Thinking of working with a verification partner? Here’s what you should be asking

Philip Dupont • November 21, 2025

When universities look for a verification partner, the goal is not simply to tick a compliance box. It is to protect the integrity of admissions decisions, ensure fair access for genuine applicants, and uphold the reputation of the institution. Choosing who to trust with that responsibility is one of the most important operational decisions a university can make.

At Qualification Check, we have built our knowledge by working with more than a third of UK universities and many more worldwide, as well as government departments across the globe. The experience of delivering hundreds of thousands of verifications a year has shown us what makes partnerships succeed and where they can quietly fall short. Whether you are reviewing your current processes or exploring new providers, the right questions can reveal a lot about how well a partner will truly support your team and your applicants.

1. Do you verify all cases directly with the issuing authority?

This is the question that separates true verification from document checking. Some providers simply review the documents submitted and compare them against templates or databases. Others go a step further, contacting the original institution or awarding body to confirm authenticity.

The difference matters. Primary source verification ensures that every qualification is confirmed by the organisation that issued it, not inferred from how it looks. At Qualification Check, that principle underpins our entire process. Each verification is confirmed directly with the institution, supported by a network of over 53,000 trusted sources in 195 countries.

2. How are cases handled when a physical visit is required?

In some countries, records cannot be verified digitally or by email. They may be held in physical archives or require official stamps and signatures that can only be obtained in person. A partner’s ability to manage these cases says a lot about their reach and their commitment to completion.

Look for providers who can coordinate local, in-person visits ethically and securely when necessary. Our teams and trusted partners on the ground can complete these verifications without compromising speed or quality, ensuring no case is left unresolved simply because it is difficult. Physical visits also play an important role when something goes wrong in the process. They allow us to investigate directly with the institution, identify the cause of the delay, and get the verification back on track.

3. What are your average turnaround times in our key markets?

Universities need predictability. Admissions cycles run on tight timelines, and a delay in one market can cascade through the process. That is why it is not enough to know an overall average turnaround time. You need to see the data by country or region, because response times vary widely between markets.

A good partner should be open about where verifications take longer and what they are doing to improve those timelines. At Qualification Check, we publish performance by market so our clients can plan confidently, even in countries where record access is more complex.

4. How do turnaround times change throughout the year?

Every university knows the pressures of peak admissions season. Volumes surge, applicants chase updates, and turnaround times stretch. The real test of a verification partner is how well they maintain service during those busy months.

Ask for month-by-month data, not annual averages. This helps you see whether performance holds up when your internal pressures are greatest. We monitor turnaround times across the year, scaling resources during peak months and working closely with admissions teams to manage expectations and avoid bottlenecks.

5. What is your success rate for completing cases in our key markets?

Completion rate is as important as speed. You need to understand what percentage of verifications are finalised, and within what timeframe. For example, how many cases are resolved in two, five, ten, or twenty working days? And what happens to those that are not?

A credible partner will share this data openly and help you interpret it. At Qualification Check, we track completion rates by market and timeframe so clients can see exactly where verifications are progressing smoothly and where external factors, such as institutional responsiveness, may affect results.

6. What service levels can you guarantee during peak periods and near deadlines?

Service Level Agreements (SLAs) matter most when demand spikes. It is easy to meet targets in quiet months, but harder when every institution is under pressure to issue offers and CAS letters. Ask potential partners how they plan for these surges and whether they can commit to performance guarantees even in the busiest times.

We treat SLAs as living commitments, not static targets. During peak months, our surge capacity ensures that deadlines are met without compromising accuracy, giving universities the confidence to plan ahead.

7. What happens if an institution does not respond?

Occasionally, institutions do not reply, or records are difficult to access. How your verification partner handles those exceptions is critical. Do they chase proactively, escalate through local networks, or simply close the case after a set period?

At Qualification Check, we use a structured follow-up process that includes multiple contact attempts and, when appropriate, engagement through local teams. Every attempt is logged, and clients can see exactly where each case stands. Transparency at this stage prevents uncertainty later.

8. How do you support applicants during the verification process?

Verification can be stressful for applicants who have already gone through demanding admissions procedures. A good partner does not just process data, they help maintain trust and confidence throughout the journey.

Ask how applicants are supported, how queries are handled, and how information is communicated. We place a strong emphasis on applicant care, with clear instructions, prompt responses, and respectful handling of every case. It reflects well not only on the partner but on your institution too.

9. Once verified, can applicants access and reuse their data?

This is where the future of verification lies. Instead of treating verification as a one-off event, universities are beginning to see it as part of an applicant’s lifelong credential record. If applicants can reuse their verified data for employment, further study, or visa purposes, it reduces friction across the global education ecosystem.

That is why we have developed the I’m Verified Wallet, enabling applicants to securely access and reuse their verified data when they need it next, with their consent and in full compliance with data protection standards.

Building a partnership that lasts

Selecting a verification partner is about more than operational convenience. It is about aligning values, accuracy, transparency, and respect for applicants, with your institution’s commitment to fairness and quality. The questions above are not just due diligence; they are the foundation of a long-term partnership built on trust.

At Qualification Check, we have seen first-hand how clarity at the start leads to smoother admissions cycles, fewer delays, and a better experience for everyone involved. Asking the right questions today can save months of frustration tomorrow and ensure every offer you make rests on verified truth.

Philip Dupont has been with Qualification Check for over eight years and is Head of Business Solutions.

Philip works closely with universities, employers, and screening partners to ensure they have the right set-up and the most effective Qualification Check tools for their needs.

With his deep knowledge of verification challenges across global education and recruitment, he helps clients configure solutions that improve compliance, efficiency, and the applicant experience.