Professional References

Issue/Question

How do I provide a professional reference to an employee’s prospective employer?

How do I obtain references when making a hiring decision?

Environment

• Hiring department
• Employment records
• Employee Work Performance

Cause

An individual in a USD department is asked to provide a professional reference to another employee’s prospective employers.

A USD department hiring manager or supervisor needs to obtain an applicant’s references when making a hiring decision.

Resolution

Giving professional references to prospective employers:

1. Individuals giving a professional reference must have a reasonable basis to believe that the person making the request has authority to obtain a reference on behalf of a prospective employer, granting agency or other entity that may properly seek such information
2. Individuals giving a professional reference must have a reasonable basis to believe that the reference shall be used for a legitimate end, related to employment, education, funding or other customary academic purpose
3. Individuals giving a professional reference must make a written memorandum noting the identity of the party making the request, the basis under items 1 and 2 above for giving the reference, and the date and means used to give the reference. This memorandum should be retained in departmental files for three years
4. Individuals providing professional reference information are liable for what they say

Obtaining references when making a hiring decision:

1. Reference checking is the responsibility of the hiring unit and should be used as a method of verifying information on applicants prior to making a hiring decision.
2. It is permissible to contact individuals who may have knowledge about the applicant’s work performance even if those individuals are not listed as references on the application/resume provided the applicant has been informed and given an opportunity to indicate if there is anyone who should not be contacted.
3. In situations where the hiring unit wishes to employ an individual who has been terminated from another Board of Regents institution, or allowed to resign in lieu of termination, the Human Resources office or academic affairs office must obtain information surrounding the separation from the previous institution. Before proceeding with an appointment, the information and justification for appointment must be shared through the appropriate supervisory levels to the Vice President and President for approval.
4. If the hiring unit wishes to hire a current USD employee, the hiring unit must contact the employee’s current supervisor. No other reference check is required.

Please refer to Employment Verification and Professional Reference Policy for more information.