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Employee References

Title: Employee References
Approved by: 
Date Approved:
Effective Date: 06/03/2019
Responsible Official: Vice President of Human Resources
Responsible University Office: HR Records Office
Revision History: 01/01/1995; 01/01/2002
Related Legislation and University policies: Employee Records Policy
Review Period: 5 years
Date of Last Review: 
Relates to: executive staff, senior staff, and staff
Exclusions: none

Policy Statement

The university strives to keep all employment records confidential. As a result, references concerning employment of former staff employees should be forwarded to the Human Resources Department and will be limited to:

  1. Dates of employment and
  2. Job title at the time of termination.

Requests over the telephone are not acceptable. To protect employees, all requests must be in writing and submitted to the Human Resources Department at AskHR@case.edu.

A former employee may sign a written release authorizing the requester to obtain additional information. The additional information that may be released with written authorization is limited to:

  • confirmation of a quoted salary figure;
  • reason for termination as stated on the Personnel Action Form; and 
  • performance criteria if documented on the most recent Annual Performance Review.

In terms of performance criteria, the only information provided will be the ranking as documented in the most recent Annual Performance Review. No general or unsolicited information will be provided under any circumstances.

The university authorizes the Human Resources Department to respond to all staff employee references. In the event that a supervisor is contacted directly, the supervisor must refer all requests, whether written or verbal, to the Human Resources Department without comment.

The Student Employment Office is responsible for verifying undergraduate student employee references and procedures for undergraduate student employees. The Payroll Office is responsible for verifying graduate student employee references and procedures for graduate student employees.