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M:\ER Protocol\TheOneBook4.3 Guidelines for Taking Telephone Ref

4.3 GUIDELINES FOR TAKING TELEPHONE REFERENCES

First, send out the standard email requesting references which the Chair of the Short List Committee will forward to you. Some referees prefer to provide their reference by phone. If so, the following guidelines may be of help to you.

Introduction to Referee

Explain that:

  • You are a member of the Short List Committee for a managerial position for which the candidate is being considered.
  • Comments will not be attributed to referee; only themes reported by two or more references will be reported to Committee.
  • You are contacting several supervisors, peers and subordinates of the candidate to get their perceptions, based on their first-hand experience, of the candidate’s technical and people management skills.
  • Confirm that they have had recent direct interaction with the candidate (to ensure that this is someone who can provide a useful assessment based on first-hand experience).
  • Your questions are standard and will cover technical/professional skills as well as essential people-management skills.
  • Their assessment will not be attributed to them personally and will be used by the Short List Committee as one of several sources of input.
  • We expect referees to keep their conversation with us confidential.
  • We are gathering information from many sources and themes and patterns across the references will be part of the summary reference.

Telephone Interview

  • Telephone appointments
  • Begin by asking about the candidate’s professional/technical strengths and areas for development.
  • Ask additional technical questions, based on the position specific criteria.
  • Proceed to questions about the essential people management criteria and finally the candidate’s overall managerial strengths and development areas.
  • Ask whether there anything else that they think the Short List Committee should take into account in assessing the candidate’s technical and/or managerial skills.
  • Ensure the last question is answered, i.e. do you recommend the person for the job.
  • Thank them for helping to make the short listing process fair and objective and remind them of the need for confidentiality.

Do’s/Don’ts

  • Do keep referees comments/opinions as behavioral as possible - avoid generalizations
  • Do cover all the criteria
  • Do keep thorough notes
  • Don’t ask leading questions
  • Don’t inadvertently give out confidential information

Documentation

We suggest use of the attached form for capturing referee comments for your report back to the Committee. (4.3.1 Managerial Reference Check Form)

January 2008