Reference Checking Best Practices

REFERENCE CHECKING BEST PRACTICES

After interviews have been completed, you can also initiate reference checks with those that the candidate has authorized you to contact. You’re looking not just for things that will rule out a candidate but for things that will help you make trade-offs among candidates, or will help ensure that the person you pick will be positioned to succeed within the organization. Though in some cases you might only conduct a reference check on your clear first choice, in other cases it makes sense to gather references for more than one finalist. Information from the reference check may elevate a finalist to “the” candidate and/or help you think from the start about how to support and develop this person appropriately.

Certainly, the reference check can reveal information that causes you to eliminate someone as a candidate. For example, you may find that the candidate has exaggerated information about employment history or education on his or her resume, or has a history of failing to collaborate effectively with coworkers. Establishing trust with each reference is critical for getting answers that go below the surface. The person giving the reference needs to know that you are interested and invested in making sure this is a good fit for the organization and the individual and are not just looking for “dirt” or a confirmation of what you already know. In order to do so, you need to spend time up front with the reference to introduce yourself and to explain the specific opportunity. Though you’re clearly looking for specific information, you may find that references are more forthcoming when the process feels like a conversation.

Again, if at all possible, avoid questions that elicit a “yes” or “no” response; rather, focus on questions that are open-ended and allow the reference to describe events, accomplishments, and difficulties. Ask for examples and explanations. Listening carefully and drilling down below the surface of initial comments will make a reference truly useful. For example, if someone notes that a candidate was a great manager but didn’t get along well with the CEO, you might ask, “Is that unusual in the organization?”

It is important to listen not just to the overall comments a reference makes, but also to the specific word choices and the tone and enthusiasm with which the reference describes the candidate. If he or she makes a comment that seems unclear, ask a follow-up question. Keep your antennae up for shifts in tone, long pauses, or hesitations that might indicate that you’ve hit a sensitive or troublesome subject. Acknowledge the shift, be willing to follow up, and, most importantly, probe the source. Also keep an ear out for overly enthusiastic references without sufficient depth of examples to back up the praise.

Reference checking has its own set of confidentiality and legal issues. Note that candidates can request a copy of the reference report and any stored information in their files. And of course, EEOC guidelines on discriminatory questions for interviews apply to reference checks as well. Again, it is critical that anyone conducting a reference avoid discriminatory questions and use and report on the information gathered in a legally acceptable manner. A list of questions that would not be lawful to ask references follows.

H U M A N R E S O U R C E S D E PA R T M E N T

550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu If you have any questions or concerns when checking references, please contact your HR Business Partner or recruiting Specialist.

550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu Frequently Asked Questions about Reference Checks Who conducts the reference checks?

Typically, the hiring manager or the supervisor of the position. Alternatively, a human resources Specialist may check references.

How many references should be contacted? At least three (except for student employment who checks at least one)

Who should serve as a reference? The reference should have been in a position to directly observe the candidate and be of a professional nature (previous or current supervisors, coworkers, professors, etc.) and not personal (friends, relatives, etc.). References who have had the most recent contact with the candidate may be better able to provide specific and accurate feedback. Less recent references may not be aware of new skills the candidate may have developed. On the other hand, there may be circumstances where a less recent reference has the best knowledge of the competencies that are most important for the position to be filled. Accordingly, you will need to use judgment and weigh the information references provide appropriately to the situation.

Should I obtain a candidate's consent to check their references? Yes, consent can also be granted via language on the job application. If you wish to contact references that were not listed by the candidate in the application, you must get their written permission before doing so.

What if the candidate asked not to contact their current supervisor? This is a common request. One option is to ask if their current supervisor can be contacted once a tentative offer has been extended. If a candidate has asked their current supervisor not be contacted, ask the candidate to provide alternative references. How shall I contact references?

The best way to contact a reference is usually by phone. When contacting the reference, briefly tell the reference who you are and why you are calling. Provide a brief overview of the position being filled and an estimate of how long the call will take. It may be helpful to let the reference know the candidate has given permission to have his or her references checked. To ease into the conversation, begin with basic questions (e.g., reference’s relation to the candidate, candidate’s title and dates of employment), then move on to more in-depth questions. What if the reference refuses to provide any information?

Some agency (or company) policies do not allow the release of a previous employee’s information. At a minimum, most will provide start and end dates and position titles. If you are not able to get the information you are seeking, you can ask the candidate to provide another reference.

Can I call references provided by the candidate’s references?

550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu A reference provided by the candidate may, in turn, refer you to other individuals who can provide additional information. Asking the candidate for consent to contact the new references demonstrates consideration for the candidate. What do I do with the information gathered from a reference check?

Type the information into the Reference Check form and attach the documents in the Documents section of Cornerstone, or provide to HR to attach them.

550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu Do not ask about or discuss…

Personal information that identifies marital Religion status, age, childbearing, etc.:  What is his/her religious background?  Is she a Ms., Mrs., or Miss?  Did his/her religion prevent him/her from  What is her maiden name? working weekends?  Is he/she single, married, divorced?  What church does he/she attend?  Does he/she have children?  What religious holidays did he/she observe?  How old are his/her children?  How old is he/she?  What does his/her spouse do for a living?

Personal attributes related to ethnicity, national Other types of questions to avoid: Note: There origin, or ability: are other types of illegal and inappropriate  What is his/her ancestry, racial background, or questions where it is important to consider what ethnicity bias might come out.  What is his/her native language?  How did he/she pay for his/her education?  Can he/she speak, read, or write a foreign language (unless it’s related to the job duties)?  Does he/she have any physical disabilities or handicaps?  Has he/she ever received workers’ compensation benefits?  Was he/she ever out on Family Medical Leave?

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550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu