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Step 8 - Seeking Referee Reports
The Presiding Member or HR Consultant/HR Officer will request referee reports or conduct verbal referee checks. This is usually undertaken during the shortlist or interview process, but in most instances following interviews.
The Presiding Member of the Selection Committee is strongly encouraged to conduct verbal referee checks.
Human Resources strongly recommends that only referees for potentially successful applications be contacted.
How to Obtain Referee Reports
- Referee checking provides a means of obtaining further information about an applicant in relation to the selection criteria for the position.
- Referee checks complement other stages of the selection process and may be used in the following ways: before the interview to assist with the shortlisting process (eg. where the written applications do not provide sufficient differentiation between applicants), or after the interview to obtain further information and verification, following interview.
- Generally, reference checking is best limited to applicants who have been through the selection process and are considered the main contenders for the position.
- Only referees nominated by the applicants should be contacted – permission will be deemed to have been given where referee contacts are listed on the application. Applicants should be consulted before approaching alternative or additional referees.
- The capacity in which the referee is acting (ie. the position the referee holds and current or previous relationships with the recommended applicant) should be established at the beginning of the reference process and any conflicts of interest declared at this stage.
- It is best to contact referees who are immediate or previous supervisors for relevant input rather than colleagues/staff in similar roles.
- Be aware that referees may have an interest in either keeping a valued employee or in losing an under-performer and, as such, providing an objective reference may vary (eg. referees may only report on positive aspects of an employee’s performance and not report on any weaknesses).
- Referees will not always have a detailed understanding of the position and the work environment – help them by explaining about the position and/or provide a copy of the selection criteria and position description.
- Only ask questions that relate to the selection criteria and the applicant's work behaviour and performance, as well as any special qualifications and aptitude for the discharge of the duties.
- Critically appraise/validate any statements – if there is a comment which is confusing/unsupported, do not hesitate to clarify with the referee what they mean.
- Confidentiality of referee checks is essential.
- Any information obtained from referees is bound by the NSW Privacy and Personal Protection Act 1998 – only nominated referees may be contacted, only information specific to the requirements of the job may be requested and “off the record” comments should not be sought from referees.
Written Referee Reports:
- Confidential written referee reports should be requested for shortlisted applicants for all academic positions and for Level 8 and above general staff positions.
- Provide the referees with a copy of the position description and ask them to provide comments within the context of the selection criteria specific to the role.
Verbal Referee Checking:
- Verbal referee checks can be sought for any position but Selection Committee’s are strongly encouraged to conduct them for Level 1 to 7 general staff positions.
- Advantages of telephone reference checks is that they can be obtained more quickly and provide the opportunity to ask specific questions and to seek clarification in relation to the selection criteria.
- Verbal referee reports should be sought by the Presiding Member of the Selection Committee, preferably by Voicepoint, so that all members can hear the report.
- If this is not possible, the Presiding Member may conduct the verbal referee check separately and keep a written record which should be distributed to all Selection Committee members.
Click here for Telephone Reference Check Form. For all Referee Reports:
- A written record of all relevant information provided by the referee must be retained and should discussed with the other members of the Selection Committee to enable fully informed decisions to be made based on all available information.
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