Education fraud is more common than many employers realise. In Malaysia, verifying degrees and certificates is a critical part of a compliant background check process. This guide explains how education verification works, when to use instant screening vs full verification, and how employers can protect themselves using a 2-step screening approach with VERISafe and Verity BGC.
Hiring based on trust alone is no longer enough.
In Malaysia, employers increasingly face a quiet but costly risk – candidates exaggerating, misrepresenting, or fabricating academic qualifications. A degree listed on a CV looks legitimate. A certificate uploaded to email looks official. But without verification, employers are making hiring decisions based on assumptions.
This is where Background Checks in Malaysia practices matter.
Education verification is one of the most misunderstood components of background screening. Many employers either skip it entirely or assume it is too slow, too expensive, or unnecessary for junior roles. Others mistakenly believe a simple copy of a certificate is sufficient proof.
It is not.
This article explains how education verification works in Malaysia, when employers should conduct it, when they should not, and how to build a practical, compliant screening process that balances speed with risk control.
What Is Education Verification in Malaysia?
Education verification is the process of confirming whether a candidate’s claimed academic qualifications are:
- Authentic
- Issued by a legitimate institution
- Awarded to the correct individual
- Accurately represented (level, year, field of study)
In Malaysia, education verification is commonly used as part of a Background Checks in Malaysia for permanent hires, regulated roles, and positions involving trust, authority, or access to sensitive systems.
Unlike criminal or blacklist screening, education verification is not instant. It requires document checks, institutional confirmation, and careful matching of personal details.
Why Education Fraud Is a Real Risk for Employers
Many employers assume education fraud is rare or limited to senior executives. The reality is different.
Common scenarios include:
- Fake degrees purchased online
- Diplomas issued by unaccredited institutions
- Inflated qualifications (degree listed when only partial studies completed)
- Certificates belonging to someone else with a similar name
- Foreign institutions that do not exist or are no longer recognised
The consequences are serious:
- Hiring unqualified staff into technical or regulated roles
- Compliance failures during audits
- Legal exposure in cases of negligence
- Loss of trust with clients, partners, and regulators
Education fraud is often only discovered after something goes wrong. At that point, the damage is already done.
Is Education Verification Legal in Malaysia?
Yes, education verification is legal in Malaysia when conducted responsibly and fairly.
Under Malaysian data protection principles, employers must:
- Have a legitimate purpose related to employment
- Obtain candidate consent
- Verify information relevant to the role
- Apply screening consistently across similar roles
- Store results securely and limit access
A compliant Background Checks in Malaysia does not mean checking everything. It means checking the right things, at the right time, for the right roles.
Education Verification vs Instant Screening – What’s the Difference?
Many employers confuse instant screening tools with verification checks. They serve different purposes.
Instant Screening: VERISafe
Instant screening helps employers:
- Filter early-stage risk
- Identify obvious red flags
- Support shortlisting decisions
- Screen at speed and scale
VERISafe is designed for early-stage screening, not confirmation of academic qualifications.
Education Verification: Verity BGC
Education verification:
- Confirms the authenticity of degrees and certificates
- Involves direct verification steps
- Takes longer but delivers higher certainty
- Is suitable for final-stage hiring decisions
This distinction is critical. One does not replace the other.
The 2-Step Screening Path
High-performing employers in Malaysia increasingly adopt a 2-step screening approach.
Step 1: Screen Early with VERISafe
Before interviews or during shortlisting:
- Use VERISafe to identify criminal, blacklist, or watchlist risks
- Reduce exposure early
- Avoid wasting time on high-risk candidates
Step 2: Verify Deeply with Verity BGC
Before offer confirmation or onboarding:
- Conduct education verification
- Confirm qualifications match role requirements
- Escalate checks based on role sensitivity
This approach balances speed, cost, and risk.
When You Should Use Education Verification
Education verification should be conducted when:
- The role requires specific qualifications
- The position involves technical, financial, or regulated responsibilities
- The employee represents your organisation externally
- Licenses, certifications, or professional standing matter
- You are hiring for long-term or leadership roles
- You must demonstrate due diligence to auditors or regulators
In these cases, skipping verification is not a cost saving. It is a risk transfer to your business.
When NOT to Use Education Verification
Education verification may not be necessary when:
- Hiring for temporary or entry-level roles with no qualification dependency
- Skills can be demonstrated immediately and practically
- The cost and time outweigh the actual risk
- The role has minimal impact if misrepresentation occurs
Smart screening is about proportionate checks, not blanket screening.
How Education Verification Works (Step-by-Step)
Here is how a compliant education verification process typically works in Malaysia:
Step 1: Candidate Consent
The candidate provides written consent and submits academic documents.
Step 2: Document Review
Certificates and transcripts are reviewed for:
- Formatting inconsistencies
- Missing institutional markers
- Name and date mismatches
Step 3: Institution Verification
The issuing institution is contacted or verified through recognised channels to confirm:
- Qualification awarded
- Date of completion
- Mode of study
- Accreditation status
Step 4: Identity Matching
Verification confirms the qualification belongs to the same individual being hired.
Step 5: Result Classification
Findings are documented as:
- Verified
- Unable to verify
- Discrepancy found
Step 6: Employer Decision
Employers make informed hiring decisions based on documented results.
This structured process ensures fairness, accuracy, and defensibility.
The Cost of Skipping Education Verification (Malaysia Examples)
Skipping education verification can appear cost-effective until it is not.
Consider these realistic scenarios:
- A finance executive hired without verification later fails an audit due to unrecognised qualifications
- A technical hire lacks the knowledge assumed from a degree, causing operational errors
- A healthcare or education role faces compliance scrutiny after credential issues surface
- A senior manager misrepresents qualifications, damaging brand credibility when exposed
The financial impact can include:
- Rehiring costs
- Training losses
- Regulatory penalties
- Legal disputes
- Reputational damage
Education verification is not a cost. It is a risk control mechanism.
In Malaysia’s evolving hiring landscape, employers are expected to demonstrate due diligence, fairness, and consistency. A structured Background Checks in Malaysia process that combines instant screening with deeper verification helps organisations hire confidently without slowing business down.
Talk to a Verity BGC Specialist
Understand when education verification is necessary and how to apply it proportionately for your roles.
Start with VERISafe for Shortlisting
Screen early, reduce risk upfront, and escalate verification only when it truly matters.
