When applying for a new position, candidates often wonder if a potential employer can confirm their claimed educational history, particularly high school graduation status. Employers generally have the ability to verify this information and frequently choose to do so. The extent of this scrutiny depends on the specific requirements and seniority of the role. Understanding the methods and legal boundaries of this process provides clarity for job seekers.
The Verification Process for Educational Backgrounds
The verification of high school graduation status is typically handled by specialized third-party screening companies contracted by the employer. This process begins with the applicant providing explicit written consent, which authorizes the agency to access and investigate their educational records. The employer does not usually contact the high school directly, instead relying on these intermediaries to manage the data retrieval.
These screening agencies utilize several primary channels to confirm graduation claims and dates of attendance. One widely used resource is the National Student Clearinghouse, which maintains a large database of educational records and acts as a centralized verification service for many institutions. If the information is not available through this consolidated service, the agency will then reach out to the specific school district or the high school itself.
The screening company will cross-reference the information provided by the applicant, such as the school name and graduation year, with the records received from the educational source. The final report delivered to the employer confirms whether the applicant received a diploma and notes the exact dates of attendance. This ensures a standardized and objective check, removing the burden of direct institutional contact from the hiring company.
Why Educational Verification is Required
Employers conduct these verifications primarily to assess an applicant’s honesty and integrity. A discrepancy between the claimed and actual educational background can signal a lack of truthfulness, potentially disqualifying an otherwise promising candidate. Checking a diploma is treated as a fundamental integrity check within the hiring process.
Many positions establish a high school diploma as a minimum qualification. Verification ensures that all candidates meet these published requirements, maintaining fairness and adherence to internal policy standards. This step is relevant in regulated industries where specific educational attainment is mandated. Checking credentials also helps mitigate potential liability risks by confirming employees possess the necessary foundational qualifications.
When Verification Becomes Difficult
The standardized verification process can encounter logistical hurdles that delay or complicate the final report. One common difficulty arises when dealing with records that are several decades old, as many school districts did not maintain centralized digital archives prior to the 1980s. Locating paper-based records requires manual effort and can be time-consuming for the school administration tasked with record retrieval.
Challenges also emerge when the high school the applicant attended has closed down, merged with another institution, or undergone several name changes. In these cases, the screening company must trace the custody of the historical records to the current controlling entity, which may be a central district office or a state archive. Name changes, such as those occurring after marriage, can also complicate the search if the applicant fails to provide all previous legal names used during their time in school.
When direct verification is difficult or impossible, third-party screeners often rely on alternative forms of proof. These alternatives may include an official copy of the applicant’s academic transcript, a photocopy of the physical diploma, or even a notarized affidavit from the applicant. The screening company must then determine if these documents meet the standard of proof required by the hiring employer before finalizing the report.
Alternatives to a High School Diploma
Individuals who did not complete a traditional high school curriculum have several widely accepted pathways to demonstrate equivalent educational attainment. These alternatives are recognized by employers, military branches, and colleges as equivalent to a standard diploma. The most common option is the General Educational Development, known as the GED test, which assesses proficiency across four core academic areas.
Two other nationally recognized high school equivalency credentials are the HiSET (High School Equivalency Test) and the TASC (Test Assessing Secondary Completion). While the specific tests used may vary, all three options serve the same purpose of certifying that the test-taker possesses high school level academic knowledge. These certifications are typically verified using a process similar to a traditional diploma, often through the state’s department of education or the testing service itself.
Presenting one of these official equivalency certificates provides the necessary documentation to satisfy an employer’s minimum educational requirement for a role. Employers rarely differentiate between a traditional diploma and an accepted equivalency credential when assessing a candidate’s qualifications. This ensures that a lack of traditional graduation does not prevent a candidate from moving forward in the hiring process.
Your Rights Regarding Background Checks
The process of verifying educational background is governed by federal law, the Fair Credit Reporting Act (FCRA), when a third-party screening agency is involved. This legislation grants applicants specific protections and places responsibilities on both the employer and the consumer reporting agency. The fundamental requirement is that the employer must obtain explicit, written authorization from the applicant before initiating any background check.
If the employer intends to take an adverse action, such as not hiring the applicant, based on information contained within the educational verification report, they must follow a two-step procedure. First, the applicant must receive a pre-adverse action notice, which includes a copy of the background check report and a summary of their rights under the FCRA. This notice provides the applicant with an opportunity to review the findings and dispute any inaccuracies before a final decision is made.
The applicant has the right to dispute any information on the report that they believe is incomplete or inaccurate. The consumer reporting agency is then legally obligated to investigate the dispute, usually within 30 days, and correct any errors found in the records. Furthermore, the employer must send a final adverse action notice once the waiting period has passed and the decision to deny employment is finalized.