The search committee or department head should determine in advance how to collect reference materials.  Options include having letters sent directly to the search committee chair or search administrator OR soliciting references identified by the candidate.

In addition to letters of recommendation, search committees and/or department heads may choose to also contact references directly.  The group of candidates subject to reference checks should be identified at the beginning of the search process, e.g., all candidates identified as part of the ‘A’ interview pool will be subject to a reference check, OR only the ‘A’ candidates that progress to the 2nd round of interviews (campus visits).

It is important that regardless of the group of candidates subject to reference checks all reference checks are handled in a manner consistent for each candidate.  In addition the following should be considered for all reference checks:

• The same individual or individuals should conduct all reference checks to ensure consistency in the evaluation.  The same method of reference checking should also be used for each reference; phone interviews are recommended as it allows opportunity for follow-up questions.
• All references for all candidates should be asked the same or similar questions.
• Well-constructed questions that evoke information about a candidates’ past job duties, skills and abilities are valuable to the process of selecting a candidate.
• Do not stop at one reference regardless of how negative or positive it may be; contact all references for each candidate.
• Questions that are legally prohibited of the candidate are also legally prohibited of a reference.
• Questions must be related to the specific position and should be relevant to the candidate’s skills and qualifications.

Never reveal to the candidate the information received from a previous employer or other reference. This information should be kept confidential.

• Introduction example: “UConn is considering ___ for a position with the ___ area/college. S/he provided you as a reference and has given us permission to verify information received during the recruitment process.”
• Provide a brief overview of the position to which the candidate is being considered.
• Ask questions related to duties and responsibilities of the position. Refrain from prohibited  pre-employment inquires.
• Ask the same questions of all references (there may be some variation based on the relationship of the reference to the candidate or follow-up questions for clarification purposes).
• Pay attention to unusual hesitations, ambiguous or evasive responses, overly negative or overly enthusiastic responses. Ask follow-up questions if necessary for clarification.
• Take notes on relevant info. Carefully evaluate and assess the reference after the phone call.