Conducting Reference Checks
Thorough reference checks is a critical part of the hiring process. Here are some best practices to ensure that the process is efficient, respectful, and compliant:
- Reference Check Only the Gold Medalist Candidate
Conduct reference checks exclusively on the candidate you intend to hire (the gold medalist). This focused approach minimizes unnecessary exposure for other candidates and maintains the integrity of the selection process. Refrain from checking references for silver medalist candidates unless the gold medalist withdraws or their references do not meet satisfactory standards. This practice protects the privacy and reputation of those candidates. - Candidate Consent
All candidates provide consent for UCLA to conduct reference checks during the application process. However, it’s good practice to inform the candidate that you will begin contacting their references. This transparency builds trust and helps prepare them for potential follow-ups. - Internal Candidates
For current University of California employees, in addition to gathering feedback from supervisors and colleagues, you SHOULD review the public section of their employee file. This includes performance reviews and any professional notes on record at UCLA or at any other UC the candidate worked. Contact CHR Employee & Labor Relations for assistance with this process. - Prepare Questions in Advance
Develop a set of standardized questions tailored to the role and specific competencies required. This ensures consistency and allows for fair evaluation across candidates. Encourage references to share their insights by asking open-ended questions. This can lead to more comprehensive responses and provide deeper insights into the candidate’s qualifications and work style. - Document Responses
Take detailed notes during each reference call. Documenting responses helps create a record that can be referenced later and aids in making informed decisions and defending your decision should you choose not to move forward with a candidate based on the reference check. - Respect Confidentiality
Treat all information gathered during reference checks with confidentiality. Be mindful of how this information is shared and discussed within the hiring team. - Use a Mix of References
Whenever possible, speak to a mix of professional references, such as former supervisors, colleagues, and direct reports. This provides a well-rounded view of the candidate's abilities and interpersonal skills. By following these best practices, you can conduct effective and respectful reference checks that contribute to a successful hiring process.
Using SkillSurvey for Reference Checks
UCLA campus uses SkillSurvey, an automated, web-based reference checking tool that is widely utilized across UC locations. SkillSurvey delivers a higher response rate and better-quality information than traditional phone reference checks, while significantly reducing time spent by UCLA campus staff.
Departments are encouraged to make SkillSurvey a part of their reference-checking process. Once the SkillSurvey Feedback Report is generated, it will include contact information for all references, allowing you to reach out for additional details if necessary. In most cases, the report provides sufficient information for decision-making.
For those who prefer telephone-based reference checks, additional considerations and a sample form is available below.
Contact your Department HR contact, HRPOC, or Talent Acquisition Consultant for more information about SkillSurvey
SkillSurvey is an automated reference-checking platform that streamlines the process of gathering candidate feedback from references. By using confidential, structured surveys, it provides objective insights into a candidate’s skills, behaviors, and past performance.
Benefits:
- Efficiency: Automates reference collection, reducing time and administrative work.
- Consistency: Standardized questions yield reliable, comparable data across candidates.
- Deeper Insights: Provides detailed feedback on soft skills, work ethic, and overall fit.
- Reduced Bias: Anonymized feedback encourages honest, unbiased responses from references.
SkillSurvey helps hiring teams make more informed decisions while accelerating the hiring process.
For more information contact, Talent Acquisition Consultant at Campus Human Resources Department.
Related Resources:
The Internal UC Candidate Personnel File Review is a process used to assess the qualifications and performance of current University of California employees applying for a new position within the system. This review includes examining the candidate’s UC personnel file, which contains records of past performance evaluations, disciplinary actions, and other relevant employment history.
UC Policy allows departments to conduct a personnel file review on any final UC internal candidate. This is considered a best practice. Please work with UCLA CHR Employee & Labor Relations to initiate this process by reaching out to (310) 794-0860.
Benefits:
- Insight into Past Performance: Provides a clear picture of the candidate's work ethic and achievements.
- Consistency: Ensures internal candidates are evaluated fairly based on their UC employment history.
- Risk Mitigation: Identifies any potential concerns or red flags before advancing a candidate.
This process helps make informed hiring decisions while maintaining fairness in internal mobility.