Check references
VCU requires two reference checks related to the candidate's professional career. It is strongly encouraged that one of those references be with a current or recent supervisor, although it is not required for external candidates. Please note, policy requires a current supervisory reference for internal candidates only.
Candidates must be notified in advance that references will be contacted.
Former employees who have been terminated for cause by VCU are ineligible for rehire at VCU and will be notified of their ineligibility for rehire. Applicants excluded by this provision may request their status be reviewed if, after a minimum of five years, they can present evidence to the chief human resources officer that the behavior or competency deficiencies that led to their dismissal have been corrected. The online recruitment system should automatically reroute ineligible applicants to an inactive status.
If a particular degree is required for the position, VCU may take steps to verify the documentation provided by the applicant/employee. Failure to comply with a degree verification documentation requirement and/or misrepresentation of professional credentials in any manner may result in revocation of the contract and/or termination of the appointment with VCU.
- Check references after you have interviewed a candidate. Checking references before the interview may create false expectations and affect your ability to evaluate the applicant's qualifications objectively.
- Conducting references by phone is recommended as written responses rarely uncover negative factors. People hesitate to put in writing information they may be more willing to provide over the phone. Checking a reference by phone allows you to ask clarifying questions if needed. Do not let letters of reference substitute for phone calls. Phone calls to conduct references should follow the general process of:
- Generally, professional references are preferred as opposed to character references. Professional references are people who have actually worked with the candidate as their supervisors, subordinates, or colleagues. In some instances, the reference may be a client or customer of the candidate. A current or former supervisor is the most preferable reference as that person is or was in a position to make assessments of the candidate. Character references may be acceptable if the candidate is new to the workforce. Academic references from teachers and professors are also acceptable if the candidate is a recent graduate.
- If the candidate does not want you to contact a certain employer, you can explore the reasons with the candidate. Develop a set of job-related questions to be used on all reference checks. As with interview questions, target your questions to the competencies needed in the job and record notes to document the reference check.
- Be sure to record notes to document the reference check.
General
- Describe the candidate's main job responsibilities.
- What was it like to work with this candidate? Can you share their greatest strengths?
- In your opinion, what skills would the candidate need to strengthen for them to reach their fullest potential?
- What type of work environment do you think the candidate would be most likely to thrive in, and why?
- How would you describe this person’s attendance and reliability?
- When you think of the candidate, how would you characterize them overall?
- What would you say are their major strengths? Areas to improve?
- In stressful situations, describe how the candidate reacted. Be specific.
- Additionally, how does this person handle difficult people? What is their conflict resolution protocol?
- From your observation, has the candidate mainly been in the role of an implementer or initiator of projects and proposals?
- How independently does the candidate work as opposed to checking in with stakeholders and supervisor?
- What are the candidate’s key accomplishments or impact on the organization?
- Does the candidate always conduct their dealings with others in a tactful manner? Explain.
- What are the candidate’s key accomplishments or impact on the organization?
- How would you describe this person’s technical skills?
- Describe the quality of this candidate’s written and verbal communication skills?
- How would you describe this person’s ability to meet deadlines?
- In what ways is this person a team player?
- How well did this person get along with management and peers?
- How would you describe this candidate’s attitude toward work?
- How would you describe the candidate’s overall performance?
Optional questions to ask of managers or executives
- How many people did this person directly supervise and for how long?
- Provide examples in which this person had to make sound and timely decisions. What were the results?
- How would you describe this candidate’s leadership, managerial, or supervisory skills?
- Did this person plan and administer a budget? If so, what was the size, and how did this person manage it?
- How would you describe this person’s ability to plan and execute short and long term goals?
- Please describe this person’s political acumen and ability to work with senior leadership?
- How would you describe this person’s ability to manage up within the organization?
- How was this person perceived by subordinates? Peers?
- Can you describe this person’s involvement in attracting/hiring/retaining and developing top talent?
- Please describe an example of this person’s ability to lead a team through a project or major initiative. What challenges did they face
- What impact has this person had on the organization? In his or her department?
- What kind of legacy is this person leaving?
- What are this person’s biggest accomplishments or key contributions to the organization?
- How does this person compare with other managers or executives in similar positions in your organization or comparable organizations?
- Would you describe this candidate as a visionary? Please provide examples.
- What involvement has this person had in contributing to the strategic plan of the organization?
- How has this person demonstrated their strategic thinking ability? Please provide examples.
Closing
- How would you summarize the candidate as a candidate for this position?
- Is there an experience that you have had with the candidate that is particularly memorable to you?
- What area of development would you encourage the candidate to focus on?
- If you were going to provide advice on how to best guide this person what would it be?
- Would you rehire or want to work with this individual again? If not, then why?
- Is there anyone else you could recommend as a reference who might have seen this person from a different angle?
- Is there anything else about the candidate that you think it’s important for us to know before moving forward in the process?
Utilize the Reference check form as a guide to conduct references.
Receiving a negative reference for a job candidate can be a challenging situation, especially in the final stages of a promising recruitment process. Upon receiving a negative reference, consult with your HR Professional.
Ultimately, the decision should be based on whether you believe the candidate will perform successfully in the role and can positively contribute to the university’s culture and work environment. Use all the information at your disposal to make an informed decision.
Use this guide on Receiving a Negative Reference to help consider next steps.