Reference Checking Guidelines

1. As part of your reference checking, always insist upon speaking with an applicant's most recent supervisor.
   
   
2. Identify yourself immediately, explain your position with your organization, and tell the person why you are calling about the applicant.
   
   
3. Assure your contact that any discussion you have will be held in confidence.
   
   
4. Ask if he or she is free to discuss the situation.
   
   
5. Offer to have the person call you back if you sense that he or she doubts the legitimacy of your call.
   
   
6. Try to establish rapport with the person you are calling. Perhaps he or she has a son or daughter attending your institution. Maybe you know someone in his/her organization. Many times there is a freer exchange of information when the person you are calling identifies with your organization, your position, or some mutual point of interest.
   
   
7. Tell the person about the position for which the applicant is being considered so that he or she can give a more accurate evaluation.
   
   
8. After giving background information on the vacancy you want to fill, ask a general response question such as "How do you think the applicant would fit into our vacancy?" After the person responds, ask more specific questions.
   
   
9. Let the person talk freely for as long as he or she wishes without interruption. Often a question from you at the wrong time will shut off further information.
   
   
10. Follow up and probe when you feel the contact is reluctant to discuss certain factors. Many times a further explanation of why you're "digging" will elicit the information you want. After all, you are doing the applicant a favor by checking. Placement in the wrong job could lead to ultimate unhappiness or even dismissal.
    
    
11. Watch for obvious pauses in answering when you ask questions. Often these pauses are a sign that further questions may bring more information that you might not otherwise receive.
    
    
12. Don't hang up until you're sure that you know the opinion of the person you have called. Frequently, you will receive ambiguous answers. The person called may give very little useful information. A technique that frequently works is to summarize the conversation by making either of the following two statements:
    
    "I take it that you don't recommend the applicant very highly for the position", or "I take it that you recommend the applicant very highly for the position." Sometimes this brings the responses you need.
    
    
13. Glance at your checklist of questions to be sure you've covered everything.
    
    
14. Always end the call by asking the person, "Would you re-employ the applicant?" Often this question brings forth information that you were unable to get by other questions.
    
    
15. Be sure to thank your contact for his or her help.