Candidates: “What happens to my data?”

With education verification checks required by many employers across the world, it is a legitimate question to ask: “What happens to my data?” In this post we explore what happens during a verification check and what you can do to make the verification process as painless as possible.

HEDD is the Higher Education Degree Datacheck – we are a central shared service for education verification for, at the time of writing, 11 partner institutions.

Although we are rapidly expanding, we presently verify all awards for:

  1. University of Manchester
  2. University of Salford
  3. University of Wolverhampton
  4. University of Nottingham
  5. University of East London
  6. University of Essex
  7. Sheffield Hallam University
  8. Imperial College London
  9. De Montfort University
  10. University of Sussex
  11. Anglia Ruskin University

If you are a student or graduate of one of these Universities, then our process starts with an employer or agency wishing to verify a your award. The Data Protection Act requires that in order to process or disclose your data, your consent is required and we require this as part of our terms of service.

Q: Are there any times when my consent is not required to disclose or process my data?

There exists one exemption under the Data Protection Act which allows data to be disclosed or processed without consent. This exemption concerns the prevention or detection of crime, the apprehension or prosecution of offenders, or the assessment of tax.

HEDD does not process any requests without consent. Exempted requests will only be fulfilled at the discretion of your University. Universities take protecting your data very seriously and will only release your data under such an exemption to legitimate authorities, such as the police, and only with a strong qualifying reason to do so.

At some point in the employment process, you should have signed a disclosure agreement. This agreement allows your prospective employer or a third party agency to process your data in order to verify your education and your dates of attendance.

The employer will either create an account with us or log in to an existing account and submit a verification request to a partner institution. In some instances, where the data is a perfect match to records we hold locally, an instant verification can be provided.

In other instances, where a perfect data match cannot be found, it will be sent to your University for a manual verification. The University will respond to the employer or agency through the HEDD system shortly.

Universities can respond in several ways.

They can verify the enquiry, where all the information is correct. They can also partially verify the enquiry and provide amendments where some of the information is incorrect. In the event that your student record cannot be found given the information provided, a result of not verified will be returned.

We are very proactive in ensuring that the correct response is provided. Where there is concern that an enquiry which is returned not verified is in fact a false-negative, we will endeavour to seek additional information in order to provide the correct result.

Your verification result will be available to the enquirer in their secure dashboard. They will be able to access it in future should you apply for a job with an employer who uses the same agency.

How can I help the verification process?

Many screening agencies are international organisations that have to verify awards from all over the world.

In order to assist them in verifying your qualification so starting your job is not delayed, it is useful to provide the following information on your CV:

  1. Your name as it appears on your degree certificate, if your name has changed, please tell them as Universities will not have record of this and it can cause a false-negative result
  1. Your date of birth
  1. Your qualification type, examples include “Bachelor of Science”, “Master of Arts”, “Postgraduate Certificate” or “Doctor of Philosophy”.
  1. Your course name, examples include “Mechanical Engineering”, “Law”, or “Mathematics”. Again, check this against your degree certificate as the university may express it in a different way than you think.
  1. Your classification, i.e. the result you got 2:1, 2;2 etc.
  1. Your year of graduation

If you can provide the prospective employer or agency with a copy of your award certificate, this can help greatly with the verification process.

If you studied at an affiliated institutution – such as at a former UMIST academy or a subsidiary college of a University – then this is also highly relevant in assisting the verification process.

Any further questions?

You’re more than welcome to ask in the comments below and we will answer them if we can.

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