OWA Learner Identity Verification Form

This page outlines OWA’s learner identity verification process to ensure that CEUs are awarded only to the individual who registered for and completed the course. It also explains how your data will be handled. At the end, you will be asked to confirm your participation and consent to provide identification for verification purposes.
Our process:

Step 1 – ID Submission

Following course completion, learners requesting CEUs are instructed to submit a government- or employer-issued photo ID using OWA’s secure learner upload portal or encrypted electronic submission method.

To comply with European privacy requirements:

  • Learners are informed of the purpose of ID collection (identity verification for CEU issuance) in-course and in post-course emails when instructing how to receive CEUs after successful course attendance and summative assessment requirements.
  • Only the minimum necessary information is reviewed (name and photo).
  • ID copies are not retained longer than necessary for verification.
  • Files are stored on secure systems with restricted access limited to the AOWA Education Department.
  • ID files are deleted or securely destroyed after verification is completed and documented.

Step 2 – Registration Match

The OWA Education Department compares:

  • The name on the ID
  • The learner registration record in the Master Attendance Sheet

Step 3 – Attendance Verification

For Online Courses: 
The assigned staff member reviews the Microsoft Teams recording automatically generated during the session and compares the participant’s video image and display name to the submitted ID and registration information.

For In-Person Courses: 
The assigned staff member reviews course photographs taken by the moderator and compares the image to the submitted ID and registration information.

Step 4 – Documentation

Upon successful verification, the Education Department records completion of identity verification in our records to officially confirm CEU eligibility.

Step 5 – Secondary Verification (if required)

If video visibility was limited, images are unclear, or discrepancies exist, the OWA Education Department conducts a live verification via secure video call. During this session, the learner presents their ID in real time to confirm identity.

Verification results are documented before CEUs are issued in the same manner as shown in Step 4.

Data Protection and Retention

OWA adheres to applicable data protection laws, including GDPR where applicable, by:

Scroll to Top