HomeMy WebLinkAboutHUR060 Release of Reference InfCITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
November 4, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
060
Subject:
001/001
Policy Title: RELE REFERENCE INFORMATION
POLICY STATEMENT:
The City of Pickering recognizes the importance of reference verification as a means of
substantiating or obtaining additional information about an applicant. All existing and
former employees of the City may receive a confirmatory employment reference
corroborating employment, salary range and job responsibilities. An employee may
receive a reference containing other job related information upon receipt by the City of
Pickering of a signed consent to release information.
• POLICY OBJECTIVE:
•
The objective of this policy is to:
1. Establish a consistent organizational method of providing employment
references.
2. Establish a set of guidelines for City of Pickering employees to follow when
contacted to provide a reference for an existing or former employee.
3. Ensure compliance with legislative requirements concerning the release of
personal information.
Page 1 of 1
•
•
•
CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
November 4, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
060
Subject:
001/001
Policy Title: RELEASE OF REFERENCE INFORMATION
01 Definitions:
01.01 Confirmatory Employment Reference - Non -personal information
not requiring employee's consent as defined by the Municipal
Freedom of Information and Protection of Privacy Act pertaining to
the employee's classification, dates of employment, salary, benefits
and job responsibilities.
01.02 Job-related Information - Personal information requiring employee's
consent as defined by the Municipal Freedom of Information and
Protection of Privacy Act relating to the employee's work history
with the City of Pickering, including but not necessarily limited to,
positions held, performance reviews and assessments, and
eligibility for rehire.
02 Responsibilities:
02.01 Council to:
Actively support the Release of Reference Information Policy.
02.02 Chief Administrative Officer to:
(a) Approve any amendments to this Policy.
(b) Provide reference information for senior
staff as appropriate.
administrative
Page 1 of 4
•
CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
November 4, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
060
Subject:
001/001
Policy Title: RELEASE OF REFERENCE INFORMATION
02 Responsibilities: (Continued)
02.03 Department/Division Head/Supervisor to:
(a) Refer reference requests to the Employment Services
Coordinator, Human Resources Division as appropriate.
Department Heads may, at their discretion, provide reference
information for employees in their area of supervision in
accordance with the guidelines established in this policy.
(b) Ensure that all information pertaining to a request for a
reference is delivered to the Employment Services
Coordinator, including but not limited to, a precisely written
commentary in respect of the employee's overall
performance and eligibility for rehire.
(c) Advise any employee requesting a reference of the
necessity of signing a Reference Information Consent Form
and to further advise the employee that only a confirmatory
employment reference will be given until the Reference
Information Consent Form is received by the Employment
Services Coordinator.
Page 2 of 4
CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
November 4, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
060
Subject:
001/001
Policy Title: RELEASE OF REFERENCE INFORMATION
02.04 Human Resources Division to:
(a)
(b)
(c)
03 Guidelines:
Respond to reference inquiries.
Obtain employee's signed Reference Information Consent
Form prior to releasing reference information to a
prospective employer.
Ensure that an executed Reference Information Consent Form
(See Appendix 1) is obtained upon termination of employment.
When providing a reference for a current or former employee, the following
process will apply:
03.01 Section 14(4)(b) of the Municipal Freedom of Information and
Protection of Privacy Act directs that, in the absence of a signed
consent to release personal information, disclosure of personal
information concerning a current or former employee shall be limited to
the classification, salary range, benefits, dates of employment and job
responsibilities of the individual. No job related information or other
information will be released without the written consent of the
individual to whom the information pertains.
03.02 Written consent to release personal job related information shall be
provided by the employee in the form of a signed "Reference
Information Consent Form." This consent authorizes the City to
provide relevant reference information such as education history, work
performance and eligibility for rehire to prospective employers. Until
Page 3 of 4
•
CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
November 4, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
060
Subject:
001/001
Policy Title: RELEASE OF REFERENCE INFORMATION
03 Guidelines: (Continued)
such time as the form is signed by the employee only a confirmatory
employment reference will be provided to a prospective employer.
03.03 The Human Resources Division will request all terminating employees
to sign the "Reference Information Consent Form" at the time of
separation.
• 03.04 All signed written release documents will be retained in the employee's
personnel file in the Human Resources Division.
03.05 All Supervisors receiving requests from a potential employer shall refer
the request to the Employment Services Coordinator.
03.06 All information provided to an external organization with respect to a
candidate's employment history, performance or general work
experience with the City of Pickering must be factual, and reasonable
care must be taken to ensure the accuracy of the information. No
employee of the City of Pickering shall knowingly give false information
to a prospective employer.
03.07 Where just cause for termination of employment is alleged, but cannot
be proven, allegations of cause shall not be communicated to
prospective employers.
Page 4 of 4
CITY POLICY/PROCEDURE
REFERENCE INFORMATION CONSENT FORM
H U R-060-001
APPENDIX 1
Under Section 32 (b) of the Municipal Freedom of Information and Protection of Privacy
Act, I, ,give the City of
Pickering and its representative(s), the Employment Services Coordinator and/or the
Division Head, Human Resources, my consent to provide personal reference information
contained in my personnel file to prospective employers for the purpose of assessing my
suitability for employment.
Date: Signed:
polrefcon