How does this work for Certificate Checks?

[frankengale]

I recently enrolled at University.

A few days before I started, they told me that they needed to check my A-Level certificates in-person to verify the grades that I had declared and that I should bring them into the University to present them. I have been out of education for some time and had lost my A-Level certificates and so I had to order replacements.

The replacements are due to arrive soon so I can give them to the University to check.

I'm unfamiliar with how this works so would appreciate an explanation:

How exactly do these checks go? They told me to bring the certificates to the Tutorial Office for 'routine checks'? What exactly are they going to do with my certificates, for instance, do they hold on to them for a long time or photocopy them, or do some sort of checks with like UV lights or something? Or, do they just take the certificate and broadly check if it matches up with the grades declared and if it seems alright and then hand it back in a couple of minutes?

The reason why I'm asking is because I'm not sure if they will keep my A-Level certificates for an extended period which would then deprive me of them and I could not use them for other means like if I needed to get a job.

They will check the certificates match yoyr application and give them back to you immediately.

That's it?! Lol. Do they not like check the security features with UV lights or other security detection?

I'm not sure if I was overthinking this but the way you frame it makes it seem like they only check the certificates to check if the grades match up.

I thought they always do forgery checks to check the authenticity of the certificate as well. That's why I thought they photocopy the certificate or take longer. Are you sure they don't do that or is that only for some people?

They would check them straight away. They can check the security features there and then. The watermarks don't need UV light to see if they are originals or not. A photocopy or forgery looks distinctly different if you know what you're looking for.

Do you know if it is normal for universities to photocopy your originals for their own sake? Just curious.

I don't think so. If they want to photocopy, ask them why. They need to have a legitimate reason to keep this, as part of data protection principles.

The reason why I'm asking is because I'm not sure if they will keep my A-Level certificates for an extended period which would then deprive me of them and I could not use them for other means like if I needed to get a job.

Seems a strange thing to be concerned about when, up until ordering copies to provide for this purpose you’d lost them anyway

A university would have a perfectly legitimate reason to hold on to this type of data, as evidence that they’re undertaking appropriate checks that their students hold the necessary pre-qualification to study their courses.

I've been in many education jobs in the past, both university and private schools.
It's usual for them to ask for every certificate including O/GCSE/A levels and degrees etc.
They usually photocopy the lot, give you the certificates back and keep the copies on file securely, somewhere in HR.
They want to know that you actually have the qualifications you say you have, so need proof they've had sight of your certificates.

Just out of interest, when I worked overseas it was even more stringent, and I had to go to a solicitor's and get every single certificate countersigned by a solicitor. It meant the solicitor's office keeping the certificates for a week while they contacted every historical institution/exam board and then the certificates coming back with a legal seal on each one too!

The reason why I'm asking is because I'm not sure if they will keep my A-Level certificates for an extended period which would then deprive me of them and I could not use them for other means like if I needed to get a job.

This seems an odd thing to be worried about seeing as you'd lost them anyway!! Even if they do keep them for a couple of weeks, you could tell a future employer where they are.

This post reads rather like you've made forgeries and are worried you're going to be rumbled 😂

This post reads rather like you've made forgeries and are worried you're going to be rumbled 😂

Don't joke. There were some great posts on every HE forum you could imagine last month from someone who thought they were cleverer than Oxford admissions and could manipulate their academic record & never get caught out.

OP as others have said, accidents happen, but if you cared that much you would take greater care of them yourself. I was looking over the weekend myself and still have my O level certs.

They can probably spot forgeries though 😂

They will scan them and add them to your student record. At the same time they'll look at the quality of the paper, watermark, check any embossing or seal, as well as checking for any alterations. You'll have them back in 5 minutes (unless they think they're forgeries).

I agree with previous posters, this reads like you have forged them.

Why would a new job want to check your A level certificates so badly when nobody has looked at them in the time you had lost them? You could get certified copies I suppose if you are that concerned but it seems like an unlikely senario to me.

In fairness, she’s mad as a box of frogs.

My DD was never asked to supply her A level or GCSE certificates at Oxford or her post-grad uni. Perhaps it's a risk based approach and they pick out a sample they wish to scrutinise further.

The moral of the story is to keep them with birth certificates, marriage certificates, house deeds etc and don't think they don't matter. The exam boards clearly say that originals matter.

Was she out of education for many years before she applied?

No! Her post grad uni accepted her degree & transcript and her Oxford college didn't ask for any back up to support UCAS. Presumably because A level certificates come out after they've started.

This OP has grades in hand from multiple sittings.

Or perhaps I'm getting confused with the multiple verification/ certification/ authentication/ missing reference threads highlighted below as Similar Threads. They all merge into one eventually.

Yes she was, just in a different way via the UCAS application process. Her school will have verified her GCSE results (including checking the certificates if she changed school for sixth form), and her A level results would have been sent to Oxford before she even got them herself! That's why the offers are able to be confirmed or otherwise at 8am on results day.

No just a visual check to ensure your application was accurate.

They can also check direct with the exam boards.

We've had a situation with a very late review of marks that resulted in a grade change. The email from the exam board had a lot of detail about how to obtain a new set of certificates (original grade ones already issued) and the details for universities and employers to check in future if needed. Haven't got new ones yet to see if there's an issue with results slips or anything like that.

OP if you have done something very unwise and had forgeries produced, it is very easy for universities to contact the boards and check what they have on their records.

Exactly, so a completely different scenario.

If she applied whilst she was at school via UCAS the school can certify that the qualifications are correct in their section of the UCAS form. This is the most likely reason why your DD was not required to submit her certificates.

Why so worried about this unless you are planning to submit fake certificates?

^This^

Perhaps the OP has read too many similar threads from multiple posters over the last few months and is getting confused about normal experiences v those highly unusual situations.