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Guidelines for Conducting and Providing Reference Checks:

Academic Professionals and Civil Service Employees

investment a hiring department makes in any new hire by ensuring better job matches.

hiring if the employee’s past performance, dangerous characteristics, or actions, are deemed to

pose a risk.

consent. Additionally, the list of references provided by the candidate is also considered consent.

Prior to contacting the references, the individual or office checking the references shall inform

the candidate that references will be checked. This is especially important when contacting the

If the finalist does not provide a reference from their current employer or the hiring authority

would like a reference from someone not on the finalist’s list, an “off-list reference consent

form” shall be given to the finalist for their signature. If the finalist objects to completing the

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either of the two references provide negative or conflicting information, more references should

and/or past employers.

All reference checks, whether for an external or internal candidate, should be conducted with

• Be consistent within your search. Conduct reference checks at the same time for all

search process, all candidates should be checked at the same time.

• Ask the applicant to provide reference information if it is missing from the application

including name, title, phone number and email address contacts.

• Ask the applicant to ensure references are professional and not personal. References

from relatives should be avoided.

• Inform the finalist that reference checks will be conducted.

• Ask the candidate to complete the “off-list reference consent form” if necessary.

• As a general rule, it is beneficial to speak directly to the applicant’s immediate supervisor

when seeking employment references. If the immediate supervisor is not provided as a

reference, receive consent from the applicant before making contact with that supervisor.

• References should support information supplied on the application, resume, and as

• If you believe the employer is hesitant to provide information over the telephone, offer to

have them call you back so that the person providing the reference can verify who you

• Only request information that is relevant to the finalist’s skills and qualifications in

relation to the vacancy.

• Disregard information where the provider does not have first-hand knowledge or it is

unrelated to the individual’s skills or performance.

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• Protect the confidentiality of the recruiting process and the privacy of your finalists

Human

Resources Records Retention Schedule provided by The Office of Records and

Information Management Services (RIMS).

• Maintain the highest level of confidentiality throughout the process. Do not delegate the

gathered on a need to know basis only.

Questions to Ask During a Reference Check

Refer to the “University of Illinois Reference Checking Questions” template for recommended

questions to ask during the reference checking process.

employer to the Employment Verification System process

• The reference giver must include factual and non-confidential information that may be

material to the applicant’s fitness for employment. If sufficient knowledge is not known

about a current or former employee’s job performance, the requester must be told the

nature of the relationship with the employee and that a meaningful reference cannot be

• If an objective and/or positive reference for any reason cannot be given, then the request

response.

employees, governmental agencies, or other organizations such as a financial or lending

institution without a written release from the employee.

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