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Verification of Education (VOE)

Verification of Education (VOE)

Assigned To: Dan Tietz, Sarah Dungan

Category: Student Life Cycle

Department: Academic Advisor, Student Assistant Coordinators (SACs), Student Success Admin, Student Support

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for responding to employer or third-party requests to verify a student’s education and program completion.

Scope

Applies to Student Support, Academic Advisor, and Student Success Admin teams, with primary responsibility assigned to the Support Team Administrator.

Definitions

  • Support Team Administrator: Responsible for VOE processing and administrative tasks.
  • Student Assistance Coordinators (SACs): Route VOE requests to the Support Team Administrator.
  • Verification of Education (VOE): Confirmation of a student’s program completion for employers or third parties.

Responsibilities

  • Support Team Administrator:
    • Respond to VOE requests via email or phone
    • Verify student records
    • Log verifications in tracking sheet
    • Communicate with requestors
  • SACs:
    • Forward VOE requests promptly
  • Academic Advisor & Student Success Admin:
    • Assist with verification when needed

Process Overview

1. Initiate Request

  • Employer or third party submits VOE request via email or phone
  • Confirm request is for education, not employment verification
  • Redirect employment verification requests to People & Culture team

2. Verify Student Records

  • Search student in HubSpot
  • Confirm:
    • Name and school match
    • Status is “Graduated”
    • No missing payments
    • Externship completed
  • Check “certificate URL” property
  • Handle cases:
    • Dropped students → report as not completed
    • Completed without certificate → report as completed

3. Log Verification

  • Record details in Education Verification Follow-Up Sheet

4. Respond to Requestor

  • If form provided → complete and return
  • If no form:
    • Send email including:
      • Student name
      • School name
      • Attendance dates
      • Responder details
  • Request missing details if needed

5. Handle Older Records (Pre-2020)

  • Search HubSpot for 2022 records
  • Use ZQL (Salesforce) for older data
  • Validate against School Info Smartsheet
  • Search Google Drive for historical records
  • Contact Compliance Team if needed

6. Finalize

  • Send completed verification
  • Ensure logging is complete

Key Rules

  • Verify education, not employment
  • All verifications must be logged
  • Ensure accuracy before sending response
  • Escalate complex or older records when needed

Completion Criteria

  • Student record verified
  • Response sent to requestor
  • Verification logged in tracking sheet

Tools and Systems

  • HubSpot
  • ZQL (Salesforce)
  • Education Verification Follow-Up Sheet
  • Google Drive
  • School Info Smartsheet

Revision History

  • Version 1: 01/24/2025
  • Version 2: TBD
  • Version 3: TBD