Conducting post-interview checks
After the interview phase and before making a job offer, it is important to conduct reference or background checks to validate the information provided by candidates and ensure their suitability for the role.
A reference check is an evaluation of an applicant’s past job performance, based on conversations with people who have worked with them. It is recommended that reference checks be completed with a minimum of two supervisory referees who can speak to the professional qualifications of the candidate.
Reference check tips
- Structure the reference check around job requirements. This will ensure that all applicants are treated consistently and that we obtain comparable information for each applicant.
- Use reference checks to verify examples provided by the candidate during the interview. This will ensure accuracy and credibility of their experience.
- The information that is provided by a reference provider must be based on their own experience observing or working with the applicant. Try to get specific information from a referee.
- You can check references by phone or email. If emailing, provide a deadline for replies.
Guidelines for structured and equitable checks
Only ask your top desired candidate for their references – otherwise you may inadvertently make other candidates feel that they are likely to get the position. Give your candidate notice that you will be reaching out to their references, so that they can notify the referees.
- Ask all referees the same set of questions.
- Use job-related, competency-based questions.
- Focus on specific examples of how the candidate performed, not just opinions or general comments.
- Broaden your expectations for a traditional referee for candidates who have been outside the workforce for a while (e.g. volunteer supervisors, coaches or instructors can also provide relevant info about the candidate’s ability to do the job).
- If a reference chooses not to respond, document the reason given.
Credential and education verification
If the job requires formal education or certifications, check that the candidate meets those requirements. This could include:
- University degrees
- CPA, P.Eng, or other designations
- Teaching credentials
Background checks
Background checks are required for certain senior level roles and for roles within specific faculties/departments. Learn more about Background Checks at UBC.
- When a background check is required, please complete the background check request form (available through your departmental HR Advisor or representative via the HR Advisory Services Sharepoint site).
- Completed forms can be sent to: hiring.solutions@ubc.ca (Vancouver) or ubco.hr@ubc.ca (Okanagan) for processing. This is an interim process until Workday Integration is available in Fall/Winter 2025.
- Criminal Record Checks: Employees and volunteers who work with or have unsupervised access to children or vulnerable adults, and individuals who belong to a professional body that requires a criminal record check (CRC) as a condition of membership will need to follow current practices and are subject to a CRC every 5 years. Learn more about Background Checks at UBC.
- Some background checks may require more than a criminal record check (e.g. social media, credential or credit checks). Please consult with your HR Advisor to ensure the correct checks are requested.