Before collecting referee reports

  • Request information regarding nominated referees from applicants to assess referee suitability. Where panels decide to contact non-nominated referees applicants should be informed of the name(s) and provided with the opportunity to comment. Any comment made by applicants should be recorded.
  • Discuss applicant claims amongst panel members and any inconsistencies in assessments.
  • Determine the process for collecting reference reports amongst the panel. Contact with referees by telephone or face to face will elicit more useful and valid information than written requests; the panel will have greater opportunity to ask specific questions and clarify information.
  • Refresh your memory prior to contact with the referee. What are the major claims of the applicant? Are there inconsistencies or gaps in the information gathered?
  • Frame questions relating to selection criteria to gather actual evidence or examples of performance. Referees are likely to feel more comfortable volunteering useful information regarding duties, roles, projects undertaken, etc.
  • Determine appropriate and specific questions; often the applicant interview questions are also useful addressed to referees. Certain methods of asking questions can reduce vagueness in responses - for example, forced choice or rating scales anchored to behavioural statements.
  • Give advance notice of reference interview.

The reference interview

  • Provide the referee with information regarding the position (particularly the selection criteria) via telephone or in writing.
  • Indicate the level of the position and where it fits into the structure and functions of the work group and organisation.
  • Clarify the relationship of the referee with the applicant, the period of close contact, and the responsibilities of the applicant.
  • Inform the referee that notes will be made, and their comments may be made available to Board members in a hearing at the Merit Protection Boards.
  • Explore issues related to the selection criteria, and ask for specific examples of on-the-job behaviour.
  • Gather information to validate applicant claims.
  • Clarify uncertainties and gaps in information gathered from other selection tools.
  • Ask for comment on relevant areas for development if none are offered.
  • other topics which may be useful for discussion:
  • ability of applicant to transfer skills and experience to the position;
  • relationships of applicant with subordinates, peers and management;
  • applicant strengths, areas for development and potential.
  • Probe for specifics. Don’t rely on general overview commentary.
  • Encourage accuracy and fact. Discourage personal opinions, impressions, generalisations and emotive descriptions.
  • Notes of referee’s comments should be confirmed with the referee.
  • To conclude, summarise referee comments from notes.

Follow up

  • Identify any discrepancies or negative information which may affect the selection decision; contact applicant, and give them the opportunity to respond. Additional referees may provide further clarification.
  • Document information formally from notes (if the information was provided verbally) and provide a written copy to the referee for certification.
  • panel will consider and discuss each reference report, and integrate this with information collected from other activities.

Based on: Getting the Best Person for the Job, Recruitment and Selection Training Package, Module 3, pp65-66, Department of Education, Queensland