OBJECTIVE

3.15 To ensure that personal information, including education and past experience, provided by the job applicants is factual and also to obtain the referees’ views about the applicants’ general conduct, honest, integrity and behaviour.

POLICY
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3.16 The Head of Human Resource department carries out reference check before an employee is confirmed in a management or non-management position. Significant policies regarding initiating correspondence and handling of confidential information are presented below:

• General information pertaining to employee’s conduct, honesty, integrity, productivity, etc. alongwith any particular reasons for leaving the previous employment is probed through the referees. However, the members of interview panel may instruct the Head of Human Resource department to check any specific information from the referees which they may have come across during the course of the interview.
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• Any information received from the referees is treated as strictly confidential. The appointing authority, members of the interview panel and the Head of Human Resource department only have access to the information. Under no circumstances, it is released to the employee.
• If any representation made by an employee is not validated after proper reference check, the appointing authority or nominee can make necessary enquiries from the employee. Statement of false/incorrect information by an employee can result in dismissal from the organization.

PROCEDURE
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3.17 The Head of Human Resource department contact the referees requesting particular information on the Reference Form. In some instances where information is not received from a referee even after reminders, the employee is asked to furnish name of alternate referee.

Responsibility/Action

Head of Human Resource department

Asks HR Executive to initiate reference check of the probationer (new employee).

HR Executive

Prepares reference request letter addressed to the referees stated by the employee in the Employment Application form. Obtains signature from Head of HR department, attaches Reference Form and arranges for delivery to the referees.

Receives response from referee and forward it to the Head of Human Resource department.
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If no response is received within a reasonable time, follows up with referee by letter or telephone requesting an early response.

If no response is available after follow up, requests employee to provide alternate references from whom his antecedents may be confirmed.

Head of Human Resource Department

Scrutinise the response and note inferences on the Employment Application form of the concerned candidate. In case of unfavourable comments or conflicting statements between referee & employee, prepare a memo, addressed to the members of the interview panel, highlighting the information so received.

Interview Panel
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Discusses unfavourable comments and conflicting statements with Head of human Resource department and arrives at consensus on the next step.

Head of Human Resource Department

If misrepresentation is evidenced from the information, forwards such information to the Competent Authority with the agreed recommendation.

Competent Authority

If misrepresentation is proven, decides whether to terminate the services of the employee after due consideration of the necessary facts. Forwards opinion to the Head of Human Resource department.

Head of Human Resource Department

Arrangements to prepare termination letter and obtains signature of the Competent Authority.
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Arranges to deliver termination letter to the concerned employee and copy to finance function for processing of dues; file a copy in personal file.

Ensures that the name of the leaving employee is struck off the departmental attendance register, employee identity card is recovered and personal file is closed.