Edith Cowan University
Human Resources Services Centre
Reference Check Guide
Purpose: To assist the Hiring Manager (or Chair) assess and verify candidates' capabilities through reference checking.
Introduction
References are an essential source of information which contribute to the overall selection assessment and recruitment
decision. It is recommended that two or more references are obtained for each selected candidate.
Candidates should be notified of reference checking prior to contacting referees, and permission should be sought from
candidates to contact current employers.
Reference checks enable the Selection Committee to:


Obtain independent information on the candidate's previous work performance in relation to the vacant
position's required capabilities;
Clarify or validate information already provided by the candidate.
Using information from the candidate’s application, skills tests and interview, the panel may choose to either cover all
the required capabilities or focus on specific capabilities that need to be substantiated or clarified.
Suitable Referees
Candidates are required to nominate two referees to support their application. Referees can be contacted with the
candidate's prior knowledge. Only contact referees that have been agreed to by the candidate, to ensure appropriate
confidentiality is observed, and to provide the candidate the opportunity to qualify the use of a particular referee.
There are circumstances in which the Selection Committee may want to seek other referees or nominate an additional
referee to assist the process. In all cases, the candidate must be notified of the Selection Committee's intention to
source additional references. The candidate is then able to:

Obtain additional referees and/or

Agree to a particular referee or explain why they do not want a specific person to be contacted.
Selection Committee members should aim to acquire references from individuals with recent, first-hand knowledge of
the candidate and their job performance. Line supervisors, peers and direct reports who have worked closely with a
candidate are best placed to have observed in detail the person’s performance.
Referees should be asked to:

Clarify the professional relationship between the candidate and the referee (eg. Type of relationship? Length of
time working together? Worked closely or independently?);

Comment on the candidate's skills, knowledge and abilities in relation to the vacant position's capabilities. The
Selection Committee can assist the referee by giving a description of the vacant position and work area.
Seeking Verbal References
Verbal reference checks are frequently used to obtain information about candidates.
Benefits of Verbal References
Disadvantages of Verbal References
Immediate validation / clarification of the candidate's
capabilities.
Referee might not respond well to immediate questioning
(eg. very busy, distracted).
Probing / follow up questions can be used to expand
information
Relies on the interviewer's note taking skills.
Efficient use of time and resources
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Human Resources Services Centre Telephone: +61 8 6304 5995 Web: www.hr.ecu.edu.au
Edith Cowan University
Human Resources Services Centre
The Chair (or designate) contacts the nominated referee and asks targeted questions related to the selection criteria.
The purpose of the discussion is to obtain the referee’s knowledge of the candidate’s experience and observations
about the work performance.
Verbal reference checks can be made by conference telephone with all or most of the selection panel present. However,
it is suggested that this be organised with the referee prior to the contact to ensure that they are well prepared.
Main aspects of conducting a verbal reference check:

Introductions to the referee and explanation of the format of the discussion;

Check whether it is a suitable time for the referee to discuss the candidate;

Describe the vacancy’s role;

Verify the relationship to the candidate;

Ask targeted questions related to the selection criteria;

Clarify/probe the referee’s responses to establish detail;

Ask if they have any further information regarding the candidate that may relate to their ability to effectively
undertake the role.

Close the discussion and thank the referee.
Seeking Written References
Benefits of Written References
Disadvantages of Written References
Likelihood of a more accurate and considered response
than a verbal reference.
Delay in receiving information.
The Selection Committee is able to refer to a first-hand
document, rather than relying on notes.
No interaction to clarify responses.
As per the verbal reference check process, the Chair (or designate) writes via email or letter to the nominated referee,
asking targeted questions related to the selection criteria.
Below is an example of a written reference request:
Dear <Referee Name>
I have recently interviewed <Candidate Name> for the position of <Position Title> in the <School/Centre> at ECU.
<Candidate Name> has specified that you are able to act as a referee for him/her.
Could you please provide a written reference based on the attached position description's required capabilities? The
Selection Committee is particularly interested in your first-hand observation of whether <Candidate name> meets the
particular capabilities set out below:

<Capability A>;

<Capability B>;

<Capability C>.
I would be grateful to receive your written reference by email (<email address>) by <date>.
Thank you very much for assisting the Selection Committee in this important process.
Yours sincerely
<Chair name>
For more information on reference checking, contact HRSC: 6305 9559 or hram@ecu.edu.au.
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Human Resources Services Centre Telephone: +61 8 6304 5995 Web: www.hr.ecu.edu.au