Office of Human Resources - HR Advisor

Reference Checking Guidelines

• HR ADVISOR HOME QUESTIONS? TEMPE/POLYTECHNIC HR Partners Consultant WEST Audrey Dumouchel-Jones 602.543.8406 Allison Walas Staffing/Recruiting 602.543.8409

  POLICIES SPP 201-01: Recruitment/Employment SPP 1104: Job References

  All questions should be job related. It is illegal to ask references questions that you cannot legally ask applicants.
  
  
• Do not contact references, other than those provided by applicants, without the applicants' permission. Departments may contact applicants to obtain their permission to contact additional references. If applicant is a current ASU employee, please inform them that their current unit will be notified if they become a finalist for the position. In addition, hiring officials are strongly encouraged to contact the current supervisor of an applicant who is a current ASU employee for a reference prior to an offer of employment.
  
  
• Departments must be consistent in the number and method of checking references. If phone calls are made, they must be made to the same number of references for all applicants whose references are being checked. When references are checked by phone, it is desirable to have more than one person listening to the conversation. When letters are requested, the same number of letters (at a minimum) must be received for those applicants from whom reference letters have been requested.
  
  
• References should be asked the same basic set of questions, unless letters of reference are requested. It is often beneficial to ask referees to respond to specific questions via letters of reference.
  
  
• Search committees and/or hiring authorities must be consistent in the treatment of applicants when unsolicited reference information (i.e. person providing the information is not on the applicant's reference list) is available either through direct knowledge or through the provision of the information by another individual. For example, if search committee members have direct knowledge of applicants or receive unsolicited information, all members must either share this information for all applicants known or not share any information about any applicant.

Reference Checking Do's and Don'ts

•  Don't leave a callback if the person you are trying to reach is not available. You may receive the return call when you are unable to discuss the candidate.

•  Identify yourself immediately, explain your position with ASU and tell the person why you are calling about the candidate.

•  Assure your contact that any discussions you have will be held in confidence.

•  Ask whether he or she is free to respond to reference questions at this time.

•  Offer to have the person call you back if you sense that the person doubts the legitimacy of your call. If the call is long distance, offer to have the person call you back collect.

•  Try to establish rapport with the person you are calling. Many times a freer exchange of information comes about when the individual you are calling identifies with your organization, and/or your position

•  Tell the person about the position for which the candidate is being considered. A better evaluation can be determined if made in a relation to a specific job. The job must be explained completely enough to have meaning.

•  Ask a general question such as, “How do you think the candidate's qualifications fit our vacancy?” After the person responds, lead in with more specific questions, such as:

•  What was the nature of the candidate's work with you?

•  What are the candidate's strengths? Weaknesses?

•  How did the candidate get along with peers/supervisors?

•  Did you consider the candidate to be reliable?

•  Did the candidate meet commitments?

•  Why did the candidate leave your employment? (if appropriate)

•  Would you re-employ the candidate?

•  Is there anything else you would like to tell me about the candidate?

•  Let the person talk freely in answering for as long as he or she wishes without interruption. Often a question from you at the wrong time will shut off further information.

•  Follow up and probe when you feel the reference is reluctant to discuss certain factors. Many times a further explanation of why you are “asking” will elicit the information you want. After all, you are doing the candidate a favor by checking.

•  Be alert for obvious pauses in answering when you ask questions; often these are a sign that further questions may bring additional information you might not otherwise have received.

•  Don't be concerned about how long the conversation might take. A few dollars for a long-distance phone call might save considerable expense in making the wrong hire.

•  Don't hang up until you are sure that you know the opinion of the person called. Frequently, you will receive ambiguous answers. The person called may provide very little useful information. One technique that often works is to summarize the conversation by making either of the following statements: “I take it that you don't recommend the candidate for the position?” or “I take it that you highly recommend the candidate for the position?” Sometimes one or the other of these summary statements evokes the responses you need.

•  Glance at your list of questions to be sure you have covered everything.

•  Always end the call by asking the person, “Would you re-employ the candidate?” Often this question brings forth information that you were unable to get through other questions.

•  Be sure to thank your contact for his or her help.

•  Be sure to ask the same questions of all references for applicants for a job.