What is a Skills Survey Reference Check?

A skills survey reference check is a type of reference check used by employers to evaluate the skills, qualifications, and work performance of a job candidate. Unlike traditional reference checks, which typically involve asking a reference to confirm basic details about the candidate’s job history and work ethic, a skills survey reference check focuses on assessing the specific skills and abilities that are important for the role in question.

In this type of reference check, employers typically send a survey or questionnaire to a candidate’s former supervisors, colleagues, or other professional contacts who can provide detailed feedback about the candidate’s performance. The survey typically includes a range of questions designed to assess both hard skills (such as technical expertise or industry-specific knowledge) and soft skills (such as communication, problem-solving, and teamwork).

These surveys help employers to gather detailed feedback from references and gain a clearer picture of a candidate’s capabilities beyond what is listed on their resume. By targeting specific skills that are critical to the role, employers can ensure they are hiring candidates who truly possess the expertise needed to succeed.

Why Conduct a Skills Survey Reference Check?

1. Verifying Skills and Qualifications

One of the primary reasons to conduct a skills survey reference check is to verify the skills and qualifications claimed by the candidate. In today’s job market, candidates may embellish or exaggerate their skills on their resumes or in interviews to make themselves appear more qualified than they actually are. A well-structured reference check survey can help uncover the truth about a candidate’s actual skill set and ensure they possess the necessary qualifications for the position.

For example, if a candidate claims to be proficient in a specific software program or project management methodology, a skills survey reference check can confirm whether they have demonstrated those abilities in previous roles.

2. Assessing Soft Skills and Work Ethic

In addition to verifying hard skills, a skills survey reference check also allows employers to assess key soft skills and the candidate’s work ethic. Soft skills such as communication, teamwork, leadership, and problem-solving are crucial for success in most roles, yet they can be difficult to assess during interviews. A reference check survey helps employers gather feedback from colleagues or supervisors who can speak to the candidate’s behavior, interpersonal skills, and overall work ethic.

By asking questions about how the candidate interacts with team members, how they approach challenges, and how they handle conflict, employers can gain insights into how the individual may fit into their team culture and work environment.

3. Reducing Hiring Risks

Hiring the wrong candidate can be costly for employers, both in terms of time and money. A poor hire can lead to lower team morale, decreased productivity, and the need to restart the hiring process. By conducting a skills survey reference check, employers can reduce the risks associated with hiring by gathering third-party feedback about the candidate’s past performance and work behavior. This helps employers make more informed decisions, ensuring they select a candidate who is the best fit for the job.

4. Building a Comprehensive Candidate Profile

A skills survey reference check is a valuable tool for employers to build a more comprehensive profile of a candidate. While resumes and interviews provide useful information, they often fail to provide a full picture of the candidate’s skills, personality, and overall job performance. A well-conducted reference check survey helps fill in the gaps by offering additional context and insights into the candidate’s strengths and weaknesses.

In particular, reference check surveys allow employers to learn about the candidate’s accomplishments in their previous roles, their contributions to team projects, and their ability to meet deadlines or solve complex problems. This additional information can help employers better assess whether the candidate will thrive in the position they are applying for.

The Role of Reference Check Surveys in the Hiring Process

A reference check survey plays a crucial role in the hiring process, providing valuable insights that go beyond a resume or interview. Here’s how skills survey reference checks fit into the overall recruitment strategy:

1. Screening Candidates More Effectively

In many cases, employers will receive multiple candidates who meet the basic qualifications for the role. This is where reference checks can help narrow down the pool and identify the best candidates. By collecting feedback from references, employers can identify the candidates who excel in key areas and are most likely to succeed in the role.

2. Providing Objective Insights

Unlike interviews, which can sometimes be influenced by biases or subjective impressions, a skills survey reference check provides more objective data. The feedback is based on the candidate’s past performance and direct experiences with colleagues or supervisors, making it easier to evaluate their capabilities in an unbiased manner.

3. Confirming Cultural Fit

In addition to assessing technical skills and work ethic, skills survey reference checks can also provide insight into whether the candidate will be a good cultural fit for the organization. By asking references about the candidate’s interpersonal skills and how they interact with others, employers can get a better sense of whether the candidate’s values and work style align with the company’s culture.

4. Strengthening Decision-Making

Ultimately, skills survey reference checks help employers make more confident, well-informed hiring decisions. With a clearer understanding of the candidate’s skills, work ethic, and overall performance, employers are better equipped to determine whether the candidate is the right fit for the position and the company.

Step-by-Step Guide to Conducting a Skills Survey Reference Check

1. Obtain Candidate Consent

Before contacting references, it’s crucial to obtain the candidate’s consent. According to employment laws, candidates must be informed about who will be contacted and what kind of information will be collected. Obtain written permission from the candidate to conduct a reference check, which should include details about the survey’s purpose and the references being contacted. This is not only a best practice but also a legal requirement in many jurisdictions.

Once consent is obtained, you can proceed with reaching out to the references provided by the candidate.

2. Select the Right References

The next step is to identify and contact the right references. Ideally, references should come from individuals who are familiar with the candidate’s work performance and skills, such as former supervisors, managers, or colleagues. These individuals are best positioned to provide meaningful insights into the candidate’s abilities, behavior, and fit for the role.

It’s important to ask the candidate for references that reflect the key competencies needed for the role. For example, if the role requires strong leadership abilities, a former supervisor who can speak to the candidate’s leadership skills would be a valuable reference.

3. Design the Skills Survey Questions

A key element of a successful skills survey reference check is the survey itself. The questions you ask should be designed to gather specific, actionable feedback about the candidate’s skills. Here are some best practices for crafting survey questions:

• Focus on Job-Specific Skills: Tailor your questions to the specific skills required for the position. If the role is technical in nature, include questions about the candidate’s proficiency with specific tools, technologies, or processes.
• Ask Open-Ended Questions: Open-ended questions encourage detailed, thoughtful responses. For example, instead of asking, “Is the candidate a good communicator?” ask, “Can you provide examples of how the candidate communicated effectively in past projects?”
• Include Behavioral Questions: Ask questions that explore how the candidate has demonstrated key skills in past situations. For example, “Tell me about a time when the candidate solved a complex problem under pressure.”
• Assess Both Soft and Hard Skills: Don’t just focus on technical skills. Include questions about the candidate’s ability to work in teams, manage conflict, and communicate with colleagues or clients.

Here are a few sample questions that you could use in a skills survey reference check:

• How would you rate the candidate’s ability to work as part of a team? Please provide examples.
• Can you describe a situation in which the candidate demonstrated problem-solving abilities?
• How would you evaluate the candidate’s proficiency with [specific skill or software]?
• Can you give an example of how the candidate managed a project or handled tight deadlines?
• How well did the candidate communicate with peers, supervisors, and clients?

4. Send the Survey to References

Once you’ve designed the survey, it’s time to send it out to the references. You can use a variety of methods to collect feedback:

• Email Surveys: Send a digital version of the survey via email, making it easy for references to complete it at their convenience. This option is cost-effective and efficient for both you and the reference.
• Phone Interviews: If you prefer more direct interaction, conduct a phone interview with the reference. This approach can yield more personalized insights but may take more time.
• Online Reference Check Services: For added convenience, you can use ExactBackgroundChecks.com, which offers an online platform that streamlines the reference check process. With ExactBackgroundChecks.com, you can create and send customized skills survey reference checks directly to your candidate’s references. The platform also helps track responses, keeping all the feedback in one place for easy analysis.

5. Follow Up with References

If a reference does not respond within the specified time frame, send a polite follow-up email or make a follow-up call. Be respectful of the reference’s time, but also emphasize the importance of timely feedback in the hiring process. If you still receive no response, you may need to contact additional references provided by the candidate.

6. Analyze the Responses

Once you’ve received feedback from the references, it’s time to analyze the responses. Here’s how to evaluate the information you’ve gathered:

• Look for Patterns: Pay attention to common themes in the feedback. Are multiple references highlighting the same strengths or weaknesses? This can provide more weight to the feedback.
• Compare Responses with Candidate Claims: Cross-reference the responses with what the candidate has told you about their experience, skills, and achievements. If there are discrepancies, it may indicate areas of concern.
• Assess the Relevance of Feedback: Ensure that the feedback is directly relevant to the role. For example, if the candidate is applying for a project management role, focus on references that discuss their ability to lead projects, manage deadlines, and collaborate with teams.

7. Make Informed Decisions

After analyzing the feedback, use it to make a more informed hiring decision. If the survey responses confirm the candidate’s skills and qualifications, you can move forward with confidence. If there are red flags, such as a lack of technical proficiency or poor interpersonal skills, it may be time to reconsider the candidate for the role.

ExactBackgroundChecks.com and How It Can Assist

Conducting skills survey reference checks manually can be time-consuming and labor-intensive, especially when you need to gather and evaluate feedback from multiple references. That’s where ExactBackgroundChecks.com comes in.

ExactBackgroundChecks.com offers a streamlined, online platform designed to simplify the reference check process. Here’s how it can help employers:

• Customizable Surveys: Create tailored reference check surveys to assess specific skills and qualifications.
• Automated Distribution: Send surveys to references via email or through the platform, making it easy to collect responses quickly.
• Centralized Reporting: Collect and analyze all feedback in one place, saving time and improving your ability to evaluate candidates effectively.
• Quick Turnaround: With ExactBackgroundChecks.com, reference checks can be completed in a fraction of the time it would take to do manually, allowing you to move forward with your hiring process more efficiently.

Using ExactBackgroundChecks.com ensures that you are gathering accurate, reliable feedback in a convenient, legally compliant manner.

Legal Aspects of Skills Survey Reference Checks

Before diving into the questions and conclusions, it’s important for employers to understand the legal considerations surrounding skills survey reference checks. Conducting these checks improperly or without proper care can expose your organization to legal liabilities. Here are the key legal aspects to consider:

1. Candidate Consent

As mentioned in Part 2, obtaining written consent from the candidate is not just a best practice but a legal requirement. This is typically done before reaching out to references. By obtaining consent, you are complying with privacy laws that govern the sharing of personal information. The candidate should be aware of who you’ll contact and the purpose of the survey.

Some states have more stringent laws than others regarding consent, so it’s essential to be familiar with your local regulations or consult a legal professional when necessary.

2. Fair Credit Reporting Act (FCRA)

The Fair Credit Reporting Act (FCRA) regulates the use of consumer information, including reference checks, when employers are using third-party services to conduct reference checks. If you’re using a third-party platform, like ExactBackgroundChecks.com, to conduct skills survey reference checks, you must ensure compliance with the FCRA. The law mandates that:

• Employers must inform candidates in writing when a reference check is being performed.
• If the information gathered from the reference check leads to a negative hiring decision, the candidate must be notified and provided with a copy of the report.

Failure to comply with the FCRA could result in penalties or legal action from the candidate.

3. Equal Employment Opportunity (EEO) Compliance

It is critical that skills survey reference checks are conducted in a non-discriminatory manner. The Equal Employment Opportunity (EEO) laws prevent employers from using reference checks to make decisions based on race, gender, age, or other protected characteristics. When crafting questions for your skills survey, make sure they are neutral and relevant only to the candidate’s ability to perform the job.

Additionally, avoid questions that touch on protected categories, such as marital status, disability, or religion, as these could lead to allegations of discrimination.

4. Handling Sensitive Information

References may provide sensitive information about a candidate, such as personal anecdotes or performance evaluations. As an employer, you must handle this information confidentially. Do not share the content of the reference check with unauthorized individuals, and ensure that all data is stored securely. Failure to protect this data can lead to privacy violations and legal repercussions.

5. State-Specific Regulations

Some states, such as California and New York, have additional laws related to reference checks, particularly around what can be asked and how the information can be used. For example, certain states have laws restricting employers from asking about salary history or requiring employers to limit the types of questions they ask about a candidate’s past job performance.

Always check the regulations in the state where your business operates to ensure you are in compliance.

Frequently Asked Questions (FAQs)

What should I do if a reference is unresponsive?

If a reference is unresponsive, it’s important to follow up politely. Send a gentle reminder email or make a brief follow-up phone call to inquire about the status of the survey. If after multiple attempts the reference still doesn’t respond, you can consider contacting additional references provided by the candidate. If the candidate provided only one reference, request additional references from them.

How can I ensure the questions in my skills survey are unbiased?

To avoid biased questions, follow these best practices:

• Focus solely on the candidate’s skills and performance.
• Avoid questions that delve into personal aspects of the candidate’s life or include subjective judgments.
• Frame questions neutrally. For example, instead of asking, “Do you think the candidate is a strong leader?” ask, “Can you describe a situation where the candidate demonstrated leadership skills?”

By maintaining neutrality, you’ll ensure that the feedback you receive is objective and legally compliant.

Can I use skills survey reference checks for all types of jobs?

Yes, skills survey reference checks can be used for almost all types of positions, but their focus may vary depending on the role. For entry-level positions, you may focus more on soft skills such as teamwork, communication, and work ethic. For executive or specialized roles, you’ll want to focus on technical expertise, leadership, and strategic thinking. Regardless of the job type, the goal of the reference check remains the same: to validate the candidate’s skills and work experience.

How do I know if the feedback I receive is reliable?

While it's not always easy to guarantee the reliability of reference check feedback, here are some tips to assess its credibility:

• Verify the references: Ensure that the references provided are legitimate and actually worked with the candidate.
• Look for consistency: If the feedback from multiple references is consistent, it's more likely to be accurate.
• Cross-reference with other sources: If possible, verify the candidate’s information through other means (such as verifying their work history with previous employers).

When using services like ExactBackgroundChecks.com, they typically provide a verification process for references to ensure their authenticity.

Can I legally ask a reference about the candidate’s weaknesses?

Yes, you can ask a reference about the candidate’s weaknesses, but it’s important to frame the question appropriately. Instead of asking bluntly about the candidate’s flaws, you can ask, “What areas of improvement did you observe during the candidate’s time in this role?” This approach helps to ensure that you receive honest feedback without stepping into legally questionable territory.

If negative feedback is provided, handle it sensitively and make sure it is based on specific instances rather than generalizations.

Conclusion

Skills survey reference checks are a powerful tool for employers to verify the skills and abilities of job candidates. By following the right process and ensuring compliance with legal requirements, employers can use these checks to make more informed and confident hiring decisions. When designed thoughtfully and executed properly, reference checks can help to mitigate hiring risks, ensuring that the candidate you hire is the right fit for your organization.

Remember to always:

• Obtain consent from candidates.
• Craft fair, neutral survey questions.
• Be mindful of legal requirements and handle sensitive information carefully.

For organizations looking to streamline the reference check process, services like ExactBackgroundChecks.com can simplify the entire process. By providing an automated, user-friendly platform, ExactBackgroundChecks.com ensures that employers can collect and analyze reference feedback efficiently and accurately.