Maastricht University prioritizes diploma security at the highest level

Maastricht University is committed to the highest level of security for diploma issuance. Anja Ronken, the central coordinator across all faculties, shares her experiences with the all-in-one service platform from Royal Joh. Enschedé, which they use for this purpose: “With Diploma Support, we have an optimally secure system for ordering, printing, and transporting our diplomas. I’m sometimes surprised that not all educational institutions are already using such a fully secure approach!”

The driving force behind the diploma process

With nearly 25 years of experience as Central Exam Coordinator, Anja Ronken is a familiar face at Maastricht University (UM). Over the years, UM has grown into one of the world’s leading young universities. Such a solid reputation demands a watertight diploma process, Anja explains:
“By securing our processes properly, we protect not only our diplomas, but also the reputation of our university.”

To ensure this level of security, UM conducted a thorough audit in 2012 aimed at optimizing the security of its procedures. As a result, Anja was given a crucial additional role: coordinating the entire diploma process.
“The university was looking for a connecting link between all faculties. What started as a project to improve safety, create protocols, and implement an online platform soon grew into a permanent responsibility.”

The old way of issuing diplomas: complex and unreliable

While the former diploma process was not completely unsafe, there were many areas for improvement in terms of security and efficiency.

“We used to receive a constant stream of emails for orders, and print proofs were sent back and forth. Faculties often expressed frustration because things frequently went wrong. A small error in a document could mean waiting days for a corrected proof, which delayed the entire process. On top of that, a lot of manual work was needed for checking and verification. These are exactly the kinds of challenges that can be addressed much more effectively with an automated platform.”

The improved diploma process: secure and efficient

During the tender process for a new diploma system, Royal Joh. Enschedé emerged as the clear winner. “They stood out head and shoulders above the rest when it came to security and platform capabilities,” Anja explains. For several years now, Maastricht University has been working successfully with Diploma Support.

“More than 100 users across different faculties each have their own account within the diploma platform and place their orders using a bulk order list from SAP. In this process, all student data is automatically linked to the correct diploma templates. We apply one uniform house style across UM, with all documents incorporating the same security features. Faculties do, however, have the option to add their own logos.”

Smart ordering and secure delivery

Each order goes through a carefully controlled process, during which a digital proof is generated.
All individual documents, including student data and grade lists, are combined into one clear and structured PDF. “This ensures a secure workflow with a reduced risk of errors.”

The ordering process runs continuously, allowing educational institutions to receive their diplomas quickly and securely. Orders placed before noon on Thursday are guaranteed to be delivered by Royal Joh. Enschedé the following Tuesday. “The documents are printed in the highly secure environment of Royal Joh. Enschedé in Haarlem. They are then grouped and packaged per faculty before being shipped via secure transport. The workflow follows the four-eyes principle: the person placing the order is never the same as the one receiving it. Diplomas are delivered only to authorized staff members, who must identify themselves upon receipt.”

All-in-one at Royal Joh. Enschedé

The entire diploma issuance process at Maastricht University is handled by Royal Joh. Enschedé. “From ordering to production and secure delivery.” Over the years, several key functionalities have been added to streamline this process — including the implementation of digital signatures and the delivery of fully assembled diploma folders. Anja explains:

“Until just a few years ago, members of the examination boards had to sign dozens of diplomas each week. It was a time-consuming task, especially for professionals whose time could be spent more efficiently. Moreover, they were not always physically present, which often caused delays in the signing process. Royal Joh. Enschedé proposed using digital signatures instead. A digital signature is much harder to forge than a handwritten one, especially since it includes security features such as microtext. It also saves a great deal of manual effort. Now that the signature is digitally printed, Royal Joh. Enschedé can prepare the entire diploma folder for us. In the past, our staff had to assemble the folder themselves after signing.”

Why security is essential for every educational institution

The extensive security approach sometimes raises questions from other educational institutions. “At trade fairs, colleagues occasionally ask whether it’s really necessary to lock down the process so tightly,” Anja explains. “But in today’s society, you can never go far enough with security. At Maastricht University, we believe we have a responsibility to ensure the most secure processes possible.”

“We want to avoid ending up in the news like a college did some time ago, due to serious irregularities surrounding diploma issuance. That’s why we take every possible security measure. But even then, you can never fully prevent diploma forgery!” “Our Bureau of Examinations receives multiple requests from employers each week to verify diplomas – particularly for graduates from economics and law programs. We issue a diploma along with three certified copies, and some fraudsters attempt to tamper with those copies. That’s why it’s essential to minimize all risks through a secure system. And it’s a good thing that companies are performing double checks.”

Transforming doubts into success

“It’s almost a pity that public tenders are required,” Anja concludes. “We’re extremely satisfied with this system from Royal Joh. Enschedé. All diplomas are ordered, printed, and delivered securely — and the platform is very user-friendly. In the beginning, I had to guide our staff through the transition. Change always raises questions. But now, no one wants to go back! It has made things so much easier. On top of that, we can deliver diplomas to our customers – the students – much faster. Diploma Support truly adds value. It has made our processes both more efficient and more secure!”

Want to know what Diploma Support can do for your institution? Contact us for a demo or consultation.