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.

View the full CSU policy.

 

Who Does This Apply To?

This policy addresses requests for references for State CSU employees (including student employees).

 

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.

 

 

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