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Digital Documents
The Wild, Wild West: The Changing Landscape of Electronic Documents and Verification
Presented at the 2020 annual conference of The Association for International Credential Evaluation Professionals (TAICEP)
Presenters: Emily Tse, Director of Evaluations, IERFMeg Wenger, Sr. Director of Evaluation, ECE
This session provided an overview of digital academic records one can now receive, how they can vary in format and delivery platform, and best practices in their use and acceptance. Attached are the slides from the presentation.
Credentials Evaluation Service
THE WILD, WILD WEST
The Changing Landscape
of Electronic Documents
(& Verification)
Presenters
Meg Wenger
Senior Director of Evaluations
Educational Credential Evaluators, ECE
Emily Tse
Director of Evaluations
International Education Research Foundation, IERF
Outline
Types of digital docs
Types of online verification
What others are doing
Challenges & resources
Types of Digital Docs
Sources… Delivery… Format…
• Schools /
Boards
• Ministries
• Repositories
• 3rd Party
Vendors
• Portals with
accounts
• Emails with
links
• Emails with
attachments
• CSV
• EDI / XML
Security Issues – evolving landscape
• Source
• Transmission
• Electronic document
• “Plain”…but online verification capabilities
Sources
• Check school website
• Contact school
• Attend webinars/conference sessions
(Peggy’s TAYD World Tour)
• Check TAICEP DSD task force
resources
• Do not rely (solely) on info from vendor
Is it reliable?
Emails with
AttachmentsEmails with
Links
Portal
with
Account
Portal
with No
Account
Source
Plain
EmailsEncrypted
Emails
Transmission / Delivery
Emails with
attachmentsEmail notifications
with links
Portal with account
• Login process
• Multiple applicants
• Archive
• Usually no time limit
Portal with no account
• May or may not require
password / name,
phone #, email
• 1 applicant / doc
• Expiration
Source
Plain
EmailsEncrypted
Emails
Transmission / Delivery
Email with link:
no account
Example of
link sent by
Parchment for
another
school:
different user
interface
Email with
link: Portal
with account
Australia, New
Zealand,
CHESICC in
China, Ireland…
Multi-factor
authentication
XML
Portal for International Baccalaureate
CSV File
No image
of actual
diplomas
Emailed PDF Attachments /
Downloaded PDF Documents
Password
protected
Digital
certificate
Online verification
capability
Examples of Security Features
Password Protection
Best Practice
• should be in separate
communication
• not in same email
Adobe’s
blue
ribbon
symbol
Digital Certificate
Examples of
when the Digital
Certificate is not
recognized…
Best Practices
• Established trusted sources
• Secure portals and links and encrypted emails
• Secure electronic documents (password
protection, digital certificates…)
• Or verifiable online, but verification platform is
trusted
Types of Online Verification
Types of Tools…
“Active” Verification
◦ System/database is designed to be a verifier (HEDD, NZQA, scratch cards, QR codes, NAD,
ministries)
◦ Checking the verification (CDGDC, CHESICC)
◦ Blockchain and other formats (Singapore “opencert”)
“Passive” Verification
◦ Online databases or other resources that are not created specifically to allow for verification,
but can be used in that way (university website lists of graduates, online graduation booklets,
thesis repositories, professional registries)
◦ Watch out for privacy issues….
Degree/Diploma Database Example:Ecuador (Secondary)
Ministerio de Educación - Consulta de Títulos de Bachilleres: http://servicios.educacion.gob.ec/titulacion25-web/faces/paginas/consulta-titulos-refrendados.xhtml
Search by:
◦ No. de Identificación (Identification Number) – no dash or space
◦ Apellidos (Family names)
◦ Results will include everyone in database with those family names.
Contains records dating back to 1985.
Degree/Diploma Database Example:Ecuador (Secondary) – results
Birzeit University: https://ritaj.birzeit.edu/verify-transcript
From top of transcript:
◦ Student ID
◦ Request Number
Results are copy of the full transcript.
Transcript Verification Example:Palestine (Birzeit University)
Transcript Verification Example:Palestine (Birzeit University) – results
Central Board of Secondary Education: http://www.cbse.nic.in/newsite/results.html
Exam Results Example:India (Central Board of Secondary Education)
Exam Results Example:India (Central Board of Secondary Education) – results
West African Examinations Council (WAEC)
http://www.waecdirect.org/
Exam Results Scratch Card Example:Nigeria (West African Examinations Council –WAEC)
Exam Results Scratch Card Example:Nigeria (West African Examinations Council – WAEC) – results
Registration/Fees Example:UK (HEDD)
HEDD (Higher Education Degree
Datacheck) https://hedd.ac.uk/
No Results Example:New Zealand (NZQA)
New Zealand Qualifications Authority (NZQA)
https://www.nzqa.govt.nz/qualifications-standards/results-2/record-of-achievement/nzroa-document-verification/
QR Code Example:Ukraine
• QR code scan resulted in
different name and serial
number than on this diploma.
• Contacted university to verify
document.
• They confirmed it was
falsified.
Official SEP site:
https://www.cedulaprofesional.sep.gob.mx/cedula/presidencia/indexAvanzada.action
◦ Imitation site: http://www.cedulaprofesionalsep-gob.mx/
Official Gobierno de México URL: https://www.gob.mx/
◦ Imitation site: https://rodac.gobs.mx/
QR Code Cautionary Example: Mexico
http://www.cedulaprofesionalsep-gob.mx/
Third-Party Verification Service Example:China (CHESICC)
CHESICC: https://www.chsi.com.cn/en/pvr/brief.jsp
Third-Party Verification Service Example:China (CHESICC) – verifying the verification
Certificate No.
Report No.
Third-Party Verification Service Example:
China (CHESICC) –results
Copy of verified document
attached at bottom
Blockchain
opencerts.io
Graduation books
Graduation books may be posted online
Include names of graduating students
If printed book available, make copies for
future use
Example:
◦ Rwanda – ULK Gisenyi Campus 2006
graduation book
◦ Kenya - University of Nairobi
◦ https://a.uonbi.ac.ke/node/4307
University of Nairobi Forgery sample
Problem # 1
The student's name was
handwritten in calligraphy style
during that time period.
University of Nairobi Forgery sample
58
Problem # 2The graduation
date for the
28th graduation
ceremony was
Nov 28th, 2000,
not Nov 10th.
http://www.uonbi.ac.ke/node/4307
59
Lists of GraduatesUniversity of Baghdad – Medicine
Sample forgery: (2015 graduate was not found
on the 2015 list)
Sample PDF list of results
http://www.graduation.uobaghdad.edu.iq/
Professional Registries
60
Example:
Mexican degree verified online via
RVOES national register of
professionalshttp://www.cedulaprofesional.sep.gob.mx/cedu
la/indexAvanzada.action
Professional Registration Database Example: Philippines
Professional Regulation Commission – Licensure Examination & Registration Information
System: https://online.prc.gov.ph/index.php/Verification
Online databases – Thesis repositories
62
National thesis repositoriesRussia example
63
• Russian State Library http://diss.rsl.ru/
• Dissertation Library http://www.dslib.net/
• Electronic Dissertation Library
http://www.dissercat.com/
Type in the
last name to
begin search
Biblioteca Digital Brasileira de Teses e
Dissertações (BDTD):
http://bdtd.ibict.br/vufind/
Thesis Database Example:Brazil
• Institution itself?
• Government body?
• Another official source?
Who is providing verification?
• How does the third party acquire the information?
• Who is able to add/modify the information?
If information is from a third party, does the institution (or other official sources)
confirm that they’re authorized to provide official information/documentation?
• Be cautious of verification information on document that can’t be independently confirmed (including QR codes).
If verification information is provided on document, is it an official website, or can you arrive at the verification site through
an official website?
• Privacy concerns – don’t request/accept information such as personal log-in from student.
Does the verification use information available on the document?
Things to consider (1)
•Email is generally not secure - even official-looking email addresses can be spoofed.
How secure is the source? How secure is the delivery?
•Not an indication of whether source is legitimate or not - registration and/or payment may be requested for official services as well as for questionable ones.
Registration and/or payment may be required, especially for access of
documents.
•Database may be incomplete or not functioning well.
•Contact institution directly to verify.Lack of results does not automatically
mean documents are fraudulent.
•Not automatically fraudulent; mistakes happen.
•Contact institution directly to verify.
If results come up as a different person, or other information differs
from documents, this is a serious cause for concern.
Things to consider (2)
Check documents for mention of verification.
If documents have verification link or QR code,
try to confirm it through official website of issuing
institution.
Search website of institution/board/ministry
who issued the documents.
Look for “Verification”, “Results”, “Graduates”, “Authentication”, etc. in
the language of the website.
Search exact thesis title.
Pay attention to source – Is it a university site or a database that gets its
information directly from universities?
Does it confirm institution, level of study, date?
Be cautious of platforms to which anyone can
contribute.
Watch out for fake verification sites – may
mimic real ones.
If possible, see if you can find your way to verification
site from official institution/board/ministry
site.
Be wary of sites with URL similar to known official
site.
Tips for Finding Online Verification Resources
Keep in touch with other colleagues in the field to share
information on online verification
resources and electronic
documents.
Learn these
words in other
languages -
Arabic word for
alumni or
graduates
الخريجون
What Others are Doing
Online Survey (n=96)
• NAFSA ACE
• TAICEP Gaggle
• AACRAO International
• Inter-l
• NACES / AICE
• ECE Connection
• EAIE
Australia (1) Canada (13) Europe (7) South Africa (1) USA (74)
Countries of the Respondents
0 10 20 30 40 50
Other
No
Yes
Do you accept digital records submitted by the applicant?
Other
• at the time of application for
admission (vs enrollment)
• if they can be verified online
• for diplomas, but not transcripts
• depends on the country
• on occasion, due to COVID
• accepted as unofficial
Do you accept digital records submitted by the applicant?
Do you accept digital records sent via email from the institution of study as an email attachment?
0 10 20 30 40 50 60 70
Other
No
Yes
Other
• temporarily, due to COVID
• if the email address can be vetted
• accepted as unofficial
• at time of application for admission, but not for enrollment
• on a case-by-case basis
• if the transcript is password-protected
Do you accept digital records sent via email from the institution of study as an email attachment?
If the answer is yes, what requirements do you have for accepting them?
• verifiable email address
• must be from registrar / records office / school official
• must be emailed directly from the institution of study
• electronic docs must bear signatures, seals, etc.
• password protection / encrypted PDF / secured PDF
• original documents checked upon arrival
Do you accept digital records in the form of a photo taken with a cell phone?
0 10 20 30 40 50
Other
No
Yes
Other
• at the time of application for admission (vs enrollment)
• accepted as unofficial
• not preferred
• only for supporting, miscellaneous documents
• case-by-case basis
Do you accept digital records in the form of a photo taken with a cell phone?
Do you accept digital records in the form of a PDF document?
0 10 20 30 40 50 60 70 80
Other
No
Yes
Other
• at the time of application for admission (vs enrollment)
• if sender is vetted
• depends on the country
• temporarily, due to COVID
• accepted as unofficial
• if online verification is possible
• if secured PDF / digitally certified
Do you accept digital records in the form of a PDF document?
Do you accept digital records in the form of exportable data (CSV, XLS…)? Not an image of the transcript…
0 10 20 30 40 50 60 70
Skipped
Other
No
Yes
Other
• have not seen yet
• not yet, but will soon
• depends, case-by-case
• will take and make viewable/printable
• accepted as unofficial
Do you accept digital records in the form of exportable data (CSV, XLS…)? Not an image of the transcript…
What is your preferred mode of delivery & access?
0 5 10 15 20 25 30 35 40 45
Other
Any docs with online verification
Account in a portal
Email with link
Email attachment
Other
• depends on country
• system to system exchange
What is your preferred mode of delivery & access?
What is your preferred format for a digital record?
0 10 20 30 40 50 60 70 80 90
Other
Exportable data
Other
• depends
• not sure
• direct data feed such as EDI, XML
What is your preferred format for a digital record?
Do your institution’s digital doc reqs vary, depending on the purpose or department?
• No
• Varies more by country
• Varies for admission vs enrollment vs transfer
• Varies by department
• Varies by document (academic vs financial, syllabi)
• Varies between undergraduate and graduate
What is your biggest challenge with digital student records?
• Verifying the source / determining the validity
• Keeping abreast / varying formats
• Lack of digital records from certain regions
• Explaining why e-docs received directly are
unacceptable without encryption
• Consistency and use of standards
• Readability of documents
Challenges &
Resources
October 5, 2020 Slide 89
Document security
PhotocopyPrimary original
Document in a sealed envelope,
sent from the issuing
institution
Verified document
Document sent or
retrieved electronically
Challenges
➢Variations to document expectations due to COVID 19
➢Privacy concerns
➢Email spoofing
➢Updating and sharing resources
➢Availability and usability of technology
Verification database
•Reveals only information available on educational documents
•Can only view, not change, information
Student Login
•May reveal personal information (e.g. family or financial details)
•May enable user to make changes to information
Privacy Issues
October 5, 2020 Slide 92
UNAM example
https://www.dgae-siae.unam.mx/www_gate.php
October 5, 2020 Slide 93
Academic Records
School Procedures
Security
Elections
E-mail spoofing
“Email spoofing is the creation of email messages with a forged sender address for the purpose of fooling the recipient into providing money or sensitive information. “
https://blogs.cisco.com/security/what-is-email-spoofing-and-how-to-detect-it
https://www.proofpoint.com/us/corporate-blog/post/how-does-email-spoofing-work-and-why-it-so-easy
https://www.proofpoint.com/us/corporate-blog/post/what-is-sender-policy-framework-spf
Credential evaluation context? …
Where did it really come from?
Received by/from:
emkei.cz
Received-SPF: SoftFail
Resources
Resources
https://www.taicep.org/taiceporgwp/resources/best-practices-electronic-transcripts-and-
verification-portals
https://www.taicep.org/taiceporgwp/about/standards-for-the-profession/
TAICEP AT YOUR DESK SERIES
https://www.taicep.org/taiceporgwp/resources/taicep-at-your-desk-series/
Introduction to Electronic Verification
Introduction to Digital Records
VERIFICATION SOURCES FOR EDUCATIONAL DOCUMENTS
https://www.taicep.org/taiceporgwp/resources/verification-sources-for-educational-documents/
The Future: A Mapping Tool
Create a ‘platform’ that provides a ‘map’ of providers with the
accessible content by country such as,
◦Source website URL
◦How information is accessed
◦Who gives permission to share information
◦What language the information is in
◦Whether the source is trusted
◦ Identifying any fee associated with the service
▪ If fee is required, identifying who pays
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