “John Smith School of Business,” or “College of Arts and Humanities.”
If you prefer, you can type in the date of birth and dates of attendance rather than using the dropdown menus. Use the Tab key on your keyboard to jump from field to field. The Degree Award Date and Dates of Attendance can be entered in mm/yyyy or mm/dd/yyyy format.
If the requestor submitted a degree verification, and your records indicate that the student attended but has not earned a degree, select New Record. Check the box for “No degree awarded,” which is located below the Degree Award Date field, and enter the dates of attendance in the corresponding fields.
Please Note: There may be an occasion where you will not be able to check the box for “No degree awarded” to enter the dates of attendance for a student who attended but did not earn a degree. This occurs when the requestor has opted to tailor his or her results to allow for only the Degree Awarded or None responses, because he or she is not interested in obtaining the dates of attendance if a degree was not awarded. If this is the case, you will need to select the option: “None. There is no degree information in our records for this individual.” Then, enter any comments and click Submit.
If your records indicate that the student attended but has not earned a degree, select New Record.
Check the box for “No degree awarded,” which is located below the Degree Award Date field, and enter the dates of attendance in the corresponding fields. Directly below the attendance fields, enter the date on which the subject is anticipated to graduate in the optional Projected Graduation Date field.
If you do not know the exact date, we suggest you provide a date occurring mid-to-late month. Providing a later date discourages requestors from attempting to re-verify thedegree too soon in the degree conferral process. Then, enter any comments and click Submit.
There will be occasions where you will see potential matches listed along with the New Record and None options. Please review the potential matches carefully, as they may contain several different students with the same name. If the potential match duplicates what your records reflect (including the date of birth and Social Security number, if provided), you can select the record, edit, or add any additional information if necessary and submit the verification. If none of the potential matches reflect what your records indicate, select New Record and enter the information as it appears in your records.
Comments can be entered for any transaction in a “Pending-School Research” status. Any comments you provide will be sent to the requestor and will not be stored with the record (if one is provided). Be sure not to include any personally identifying information or additional credentials earned by the student in the comments.
The Clearinghouse has two types of requestors: public site and contracted. Public site requestors do not have the ability to provide the student’s Social Security number; some contracted users can provide the student’s Social Security number, depending on their service agreement options with us.