Reviewed/Updated October 2024
The Nevada Registry considers fraud the intentional misrepresentation, manipulation or deception to gain an unfair advantage over an individual or system. Examples of possible fraud include, but are not limited to, the manipulation of training certificates, distortion of transcripts/diplomas, falsified information on the membership application and/or update/renewal form including falsified work history and forged or manipulated attendance records.
The Nevada Registry attempts to safeguard against fraud by requiring all members to sign a release statement in the last section of the online membership application and renewal form. Signing the application is an acknowledgement from the individual that the information contained within an application/renewal is true and correct. The Nevada Registry assumes the information provided on the application and supporting documentation is true, unless there is clear evidence to believe otherwise. The Nevada Registry reserves the right to investigate any suspected fraud*. Fraud will also be investigated if a report or referral is made to The Nevada Registry by an external party.
The suspicion of fraud is handled on an individual basis with the understanding an individual may unknowingly, and therefore, unintentionally, misrepresent work experience and/or training. Every effort is made to communicate in an objective, non-accusatory way that seeks to inform and assist. The course of action taken will be determined by the nature and seriousness of the suspected fraud.
*Suspected fraud is taken seriously. Because The Nevada Registry is not a regulatory agency, suspicions of fraud may be forwarded to Child Care Licensing for further investigation/action, a facility director and/or other appropriate agency based on the nature of the suspected fraud.
Process for Identifying Potential Fraud
Staff are trained to carefully review all applications and supporting documentation for accuracy and potential fraud. The following guidelines have been created to help with the review/examination process.
Indicators of falsification of documents could include, but are not limited to:
- Inconsistencies in font type and size that do not match most of the text on the document.
- Subtle indications a name has been covered and/or reprinted with a different name.
- Names on training certificates, licenses or transcripts that are not the same as the individual submitting the application.
- Training certificates, licenses or transcripts that do not include a name or other standard information such as grades, credits, etc.
- Fictitious or missing college/university name.
- Missing or seemingly altered seal or watermark on diplomas or transcripts.
- Font type or information on Registry-issued membership certificates that varies from the standardized font/information.
- Misspelled names on training certificates.
- Training certificates containing approval codes that are not Registry-issued (i.e., do not match the format or number sequence).
- Training certificates containing approval codes that do not reference the correct training session.
Any obvious changes to a document post-issuance will result in an immediate rejection of the documentation. Fraud will also be investigated if an external party makes a report or referral to The Nevada Registry.
Staff Expectations Regarding Suspicion of Fraud
All Registry staff are obligated to report any suspicion of fraud. If staff has concerns with the validity and/or integrity of transcripts, formal degrees, training certificates, or any other documentation submitted by an applicant/member, they will share their concerns with the Registry Program Director. Cases of suspected fraud that cannot be clearly determined will be brought to The Nevada Registry Advisory Committee for discussion.
All suspicions of fraud are noted in the member’s file (and any other involved party) in the form of an electronic staff memo. Any corrective action taken will also be documented in the member’s file.
Actions Taken Regarding Suspicion of Fraud
The following course of action will be taken when there is suspicion of fraud:
Non-credit bearing training certificates are accepted in accordance with the policies outlined in the ‘Verification of Non-Credit Based Coursework/Community-Based Training Certificates’ section of this policy manual.
When the validity of a training certificate is in question:
- Registry staff will reach out to the issuing trainer or training organization to verify the validity of the certificate. The training will not be recorded in the individual’s account until it has been verified they attended the in-person/virtual training session and/or completed the online course in question.
- If the trainer/training organization verifies that the certificate is valid, the training will be added to the member’s account. No further action will be taken.
- If the trainer/training organization verifies the certificate is not valid (substantiating the suspected fraud), the individual will be notified via email the certificate cannot be accepted as submitted. Careful attention will be made to avoid accusing the member of intentional fraud given that they may have unknowingly, and therefore, unintentionally, misrepresented the information.
- The substantiated fraud will be noted in the member’s account (and any other involved party) in the form of an electronic staff memo. Any corrective action taken will also be documented in the member’s file.
- Registry staff will notify Child Care Licensing of the substantiated fraud.
When the validity of a digital attendance record is in question (e.g., it is suspected that a trainer has falsified attendance by adding participant names who were not present):
- Registry staff will reach out to the trainer/sponsoring agency that submitted the digital attendance record to verify the validity of the attendance submission. The training will not be recorded in the individual’s account until it has been verified that the certificate is valid, and the individual was in attendance at the in-person/virtual training session.
- The trainer will be asked to provide a copy of the physical sign-in sheet used to enter attendance (for in-person/virtual training sessions) or a copy of the documentation used to verify virtual training attendance. A statement of accuracy will also be requested.
- If it is verified that the individual was present, the training will be added to the member’s account. No further action will be taken.
- If it cannot be verified that the individual was in attendance, the concern will be addressed with the trainer/training organization following the procedures outlined in the Registered Trainer Complaint Procedure.
- Substantiated fraud will be noted in the trainer’s account (and any other involved party) in the form of an electronic staff memo. Any corrective action taken will also be documented in the member’s file.
- Registry staff will notify Child Care Licensing about what has occurred.
When the validity of credit-bearing coursework/degrees is in question:
- The individual will be asked to provide additional information to validate the accuracy or authenticity of the document(s) in question. If fraud is suspected on unofficial transcripts, a request for official sealed transcripts from the college is requested.
- If an individual is unable to produce requested documentation and/or if fraud is substantiated, the fraudulent information will not be accepted/factored into Career Ladder placement. The document will be electronically saved to the member’s file but will not be recorded in the database.
- Registry staff will document the non-acceptance of the documentation in the members’ account in the form of an electronic staff memo. No further action will be taken.
The applicant/member may appeal any determination of fraud by following the established appeal process.