GUIDELINES FOR CHECKING REFERENCES
General Considerations
1. The purpose of reference checks is to gather additional information about the candidates as a basis for narrowing the list to a small group that the committee will invite to off-campus or telephone interviews.
2. Reference checks should be limited to the top 8-10 candidates. Of course, the committee could decide to add to the list at a later time.
3. Regardless of previous authorization, the candidate’s permission should be obtained by the Chair (or an assigned member of the committee) just before the calls are to be initiated to the references. This will provide an opportunity to explain to the candidate the status of the search, and for the candidate to raise questions he/she may have about the university or the search process.
4. Calls should be made only to those references provided by the candidate unless the candidate voluntarily authorizes going beyond the list.
5. Each candidate should be assigned to one member of the committee. Some members may be assigned more than one candidate if there are more candidates than committee members. Committee members should call a minimum of three references for each candidate assigned.
6. Review the candidate’s file carefully before making these calls, since it is important that you be able to convey to the reference overall familiarity with the candidate’s on-paper credentials in the course of the conversation.
7. The search committee should develop a list of 5-10 questions that are matched to the search criteria, providing the opportunity to evaluate the candidate against the standards established for this search
8. Notes should be made on the substance of the calls for the purpose of accurately sharing results with the committee. It is important, though, that reports be made orally at the next meeting, for nuances are often difficult to capture on paper. Unless the committee specifically decides before the reference checking begins that these notes be shared, they should be regarded as reminders to the reference checker and not as a part of the committee’s file on the candidate.
Introduction of Caller
1. Identify yourself as a member of the (Position) Search Committee of (Institution). Do not reveal the candidate’s name if you must talk with a secretary to gain access to the reference.
2. Ask the reference whether this is a convenient time to talk on a confidential basis. He/she may wish to arrange another mutually convenient time.
3. Indicate to the person that he/she is being called as a reference of the candidate and with the candidate’s knowledge and permission.
4. Assure the reference that the response will be treated in a confidential manner and will not go beyond the Search Committee.
5. Explain that the purpose of the call is to seek the reference’s assistance in learning more about the candidate’s qualifications in relation to the specific needs of the university, rather than to arrive at some global judgment of the candidate’s strengths and weaknesses.
6. At the conclusion of the interview, ask, "Is there anything more you’d like to say?"
7. Don’t forget to thank the person for his/her time and cooperation.