STATE HUMAN RESOURCES MANUAL Employment and Records

Created: February 4, 2021

Applicant Reference Checks Policy

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Applicant Reference Checks

Contents:

Agency Responsibilities

Office of State Human Resources Responsibilities

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Policy

Prior to extending an offer of employment it is required that reference check(s) be completed

on the selected candidate. The candidate’s signed application authorizes the State to

request information pertinent to the candidate’s work experience, education, and training.

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Definitions

Performance Documents – Employee documents within NCVIP to include any active

disciplinary actions, Interim and Annual performance appraisals for a 3-year period.

Reference Check - a process of getting information about an applicant from their previous

employers, schools, and other available resources. Through reference checks, the

information given by the candidate on the job application and during the interview(s) about

work experience and skills can be verified.

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Employment Verification

1. Verify employment with at least two recent employers or all employers with which the

applicant has worked over the previous five years. Confirm:

STATE HUMAN RESOURCES MANUAL Employment and Records

Created: February 4, 2021

Applicant Reference Checks Policy (cont.)

• Eligibility for Rehire

2. Do not ask about salary history per Executive Order 93.

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Reference Checks

1. Call or email a minimum of two individuals listed as current or most recent prior

supervisors on application (for work most related to the job being sought):

• Overall performance

• Attendance

• Experience applicable for job being sought

• Reason for leaving

must be obtained from the hiring Agency Head or designee.

• Refer to the state’s HR/Payroll System to confirm whether an applicant has been

involuntarily terminated from a state agency. If yes, approval to extend a job offer

must be obtained from the hiring Agency Head or designee. An applicant who was

terminated due to a Reduction in Force does not require approval from an agency

head or designee, unless performance shows they did not meet expectations, or they

have an active disciplinary action.

• Verify reason for leaving on application reflects reason entered in the state’s

HR/Payroll System.

3. If unable to obtain references from the current or former supervisors (generally due to

STATE HUMAN RESOURCES MANUAL Employment and Records

Created: February 4, 2021

Applicant Reference Checks Policy (cont.)

provide contact information for two supervisors, references may be obtained from

educators or organizations where the applicant has served in volunteer roles.

6. The employment verification and reference check may be combined if applicable.

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Criminal Background Check (If Agency requires background check for position.):

1. Background checks should be done after the initial interview unless the position is one

that a criminal conviction would legally preclude the person from employment in the

particular position for which they applied.

2. When assessing an applicant’s background information, apply the job-related standards

consistently, regardless of their race, national origin, color, sex (including sexual

processes.

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Agencies shall create their internal processes to:

1. Follow the policy’s required reference check procedures and templates, unless the

agency receives written approval by OSHR to establish agency guidelines, procedures and

templates that meet minimum requirements.

• Ensure required employment verification and reference checks are completed on

selected candidate.

• Ensure background checks are conducted, as required by an agency.

STATE HUMAN RESOURCES MANUAL Employment and Records

Created: February 4, 2021

Applicant Reference Checks Policy (cont.)

from a state agency, has an active disciplinary action, or has received an overall

2. Identify when a hiring manager can independently decide to hire an applicant whose

candidate with state experience who has a) a prior involuntary termination from a

state agency or b) an active disciplinary action or an overall performance

appraisal rating of “Not Meeting Expectations” as shown in NCVIP.

3. Train managers on required reference check procedures and templates.

4. Identify when an agency head or designee should review and approve hiring an

individual when there is a nexus between a criminal record and the position’s duties.

5. Conduct annual self-assessment of agency’s reference check processes to ensure

standards contained in this policy.

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Office of State Human Resources Responsibilities

• Include program review of the reference check processes in regular agency

performance audits.