Starting university used to mean more than just clicking a button. It began with a folder. A thick ring binder, packed with photocopies, printed forms, passport-sized photos, and sticky notes saying “leave at the secretary’s office”.

The queues and the folder were part of the ritual: first to hand in documents, then to get them stamped, and if you were missing a signature, a payment receipt or your ID card, you had to come back the next day.

It was the era of blue BIC pens, wet stamps, the fax machine that “sometimes does not go through,” and the “please wait there a moment” that could extend to half an hour. Bureaucracy with a certain charm, like memories covered in dust, but far from efficient.

Today, the process of identity verification can take on a new form. Instead of a physical folder, it can become an app or a web gateway. Digital forms can replace long queues, and the traditional stamp can be substituted with a simple biometric matching process. With a fast and well-designed system, identity verification at universities can transform from a hurdle into the first step toward a more pleasant university experience.

Why is the enrollment process still so complicated?

At this stage, when almost everything can be done from a mobile device, it is confusing that university enrolment remains a maze of paperwork. For many students, it is one of the most stressful parts of the academic year, not due to a lack of will but because of how the process is set up.

Although many universities have digitalised certain academic procedures, enrolment remains tied to in-person, repetitive, and inefficient practices: you have to show up with physical documents, queue, repeat information already submitted, and go through an in-person identity verification that consists of looking at a civil servant in the eyes.

For students, this is not just slow. It is frustrating, costly, and, in many cases, exclusionary. For officers, it means manually reviewing piles of data, handling avoidable errors, and bearing an unnecessary workload.

From the student’s perspective, problems are particularly acute when:

• They live far from campus and must travel just to hand in a document. This can involve hours of travel, extra costs and energy that could be better spent elsewhere.
• They have to juggle studies with work, and office hours are so inflexible that arranging an appointment becomes nearly impossible.
• The information is not clear. Sometimes, the only reliable information is given at the registration window, and coming back another day is not always an option.
• Their process is denied due to a minor detail.

In this context, forcing in-person attendance as the only way to validate student identity or formalise enrolment is not an added security measure; it is a barrier. And worst of all, it disproportionately affects those with fewer resources: people who travel far, who work, who have limited means, or who lack experience with bureaucratic processes.

Digital identity verification: the new university standard

In an increasingly hybrid education ecosystem, where in-person classes, online teaching, and international programmes coexist, digital identity verification has become a key component.

Its role is simple: ensure that whoever accesses a system or service is truly who they claim to be. But its impact is deep, enabling immediate, secure, and remote access.

When implemented sensibly, these technologies allow identity to be verified at the same level or even greater, as guaranteed by face-to-face methods. It is not about replacing people with machines but about simplifying processes and saving time and effort.

Furthermore, digital verification reduces administrative errors and provides metrics that help optimise registration services.

Most importantly, it creates a smoother student experience. A straightforward sign-up process from any place and device makes the difference between feeling welcomed or frustrated before the term even begins.

For universities, it is also a strategic opportunity. Automating identity verification not only eases internal workloads but also enables services to scale without losing control or security.

Compared to in-person models that exclude or slow things down, digital verification becomes an inclusive, secure, and user-respectful gateway. A step forward towards a more open, modern, and people-focused university.

The experience of the University of Murcia (UMU)

The University of Murcia has been a pioneer in Spain by implementing a digital onboarding system that upholds regulations, security, and user experience.

This change was no accident. It was a response to two specific challenges:

• The need to ensure student access during the pandemic, when in-person processes were unfeasible.
• The growth of remote study formats and groups interacting with the university sporadically (international students, language course participants, etc.).

The university chose to integrate a solution into its electronic headquarters, which includes:

• Validation of national and international identity documents.
• Automatic identity verification through facial biometrics and liveness detection.
• Manual review in case of incidents.
• Full compliance with the National Security Framework (ENS).

It also supported this transition with an internal regulatory update that recognises this form of identification as equivalent to in-person verification. If you would like to learn more, you can check out our success story on UMU.

What to consider before implementing identity verification systems in universities

Consent and freedom of choice

Biometric use in higher education must rely on explicit user consent. Clearly explain the process, offer a reasonable non-biometric alternative (such as a digital certificate or physical presence), and ensure no one is excluded.

Proportionality and technological suitability

Not all tools are made equal. What matters is choosing the technology best suited to the specific goal. If the challenge is verifying that the enrolling student is who they claim to be, a 1:1 verification or video identification solution is fair and proportional.

Impact assessment as a tool

The GDPR requires a Data Protection Impact Assessment for biometric data processing. Far from being an obstacle, this assessment serves to demonstrate that the system is safe, justified, and well thought-out.

A well-prepared assessment allows you to:

• Show that biometrics provide more security than traditional methods.
• Document risk mitigation measures (encryption, RBR, etc.).
• Anticipate incidents and plan clear responses.

Regulatory compliance

• The GDPR requires biometric data to be used based on explicit consent or a legal provision. In universities, consent is the most viable and effective route.
• Law 6/2020 recognises video identification as equivalent to in-person presence in many administrative contexts, opening the door to its safe use in education.
• The European AI Act classifies voluntary, one-off 1:1 biometric verification systems as low-risk, provided users’ rights are respected, and human oversight is available when needed.
• Public universities must comply with the National Security Framework (ENS). If sensitive data is processed, the solution must be certified at a high level, such as MobbScan, Mobbeel’s digital registration solution.

User experience

These systems cannot focus only on security. There must be a balance between usability and security. It has to work for everyone without requiring complex instructions.

That means a real user-centric design, with:

• Intuitive, step-by-step processes without complex menus or excessive technical language.
• Clear, real-time feedback: if something goes wrong, users must know what to do and how to fix it without frustration.

Good UX design is not just aesthetic. It determines if a system is used or abandoned.

And what about privacy?

Biometric verification can absolutely coexist with privacy. In fact, it can strengthen it.

The key lies in three principles:

• Minimisation: only essential data is collected.
• Voluntariness: users must be able to choose freely, without pressure.
• Transparency: explain what is done with the data and how it is protected.

Some solutions enable secure and respectful handling of biometric data:

• It is impossible to reconstruct a face from the data collected, as no images are stored, only irreversible mathematical patterns.
• These patterns are encrypted and not shared with other systems, preventing any use beyond the specific process for which they were generated.

Beyond enrolment: real uses across university life

Implementing a digital identity verification system for enrolment significantly simplifies management for the entire university community and lays the foundation for broader applications.

Here are some examples of where this system could be applied:

For students:

• Exam registration (especially online formats).
• Online submission of final projects, master’s theses or PhDs, with authorship verification.
• Access to digital libraries, academic databases, and repositories.
• Electronic voting (student unions, etc.).
• Requesting official certificates without needing to travel.
• Recovering lost accounts and credentials via simple videoidentification.
• Registering with internship and employment platforms requiring verified identity for company agreements.
• Automated update of expired identity documents via OCR.
• Voice biometrics authentication in university call centres to identify students before sharing sensitive information.

For officers and academic staff:

• Biometric access to internal systems or sensitive environments (academic management).
• Quick identification at board meetings or evaluation panels.
• Access to teaching, research, or grant management platforms with enhanced verification.

These alternatives are not exclusive or mandatory; they provide individuals the freedom to choose options that best suit their needs or abilities.

Contact us for a biometric solution that modernises university identity management.

Whitepaper

Digital identity in the University of Murcia

The beginning of any relationship between a university and its users whether students, staff, or collaborators requires precise and secure verification to ensure data protection and the integrity of its systems.