Recruitment Toolkit

Referee Reports

Referee reports provide a means of obtaining further information about a candidate in relation to the Selection Criteria for the position.

Referee reports complement other stages of the selection process and may be used in the following ways:

• to assist with the short listing process, eg. where the written applications do not provide sufficient differentiation between candidates
• to obtain further information and verification, following interview.

As referee reports are sought in relation to the specific position applied for, it is very important that referees are provided with information – verbally or in writing – on the duties of the position and the selection criteria. While the general framework of questions to referees may be the same, the benefit of using referees is to provide verification of the Appointment Committee's findings. Specific questions relating to a candidate's experience, ability, etc. may be asked.

Referee reports may be obtained in writing or by telephone. Depending upon the availability and location of the referee, written references can take some time to obtain. Telephone reference checks may be obtained more quickly and provide the opportunity for the Appointment Committee to ask specific questions and to seek clarification in relation to the Selection Criteria.

When to take up references

Although reference checks are sometimes used to shortlist candidates, there are increasingly seen to be problems with this approach. These include:

• the poor PR value of having people outside the organisation involved in crucial decision making such as short-listing particularly because they cannot be expected to know the strategic value of that particular role to the area or organisation
• the possible invasion of the privacy of a number of people on an unnecessary basis and consequent issues of liability for management of that information
• the likelihood of needing to refer twice to the referee if issues arise in the selection process which require verification.

Generally, reference checking is best limited to candidates who:

• have been through a selection process
• are considered main contenders for the position.

The Candidate's Referees

A referee should be a person who can provide an unbiased and independent view of the candidate's ability to meet the selection criteria for the position for which they have applied. They should therefore exclude relatives and friends. Referees should be people who have an in depth knowledge of a person's work in the areas relating to the selection criteria, and they should include a person who has been the candidate's supervisor or manager.

Situations in which a Referee is also a Member of the Appointment Committee

In some cases, it can be difficult for a candidate to name a referee who is not a member of the Appointment Committee. Indeed, at times an Appointment Committee may include more than one Member who is a referee for one or more of the candidates.

Being a referee does not necessarily preclude a Member of an Appointment Committee from providing a reference for a candidate, but – in every instance – the Convenor should be alerted to the situation. The following are some suggestions to deal with this situation, to minimise any conflict of interest or disadvantage to any candidate:

• the Convenor should ensure that the Appointment Committee discusses the situation and that all members are comfortable with the manner of dealing with it
• the Appointment Committee member who is also a referee may choose to speak last in relation to that particular candidate. They may confine remarks in the first instance to the application and selection processes, and reserve comments involving prior knowledge to a separate “referee conversation”
• where there is more than one Appointment Committee member who is a referee for a candidate “and particularly where there is one candidate only who does not have a referee on the Appointment Committee” it is advisable to include an independent Appointment Committee member from a cognate Department or Area.

Situations in which the Candidate has Not Named a Recent or Current Supervisor

An Appointment Committee is at liberty to ask a candidate to nominate an additional, or particular kind of referee, but – in every instance – they must be asked and given an opportunity to comment on the request. There are a number of reasons why a candidate might not have nominated a particular supervisor including:

• possible referee bias
• fear of losing an existing job.

Information Given to the Referee

Referees should:

• be advised of the position for which the candidate is being considered and the selection criteria being tested
• only be asked questions which directly relate to the selection criteria

Confidentiality

Referees should be advised that the University treats all references received with the utmost confidentiality. Copies should be given only to members of the Appointment Committee.

Use of Consultants for Referee Checking

Consultants skilled in the field may be used to take up the references on candidates. Further information on this is available by contacting Human Resources.

Adverse references

Occasionally a referee report will reveal concerns about the candidate which are not easily dealt with. These concerns should be referred to Human Resources.

Referee Proforma

A Referee proforma is provided to ensure consistency in the range of questions asked and a document, signed by the person taking up the reference, which can be made available to all member of the Appointment Committee and to the Executive Dean. A tele-conference between the referee and members of the Appointment Committee can also be used if preferred.