I've been tasked with tightening up the existing reference procedure for new staff and am looking for advice.

I work in the HR department of a company that has to recruit 100+ temporary Call Centre and Data Entry staff  twice a year to cover busy, seasonal workload periods.  These temporary positions can last from 2 to 6 weeks.  We ask all applicants to provide names, addresses and occupation of 2 referees that we can write to.  We send out a reference template with various questions to these referees. 

My main issues with our current system are:

• We don't currently specify how far back references should go or whether it should be the last 2 employers.  The application form says "preferably previous employers but not relatives" - which I think leaves it too open for choice for applicants.

• Quite often, we are still chasing for outstanding references for staff who have already started working here (If we waited for all references to come back, we would never fill our staff requirements in time for the busy period).

• How rigorous should we be with our checks considering the positions are very short term.

• Some references come back with very limited detail - e.g. dates of employment only on our form that we send out. 

Does anyone have any tips on how to overcome these issues?

Hello Wendy

Considering the average turn around time for references is about 2 weeks+ the process you use doesn't seem like it can work in your favour for those very short term bookings.

The most obvious suggestion would be that you request for new starters if possible that they have a references with them.  Which is very rear, but in my experience some candidates have prepared references.

It is difficult for you to specify how far back references should go, but in some cases it can depend on the nature of the post your trying to fill.  In your case I think that it is quite acceptable to ask for the last two employers.  You do not need to specify a time scale on this, but if a candidate has been at the same job for over 10 years, the likelihood is that you will only get the one reference.  Yes you are right in saying that your current stipulation is too brief.

Why not also make, for staff longer term, a reference a condition of employment.  If for example you suggest that those without references can only work a specified number of hours a week until you have cleared references, I am sure staff would chase their employers.  When I apply for references I always ask the starter for email address as well as telephone numbers, I also ask that the starter contact their referees so that they are aware that they will be contacted soon for a reference, I do this straight after they have made a job offer.  The ability to be able to limit hours obviously depends on the nature of your business.

What does your standard reference letter look like?  If it in a check-box fashion and is easy to complete you should find the response rate is quicker.  If it requires extended sentences or looks time consuming it will be put straight to the bottom of most piles.  How rigorous your check are depends on the level of responsibility and the skills required for the role.  You should be check the obvious such as dates and job title, but you may also want to enclose your Job Description and a comment for how the referee think they are able to perform at that level.

Because of the implications of a "negative reference" and tribunal cases that have arisen because of this some employers choose to keep detail to a minimum.  There isn't much you can do to over come this.  In some, but very few cases it maybe permissible to call said referee who maybe able to give you some further information, but I would veer against this as it can still form part of a case if someone decided to go to tribunal on the case of discrimination.

Hope this helps.

Jennifer

I always request initial references via email - it's much faster than post and makes it quick and easy to follow up. I also only ask around six or seven questions, which are direct and specific and won't take long to respond to, and include a request for any further comment at the end.

I find I tend to get additional comments from almost all referees because as it's been quick and fairly painless to that point (and is in an email so easy to write and get 'off their desk'), and by that point I've asked all the major questions and the referee seems to have warmed up a bit.

Wendy

PPS offer a client-focussed specialist outsourcing service that carries out background checks of potential employees.

We offer a highly customised service, which enables you to choose varying levels of vetting/screening dependant upon the position and/or responsibility of the employee from employment history verification to credit or security checks.

(These procedures are in line with the Data Protection Act 1998 and the Private Security Act 2001.)

For the positions you mentioned and the referencing required we operate a swift turnaround.

If you would like some further information please feel free to contact me on siobhan.dennehy@ppsworks.com

I personally feel that any reference is a waste of time and energy, people will either wite a good reference especially if they want to get rid of a particular difficult employee or wont give you any information that is relevant to you.  I f people are only temporary I would go with gut instinct you they willlonyl be with you for a limited amount of time and if they don't work out then you make sure that a file is kept of those who did not meet your requirements and do not re-employ.  Those who are good and you would re-employ keep in another file and use again.