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Informal Discussion and Applicant Feedback, Appendix 1 - Structured Reference Checking Form Template, Appendix 2 - Tips for the Reference Checker, Appendix 3 - Sample Instructions for Applicants on Selecting and Preparing Referees, Appendix 4 - Sample Instructions for the Referee, Human Resources Professionals Association (, The Society for Human Resource Management (, The Society for Industrial and Organizational Psychology (, The National Association of Professional Background Screeners (. We encourage hiring organizations to fully utilize this Guide as they continue to build a public service that is merit-based, non-partisan and strives for excellence. 1. "Hello, my name is _________________and I am calling to conduct a structured reference check on_____________, who is being considered for the position of _______________. When assigning competency ratings using a rating scale, the assessor should compare the referee's description of the applicant's behaviour with the behavioural indicators provided. state that there may be some silent periods, but not to worry, as you are trying to write verbatim notes and are still attentive. If references are being checked for more than one applicant, make sure the same questions are asked about each one. There are several questions a manager should not answer: Predict whether your former employee will be successful in the position for which they are being considered. Copyright 2023 Veremark. 5 Ways You Can Overcome a Bad Reference Professionally You may elicit from referees pertinent information about the job candidates suitability for the position. As a manager yourself, you probably rely on references to give you the inside scoop on candidates, and if you've been hiring for long, you've probably received information from references that helped you make better hiring decisions. Patents No. Assessors must be aware that their personal beliefs and perceptions of what is needed for the job may impact their evaluation of applicants. Clearly document who is asking . To ensure objectivity of information provided by clients, colleagues or subordinates, it is important to keep the conversation focused on the behavioural indicators associated with the competency being assessed. Rather, the legal framework for reference letters is the age-old common law of defamation. LinkedIn provides a great list of questions to ask when . Employers are allowed to give a bad reference in Canada. Human Resource Selection. Perhaps the former employee was ill-suited to the position he held at your company. Questions about developmental needs. If the evidence is of greater quality and depth than what is described in the behavioural indicators, a rating of "4" or "5" may be given. Gatewood, R.D, & Field, H.S. Reference checkers should also limit their inquiries to job-related information. Alternatively, the appointment process may require an expanded rating scale to make meaningful distinctions among applicants. Consider the following steps to encourage their participation and enhance the quality and breadth of the information obtained: Once the discussion is initiated, ask the preliminary and verification questions included in the Reference Checking Form. Why did the employee leave the position in which he or she reported to you? So, rest assured, you can and should conduct reference checks with Hire Performance. At times, an assessor's own personal biases and preconceptions of a good employee can influence the evaluation. You may also want to take a brief moment to review the reference check notes for unclear or insufficiently-detailed comments and, if necessary, ask the referee to clarify and/or elaborate on the information provided. Fatigue. For example, if it were to say an employee was guilty of theft, it had better be sure the employee committed the theft. Document the information that was gathered from your reference checks, including those reference check requests for which you obtained no information. So, what happens when this check comes back negative? Ultimately, the available resources and the purpose of the reference check will determine its placement in the overall appointment process. The law is clear: references must be factual. An employer can give a "bad" reference as long as the feedback is true and given in good faith. References are an essential part of the hiring process - one that often confirms you've got the right candidate for the job. With that caution, you may obtain from referees information to assess the candidates qualifications to perform the position you are filling. References continue to be of value to employers and employees alike and as such, a policy which encourages honesty while taking into account human rights and privacy concerns can be worthwhile. Recent immediate supervisors. You may obtain information on the applicant's overall suitability for the target position by simply asking whether the referee would "appoint this person now as a _______". Employers have classic defences to defamation at their disposal and because of that, it is important to appreciate that defamation is very difficult to successfully prove. Applicants may request feedback from a hiring manager on their performance on a structured reference check. Comparing information across individual reference checks and with other assessments can confirm information provided by individual referees or from other tools and can reveal patterns of behaviour that would be missed, were each reference check to be assessed in isolation. Canada: Employer Liability When Providing Employee References - Mondaq Contact additional referees if you are in doubt about an applicant's qualifications. She has decades of experience writing about human resources. Thus, employers should take time to consider whether they truly want to send a bad reference. If you have any questions about the Assessment Policy, please consult the Public Service Commission's (PSC) Website. You might have a candidate who looks like the perfect match until their former manager or coworker raises some impossible-to-ignore red flags. 1. It is particularly helpful to ask: "Can you tell me more about that? Whenever possible, give your former employees a breakwhen you can do so with a good conscience. Inform the referee that the reference check data are protected; however, the information obtained is not confidential, in that an applicant may see their reference check report if they request to do so. If, once you have stated the importance of the reference check, the referee continues to object, it is best not to insist further and simply make note of this fact in the file, while thanking the referee for their time. Referees may be reluctant to provide information about a former employee. Bad references are defamatory by nature. Intrinsic evidence is the wording of the document itself. Reference letters are helpful, but limited. Reference checks can reveal good insight and details about a candidate that other background checks don't providedetails like how they work and communicate with others, professional relationships, job-related skills, and more. What should the Reference Checking Form include? You may still receive calls from reference checkers who go. Casual conversation can be particularly dangerous as it can easily stray into prohibited topics. This Guide is intended for anyone involved in developing, implementing or evaluating structured reference checks in the federal public service. These recommendations will help you respond reasonably to reference checking requests while protecting the legitimate interests of your company and your current employees. This eliminates the need to collect, store and manage paper documents and information making the process faster, more efficient and ensures complete safety of candidate data and documents. If negative information is uncovered, consider its source and verify its accuracy with other sources of information before using it to make a decision about the applicant. If you want to measure his influencing skills, talk to peers. You may choose to modify this requirement in certain cases, such as when an applicant has not been in the workforce recently or at all. Below is an example of a combined (verbal and numerical) rating scale that can be used: "Given the information gathered, how did the applicant perform on this competency?". If a human resources manager is the author, the letter may be a product of the settlement of a wrongful dismissal action initiated by the employee. Even if the position sounds similar, you can't predict the coworkers, the employer's culture, their relationship with customers, or the myriad of factors that help an employee succeedor not. It is defamatory to say someone lacked work ethic or did not meet the requirements of the job just like it is defamatory to say someone was guilty of sexual harassment at work. Write the reference as if a judge might read it. For example, if you've been dismissed or received a disciplinary, an . Misconceptions. Secondly, check to ensure that the former employee's signature, authorizing the reference check is on the paperwork sent by the requesting company. One of my staff, A, was turned down for my job and is still salty about it. As with any step in the recruitment and selection process, it is important to treat all applicants equitably. What are the benefits of a background check? Whenever possible, avoid assigning reference checking to less experienced employees. In this role, you may need to: As a prelude to the interview, remind the referee that "since the information that you provide will help to determine the applicant's fit for the target position, we would appreciate your candor in responding to the questions." You spend hours of time preparing your resume and cover letter, posting to job boards, going on interviews without the results you expect. The information obtain in the reference check should only be used for the purpose of evaluating the candidates suitability. The informal discussion is an opportunity for applicants to discuss the decision to eliminate them. These areas include questions related to: hobbies, social activities, political beliefs, residence, medical status, and any past legal actions including workers' compensation claims and safety complaints. Clients and co-workers. Maintain a non-defensive and non-confrontational manner throughout the discussion. might be asked. Read more about our fast and easy automated reference checks, To find out more about Crosschq, and how to avoid bad hires, request a free custom demo, Reduce time to Hiring Intelligence maturity by 84%. This tendency involves the use of only the middle points on the rating scale, while avoiding the extreme points. Assessors need to be aware that they might have a different understanding of the requirements of the job and the qualifications assessed, but also that they need to be fair in assessing applicants. Of course, depending on the information gathered, it may be possible that additional probing questions may be required in some situations and not in others. Rather than relying solely on the "safe" references that most applicants provide, ask for the names of additional references. 6 Tips For Performing An Employment Reference Check. What to Do When a Bad Employee Asks for a Reference Inform the referee that the applicant has authorized the reference checking process. Take detailed notes. You never know all of the details and reasons why an employee fails or moves on. If you would not ask an applicant the question in your own job application and interview process, then do not ask it in the course of checking a reference. The following is a list of common assessment errors with suggestions on how to minimize these errors. How would the applicant's developmental areas affect their performance in the target position? If an applicant requests feedback on their performance on a structured reference check, they are entitled to this information. Which qualifications should be assessed by the reference check? Without the former employee's signature granting permission, you should not provide any information about the employee. In routine reference checks, employers in states with these statutes can rely on the state statute for protection from litigation in disclosing the reasons for an employee's separation from employment, his or her employment history, and job performance. First and foremost, whenever possible, warn the employee in advance that you won't be able to provide a positive reference. ", or, if the referee responds with a generalization or evaluation, "Can you give me a specific example?". Included in the Guide are six main sections covering the nature of the structured reference check and guidelines for each step in the process, from preparation and planning through to evaluation and applicant feedback. Harcourt College Publishers. 5 Ways to Check References to Avoid Toxic Employees - TLNT It keeps the new hire on alert. This process will allow for a global assessment of the applicant's qualifications. The law is clear: If an employer wants to communicate negative comments about a past or present employee, it is free to do so. Then, contact the person responsible for the appointment so that you may discuss alternatives such as obtaining another name from the applicant. An employer cannot consider factors which are protected by human rights legislation such as age, race, sex, family status and disability, among others, when making a hiring decision. Keep all information with a central source. He or she left our organization because of personal reasons that were important to them. Who signs the written reference speaks volume. (Despite some managers' concerns about defamation cases, it is legal in the U.S. to give negative references as long as they're truthful--but that means you should stick to being objective and factual.). The PSC Assessment Policy requires deputy heads and their delegates to ensure that "the assessment is designed and implemented without bias, political influence or personal favoritism and does not create systemic barriers." Ensure that reference check information is weighted in the same way for all applicants. Similarly, employee ratings of people management (e.g., delegation and performance feedback) and management ratings of financial management may be particularly informative. Gain key insights into a candidate, understand and manage hiring risks. I'd rather tell you now than not have you realize that you shouldn't send reference checkers to me.".

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