Degree Verification Service in Canada: Registrars and PIPEDA

A degree verification service in Canada confirms that a named person holds a specific degree by asking the issuing institution's registrar, either directly or through a screening provider, with the candidate's consent. Canada has no national register of degree holders, because education is a provincial responsibility. The official sources a recruiter can check are institution lists, credential assessment bodies and professional regulators.

This guide explains which Canadian sources exist, what they confirm, and the privacy rules that govern the request.

What a degree verification service checks in Canada

A degree verification service compares the candidate's name, institution, degree title and dates of study or conferral against the institution's own record. There is no federal database to compare against, so the record sits with the college or university.

Two questions need separate answers. "Is this a recognized institution?" is answered by provincial lists. "Did this person graduate?" is answered only by the registrar. When a registrar finds no match, check for name changes, a merged institution or a different graduation date before drawing a conclusion.

No national registry: provinces and registrars

Each province and territory recognizes its own degree-granting institutions, so recruiters check at provincial level. The Government of Canada's CICIC (Canadian Information Centre for International Credentials) publishes directories and information on the provincial recognition of institutions and programs, and is a good starting point for confirming that a school is legitimate.

As of October 2026, there is still no pan-Canadian register of degree holders; confirmation of an individual's degree comes from the awarding institution's registrar or authorized agent (CICIC).

Practical points when contacting a registrar:

• Most registrars require the graduate's written consent before releasing anything.
• Some institutions use a third-party service or an online verification portal; others reply by email or letter.
• Closed or merged institutions usually pass records to a successor or a provincial ministry.
• Turnaround varies. Check the institution's published process rather than assuming a standard delay.

Foreign degrees: CICIC, WES and Quebec MIFI

A degree from outside Canada needs two steps: confirm the issuer, then assess equivalence. Credential assessment organizations such as World Education Services (WES) and ICAS produce an assessment of what a foreign degree compares to in Canada. They do not replace confirmation from the foreign institution.

In Quebec, the Ministry of Immigration, Francization and Integration (MIFI) issues a comparative evaluation of studies obtained outside Quebec. Regulated professions have their own route: the provincial regulator assesses foreign training for licensure.

Regulated professions and provincial regulators

For licensed roles, the regulator's public register is more relevant than the degree. Law societies, nursing colleges, engineering associations and medical colleges publish member directories that show current standing. In Quebec, the Office des professions du Québec lists the province's professional orders.

Use the regulator's lookup first for a role that legally requires registration, and the registrar confirmation second.

Privacy rules: PIPEDA, provincial laws and Quebec Law 25

Private-sector employers in most provinces rely on the federal Personal Information Protection and Electronic Documents Act (PIPEDA), which requires meaningful consent and limits collection to what is reasonable for the purpose. Alberta and British Columbia have their own substantially similar private-sector laws. In Quebec, the Act respecting the protection of personal information in the private sector, as amended by Law 25, applies, and oversight sits with the Commission d'accès à l'information.

Working rules for employers:

1. Obtain written consent that names the check and the institution.
2. Request only the credentials the job actually requires.
3. Use the information only for the hiring decision and retain it no longer than needed.
4. If a screening vendor is outside Canada, check the transfer and notice obligations, especially in Quebec.
5. Let the candidate explain a mismatch before any decision.

Federal employers and some provincial public bodies follow separate public-sector privacy statutes.

Common reasons a registrar cannot confirm a degree

When a registrar returns no match, the cause is often administrative. The candidate may have studied under a different surname, the institution may have changed its name or merged, or the degree may have been conferred at a later convocation than the candidate stated. Ask the candidate for their student number and full legal name at the time of study, and give them a chance to correct the details before you treat the result as a discrepancy.

Comparison: Canadian sources and what they answer

French-language and bilingual files in Quebec

Quebec adds a few practical wrinkles. Diplomas and transcripts (relevés de notes) issued by Quebec institutions are often in French, and the institution's registrariat handles requests in either language. The Ministry of Higher Education publishes information on recognized institutions, and professional orders in Quebec verify their own members' credentials before admission.

Employers hiring across provinces should expect different request forms, different consent wording and different timelines. A single internal procedure that names the check, the institution and the purpose, and that is available in English and French, avoids rework. Keep a record of which registrar replied, when, and what it confirmed, so that a later question about the hire can be answered from the file.

What recruiters and candidates ask

Is there a national registry? No. Education is provincial, so there is no central source for degree holders.

Can I just phone the registrar? You can, but most will ask for written consent first and may point you to an online portal.

Do I need consent? Yes. PIPEDA and the provincial laws are consent-based, and registrars expect to see it.

What about foreign degrees and timing? Pair an assessment with issuer confirmation. Timing varies widely, so plan extra time.

What does it cost? Registrar, assessment and vendor fees differ. Check each organization's current fee list.

A practical order of checks

1. Confirm the institution is recognized in its province or country.
2. Collect written consent from the candidate.
3. Ask the registrar, or use a screening provider that does.
4. For foreign degrees, add an assessment from WES, ICAS or MIFI.
5. For licensed roles, look up the regulator's register.
6. Record the date, source and outcome, and keep only what you need.

Related reading: HR document verification: diploma checks and right to work and background check documents for employer verification. The wider sector context is in our industry verification guide.

Automating the comparison step

Reading and comparing diplomas by hand does not scale across provinces and institutions. CheckFile's HR solution reads the name, institution, degree title and dates on a diploma and compares them against the registrar's reply or the assessment result, flagging mismatches for a person to review. It supports the hiring decision and does not prove by itself that a document is authentic. Staffing teams can see the recruitment and temporary staffing page, and the security page describes data handling.

Frequently Asked Questions

Is there a national degree registry in Canada?

No. Education is a provincial responsibility and each institution holds its own records. You confirm a degree with the registrar, with the graduate's consent.

What does CICIC do?

CICIC provides information and directories on credential recognition and institutions across Canada. It helps you check that a school is legitimate but does not confirm that an individual graduated.

Do I need consent to verify a degree?

Yes. PIPEDA, other provincial laws and Quebec Law 25 are built around consent and reasonable purpose, and registrars generally require written authorization.

How do I verify a degree from another country?

Ask the foreign institution to confirm the award, then use an assessment such as WES, ICAS or Quebec's MIFI evaluation to determine the Canadian equivalent.

Do professional licences replace a degree check?

For regulated professions, the regulator's register shows current standing and often matters more. Use it alongside the degree confirmation where both are relevant.