Reference checks are a last opportunity to verify information the candidate has provided, validate their personal suitability and explore any areas of concern.
Important
Checking employment references may not only be helpful in making successful hiring decisions, but in some instances, may also help protect an employer from attracting liability. For example, if the nature of the job is such that an employee could potentially cause harm to third parties and where the employer asks for references, the employer may face liability if the references go unchecked and damages are suffered as a result. Arguably, regardless of whether the employer asks for references, if the job could potentially result in the employee causing harm to the public or to other workers, the employer should be satisfied that the employee’s background and qualifications are suitable for the position.
How do I Conduct Reference Checks?
Following are some suggestions on how to maximize the benefits of reference checking.
- Make the effort. No matter how great a candidate seems, follow up with references.
- Confirm with the candidate in advance that you will be contacting their references. Enquire if there is anyone that they do not want you to talk to, such as their current employer.
- It is beneficial to obtain signed authorization from the candidate prior to contacting references. Some employers may not release reference information without written authorization and some will be more forthcoming with information if given proof of authorization. A sample Reference Checking Authorization Form is provided under Tools and Resources at the end of this section.
- It’s advisable to contact at least three employment references with at least two being past managers or supervisors.
- Whenever possible, complete reference checks before the final hiring decision is made. To reduce possibility of personal biases, complete the reference checks prior to making the final decision. When appropriate it can be helpful to complete references on the top two or three candidates and use the information obtained from references as part of the decision making process.
- If necessary, the job offer can be made conditional to the completion of satisfactory reference checks. For instance, in situations where the candidate does not authorize a reference with their current employer or references cannot be completed in a timely manner the references should still be completed following the offer. Clearly state verbally and in the offer letter that the offer is contingent upon satisfactory reference checks.
- Prepare a list of questions for references. Ask about information on the candidate’s resume and about topics discussed during the interview. Ask for insights into the candidate’s character, examples of good work they have done and areas that need development. A sample Reference Checking Guide is provided under Tools and Resources at the end of this section.
- If you keep the conversation casual but professional, you are likely to get more information.
- Work around “no reference” policies. Many companies have policies against providing references. They will usually confirm that the person worked there, the dates they worked and the job title. Many companies will not provide information on salaries or reason the person left. You may be able to ask them to verify information you provide. For example, you could say “Sally says she made $45,000 a year plus a 10% bonus. Do your records reflect that?”
- Record the reference’s responses. Remember that any notes that you take when talking to a reference must comply with human rights legislation. Under PIPA the candidates may have the right to see what references have said about them so keep accurate notes.
- At the beginning of your conversation, explain to the reference the importance of the position you are hiring for and tell them you appreciate their honesty. At the end, thank them for the time they have spent talking to you and for their help.
- Verify reference letters and other documents provided by the applicant. Contact the source of the letters and documents to confirm authenticity.
Tools and Resources
Reference Checking Authorization Form
Sample Reference Checking Guide
Note: This has been created as a Word Form which enables auto completion by tabbing to the required fields. To turn on the form feature display the Forms Toolbar under View, Toolbars select Forms. On the Forms Toolbar click on Protect Form (the padlock symbol) to unlock (which allows you to edit document) and lock (which allows completion only in shaded fields).
Outsourcing Reference Checks
There are various companies that will complete background and reference checks for a fee. Listed below are several such companies. Keep in mind that you’ll want do your own research on these and other companies to find one that is right for your funeral home.
