Employee References
CSU Policy Governing Provision of Employee References
The CSU implemented a new policy in July 2022 that outlines the principles and procedures guiding the provision of references given the associated legal liability.
Who Does This Apply To?
This policy addresses requests for references for State CSU employees (including student employees).
If you are a CSU partner please reach out to hr@fullerton.edu.
Purpose of the CSU Policy
The purpose of this policy to establish a guiding principle of not providing positive letters of reference for employees who have engaged in serious or significant misconduct, including a serious CSU policy violation.
Reference Requests by Third Parties
- Any references requests or requests for letters of recommendation from third parties must be submitted to HRDI for response, as there may be relevant information about which the receiving employee is unaware.
- Submit the request by completing the employee reference request form
. (you will be asked to login with your campus credentials)
- Requestors will recieve email notifications from SmartSheet indicating whether a reference/recommendation can be provided.
- Depending on when this request is received it could take up to 3 business days for a response. In certain circumstances, it could take longer.
- HRDI will review the employee’s personnel file and confer with the Title IX/ DHR office regarding whether the employee has had findings against them or whether any investigations or appeals are pending.
official Letters of Recommendation
- Employees who are asked to provide letters of recommendation or other formal requests for reference for current/former colleagues or direct reports on behalf of the CSUF must submit the request to HRDI before responding
- Submit the request by completing the employee reference request form
. (you will be asked to login with your campus credentials)
- Requestors will recieve email notifications from SmartSheet indicating whether a reference/recommendation can be provided.
- Depending on when this request is received it could take up to 3 business days for a response. In certain circumstances, it could take longer.
- HRDI will review the employee’s personnel file and confer with the Title IX/ DHR office regarding whether the employee has had findings against them or whether any investigations or appeals are pending.
Employment Verification for Current or Former Employees
- CSUF uses InVerify for all employment verifications.
- When a request is received for employment verification please refer individual to the Employment Verification webpage on the payroll website.
Personal References
- Personal references are permissible but must clearly indicate they are being provided in an individual capacity and not on behalf of CSUF.
- Personal references shall not be written on CSUF letterhead.
- References by presidents, vice presidents, deans, associate deans, AVP's and directors may be perceived as being provided on behalf of the University by virtue of their position.
- Such individuals must also consult with Human Resources to determine whether letters of recommendation or positive references are appropriate and may be provided, even in their personal capacity.
No Positive References for Employees Who Have Engaged in Serious Misconduct
CSU will not provide verbal or written positive reference to an employee who has:
- Engaged in misconduct resulting in non-retention, termination or separation through a mutually agreed upon settlement agreement.
- Is currently under investigation for a significant misconduct or violation of a university policy (request may be held in abeyance until conclusion of investigation and any appeals.)
- Had retirement benefits rescinded due to criminal misconduct associated with their official duties.
FAQs
Is this policy only related to references or letters of recommendation for employment purposes?
No, if an employee or student employee is asking for a reference or letter of rec for any reason, this policy will apply.
Is the policy intended to include University volunteers?
Yes, the same guiding principles apply to the policy when considering a letter of reference for a volunteer.
What is the process if you work at CSUF but are asked to provide a reference/letter of rec for someone that is an employee at another CSU campus/CO?
If the person asks about former employment here at CSUF, it should go through the request process. If not, this should be addressed as a personal reference and may not be considered to be on behalf of CSUF.
A student employee is asking for a letter of recommendation or reference for their role as an employee, do I need to submit a request to HR?
Yes, any request for a reference of recommendation that speaks to the student assistant employment must go through the request process.
If the student is asking for an academic recommendation or reference regarding their role as a student (i.e., grad school recommendation), do we need to submit it to HR?
No- The student is not asking for an employment reference or recommendation letter in this case.
Remember that this reference or recommendation letter can only speak to the academic / student role.
If the department or I receive multiple requests for the same person, do we need to submit a request form each time?
Yes, a request must be submitted each time.
