DOR Reference Check Guide

Reference Check Guide for Managers

Reference checking is an objective evaluation of an applicant's past job performance based on information collected from key individuals (e.g., supervisors, peers, subordinates, etc.) who have known and worked with the applicant. Reference checking is a vital part of a successful hiring strategy and is primarily used to:

• Verify the accuracy of information provided by the candidate

• Better predict the candidate’s on-the-job success by comparing their experience to the competencies required by the job

• Gain additional insight on the candidate’s knowledge, skills and abilities that may not have been identified by other selection procedures

Reference checking aims to verify the information a candidate provided and can provide a different perspective on their performance. Both instances present a better picture to the appointing authority of how the candidate would perform on the job. Verifying critical employment information can significantly cut down on selection errors. Information provided by former peers, direct reports, and supervisors can also be used to forecast how applicants will perform in the job being filled.

Reference checks are conducted once the applicant pool is narrowed down to the top candidate(s).

Frequently Asked Questions

1. Who conducts the reference checks?

   • • Typically, the person who will be making the final hiring decision, the appointing authority or hiring manager conducts the reference checks. Some Divisions use a reference checking tool, paid through the Division’s budget.

2. How many references should be contacted?

   • Contacting multiple references can be beneficial to gather different perspectives on a candidate’s skills and abilities. Typically, candidates provide three (3) references for the appointing authority or hiring manager to contact. If those references are not available, or if additional perspectives are desired, you can ask the candidate for additional references.

   • The hiring manager and appointing authority can decide to move forward with a candidate if they have less than 3 references who responded and are content with the information provided.

3. Who should serve as a reference?

   • The reference should have been in a position to directly observe the candidate and be of a professional nature (previous or current supervisors, coworkers, professors, etc.) and not personal (friends, relatives, etc.). References that have had the most recent contact with the candidate may be better able to provide specific and accurate feedback. Less recent references may not be aware of new skills the candidate may have developed. On the other hand, there may be circumstances where a less recent reference has the best knowledge of the competencies that are most important for the position to be filled. Accordingly, you will need to use judgment and weigh the information references provide appropriately to the situation.

4. Should I obtain a candidate's consent to check their references?

   • Yes, when you ask a candidate to provide references, you must obtain their permission to contact their references by having the candidate complete the Reference Check Release and Liability Waiver. 

5. What if the candidate asked not to contact their current supervisor?

   • This is a common request and is an option within CO-Jobs (NeoGov), the online staffing system. One option is to ask if their current supervisor can be contacted during the interview or once a conversation is conducted with the finalist. If a candidate has asked their current supervisor not to be contacted, ask the candidate to provide alternative references.

6. Are reference checks mandatory?

   • Reference checks are not required as part of the hiring process, but is considered a best practice in ensuring you are hiring the best candidate.

7. What if I cannot reach any of the references that were given?

   • Ask the candidate to provide better contact information for their references or additional references.

Calling References

1. How shall I contact references?

   • The best way to contact a reference is usually by phone. Compared to written requests, phone interviews allow the checker to collect reference data immediately and to probe for more detailed information when clarification is needed. Phone interviews also require less time and effort on the part of the contact person and allow for more candid responses about applicants. When contacting the reference, briefly tell the reference who you are and why you are calling. Provide a brief overview of the position being filled and an estimate of how long the call will take. It may be helpful to let the reference know the candidate has given permission to have his or her references checked. 

   • Some Divisions use a reference check tool where it is submitted through a form and references respond to the questions provided to them. Check your Division if you have access to this.

2. What if the reference refuses to provide any information?

   • Some agency policies do not allow the release of a previous employee’s information. At a minimum, most will provide start and end dates and position titles. If you are not able to get the information you are seeking, you can ask the candidate to provide another reference.

3. Can I call references provided by the candidate’s references?

   • A reference provided by the candidate may, in turn, refer you to other individuals who can provide additional information. Asking the candidate for consent to contact the new references demonstrates consideration for the candidate.