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Effective Reference and Background Checking
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The taking of reference and background checks is a critical part of the search process. In order to avoid misunderstandings or problems at a later date the AESC considers it is the responsibility of the search consultant to clarify who will conduct reference and background checks, and to ensure that all parties involved, i.e., consultant, client and/or specialist third parties, understand their roles and responsibilities in the process.
The following guidelines are intended to help AESC member firms, clients and candidates better understand the definitions and processes involved in this phase of a search consulting engagement. However, member firms operate in many different countries and these guidelines should not be interpreted to contradict specific national legal requirements.
Definitions
Reference Check: comments, oral or written, from current and past employers or colleagues concerning a candidate's strengths and weaknesses vis a vis the proposed position.
Employment History Check: verification of dates, positions and responsibilities during a candidate's professional career.
Educational and Professional Credentials Check: verification of a candidate's college attendance, awarded degrees and professional certification.
Criminal Record Check: a check of a candidate's name against appropriate district, regional and/or national criminal records.
Civil Record Check: a check of a candidate's name against appropriate civil records.
Background Check: this is a broader term often used to include all checks with the exception of the reference check.
Media Check: a check, often employing the internet, to see if a candidate has been mentioned in newspapers or other media during the past several years.
Reference Checks
Reference Checking is a way to expand understanding of candidates' skills and experience through the opinions of those who have worked with them. The intention is to build up a comprehensive picture of a candidate and to validate or challenge conclusions that the search consultant and client initially may have reached.
References customarily are conducted by search firms both in the preliminary stages of a search and, more comprehensively, in the final stages of a search as an individual becomes the favored candidate. At this latter stage clients may also choose to conduct references on the candidate. Since, at this point, discretion and confidentiality issues can be particularly delicate, AESC recommends that this collaborative process be carefully orchestrated by the search consultant.
The AESC does not recommend a specific number of references to be taken nor how far back in a candidate's professional career references should go. Rather, the specific reference checking process to be employed should be discussed and agreed upon between the search consultant and the client since the circumstances of each search engagement are unique.
Background Checks
Background checks seek to ensure the accuracy of more objective data such as employment chronology and educational credentials. They also seek to ensure that the candidate has no civil or criminal history that would preclude successful fulfillment of the responsibilities of the proposed position.
Many large corporations routinely conduct such background checks on all senior executive appointees, along with other screenings such as medical and drug testing. Some do this in-house while others employ specialist organizations to conduct the checks on their behalf.
AESC recommends that the search consultant explicitly agree with the client as to who will assume responsibility for such background checks. Regardless of who conducts them the search consultant should ensure that there is agreement with the client as to the level of checking and degree of thoroughness appropriate to the engagement.