Building trust in the hiring process: Leveraging pre-employment screening reference checks

What is an employment reference check?

An employment reference check is a fundamental step in the candidate screening process, which validates the information supplied by a job applicant on their CV. This verification process includes contacting the individuals listed by the candidate as references; more often than not, any individuals listed would have held a supervisory or professional relationships with the applicant in the past. These references often include previous employers, managers, or colleagues.

The main goal of conducting a background and reference check is to validate the accuracy of the details provided by the candidate regarding their work history and qualifications. During this process, employers are looking to gain deeper insights into various aspects of the candidate's professional background. This includes confirming key details such as their job titles, the duration of their employment, the scope of their responsibilities, and their overall performance within previous roles. These details help employers establish the alignment between the candidate's past experiences and the specific requirements of the position for which they are being considered.

There are further applications for an employment reference checks beyond the verification of details already provided. They also aim to give a potential employer a more comprehensive understanding of the candidate's professional character, strengths, and areas of improvement. Employers often use these checks to gain a sense of the candidate's work ethic, teamwork skills, and adaptability, allowing them to assess how well the individual might integrate into the company's culture and perform in the potential role.

By reaching out to the outlined references, employers can also identify any potential red flags or concerns related to the candidate. Issues such as punctuality, interpersonal skills, or ethical behaviour may surface during these conversations, providing employers with a more comprehensive perspective on the individual's past performance and character.

At what stage do employers check references?

Employers typically check references during the later stages of the hiring process, often after they have conducted interviews and have a shortlist of candidates they are seriously considering for the position. The reference check stage is generally one of the final steps in the evaluation process, and it serves to confirm the information provided by the candidate and to gain additional insights into their qualifications and character.

The specific timing of reference checks may vary depending on the employer's practices and the complexity of the hiring process. However, the typical sequence of events in the hiring process looks something like this:

• CV screening: Employers begin by reviewing CVs and applications to identify potential candidates whose qualifications align with the job requirements.
• Initial interviews: Employers conduct interviews to further assess candidates' skills, experiences, and fit for the role.
• Second interviews or assessments: Some employers may conduct second interviews or require candidates to complete assessments or tasks to evaluate their capabilities more thoroughly.
• Reference checks: After narrowing down the pool of candidates, employers reach out to the references provided by the applicants. This step typically comes after the interviews and assessments.
• Job offer: Once the reference checks are completed and satisfactory, the employer may extend a job offer to the selected candidate.

It's important to note that conducting background check references earlier in the process, such as before initial interviews, can be a more efficient approach to screen out candidates who may not meet the employer's basic requirements. However, most employers opt to do reference checks later in the process when they are seriously considering a candidate for the position, as it requires time and resources to contact references and gather information.

The exact timing of reference checks may vary by company and industry, but they are typically a critical step in confirming a candidate's qualifications and character before making a final hiring decision.

What is the importance of conducting pre-employment screening reference checks?

Conducting pre-employment screening reference checks is of paramount importance in the hiring process for several reasons:

• Verification of information: As mentioned already, reference checks help confirm the accuracy of the information provided by the job applicant on their CV or during interviews. This includes details like job history, job titles, employment dates, and educational qualifications. Ensuring that a candidate's credentials match their claims is essential for making informed hiring decisions.
• Assessment of qualifications: Reference checks provide employers with the opportunity to assess a candidate's qualifications and experience in a real-world context. They can gain a better understanding of the candidate's skills, strengths, and weaknesses, which is crucial for determining if the candidate is the right fit for the role.
• Insights into character and work ethic: Employers can use reference checks to gain insights into a candidate's work ethic, attitude, and overall character. References, particularly former supervisors and colleagues, can provide valuable information about the candidate's behaviour, interpersonal skills, and ability to work in a team.
• Predicting job performance: Reference checks can be predictive of a candidate's future job performance. Positive references can give employers confidence that the candidate has a track record of success, while negative references or concerning feedback may serve as red flags.
• Cultural fit: Understanding a candidate's past performance and working style can help assess their potential cultural fit within the organisation. Employers can gauge whether the candidate's values and work approach align with the company's culture and values.
• Risk mitigation: As with all other background checks, employment reference checks also play a role in risk mitigation. Employers can reduce the likelihood of hiring a candidate with a history of performance issues, ethical concerns, or other red flags that could lead to problems in the future by conducting these checks.
• Legal and compliance: In some industries and roles, reference checks may be required by law or regulation. Ensuring compliance with such requirements is essential to avoid legal issues.
• Liability protection: Proper reference checks can help protect employers from liability in cases where hiring a candidate with a problematic history or undisclosed issues could lead to workplace incidents or other liabilities.
• Informed decision-making: Reference checks contribute to more informed hiring decisions. They provide additional data points to complement interviews and assessments, helping employers select the most suitable candidates for their organisation.

While reference checks are important, it's essential to conduct them professionally, ethically, and in compliance with privacy and legal regulations to protect both the candidate's rights and the interests of the hiring organisation.

Can a potential employer check references without consent?

The short answer, no.

In many jurisdictions, employers are typically required to make sure they have full consent of a job applicant before conducting employment reference checks. Checking references without consent may violate privacy laws and regulations, such as data protection or employment laws, depending on the location and specific legal requirements. It's generally considered a best practice to seek the applicant's consent and inform them that reference checks will be a part of the hiring process.

When obtaining consent for reference checks, it's crucial to provide transparency regarding the information that will be collected, how it will be used, and who will have access to it. This transparency helps ensure that applicants understand the process and can make informed decisions about their participation in the hiring process.

How does Access Screening help businesses conduct employment reference checks?

Access Screening is a software provider that offers businesses a comprehensive automated screening solution for conducting employment reference checks as part of their hiring process. By using an automated software solution, organisations can benefit from a range of features to streamline and enhance the process of conducting employment reference checks.

Here's how Access Screening can help:

• Efficiency and speed: Access Screening automates the reference check process, significantly reducing the time and effort required to contact and interview references. This efficiency is particularly valuable when handling a high volume of candidates.
• Consistency and objectivity: Automated reference check software ensures a consistent and objective approach to the process. The questions and interview protocols remain the same for all candidates, reducing the potential for bias or human error in the evaluation.
• Customisation: Access Screening can be customised to align with a business's unique needs. This may include tailoring reference checks or adjusting the depth of the checks to suit specific job roles or industries.
• Centralised data: The software often centralises reference check data, making it easily accessible and organised for review and decision-making by hiring teams.
• Scalability: Access Screening can be scaled to handle employment reference checks for a large number of candidates, which is especially beneficial for companies with high recruitment volumes.
• Data security and compliance: Automated reference check solutions like Access Screening often prioritise data security and compliance with privacy regulations. They ensure that reference data is stored and handled securely, protecting sensitive information.
• Reporting and analysis: Access Screening software provides comprehensive reporting and analytics features. This allows businesses to analyse employment reference check data and make data-driven decisions in their hiring process.

Overall, Access Screening, as an automated software solution, optimises the reference check process, making it more efficient, accurate, and compliant. It allows businesses to make well-informed hiring decisions and minimise the risk associated with hiring decisions while saving time and resources.