Human Resource Services

Providing References > Hiring > Managers > HRS Home

Providing References

What is the most prudent and effective policy on providing references to employers or potential employers of former and present UT Austin employees who are seeking employment outside of the university or who are seeking a promotion or transfer within the university? After some benchmarking, research and legal consultation, Human Resource Services has developed some guidelines for managers and others who may be asked for information.

  • Providing information on former employees presents an exposure to litigation
    • Legal cases have held former employers liable
    • Many employers are providing only minimal references because of the liability
    • Our decentralized nature makes it difficult to ensure improper information is not divulged
    • No policy exists
  • References are used by UT managers in candidate selection
  • Guidance is somewhat contradictory–exposure to defamation vs. negligent hiring.

For Inquiries Outside of UT Austin

If an outside employer asks you for reference information, you should respond that Human Resource Services (HRS) provides that information and request that they call HRS Employee Records at 471-5127. They will provide period of employment, title and last salary if requested.

For Inquiries Within UT Austin

We should provide accurate information, which will aid in hiring decisions. Performance reviews may be provided. Negative behavior or performance information, that is documented, may also be provided. In all cases, it should be job related and relatively current in timeframe.

Important Reminder on Reference Checks

In order to avoid liability for defamation, the procedures for handling reference check inquiries must be strictly adhered to. All reference check inquiries on current and past employees that originate from external entities are to be referred directly to HRS Employee Records at 471-5127.