Conducting 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:
1. 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.
2. 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.
3. 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.
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. |
4. 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.
5. 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.
6. 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.
7. 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.
Campus Human Resources, Employment Services
Phone: (310) 794-0890 | Fax: (310) 794-0895
