REFERENCE CHECKING BEST PRACTICES
After interviews have been completed, you can also initiate reference checks with those that
the candidate has authorized you to contact. You’re looking not just for things that will rule out
a candidate but for things that will help you make trade-offs among candidates, or will help
ensure that the person you pick will be positioned to succeed within the organization. Though
in some cases you might only conduct a reference check on your clear first choice, in other
cases it makes sense to gather references for more than one finalist. Information from the
reference check may elevate a finalist to “the” candidate and/or help you think from the start
about how to support and develop this person appropriately.
Certainly, the reference check can reveal information that causes you to eliminate someone as
a candidate. For example, you may find that the candidate has exaggerated information about
employment history or education on his or her resume, or has a history of failing to collaborate
effectively with coworkers. Establishing trust with each reference is critical for getting answers
that go below the surface. The person giving the reference needs to know that you are
interested and invested in making sure this is a good fit for the organization and the individual
and are not just looking for “dirt” or a confirmation of what you already know. In order to do so,
you need to spend time up front with the reference to introduce yourself and to explain the
specific opportunity. Though you’re clearly looking for specific information, you may find that
references are more forthcoming when the process feels like a conversation.
Again, if at all possible, avoid questions that elicit a “yes” or “no” response; rather, focus on
questions that are open-ended and allow the reference to describe events, accomplishments,
and difficulties. Ask for examples and explanations. Listening carefully and drilling down below
the surface of initial comments will make a reference truly useful. For example, if someone
notes that a candidate was a great manager but didn’t get along well with the CEO, you might
ask, “Is that unusual in the organization?”
It is important to listen not just to the overall comments a reference makes, but also to the
specific word choices and the tone and enthusiasm with which the reference describes the
candidate. If he or she makes a comment that seems unclear, ask a follow-up question. Keep
your antennae up for shifts in tone, long pauses, or hesitations that might indicate that you’ve
hit a sensitive or troublesome subject. Acknowledge the shift, be willing to follow up, and, most
importantly, probe the source. Also keep an ear out for overly enthusiastic references without
sufficient depth of examples to back up the praise.
Reference checking has its own set of confidentiality and legal issues. Note that candidates
can request a copy of the reference report and any stored information in their files. And of
course, EEOC guidelines on discriminatory questions for interviews apply to reference checks
as well. Again, it is critical that anyone conducting a reference avoid discriminatory questions
HUMAN RESOURCES DEPARTMENT
550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu
and use and report on the information gathered in a legally acceptable manner. A list of
questions that would not be lawful to ask references follows.
If you have any questions or concerns when checking references, please contact your HR
Business Partner or recruiting Specialist.
HUMAN RESOURCES DEPARTMENT
550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu
Frequently Asked Questions about Reference Checks
Who conducts the reference checks?
Typically, the hiring manager or the supervisor of the position. Alternatively, a human
resources Specialist may check references.
How many references should be contacted?
At least three (except for student employment who checks at least one)
Who should serve as a reference?
The reference should have been in a position to directly observe the candidate and be
of a professional nature (previous or current supervisors, coworkers, professors, etc.)
and not personal (friends, relatives, etc.). References who have had the most recent
contact with the candidate may be better able to provide specific and accurate
feedback. Less recent references may not be aware of new skills the candidate may
have developed. On the other hand, there may be circumstances where a less recent
reference has the best knowledge of the competencies that are most important for the
position to be filled. Accordingly, you will need to use judgment and weigh the
information references provide appropriately to the situation.
Should I obtain a candidate's consent to check their references?
Yes, consent can also be granted via language on the job application. If you wish to
contact references that were not listed by the candidate in the application, you must
get their written permission before doing so.
What if the candidate asked not to contact their current supervisor?
This is a common request. One option is to ask if their current supervisor can be
contacted once a tentative offer has been extended. If a candidate has asked their
current supervisor not be contacted, ask the candidate to provide alternative
references.
How shall I contact references?
The best way to contact a reference is usually by phone. When contacting the
reference, briefly tell the reference who you are and why you are calling. Provide a
brief overview of the position being filled and an estimate of how long the call will take.
It may be helpful to let the reference know the candidate has given permission to have
his or her references checked. To ease into the conversation, begin with basic
questions (e.g., reference’s relation to the candidate, candidate’s title and dates of
employment), then move on to more in-depth questions.
What if the reference refuses to provide any information?
Some agency (or company) policies do not allow the release of a previous employee’s
information. At a minimum, most will provide start and end dates and position titles. If
HUMAN RESOURCES DEPARTMENT
550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu
you are not able to get the information you are seeking, you can ask the candidate to
provide another reference.
Can I call references provided by the candidate’s references?
A reference provided by the candidate may, in turn, refer you to other individuals who
can provide additional information. Asking the candidate for consent to contact the
new references demonstrates consideration for the candidate.
What do I do with the information gathered from a reference check?
Type the information into the Reference Check form and attach the documents in the
Documents section of Cornerstone, or provide to HR to attach them.
HUMAN RESOURCES DEPARTMENT
550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu
Do not ask about or discuss…
Personal information that identifies marital
status, age, childbearing, etc.:
Religion

What is his/her religious background?

Is she a Ms., Mrs., or Miss?


What is her maiden name?
Did his/her religion prevent him/her from
working weekends?

Is he/she single, married, divorced?

What church does he/she attend?

Does he/she have children?

What religious holidays did he/she observe?

How old are his/her children?

How old is he/she?

What does his/her spouse do for a living?
Personal attributes related to ethnicity, national
origin, or ability:
 What is his/her ancestry, racial background, or
ethnicity
 What is his/her native language?
 Can he/she speak, read, or write a foreign
language (unless it’s related to the job duties)?
 Does he/she have any physical
disabilities or handicaps?
 Has he/she ever received
workers’ compensation
benefits?
 Was he/she ever out on Family
Medical Leave?
Other types of questions to avoid: Note: There
are other types of illegal and inappropriate
questions where it is important to consider what
bias might come out.

How did he/she pay for his/her education?
12/14/14
HUMAN RESOURCES DEPARTMENT
550 East Spring Street • PO Box 1609 • Columbus, Ohio 43216-1609 • cscc.edu