REFERENCE CHECK AND VERIFICATION OF EMPLOYMENT PROCEDURE

RESPONSIBLE CITY AGENCY:     Division of Human Resources, City Department Hiring Authorities

KEY WORDS:  Reference checks, verification of employment, separation agreements, reference release form.

1.         Purpose

Procedure for responding to requests for employment-related information about current and former employees from persons or entities outside the City, as well as for obtaining reference information on candidates who are being considered for hire, re-hire or internal job transfer by the City.

2.         General

a.   Employment-related information should be sought or released only after receipt of a reference release form, signed by the employee whose information is being sought or released.

b.   Employment-related information may be obtained and disseminated by mail, telephone, face-to-face interviews, e-mail, or a combination of methods.

3.         Requests for Information from Outside the City

a.   Upon receipt of an appropriate release of information form -- either the attached City form or other similar release from an outside employer --  City directors, deputy directors, superintendents, managers, supervisors, or other specifically designated employees are authorized to respond in good-faith to requests for employment-related information about current or former City employees from outside persons or entities.

b.   Responses to requests for such information from outside the City shall be limited to the scope of the release of information form.

If the release of information form is very broad and encompasses all employment-related information, the release of information may include the following factual information if the person requesting the information actually requests for such information:

i.          work performance record,

ii.          ability to form effective working relationships with others,

iii.         technical skills,

iv.         job title and job description,

v.         salary information,

vi.         eligibility for re-employment,

vii.        disciplinary matters supported by appropriate documentation,

viii.       reason for leaving employment.

c.   Respondents to requests for employment-related information shall refrain from making comments about current or former employees that are not supported by factual documentation.

d.   The following PERSONAL information should not be provided regarding a present or former employee, unless the City Attorney’s Office determines the City is required by law to do so:

i.       Address

ii.       Social security number

iii.      Telephone number

iv.      Medical information

e.   Some employees who have separated from their employment with the City may have SEPARATION AGREEMENTS that are maintained in CONFIDENTIAL files in the City Attorney’s Office. Such agreements may contain provisions that govern what job reference information will be provided by the City in response to requests for employment-related information from outside persons or entities. Only the City Attorney’s Office or the Human Resources Director are authorized to release any information concerning such employees.

4.       City Reference Checks on New Hires, Re-hires and Internal Job Transfers

a.       All City hiring authorities should check references as applicable to the particular job at issue on all external candidates, including new hires and re-hires, prior to an offer of employment.

b.       All City hiring authorities should check references as applicable to the particular job opening, including such employee’s City personnel file and City supervisor, on any current employee who is bidding on or applying for a different position within the City (internal job transfer) prior to an offer of employment.

c.       The attached Reference Release Form should be provided to all internal and external candidates (excluding candidates for civil service positions and airport police positions) at the time of interview. Only after the hiring authority has narrowed the pool of interviewed candidates to a limited number of finalists, should the finalists be asked to complete the reference release form and return it to the hiring authority.  The reference information requested must be job-related and narrowly focused to assist the hiring authority to determine whether the candidate is qualified to perform the job.

d.       Once reference information is received by the City hiring authority, the City hiring authority shall forward the reference release and reference information to Human Resources. Human Resources shall file the documents in the applicable candidate’s or employee’s file.

e.       In order to obtain job related information from a reference, it is suggested that City Supervisors/Managers begin the inquiry by stating that the employee has signed a Reference Release, and the employee has provided the individual’s name as a reference.  If needed, the Reference Release form can be faxed or a copy provided to the Reference prior to conducting the inquiry.  See attached suggested reference check questions list.

________________________________________
INITIAL EFFECTIVE DATE:                          , 2006



 

Salt Lake City Corporation
 Reference Release Form


Name: _________________________________________________________________________
                                                                          (Please Print)

Address:  ________________________________________________________________________


Current Home and Business Phone Numbers: ________________________________________


I authorize Salt Lake City Corporation to seek information from the individuals named below or others regarding my work habits, work performance record, ability to form effective working relationships with others, technical skills and any other job-related information that will enable Salt Lake City Corporation to evaluate my suitability for the position of ____________________________________________ .

By signing below, I authorize the references I have listed to furnish the information described above, and release such persons or entities and Salt Lake City Corporation, its officials, employees and agents from all liability in connection with the release of such information.


Applicant Signature:                                                            Date:

______________________________________________             ____________________________

note:  the hiring authority may check references with individuals not provided by the applicant below.




Reference Name: _________________________   Relationship:  ____________________________

Telephone Number:  ______________________    Reference Name: ___________________________

Relationship:  ______________________________ Telephone Number:  ________


Reference Name: ___________________________         Relationship:  ______________________________

Telephone Number:  ________________________ Reference Name: __________________________

Relationship:  _____________________________  Telephone Number:  _______________________


Reference Name: ___________________________         Relationship:  ______________________________

Telephone Number:  _______________________  Reference Name: ___________________________
                            
Relationship:  ______________________________ Telephone Number:  ____________________


 

Suggested Reference Check Questions

1.       The position for which the candidate has applied is [City job title] and involves [describe job duties]. What aspects of this position do you think are well-suited to the candidate's skills?



2.       What aspects of our position do you think the applicant might find difficult or need training to handle?



3.       Describe your relationship with the candidate and how long you worked together?


4.       What position did the candidate hold with your company?  What types of responsibilities did the candidate handle in that position, and which responsibilities were performed best by them?



5.       In which areas of the job was the candidate weak or could have benefited from additional training or experience?


6.       Tell me about the candidate's work relationship with
"        peers
"        subordinates 
"        supervisors
"        customers or clients


7.       How much and what type of supervision did the candidate need?


8.       Could you describe some occasions when the candidate had a high-pressure project or task and how he or she handled that?


9.       Would you hire this person for the same position again?