REFERENCE CHECKS

Responding to reference checks can be a tricky business in today’s liableness climate.  The constant fear of lawsuits keeps some organizations from responding at all. Some organizations have a “refuse to talk” policy, others respond only when a written request is received, while others have developed a waiver that gives permission for information to be shared. 

"No talk" policies create unsatisfactory results for potential employees AND potential employers. A former employee that is seeking new employment may have a decreased chance in advancing his/her career if their former employer is unwilling to talk, while at the same time a potential employer has difficulty getting a complete picture of a potential employee’s hiring aptitude. Written requests leave many unanswered questions, but are better than nothing if all else fails. Signed waivers have proven to be the answer to the reference checking nightmare.

While completing a job application and providing a resume implies that a prospective employee waives his or her right to privacy, getting a signed waiver that gives permission to accomplish a thorough reference check is the current trend in the industry. However, a signed waiver does not give a potential employer the right to be irresponsible when verifying information nor does it allow for a former employer to be dishonest. Although a signed waiver may relieve an organization from being accused of invading a potential employee’s privacy, it does not protect the former or potential employer against a negligent hiring or referral. The waiver may be signed at the time an application is submitted. The waiver should have a place for the potential employee’s name, date and signature along with the names of the organization(s) that have been granted permission to share employment information. It may state the following:

 I hereby authorize (organization’s name) and/or its agents to conduct
an investigation of my application for employment as considered
necessary. I authorize and request any and all former employers and
references to furnish information concerning my past job performance
and work, salary, criminal and educational histories. I release from any
liability the above named individuals furnishing such information. I
recognize a photocopy of this authorization as a valid request. I understand
that any false statements on my application are grounds for dismissal
or withdrawal of any offer of employment.
 

Typically, an organization’s HR department would be willing to provide the dates of employment, job title, and may verify an ending salary figure if the person requesting the verification has a stated figure. However, checking references is more than verifying a few dates and titles. It has far more to do with assessing the qualifications and “fit” of a potential employee.

To insure that the reference checking process has the highest degree of success, be sure to do the following:

1. Check at least three references to look for response patterns.
2. References should only be checked from a period of the last five-seven years of employment.
3. Verify all licenses, degrees, and signatures.
4. Seek references from a potential employee’s supervisor, followed by peers and subordinates.
5. Avoid personal references as they do not normally speak to a potential employee’s job performance.
6. It is better to check references by telephone so that clarification and feedback may be instantly obtained.
7. NEVER – ask questions regarding age, race, sex, religion*, marital status or national origin. (*In organizations where ecclesiastical matters are at the heart of your mission, religious questions that determine a potential employee’s ability to support your mission and goals are acceptable.)

It is important for the person gathering the reference check information to listen for underlying messages, just like it is important to watch for body language clues when conducting an “in person” interview. Sometimes the way a response is given provides an implication that may speak volumes. Also, hesitation and/or the inability to provide a response may be a crucial statement. Here are some sample open ended questions that should provide vital information during the hiring process:

A Baker’s Dozen:  Questions to ask when Verifying References

1. What were the responsibilities of the position the candidate had while working at your company/organization?

(Prior to asking the next question, provide a brief list of job responsibilities that you feel are necessary for job performance for which the candidate is being considered.)

2. Do you think the candidate is qualified for these responsibilities?  Why or why not?

(If the candidate will be responsible for the management of others, then ask…)

3. How would you describe the candidate’s management style?

(If you have specific job performance questions like work quality, or ability to handle pressure, etc., then ask…)

4. How did the candidate perform with regard to (__________________)?

5. Is this candidate a team player or does he/she excel by working alone?

6. What was the candidate’s attendance record? Was the candidate on time and dependable?

7. Did you evaluate the candidate’s performance? What areas were listed as “needs improvement” on the candidate’s performance reviews?

8. What are the candidate’s three strongest qualities and/or accomplishments?

9. Was the candidate promoted while working at your company/organization?

10. What was the candidate’s reason for leaving your employment?

11. Would you rehire this candidate if the opportunity arose?

12. What was the candidate’s starting and ending salary with your company/organization?

13. Is there anything else that I haven’t already asked you about that you would like to share with me at this time?