How Can We Create an Unbiased Employee Verification Process for Ex-Employees?

Hi there,

I need some help regarding the feedback or employee verification that is done for our ex-employees. We are planning to implement a process for this so that when someone calls us for information, everything should be tabulated in advance without including any personal views or biases from HR. It is crucial to provide accurate information about any employee to ensure the right information for any new hire.

The challenge lies in determining the criteria to use and how to gather information about traits such as professionalism and attitude towards work, especially since as HR, I may not know many of the employees personally. Additionally, obtaining information from colleagues may introduce personal views and opinions about individuals.

Seniors, please guide me on this matter.

Dear,

I know this has been a problem for many HR professionals, but not to worry. Do you maintain personal records of employees? Do you conduct exit interviews? Do you have a reference check policy in your organization? Sorry if I missed something. I am attaching some documents for reference checks.

Regards, Vipin

Nitu,

There are so many things questioned by the recruiter during verification from the previous company, e.g.:

1. Reasons for leaving
2. Attitude
3. Technical skills and performance
4. If terminated, then the reasons
5. Salary package
6. Possibility of rehiring: No or Yes with reasons.
7. Special remarks for the employee.

To respond to the queries of the recruiter, you have to frame certain policies:
1. Mode of communication: Email or through the telephone only to respond to such queries.
2. Disclosure of information regarding the Ex-Employee, covering points 1-7 above or any of 1-7.
3. Rehiring policies
4. Public Information Policy: Policy for the public statements that can be issued on the company's behalf.

To understand the person technically, you may coordinate with the technical person who had led the Ex-Employee. For other details, you have to discuss and analyze the employee in the exit interview.

When someone calls and inquires about old employees who have left, always speak well of them. Take this golden advice, and you will be very happy in life. You will feel so good that you will experience bliss.

Hi Nitu,

When the reference check is done, it is conducted with the immediate boss and does not necessarily involve HR. So, when you are conducting a reference check, you should do it with the immediate superior or a colleague who is familiar with most aspects of the candidate.

Regards,
Harshad

Hi Nitu,

Mr. Vipin and Mr. Anrag have already given you some important tips. I would just like to add that in case you do not know the ex-employee personally and you are unable to answer specific questions about his performance, you can ask his immediate boss or anybody from his department to handle the call.

I do not support the idea of blindly speaking well about an ex-employee just because he/she is no longer a part of the system. If we do that, we may be deviating from our professional ethics.

I hope this makes sense to you.

Hi,

If we keep this attitude of giving factual information about somebody only, then we can expect the same; otherwise, there is no use of this process. If everyone starts giving generic information, then we will never come to know about any problem which any employee might have created in their previous company. Also, the same employee can cause trouble or nuisance to the other company and may lead to a bad hiring cost for the company.

I appreciate all the views given by all the members and would like to request everyone to provide very factual information about any employee during verification.

Thanks

I had to once do a reference check for a senior profile (Manager level). I tried talking to the HR person, but he was not very comfortable in answering my questions, and I felt that the answers were not right. He seemed to be hiding so many facts.

Luckily, my Managing Director knew the Company's Vice President, and he requested me to talk to the VP and get a reference!

I was scared, but I spoke using the reference of my MD.

The VP was quiet for a while and said that the "Manager" whom we considered was actually terminated from their company (misbehavior with employees and stealing important data, and not doing any work at all - but only talk and make people believe). It would be good for our company not to hire him. I was worried (Because after a lot of hard work, I found this profile).

After this, I discussed with my Managing Director and gave him the feedback.

He smiled and informed me that the VP (of the other company), being a very close friend of his, already informed him about this person. But my MD wanted me to understand the importance of asking for a reference and understand the reason behind it. He knew that if anyone had asked me about an employee who previously worked here, I would only have good feedback. But in the long run, if it's not true, it will affect the company's image.

I WOULD SUGGEST THAT WHEN A PERSON IS TERMINATED, THE HR MUST DISCUSS WITH THE SENIOR MANAGEMENT AND FIND IF IT'S OK TO GIVE POSITIVE FEEDBACK FOR FUTURE REFERENCES.

IF THE PERSON LEFT WITH NO ISSUES / VOLUNTARILY - THEN GO AHEAD AND GIVE A POSITIVE FEEDBACK.

Hi Ravi,

If somebody has left the company 3 years ago and you don't have an idea about the person's performance, then it doesn't mean you will go ahead saying "he was the best employee of the organization." You can always ask the person to give you some time to dig out information or else simply say that you are not aware of his status and provide general information about his date of joining, date of leaving, etc. Professional ethics depend on an individual's perception and can vary from person to person.

Anyways, I posted the reply for Nita and do not want to deviate from the topic. If you wish to discuss this further, you can write to me at indrani.chakrabortty@gmail.com.

Hi Nitu,

I am Ravi from Hyderabad. I am conducting background verification for AP. The information provided by Anurag and Vipiv is more than enough to inquire about the candidate. If you need any help in AP, feel free to call.

Regards, Ravi
09393215254
040-30230545 (o)

Ex-employee information should not be requested by everybody. If you need accurate details regarding their salary, attitude, years of experience, and the department they worked in, you must obtain this information from the Human Resources department exclusively. This information is confidential, and any reports will be based on their personal files.

M. Alagarsamy

Hi Mohini,

I have completed my MBA in HR and have 1.3 years of experience in the corporate sector. I am now looking to transition into the education/teaching industry and am considering pursuing a B.Ed. Could you please advise if this would be beneficial for me in the future?

Regards, Mohini