Reference Checking

Reference checking is an essential part of the selection process.  References provide valuable information about a candidate’s performance, helps you rank candidates, and assists in making your final decision.  After completing all interviews, and prior to making a hiring decision and commitment, check the references of the final candidate(s).  The following guidelines are offered to assist you in this process:

• You should state during the interview with a job applicant that references will be checked.  Do not only rely on letters of reference or personal references provided by the applicant
• A telephone reference check takes less time than a written reference check and usually more information is gained.  Forms may not uncover negative information and employers may hesitate to put into writing what they may say in a conversation
• The hiring supervisor is usually the best one to make the call because he/she is most familiar with the information obtained from the candidate and the responsibilities of the job.  Supervisors should be prepared with a written list of job-related questions and be consistent in the questions asked.  Questions concerning race, religion, national origin, ancestry, sex, sexual orientation, marital status, age, or disability cannot be asked
• When calling a candidate’s reference, identify yourself and tell the reference about the position for which the candidate is being considered
• To gain as much information as possible let the reference speak without interrupting.  If the reference pauses in the conversation, it may mean he/she has other information they are hesitant to share.  Get them to talk about everything that would be helpful, but only ask for information that will be used in the hiring decision.
• Ask only job-related questions and document all answers.  Avoid questions that can be answered “yes” or  “no.”  Ask for specific information – “Tell me about this person’s attendance and punctuality."
• If the reference is reluctant to provide information, ask if he/she will verify the information read from the candidate’s resume or employment application.
• One of the most important questions to get answered is if there is any reason the organization would not rehire the individual
• Check multiple references whenever possible

Your HR Consultant can assist your unit in facilitating a search for a new employee including guiding you in the reference checking process.

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Last Updated: 12/10/2008