TIPS FOR PROVIDING REFERENCES

• Who should provide references?
  • Supervisors and managers are generally the appropriate individuals to respond to requests for references from prospective employers, since they are able to best articulate on a past employee's performance. However, if a unit head or HR officer does not think a supervisor or manager should provide this information, then he/she may provide this information.
  • Managers should be trained in the proper method and manner of releasing information.
  • Generally, other employees should be advised not to provide references to prospective employers.
    
• Verify the authority of the individual requesting information by using techniques such as arranging to call the person back to verify the person is who she claims to be.
• Determine whether the caller has a legitimate need to know the information requested. Ask why the information is being requested and what it will be used for.
• Ask the prospective employer for a waiver from the former (or current) employee releasing NYU from liability for a good faith reference, or obtain a release from the former employee directly.
• The designated person should have access to all relevant information, which should be strictly limited to the facts. Check and re-check all information available for accuracy and substantiation.
• The designated person should review the files for a settlement or employment separation agreement to ensure that he or she is not violating the terms of the agreement by providing a reference.
• Inform the prospective employer that any information provided should be treated as "strictly confidential" and used only for the purposes revealed to NYU.
• Be aware of any professional or ethical obligation to provide a detailed reference, where applicable.
• Provide only job-related information, such as job performance. Questions about one's personality traits, personal life, or other non-job related items should not be answered.
• Do not provide information "off the record."
• Disclose all relevant and substantive information about the former employee, including the positive and the negative information. Partial disclosures could lead to legal actions.
• All communication regarding former employees should be truthful, based on facts, and rely on the employment record. Do not rely upon second or third-hand information.
• References should be provided in a fair and consistent manner for all former employees. Do not provide references for some employees and not others. Such selective disclosure could be perceived as unfair or discriminatory.
• Do not provide misleading information. Do not give false reasons for terminating someone's employment, such as "reorganization." Do not falsely state that someone was a good employee in order to help that person get a job elsewhere and "out of your hair!"
• Document the information provided when communicated by phone or in-person.

©Copyright 2005, New York University
This outline is for training and general guidance only, and is not intended as legal advice.