Standard Operating Procedures for Registrar and IT Services ID Verification
Table of Contents
- Registrar Initial Greeting
- IT Services Initial Greeting
- Example email from IDScan.net
- IT Services Handoff
When the Office of the Registrar needs a client’s identity confirmed, please send the following email (or similar) to it.helpdesk@biola.edu and the client:
Registrar Initial Greeting
Hello CLIENTNAME,
We have received your request for DESCRIPTION. Before we can process your request we need to confirm your identity and update your information in our systems.
Currently IT Services manages Biola’s ID verifications, so we are copying them on this message. By default IT Services uses idscan.net to simplify identity verification for users who cannot come to campus. If you prefer not to complete the identity verification process through idscan.net, please let them know.
IT Services will reach out to you shortly.
IT Services will then create a ticket for them in our system and reach out ot them with the following message (or similar):
IT Services Initial Greeting
Hello CLIENTNAME,
We have received a request from the Biola University Registrar’s Office to confirm your identity and provide updated contact information. Biola is using idscan.net to simplify identity verification for users who cannot come to campus.
You will shortly receive an email from noreply.reserve@idscan.net with the subject: An Applicant has been created for online ID verification. If possible, please use your mobile phone to follow the link and verify your identity. The camera on your phone will work much better for the necessary photos than the webcam on your computer.
Once you have completed the process, please wait for another email from us with your next steps.
If you prefer not to complete the identity verification process through idscan.net, we have a couple other options. Let us know if you need to pursue an alternate means of verifying your identity by replying to this message.
If you have any questions, please do not hesitate to reach out.
The client will then receive an email similar to this:
Email From IDscan.net
From: <noreply.reserve@idscan.net>
Date: Mon, 27 Oct 2025 at 14:20
Subject: An applicant has been created for online ID verification
To: <clientemail@mail.com>
Please click on the link below to complete Biola University's ID verification process: https://idvs.me/1ab2c3
You may contact us at any time by emailing support@idscan.net.
Thank you for your business,
DIVE Online Team
The client can then click on the link within 5 days and upload a picture of themselves and their government ID for verification.
Once they have been verified, IT Services will then send the Registrar and the client the following email, or similar:
IT Services Handoff
Hello CLIENTNAME,
Thank you for verifying your identity.
We are sending the following information to the Registrar’s Office to be used in your request:
- FIRST AND LAST NAME AS THEY APPEAR ON ID CARD
- BIRTHDAY
- MAILING ADDRESS
- EMAIL ADDRESS
If you would like to receive credentials to log in to your myaccount.biola.edu account for any reason, such as to review your unofficial transcript, please reply to this email letting IT Services know.
Please Note: If your identity was verified in order to physically receive something, such as a copy of your diploma, then by default we will use the address on your government-issued ID as the shipping address. If you need the item, such as a diploma, shipped to a different address then please email in reply to this message to let the Office of the Registrar know where the item should be mailed to.
Finally, if your name has changed since your graduation and you would like a different name to be displayed on your paperwork, please let the Office of the Registrar know to wait for an update to your name, and then fill out the Personal Information Update Form, found here: https://biola.formstack.com/forms/personal_information_update
IT Services will then resolve the ticket. If the client emails IT Services in reply, then the ticket will automatically reopen and IT will address their request.
Need more help?
If you cannot find your answer here or related articles, please view the section "Related Services / Offerings" to open a ticket.
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