1. Checking References 2. Internal Candidates FAQ
	Filling a Vacancy
Reference Checks

Frequently Asked Questions (FAQ)

45. How many references should I check?
    
    
    • More than one. If you get inconsistent answers from the first two, you may want to check more than you ordinarily would.
      
      
46. What if you encounter resistance?
    
    
    • Some organizations have a policy of not releasing information, but you should know that a new law in California protects reference checks unless they are untrue, without a valid basis, or given with malice.
    • Try another approach. Ask for advice on how best to manage the person to bring out her/his abilities. If you’re not getting answers to standard questions, try painting a picture of your work culture and its unique pressures, so that the supervisor can give a realistic evaluation. For example: “We’re a high volume customer service office. The phones don’t stop ringing, the paperwork is endless, and we’re considering Ms. Smith for a position in our unit dealing with our most demanding customers. Is that an environment in which she would excel?”
    • Sometimes references are uneasy about determining someone else’s fate. Try to downplay their role, e.g. “I want you to know that I’m not burdening you with the responsibility of judging this person’s past. We’re just at the evaluation stage right now. There are several candidates in contention for the job, and we’re just trying to determine who would fit into the unit best.”
    • Sometimes giving the reference a structure for responding, e.g. “Some people constantly look for new ways to reinvent their jobs and assume responsibilities beyond the basic job description. Others adhere strictly to their job duties and ‘don’t do windows,’ so to speak. Can you tell me where Ms. Smith fits on that continuum?”
      
      
47. What if a reference won’t give any real information?
    
    
    • If a reference refuses to cooperate, put it in perspective. If other employers are giving rave reviews and one supervisor refuses to provide information under any circumstances, the silence shouldn’t necessarily disqualify an applicant. But if a string of past supervisors are “taking the 5th” and refusing to share information, this should raise a red flag.
    • If you cannot get good reference checks on an applicant, you may also (1) inform the applicant that you have been unsuccessful and will not be able to consider their application further, (2) ask the applicant to encourage the reference to talk, and/or (3) suggest that the applicant sign a release to permit references to speak to you.
      
      
48. What if a reference check reveals negative information?
    
    
    • You may choose to inform the applicant that you have gotten negative information and give them a chance to refute it, although this is not required. Be cautious about relying on information of which the reference has no personal knowledge and which may be no more than unsubstantiated rumor.
      
      
49. Can I use negative information that a reference check has given me in confidence?
    
    
    • The only way to keep information completely confidential is not to record it, and then it can be problematic to use in making a hiring decision. You have an obligation to try to verify the information, if you can. If you are unable to verify the information, you should contact Staff Human Resources for advice.

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