Steps for Conducting a Reference Check for a Potential New ...



Tool TypeChecklistLast Reviewed11/15/13GeographyCanada New Hire Background Screening ResourcesIncluded: Background screening options trackingChecklist steps for conducting an employment history and reference check. Sample reference request scriptsSample employment history and reference screening questionsType Of Background Check Required yes/noReason When:Pre Int Offer By Who?ObtainedYes/NoResults (comments)Identify VerificationEmployment History VerificationEducation/Certification VerificationReferences CheckInternet and Social Networking ActivityCriminal Records ScreeningCredit HistoryDrivers RecordPre = Pre-screening Int =Interview phase Offer = Conditional offerSteps for Conducting a Reference Check for a Potential New EmployeeObtain a list of references from the candidate. You may also call past employers listed on the employment record without approval from the candidateReference Checking StepsEmail or phone reference and request a 15-minute appointment to perform a reference check on a candidate. Offer your name, the name of your organization (see sample scripts)Develop your list of reference questions (see sample questions below)Prepare for the call. Obtain a copy of candidates resume and questions to ask. Place the call and identify yourself by name, title, name of organization and reason you are calling (see sample script)During the call ask the question and give the reference time to speak. Try not to guess what they mean and put words in their mouths. Watch the time. You may have to skip a question if you let the time go on to longUpon completion of the call review and complete your notes. Attach your notes to the candidate’s file. Tips for Conducting Reference CallsTry to avoid making more than 2 -3 reference calls in a row or within a given time period without a break.Try to avoid making reference calls when you are tired, hungry or in a bad frame of mind (your mood can impact how you receive the information and your tone of voice can impact the way others respond to you).Although you are listening for verbal cues be careful how much you read into them. Stick to the facts as much as possible. Maintain detailed notes and clean your notes up before filing them. Avoid collecting, noting and considering prohibited information (about age, gender, religion, disability/health, family status) during the screening processFollow a consistent process for all references and all candidatesConsider the candidates privacy and do not reveal information about the candidate’s status or performance in the interview.Not all references are comfortable being references. As much as possible put them at ease by saying the reference is only one piece of information you will be considering. Offer reference questions that are fairly open ended and give them room to talk. However, include questions that allow them to summarize and compare for somewhat objective measures. Sample Email Script – Requesting a Phone ConversationSubject: Reference for Candidate’s NameHello Mr./Ms Jones,My name is ___________ and I am the human resources assistance at ABC company. An employee of your company (or a previous employee), Candidate’s name, has listed you a reference able to confirm his employment with your organization. Candidate’s name is being considered for the role of name of role. Are you available to schedule a brief phone call to confirm the details of Candidate’s name employment and answer a few questions? I estimate that this call will require only 15 minutes of your time.If you are willing to provide this reference I would like to complete this process within the next two days. Please let me know if you are available between 9:00 am and 11:00am (pst) on date or date. If you are not available at these times please let me know if there is an alternative time that will better fit your schedule.Thank you for your consideration. I look forward to speaking with you. Best Regards,Name,(email signature including position title, organization and contact information)Sample Email Script – Requesting a Written Response to a Reference FormSubject: Reference for Candidate’s NameHello Mr./Ms Jones,My name is ___________ and I am the human resources assistance at ABC company. An employee of your organization (or a previous employee), Candidate’s name, has listed you a reference able to confirm his employment with your organization. Candidate’s name is being considered for the role of name of roleWould you be able to complete a brief reference survey we have created to help us better understand what type of employee Candidate’s name was? I estimate that the survey will require approximately 15-20 minutes of your time. I will be following up with this survey in the next 2 business days. If you are unavailable please let me know and I will not send the survey.Thank you for your consideration. If you have any questions please do not hesitate to contact me.Best Regards,Name,(email signature including position title, organization and contact information)Sample Phone Call Script‘Hello Mr./Ms. NameMy name is ___________, I am the human resources assistance at ABC company in Victoria, B.C. I am conducting a reference check on Name of candidate. Name of candidate has listed you as a reference (or previous employer). Are you available to speak to me right now for 10-15 minutes? (Reference indicates available to speak)Thank you for agreeing to speak to me. We are considering Candidate’s name for a position as job title. Our organization is (include one sentence to describe your organization). This position involves (brief description of the position). I have a list of x questions (6-8) and I will be recording your responses as we speak. If you have any questions along the way please just stop and ask. (Reference indicates no availability)I understand you are busy right now. We are considering candidate’s name for a position as job title. Our organization is (include one sentence to describe your organization). Can we schedule a time to talk later today or tomorrow?Close the call by thanking the reference for his/her time. Sample Confirmation of Employment History QuestionsCall or Email to confirm employment history (may not be a reference just background check verification)Confirmed ranking 1 – Confirmed 2 – Unable to Confirm all details 3 – DiscrepancyQuestionNotesRankingI am calling to confirm the employment history of _______ (candidate’s name). Was ___________ an employee at your organization on the following dates?Can you confirm the department(s) and job title(s)?Can you describe the major duties involved in this person’s jobCan you identify any projects that were part of this person’s job?Can you inform us of the reason this individual is no longer employed at your organization?Optional question: Can you confirm the salary range of this employee during the final period of employment (you may ask this question but think about what want to know and why)Sample Questions to Ask Of A Reference (Do not ask every question on this list. Often 6-8 questions are adequate to confirm information you want to better understand about a candidate). Sample Reference Questions: Ask the question and make point form notes in the middle column. For each response rank 1, 2 or 3. 1= Positive response no cause for concern 2= Neutral response 3=Cause for concern SelectedQuestionNotesRanking 1 - 3In what capacity were you affiliated with the person? Were you a direct supervisor? What was the nature of this person’s job scope, and responsibilities? On a scale of 1 – 5 how successful was this person in fulfilling the expectations of the position?Ranking 1 2 3 4 5 Can you identify 2-3 key strengths of this person? On a scale of 1-5 in terms of these skills where you would rank this person compared to other employees with a similar level of experience? Ranking 1 2 3 4 5 What key personal traits did this person bring to the teamIn terms of personal contributions to the team where would you rank this person on a scale of 1-5? Ranking 1 2 3 4 5 What can you tell me about this individual’s reliability generally including attendance and completion of projects?Relative to other employees how would you rank this individual on reliability?Ranking 1 2 3 4 5 What would you describe as areas of future development for this person?On a scale of 1 – 5 and relative to other people in similar positions how successful was this person in developing his weaknesses? Ranking 1 2 3 4 5 Can you describe how this person demonstrated ____________ (select an attribute such as creativity, problem solving, decision-making or other trait you are interested in).Relative to other employees where how would you rank this person on this trait? Ranking 1 2 3 4 5 On a scale of 1-5 how well does this person respond to critical feedback (in terms of listening and accepting and then taking action)?Can you think of any examples?Ranking 1 2 3 4 5 How would you describe this person as a team member (consider how well this person worked with others, contributed to the group and was valued as a contributor).On a scale of 1-5 and relative to other employees how would you rank this person as a team-member others were glad to have aroundRanking 1 2 3 4 5 On a scale of 1-5 if a suitable position were to become available in your organization would you be open to re-hiring this individual in the future?Why or Why not?Ranking 1 2 3 4 5 What were your observations about this person’s ability to manage or perform under stress or pressure?Compared to other employees in similar roles how would you rank this person’s ability to manage stress and pressure?Ranking 1 2 3 4 5 Did you enjoy working with this person?Is there any information you would like to add about this person? ................
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