Employment Verifications Policy

Policy

It is the policy of the University of Puget Sound to verify employment and respond to reference requests regarding current and former faculty, staff and students to outside organizations who request such information for credit or employment purposes. Accordingly, the following procedures may be followed when responding to such requests:

Written Verification Requests

All written requests for verifications of earnings information from lending institutions which have been authorized in writing by current or former faculty, staff and students should be forwarded to Payroll. Payroll completes the request forms and forwards copies (for current or former faculty members and staff members) to the Human Resources Department where they may be retained for confirmation purposes.

Written Reference Requests

All written requests for references on current or former faculty members or staff members should be forwarded to the Human Resources Department and those for current or former student staff members should be forwarded to the Student Employment Office. The university's response to a written reference request may depend on whether or not the faculty, staff member or student has authorized the request with his or her signature. If not, the university usually provides verification of employment, dates of employment, and job title or responsibilities. If the individual has authorized the request, then such additional information as salary, reason for leaving the position, and performance appraisal data may be provided. The university also may provide such additional information without prior authorization from a former faculty member, staff member or student staff member where the university believes a prospective employer needs to be aware of relevant job-related information concerning the individual. Copies of written reference requests may be retained in the Human Resources Department or Student Employment Office for confirmation purposes.

Telephone Verification and Reference Requests

Telephone calls received from organizations requesting reference or credit information on a current or former faculty member or staff member should be transferred to the Human Resources Department; requests for information on current or former student staff members should be transferred to the Student Employment Office. The university may request the name of the calling organization, and, if the organization is appropriate (financial institution, credit institution, prospective employer, prospective landlord, etc.), the university will verify employment or former employment, provide the dates of employment and the faculty member's, staff member's or student staff member's job title or responsibilities. Salary information, addresses, telephone numbers, performance appraisal information, etc., is usually not given out or verified over the telephone unless the Human Resources staff or Student Employment staff have personal knowledge of the caller and his or her relationship to the calling organization.

Origination Date: 4/1996

Owner: Human Resources
Contact: Director Human Resources and Affirmative Action