Purpose
A Qualification Check confirms that a candidate holds the academic degrees, certifications, or licences they've claimed things like diplomas, degrees, certificates (e.g. Certificate IV, Diploma of Nursing), and industry-specific credentials (e.g. MBBS).
This playbook is designed to help you get submissions right the first time. Most delays in this check come from avoidable change requests addressing those is the fastest way to reduce your time-to-fill.
Biggest Reasons for Slow Time to Compliance and Recommendations
Key insight: The fastest-performing configuration achieves 0.21 days submission-to-approval with only a 10% change request rate. By asking for one exact qualification by name, wrong-document uploads are significantly reduced. The right setup can cut processing time by over 75%.
Here's what's driving the most delays across Qualification Checks and the specific changes that will have the most impact on your time to compliance. Each recommendation is based on what the best-performing configurations are already doing.
Rejection Reason | Frequency | Impact on Time to Fill | Platform Configuration | Why This Reduces Time to Fill |
Wrong document type (e.g. AHPRA registration uploaded instead of the actual qualification) | 🔴 High | Candidates need to find and upload the correct document from the initial upload. | Explicitly state: "Do NOT upload AHPRA registrations, professional memberships, school records, or ID documents here. This section is for academic/qualification evidence only”. | Incorrect document type is the most common rejection reason. A clear negative instruction prevents this upfront, avoiding delays. |
Missing course or qualification details (e.g. no course code, no RTO number) | 🔴 High | Triggers a resubmission cycle while candidates track down a more complete version of their certificate. | Name the exact qualification required for the role (e.g. "Bachelor of Medicine, Bachelor of Surgery (MBBS)" or "Certificate IV in Disability Support"). Avoid generic language like "upload your qualifications." | The fastest-performing configuration uses highly specific descriptions. When candidates know exactly what to upload, wrong-document submissions drop significantly this is the single biggest driver of change requests. |
Poor document quality (blurry, glare, shadows) | 🔴 High | Each change request can add days while candidates retake and re-upload. | Include in the candidate-facing description; "Your scan/photo must be high-resolution and free of glare or shadows." | Poor quality is one of the top rejection reasons. Catching it before submission prevents delays. |
RTO number not visible on the document | 🟠 Medium | Candidates may need a reissued certificate from their training provider, which can take several days. | Require submissions to include: Full Qualification Name, RTO (Registered Training Organisation) Number, and Completion/Issue Date. | Prevents candidates from uploading unrelated documents (like AHPRA registrations or memberships) when academic credentials are required. This directly addresses the most common rejection reason. |
Name mismatch between certificate and application | 🟠 Medium | Quick to resolve with supporting ID, but can add at least a day of delays if a name change certificate is needed. | Inform candidates to provide additional documents for change of name documents. Allow candidates to upload multiple files in a single submission. | All top-performing configurations have multiple documents enabled. It reduces friction and helps avoid incomplete submissions. |
Platform Configuration — Recommended Settings
Configure your platform so it handles the heavy lifting at the point of upload.
Setting | Recommended Value | Rationale |
Number of checks | 1 per distinct qualification type. Use separate checks for different roles rather than one generic check. | Specific, focused checks produce significantly faster results. The fastest configuration uses a single check for one specific qualification. |
Rules | Application | Policy rules keep enforcement consistent across all applicable roles and prevent configuration drift. |
Fields | Provider Name | These fields enable AI validation and create a structured data set. However, avoid requiring too many fields configurations with excessive field requirements tend to show slower approval times. |
AI Features | Autofill | AI enables near-instant processing for clean submissions. Only edge cases (foreign qualifications, unrecognised institutions, name mismatches) require human review. |
💡 Interested in upgrading the AI Pack for your check? Reach out to your Account Manager.
Recommended Candidate-Facing Description
Use the following text at the point of upload. Adjust the specific qualification name to match the role's requirements.
Please upload your academic qualification (certificate, diploma, or degree) for this role.
Your document must clearly show:
Your full name (matches your application)
Qualification name (e.g. Diploma of Nursing)
Course code (e.g. HLT54121)
Issuing institution name and RTO number
Do not upload AHPRA registrations, memberships, school records, or ID.
Upload a clear, bright scan or photo with no glare or shadows. If you have it, upload the digital copy.
For role-specific qualifications, use a more targeted description such as:
It is a requirement of the role you are applying for that you hold a [Specific Qualification Name] (e.g., Bachelor of Medicine, Bachelor of Surgery (MBBS)).
Please provide a copy of your [Specific Qualification Name].
Your submission must clearly show your full name, the qualification name, and the issuing institution's details including their RTO number.
Recommended Visual Guidance
Attach a sample qualification certificate thumbnail and annotate it with:
Annotations indicate all the fields that must be visible (candidate name, qualification name, course code, RTO name and number, issue date)
A callout showing what a valid RTO number looks like on a certificate
Troubleshooting and Edge Cases
Scenario A: Candidate uploads AHPRA registration instead of qualification
Scenario A: Candidate uploads AHPRA registration instead of qualification
Situation: The candidate confused their professional registration (AHPRA) with their academic qualification and uploaded the wrong document.
Solution: The auto-rejection rule should catch this. Ensure your change request message is specific: "The document you uploaded appears to be a professional registration, not an academic qualification. Please upload your formal degree, diploma, or certificate showing the qualification name, course code, and issuing institution's RTO number." Include examples of what a valid qualification looks like in the rejection message.
Scenario B: Certificate does not include an RTO number
Scenario B: Certificate does not include an RTO number
Situation: The qualification is legitimate but the institution did not print the RTO number on the document (common with older certificates or universities).
Solution: Route to Customer Review rather than auto-rejecting. The reviewer can verify the institution with a quick online search. If this occurs frequently, consider relaxing the RTO requirement for university-issued degrees and only enforcing it for VET sector qualifications (Certificate/Diploma level).
Scenario C: Foreign qualification from an overseas institution
Scenario C: Foreign qualification from an overseas institution
Situation: The qualification is from a non-Australian institution and cannot be validated against local RTO registers.
Solution: Route to Customer Review automatically. The employer needs to assess equivalency, this is their decision. Include a note in the handover: "This qualification was issued by a foreign institution. Please assess whether it meets your role requirements." Some customers may require candidates to provide a formal qualification equivalency assessment.
Scenario D: Candidate's name has changed since the qualification was issued
Scenario D: Candidate's name has changed since the qualification was issued
Situation: The name on the qualification certificate does not match the candidate's current legal name (e.g. due to marriage).
Solution: This will trigger a name mismatch flag. Check whether the candidate has a name change certificate or supporting documentation elsewhere in their application. If not, send a change request asking for either a name change certificate or a reissued qualification in their current name.
Scenario F: Candidate has multiple qualifications and uploads the wrong one
Scenario F: Candidate has multiple qualifications and uploads the wrong one
Situation: The candidate holds several qualifications and uploaded all of them, or the wrong one, because the description was too broad.
Solution: This is a configuration issue. Ensure the check description names the specific qualification required for the role. If multiple qualifications are genuinely needed, create separate checks for each. Enable multiple document upload so candidates can provide all relevant evidence without confusion.