Assessing Past Work Performance: Conducting Reference Checks

• Become thoroughly familiar with the information gathered to date on the applicant such as notes from the interview, previous reference checks, or the applicant’s resume.

• Contact the referee by telephone or in person, whichever is most convenient for those involved.
• Before starting, introduce yourself and ask whether this is a convenient time to talk.
• Take the time to tell the person why you have contacted them and explain what you are looking for in terms of duties and responsibilities of the position for which the applicant is being considered.
• Confirm that the referee has supervised the applicant and ask them if they are prepared and willing to provide a reference on the applicant. If not, ask for clarification and whether there is anyone else who you might speak to.
• Take the time you need. Don’t be rushed.
• If the referee is pressed for time, suggest continuing the conversation at a time more convenient to the referee.

• Advise each referee at the start of the conversation that partial or full disclosure to specific parties to satisfy certain requirements may be required.

• Keep legible and complete notes of relevant job-related evidence.
• Good notes are critical when the time comes to evaluate the information.
• The notes taken by the panel member conducting the reference check are part of the competition record.
• Notes should be readable and in sufficient detail that someone reviewing the evaluation of past work performance can see the connection between the information gathered and the rating scale.

• Don’t rate the applicant while gathering information. Don’t get distracted from your primary goal – to collect relevant information. There will be plenty of time to evaluate the information after the information has all been collected.
• Evaluate the quality of the information gathered, especially if there is an impression that the referee was not being entirely frank, or if some information did not appear to fit with the rest.
• There may be many reasons why some referees may be less than forthright: some may want to get rid of an unproductive employee; others are simply reluctant to give negative information.

• Thank the referee for taking the time and trouble to talk to you and answer all your questions.
• Leave your name and number so the referee can call you back to add further information, if desired.
• Keep open the possibility of contacting a referee a second time if required. This may be appropriate when information from a subsequent check with another referee reveals some inconsistencies or important aspects that were missed.