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Employers still consider it important to check a job candidate’s references when making hiring decisions. A recent microsurvey of employers by HigherEdJobs indicated that 96% of employers check references. But their reasons and methods are a mixed bag.
More than a quarter of respondents who explained why they check references said they are doing so to follow policy or fulfill part of the hiring process. Some are simply verifying candidates’ current or previous employment. Others use reference checks as performance indicators or to get more information about a candidate to support a hiring decision.
“Reference checks further validate the candidate’s performance and cultural alignment to the organization and assist in the development of an onboarding plan,” wrote one respondent.
Some institutions contact references as a final check once they identify the candidate they want to hire. Some follow the procedure before inviting candidates for manager positions to campus. Search committees for faculty positions are more likely to only use letters of reference from applicants and request them when they submit their materials. It all varies in higher education.
But what about you as an applicant? What are your goals when it comes to job references? Here are a few best practices:
Submitting Your References
The first is simple: fulfill the request. Don’t let a technicality, like not submitting letters of reference or forgetting to provide a sufficient number of references, prevent you from advancing through the initial screening. If an institution is checking boxes to follow its policy, make sure you’re doing the same.
Don’t write “References available upon request” on your resume or CV. Academics should list references on the final page of their CV. Administrative or support staff shouldn’t waste valuable space on their 1-to-3-page resumes; have them listed on a separate document and only provide it if asked.
“Sometimes job descriptions will have a list of bulleted application materials,” said Joseph Barber, Director of Graduate Career Initiatives at the University of Pennsylvania. “They want a CV, a cover letter, a statement of this or a statement of that, and a list of references. When it’s called out like that in a list of documents, I advise students and postdocs to submit (references) as a separate document and also have it on the last page of the CV.”
Selecting Your References
If the employer doesn’t designate a specific number of references, Barber recommends providing 3-5 references. But it depends on the job. If it’s just a research position, three will do, but if there are other aspects of the job such as teaching, then more perspectives of people who can speak to your different skills might be needed.
“The key is for the references to be able to say positive and effective things about whatever it is that you’re teaching or your research,” Barber said. “Those are the people who have been able to see that in action and contribute to your successes. They are most likely to support the efforts that you’re making to position yourself for that role and contribute to an effective narrative.”
You might have had a close relationship with your faculty advisor when you were a master’s student. You might trust that advisor to say great things about you, but they are only going to be able to speak to your abilities as a student. Just as you would adapt your resume/CV or cover letter to the position you are applying for, you also need to select your references based on the job.
Also, be careful when using your current supervisor as a reference. You might not want your current employer knowing that you are pursuing work elsewhere, or you might only use them as a reference if you become a finalist, before which you will notify the supervisor. Make sure that is clear on your application materials.
Strategic Name-Dropping
Prestige is valuable currency in academe, and it carries a lot of weight on the higher education job market. When it comes to who you ask to serve as one of your references, make sure their name, title, and institution has a reputation that precedes a phone call or letter.
“The list of references is an easy way of strategically name-dropping faculty members, advisors, and PIs who are notable in the field,” Barber said. “This strategic name-dropping suggests that you have gained knowledge from someone who’s on the cutting edge of whatever research field you are in, and it helps (search committees) get a sense of your academic pedigree.”
For non-academics, be selective with your references according to their job titles. Having a vice president, dean, or executive director speak on your behalf could make a difference for your candidacy.
Annotate Your References
When you have a list of references, it’s a good idea to provide an annotation explaining what this person would be able to talk about. This is what Marjorie Hass recommended in her HigherEdJobs article about curating references; something like, “Dr. Smith can speak to strategic changes I led during the time he supervised my work as dean of the science division at State University.”
This labeling helps provide the search committee the validation they are seeking when checking references.
“They are looking for more confidence that what the applicant is saying is actually true,” Barber said. “They’re typically not looking for any different information or if this person is easy to work with.”
Engage With Your References
Once you establish a list of references, you’ll need to interact with them on an ongoing basis. Don’t limit your communication to a request for a letter or an email saying you applied for a particular job.
“You’re going to want to have a conversation about why you’re applying to the types of jobs and institutions,” Barber said. “They need to know that to provide a concrete narrative that’s going to support (your candidacy).”
Just because someone is part of your professional network doesn’t mean you should stop networking with them.
“It’s a best practice for having good relationships to keep people in the loop and not just reach out to them when you need something,” Barber said. “Then they’d feel like it’s transactional.”
The same goes for developing and executing your strategy for using professional references. You might feel like employers are simply completing a transaction, but if the margin of error is small in a hiring decision, every bit of information can determine if you’re hired.
