Candidate validation is an important part of the selection and pre-appointment process.
References are the second most used candidate screening method. They are commonly used at the end of a process to fact check what the candidate has given or told you in their written application and during the assessment process, however they can be used at any stage. For example, a brief referee checklist could be used as a screening step after assessing written applications.
After completing this section, you will have:
- an understanding of when to use telephone or written reference checking
- a template to tailor for each referee as required
- awareness of the pros and cons of social media screening.
Actions
- Plan a reference check:
- Speak with the right people who can validate the information you have collected and your assessment of the candidate. This could be a past supervisor but could also be someone who they managed or a key client.
- It is professional courtesy to let the candidate know you are contacting their referees beforehand so they can ensure the referee is expecting your call and is available.
- You do not need to ask the same questions of every referee.
- Add specific questions to confirm information you have gathered from a particular candidate, or explore areas of concern from the assessments. Conduct a reference check:
- Whether undertaking the referee check by telephone or by email, send the referee information about your agency and the vacancy so they are clear on the context of the role. You could email some information from the job advertisement or job description when you confirm the time of your call or send the reference check template.
- If conducting the referee check by phone, try to set up a time to obtain the referee’s comments as prior knowledge of the discussion will likely provide richer information. At the beginning of the conversation advise how their comments are to be used. For example, “The reference check will be provided to the assessors to help them with decision making, and may also be provided to the candidate if they ask.”
- Written reference checks may be useful in large processes. If you read anything that requires further clarification or does not align with other information you have about a candidate, you can call or email the referee to clarify the matter.
- Write up a reference check:
- When you are on the telephone with the referee, take comprehensive notes. Aim to record as much as possible of what they say.
- Read back the notes you have made either after each question or at the end of the call to ensure they are accurate.
- You may wish to email the notes to the referee for them to confirm before proceeding, but this is not essential.
- Do a social media screen as part of the pre-employment process:
- it may alert assessors to illegal and inappropriate behaviour, or discriminatory beliefs that may otherwise be difficult to uncover
- it can help verify claims about previous work experience or achievements, or contributions made to the community
- the information is publicly available and may be viewed by stakeholders if the candidate is hired.
- If undertaking social media screening, avoid making any judgments that are not related to potential performance. There are also potential biases and legal issues you could be aware of and avoid. For example:
- do not seek information about matters that are not related to their suitability for the job, such as race, sexual orientation and advocacy or political motivations
- be aware that you may need to consciously avoid making biased judgements base on a candidate’s online information, and recognise that people do change and mature over time.
- Remove personal information and images of other parties, such as friends or followers who comment on a post, if including social media information as part of a selection report.
