[REFERENCE CHECK POLICY

Transcription

1 [REFERENCE CHECK POLICY Introduction: How to Use This Template A clear and comprehensive reference check policy is an important part of an objective and legally defensible selection process. This template provides a structured approach to developing a reference check policy and includes reference procedures for: External job candidates Internal job candidates Current or former employees Use this template to craft a policy that fits your needs. Policy Title Policy Owner Policy Approver(s) Related Policies Related Procedures Storage Location Effective Date Next Review Date Reference Check Policy Human Resources Vice President of Human Resources Name other related enterprise policies both within or external to this policy. Name other related enterprise procedures both within or external to this policy. Describe physical or digital location of copies of this policy. List the date that this policy went into effect. List the date that this policy must undergo review and update.

2 Purpose [Organization name] is committed to hiring the very best talent. As part of that commitment, [organization name] will conduct reference checks to verify information and assess candidates fit. Offers of employment will be contingent on the successful completion of all elements of the hiring process, including reference checks. Scope This policy applies to all internal and external job candidates at [organization name] unless otherwise stated, as well as all [organization name] employees who perform reference checks. Procedures Referees for job candidates at [organization name] must be able to provide unbiased and informed opinions on an individual s suitability for employment at [organization name]. Suitable referees include supervisor and colleagues from previous employment, former post-secondary instructors or academic supervisors for external candidates, and supervisors or coworkers for internal candidates, supervisors and colleagues from volunteer and community roles. Reference Check Content Reference checks for all candidates applying for a vacancy will only include predetermined questions based on the job description and relevant competencies [insert other criteria if necessary]. External Candidates [Organization name] will require a minimum of two references for each external job candidate. All external job candidates will be asked to name appropriate referees,

3 provide their contact information, and authorize [organization name] to contact them. The reference checks will be performed by [Human Resources/the hiring manager]. Whenever possible, the referees should be the candidate s former supervisors or other individuals who have worked with the candidate extensively in previous employment. Recent graduates may provide academic or volunteer references if they are unable to identify suitable referees from previous employment. All candidates are encouraged to contact their referees to remind them that [organization name] may contact them as part of the hiring process. Additionally, if any of the identified referees is the candidate s current employer, supervisor, or coworker, [organization name] will contact the candidate so they can notify the referee or identify an alternate referee. Internal Candidates Normally, the reference check for internal candidates current employees applying for internal opportunities will be required by reviewing the candidate s employee file. The review will include the candidate s [performance appraisals, documented disciplinary action; specify other items if necessary] and will be facilitated by Human Resources. Occasionally, [Human Resources or the hiring manager] may meet with the candidate s current or former supervisor to clarify information in the employee file. [Human Resources/the hiring manager] will advise the candidate before meeting with their supervisor. References for Current or Former Employees [Organization name] will provide references for current or former employees to prospective employers only with the individual s consent. All requests for reference checks should be directed to Human Resources [or specify position].

4 Disclosure and Disposal of Information All information obtained through reference checks will be held in a confidential file as part of the employee s file. File disposal will be conducted in compliance with [name applicable legislation/regulation] to ensure that the employee s personal information is not accessed by unauthorized users. Privacy Law Compliance Prior to conducting a reference check HR or any 3 rd party reference verification organization will give the applicant notice in advance that it intends to contact previous employers or conduct background checks. The candidate will be provided with an explanation in advance the purpose or reason for collecting, using or disclosing the information (i.e., to make a hiring decision); and ensure that the collection and use of the information is "reasonably required" for the establishment of the employment relationship (i.e., to determine the job applicant's suitability for the position). If a candidate lists a former employee as a reference the candidate has provided explicit consent to contact that employer. It the former employer is not listed consent has not been provided. Requesting reference as part of the application process or interview process may be a viable option. Any information obtained that discloses personally protected information such a marital status, date of birth, medical or health information and more on shall not be considered during the hiring process. Timing of the Reference Check Ideally the reference check should be conducted check after a decision had been made to hire the candidate and after the candidate has been notified of this job offer. Employees should not typically begin work until the reference check has been completed. Handling Reference Information Make reasonable efforts to ensure the personal information collected is accurate and complete and make reasonable security arrangements to protect the collected reference information from unauthorized use, disclosure, or destruction; and

5 Retain information used to make a decision for at least one year after the use so that the applicant has a reasonable opportunity to obtain access. Police Screening Check In some cases a police screening or clearance may be required for a candidate. If that candidate will be working with vulnerable individuals such as children and those with physical and psychological disability.

6 REFERENCE CHECK AUTHORIZATION FORM Please fill in your referees information to facilitate the check process. The information filled in here will not be disclosed to any third parties outside of [organization name] unless required by law. REFEREE INFORMATION Referee #1 Name Relationship Phone Number Address Referee #2

7 Name Relationship Phone Number Address Employee Declaration I,, have read and understood all of the information contained in this Reference Check Authorization Form and hereby authorize [organization name], a reference check on me. DATE / / APPLICANT SIGNATURE OF

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