Contacting Referees

REFERENCE CHECKING PROCESS GUIDELINES

Referees provide a valuable source of information about a person’s skills, attitudes, values, past behaviours and relationships. They are also able to corroborate information given by candidates on CVs or application forms.

Before conducting reference checking

• A candidate’s permission should be obtained before referees are contacted. Ideally you should contact three referees, however in some circumstances it may be possible to only contact two.
• If the applicant has given permission then consider contacting people, other than the nominated referees, to seek additional information to determine the candidate’s suitability for the position (Note: If you use the NZSTA application form then this provides for this permission to be given). It is good practice to advise them before contacting someone they have not provided as a referee. This ensures their privacy is respected and they can opt out of the application process at this time if they wish, or explain why they believe that referee is inappropriate.
• Employers should be wary if the candidate has lived in the area for considerable time but cannot list any local referees or if the candidate is hesitant to provide telephone contacts for referees.
• It’s important that the same person from selection committee contacts all the referees and that the same questions are asked of all referees so that the process is consistent and equitable for all candidates.
• It is preferable that reference checks be conducted by telephone. If this is not possible immediately, questions may be given to a referee to be answered in writing, and then followed up by telephone (or other technology that enables the referee to discuss the candidate).

While conducting reference checking

First, identify yourself and explain that the candidate has listed them as a referee and has given you permission to speak with them. Explain the reference check will take (10-15 minutes) and inquire if now is a good time.

• Describe what the role will entail according to the position description. Be sure to ask only questions that clearly relate to the person’s suitability for the position.
• Explain that you are looking for certain key skills and experience in the professional leader of your school and you will ask the referee about those key skills and experience.
• Using the reference matrix below, ask about the essential criteria specified in the position description and validated and/or clarify any information provided in the interview or by other referees. e.g. Can you tell me about a time they handled a conflict? Describe how the candidate manages stressful and/or challenging situations?
• Disciplinary action regarding child safety or well being provides warning signs and should be investigated fully. The candidate should be given an opportunity to provide an explanation and their response should be compared to the explanation provided by the referee. The employer must exercise professional judgement and involve child protection experts if two explanations are inconsistent.
• All allegations must be treated with extreme caution and the safety of children should be the primary consideration. Sometimes it may be difficult or impossible for a candidate to reply to historical allegations against them, especially when firm evidence is lacking or they have never heard the information previously. To be as fair as possible to the candidate, you should consider other sources of information that can help you in reaching an overall decision about their suitability for the role.

Finalising reference checking

Ask some final questions - delve into anything you think was not answered fully, or concerns you and then thank the referee for their time. Ask if the referee is happy to have their general feedback given to the candidate, with identifying details removed, or if they would prefer it all to remain confidential.

Guidance available at http://www.childrensactionplan.govt.nz/whats-new/childrens-workforce-guidelines-available/