Diploma Verification System – User Guide and Features

The Diploma Verification System is a comprehensive digital platform designed to authenticate academic credentials issued by educational institutions. It ensures the integrity, security, and authenticity of diplomas using advanced encryption, QR code technology, and a secure database infrastructure.

Key Features

• QR Code Verification for instant diploma authentication

• Manual Verification using student details as backup

• Access Key Protection for sensitive diplomas

• Real-time Notifications via email for verification attempts

• Audit Trail with full logging of verification activities

Verification Methods

1. QR Code Scanner

   • Scan QR codes directly from physical diplomas

   • Automatic detection with real-time processing

   • Tips: ensure good lighting, steady hands, and a clean QR area

2. Manual Verification

   • Enter student number and graduation date

   • Useful for older diplomas, damaged QR codes, or bulk verification
      

Verification Results

• Successful Verification: Displays student details, program, graduation date, institution info, and timestamp

• Failed Verification: May result from invalid QR, incorrect data, revoked diploma, or missing access key

• Access Key Protected Diplomas: Requires an additional security code to complete verification

Security Highlights

• Encrypted storage and HTTPS transmission

• Unique diploma hashes and QR codes for anti-fraud protection

• Access logging with IP tracking

• Revocation system for invalid diplomas

Troubleshooting

• QR Code Issues: Check lighting, clean QR, or switch to manual verification

• Manual Verification Errors: Double-check student number and graduation date

• Browser Issues: Clear cache, check permissions, or try another browser

Best Practices

• For Diploma Holders: Keep diplomas safe, store access keys securely, and verify regularly

• For Employers/Institutions: Use both QR and manual verification, keep records of results, and contact issuing schools when in doubt

• For Administrators: Perform regular backups, review audit logs, and keep system data up to date

📌 This knowledge base article is updated periodically. For the latest version and support, contact your institution’s IT or registrar’s office.