11. Requesting References and Reference Content

You may choose to develop a reference form or write a reference request letter. As stated in other sections of the toolkit, references from current or previous employers must only be accepted on headed paper. If you choose to accept an emailed reference you must carry out all necessary checks to ensure that it is reliable and is from the source requested. However, email references are not recommended.

All reference requests must seek objective information that can be verified and is not subjective opinion.

Reference requests must be accompanied by the job description and person specification. Reference information that is requested must also include questions that are related to these documents.

On receipt of the reference you must check that all information requested has been supplied. If there are any gaps you must follow these up by telephone and ensure this is noted, dated and timed. This record should be held with all other application/ recruitment records for that person.

Reference request criteria:

Name, address and position of the person providing the reference and their relationship to the applicant
Confirmation of the applicant's current post and areas of responsibility
Suitability of the applicant to meet the person specification and the job description
A statement of their suitability to work with children and, if not, give reasons
Details of any disciplinary procedures that the applicant has been the subject of and any allegations or concerns relating to the safety and welfare of children including the outcomes

The following points are essential when seeking references:

Include a copy of the job description and person specification
Open references and testimonials i.e., 'To whom it may concern' are not acceptable
References need to include factual information
References should be obtained directly from the referee
Ideally, references should be sought before the interview to explore any issues or concerns
All references should be objective not subjective

Reference requests should include:

A commitment statement to safeguarding children:

'This organisation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.'

Clarification of the referee's relationship with the candidate e.g. how long have you known the candidate and in what role
Whether the referee is satisfied that the candidate is suitable and if not to give specific details of their concerns
Accurate information which does not contain any omissions or misleading information
Details of performance history and conduct
Details of sickness/absence record (you may request the information but it must not form part of decision making at interview)
Reference to the Data Protection Act 2018 on how this information will be stored and can be accessed
Candidate's current post

Remember:

Referees must be reminded that the information they provide is accurate and the content may be discussed with the applicant. The applicant also has a right to see the references if they request to do so
Referees must be reminded that if they omit any information they will be contacted again by telephone or in writing. The additional information they provide will be recorded and may be shared with the applicant
Please note employers are not able to ask questions in relation to health in references taken up before an offer of employment is made
When making decisions you will need to exercise your judgement. Serious or recent concerns that have not been resolved satisfactorily should cause you concern. Also a history of repeated concerns or allegations over time should cause you concern. Any cases when an issue was satisfactorily resolved some time ago or an allegation was unfounded or did not need formal disciplinary action may not cause you concern

A reference request letter should be set out using the following format:

<Date >

<Referee's name and address>

Dear <Referee's name>

<Main body of letter> (Including relevant information detailed in the bullet points above, a reminder that information the referee provides must be accurate and the content maybe discussed with the applicant and that any omissions on the reference form will be followed up by telephone or in writing).

Yours sincerely,