UW-Stout
Guidelines for Reference Checks
Checking references is one step of the UW-Stout Equal Opportunity (EO) recruitment and hiring process. References
provide valuable information about candidates’ qualifications, work and performance history. This process can
substantiate and validate information provided by applicants; particularly for positions where credentials are required.
This may include confirming educational accomplishments, previous employment, research or licenses/certifications.
These additional facts about candidate’s skills, abilities and knowledge must be considered along with other assessment
data to ensure that the best qualified/best suited candidate is hired for a position.
All job postings should request a minimum of three (3) professional references.
Reference checking is required and may not be substituted or exchanged for letters of reference.
Search Committee/Interview Team Roles & Responsibilities
Timing of initial reference checks:
 Unclassified Recruitments: After telephone interviews, prior to extending a campus interview
 University Staff Recruitments: After campus interview, prior to making a recommendation for hire
Preparing for the Reference Check
 Be consistent
 Inform candidates via email that references will be checked.
o Include the following statement:
“The University reserves the right to contact additional references, with prior notification to candidates.”
This notification affords professional courtesy, prevents confidentiality breaches, and allows the process to
move forward diligently and expediently.
 A minimum of two (2) search committee members/interviewers are required to perform reference checks.
 Search committee members/interviewers should contact a minimum of two (2) references; ideally three (3)
references provided by the candidate.
 Telephone reference checks are the most informative and valid method of obtaining reference information.
Letters of reference and non-work related references should be avoided and used cautiously.
 A best practice is to initially contact references to schedule a mutually acceptable time for a reference call. A
follow up email confirming the date/time including the job announcement or position description will assure
references that we will be respectful of their time and that their viewpoints do matter to the search
committee/interview team.
 The same set of pre-approved questions should be asked of each reference.
Conducting the Reference Check
 Introduce yourselves, explain the purpose of the call, and confirm that this is a good time to conduct a reference
check; or schedule another time to call back.
 Take time to establish rapport.
o Briefly review the position requirements.
o Confirm the relationship between the person giving the reference and the applicant.
o Assure the reference that their name will not be associated directly with any of their comments and will
be kept confidential to the extent the law allows.
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During the call - be a good listener.
o Be careful not to interrupt; leave time for volunteered remarks.
o Disregard information about which the reference does not have first-hand knowledge.
o If a reference begins to discuss impermissible areas (i.e. age, race, color, disability, marital status,
nationality, ethnic origin and the like) steer the discussion back to job-related factors.
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Take good notes.
As you close your interview, remember to express your thanks and appreciation for the time the reference has
taken to speak with you. It is likely that the reference will speak with the candidate and convey the content and
quality of the conversations in addition to the level of sincerity and professionalism extended by our campus.
Evaluating the Information
 Share a concise, accurate and fair report of your interviews with the committee/interview team
 Do not mention the reference’s name, but rather their general connection to the candidate.
Timing of final reference checks – After campus interview, prior to making a recommendation for hire
The most useful references generally come from current or former supervisors who can provide information on a
finalist’s past performance which is one of the best predictors of future success. If a finalist’s current or former
supervisor was not contacted during the initial reference checking phase, it is encouraged that the finalist be asked to
provide a current or recent supervisor’s contact information so this reference call can be completed.
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If contacting a finalist to request an additional reference at the final stage of the screening process, the finalist
should not be told that they have ‘been selected’ for the position but rather only indicate that they are ‘being
considered’.
Off-List Reference Checking -&_ Internet Searches:
This option may be used at the hiring authority’s discretion to obtain additional information about candidates in a pool;
and if exercised would be conducted on all candidates to maintain fairness and consistency.
Ethical and Legal Obligations:
The University has a responsibility to ascertain that employees join the workforce without a record of causing, or having
the potential to cause harm to the faculty, staff, students and/or the institution. As agents of the University, search
committee members must apply all required processes in order to make a recommendation that is consistent with the
above. Due diligence strongly advises a thorough review of references. A failure to check references can result in poor
hiring choices that are costly in time, energy and money.
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