Policy on Employment History and Reference Checks

Transcription

1 Policy on Employment History and Reference Page 1 of 6

2 DOCUMENT PROFILE and CONTROL. Purpose of the document: To set out the LAS Policy and Procedure regarding employment references..sponsor Department: Human Resources Author/Reviewer: Senior HR Manager (South). To be reviewed by October Document Status: Final Amendment History Date *Version Author/Contributor Amendment Details 29/09/ Senior HR Manager Minor second draft 22/07/ Senior HR Manager First draft *Version Control Note: All documents in development are indicated by minor versions i.e. 0.1; 0.2 etc. The first version of a document to be approved for release is given major version 1.0. Upon review the first version of a revised document is given the designation 1.1, the second 1.2 etc. until the revised version is approved, whereupon it becomes version 2.0. The system continues in numerical order each time a document is reviewed and approved. For Approval By: Date Approved Version SMG 26/10/ Agreed by Trust Board (If appropriate): N/A Published on: Date By Dept The Pulse 27/10/09 Records Manager GDU LAS Website Announced on: Date By Dept The RIB 03/11/09 Records Manager GDU EqIA completed on By 23/10/09 Senior HR Manager (South). Staffside reviewed on By 9/10/09 Joint secretaries Links to Related documents or references providing additional information Ref. No. Title Version NHS guidance on employee history and reference checks Recruitment and Selection Policy Document Status: This is a controlled record as are the document(s) to which it relates. Whilst all or any part of it may be printed, the electronic version maintained in P&P-File remains the controlled master copy. Any printed copies are not controlled nor substantive. Page 2 of 6

3 1. Introduction 1.1 This document sets out the LAS standards when seeking references regarding applicants from other employers and providing reference requests for current or past employees. 1.2 The Policy reflects the mandatory requirements of the Employment history and reference checks document (NHS Employers, June 2009). 2. Scope 2.1 This document covers references requested from outside the LAS in regards to potential employees as well as reference requests to the LAS concerning any current or past employee. 3. Objectives The objective is to provide guidance in order that: 1. References are requested appropriately through HR departments to avoid duplication of requests and unnecessary delays; 2. The information provided by either the LAS or by other employers is legitimate and can be verified from a central point of contact 3. The information obtained by the LAS is used appropriately to make a recruitment decision. 4. Legal 4.1 All references will be sought and provided in line with the Trust s Recruitment and Selection Policy. All references will be managed in accordance with the Data Protection Act (1998). 4.2 All appointments will be made in line with the NHS Employment Check Standards and will include consideration of information from the Criminal Records Bureau and Independent Safeguarding Authority where appropriate. 5. Procedure 5.1 Seeking references Previous employment history must be checked before an unconditional offer of employment is made to an applicant. References and application forms should be cross-checked as part of this process References serve two purposes for the Trust. They allow us to check the accuracy of an applicant's previous employment and training history. They can also provide an assurance of an individual's qualifications, integrity and track record. Page 3 of 6

4 5.1.3 The Electronic Staff Record (ESR) may be used to check some basic employment details of staff who have already been employed in the NHS. Full employment details should be sought via written reference checks Where employment has been outside the NHS or overseas, then the use of references is critical for establishing employment history The Trust will make it clear to any applicants, in writing, that any confirmed offer of employment will be subject to satisfactory pre-employment checks, including references, and that any information disclosed on the application will be checked Applicants will be informed that any offer of employment may subsequently be withdrawn, or if they are appointed that their employment will be terminated if they knowingly withhold information, or provide false or misleading information. 5.2 Details of reference checks The Trust, when recruiting staff from outside the organisation will check at least five years of previous employment and/or training. Additional and further information may be sought in order to clarify any gaps in employment or training References sought must include details of dates of employment and the position held. As a minimum, references will be sought from at least the two most recent employers Employers will be requested to complete a reference pro-forma. When the pro forma is returned, any information that raises concerns, is missing or is incomplete will be checked by the LAS Recruitment Department with the referee In general, requests for references will be made to the organisation s HR department Where references from a line manager or any other named person are required, they should still be directed through the HR department as a means of verifying the accuracy of the data provided All reasonable efforts will be made to ensure that referees are bona fide and references are genuine All references will be requested on LAS headed notepaper The permission of applicants must always be sought before contacting their current employer Where the individual has been self-employed, evidence should be obtained (for example, from HM Revenue and Customs, bankers, accountants, solicitors, client references) to confirm that the individual s business was properly conducted and the applicant s involvement in the business was terminated satisfactorily. Page 4 of 6

5 Depending on the individual s circumstances, other types of references may also be required if: They have been overseas for a single spell of 3 months or more, or a cumulative total of 6 months or more, then every effort should be made to obtain a relevant reference from overseas. They have been in full-time education in the last three years, then a reference should be obtained from the relevant academic institution. They have served in the Armed Forces or Civil Service during the previous three years, then employer s references should be obtained from the relevant service or department Applicants will need to give a reasonable account of any significant periods of time spent overseas (three months or more) The following documentation can be requested as an assurance of time spent overseas: Proof of residence of time spent abroad Overseas employer or academic references References from UK departments or agencies based overseas, e.g. the Foreign and Commonwealth Office, British Council and non-government departments and agencies Confirmation of dates spent abroad will be cross-referenced against documents such as passports and work permits. 5.3 Authenticity of information In cases where references appear to contradict details previously provided by the applicant then any concerns should be addressed, sensitively, direct with the applicant. There may be a reasonable explanation for apparent inconsistencies. Any queries may also be followed up with referees. 5.4 Providing references for current or previous employees All responses to reference requests made by external sources to the Trust whether from other employers, agencies or another source must be reviewed by the relevant HR manager prior to it being forwarded to the requesting organisation. A copy of any reference written by an LAS employee regarding another current or former employee must be placed on the individual s personnel file. 5.5 Qualification checks Qualification checks should be carried out in line with the NHS Employers Registration and Qualification checks document available at 20and%20qualification%20checks.pdf Page 5 of 6

6 5.6 Agency staff Those working on behalf of the LAS but employed by an agency will be subject to reference and other checks by the agency concerned. Any individual who is subsequently employed directly by the LAS will be subject to reference checks (in addition to the other standard employment checks) by the Trust in line with this document. 6. Further information 6.1 This Policy and Procedure is based on the NHS guidance on employee history and reference checks which is available at %20history.pdf 6.3 Guidance on the recruitment of individuals to the Trust is included in the Trust s Recruitment and Selection Policy which can be accessed at. ment%20and%20selection%20policy%20and%20procedure%2008.pdf Intended Audience Dissemination Communications Training IMPLEMENTATION PLAN All LAS employees Available to all staff on the Pulse and to the public on the LAS website. Revised Policy and Procedure to be announced in the RIB and a link provided to the document. Recruitment Department staff are trained as part of their induction. Monitoring Recruitment Department staff are trained to refer any references to Recruitment Manager in the event of any query or concern arising. Additionally HR will carry out routine periodic checks of references. Page 6 of 6