Reference checks form an important part of the safer recruitment process and help to verify an applicant's suitability for the role. References should normally be obtained before an appointment is confirmed and should provide information about the applicant's experience, conduct, reliability, and ability to fulfil the requirements of the role.
- At least two references should normally be obtained, including one from the applicant's current or most recent employer where applicable.
- References should be sought directly from the referee and, wherever possible, received in writing.
- Referees should be asked specific questions relevant to the role, including any safeguarding responsibilities.
- Any concerns, discrepancies, or gaps identified through references should be explored before a final appointment decision is made.
- References for volunteer roles should be proportionate to the nature of the role and the level of responsibility involved.
- Applicants should be informed that appointment is subject to satisfactory references being received.
Online and Social Media Checks
In some circumstances, publicly available online information may come to the attention of those involved in recruitment. Any such checks must be undertaken with caution and in accordance with equality and data protection legislation.
The case of Ngole v Touchstone Leeds highlights the risks associated with informal online screening. Information obtained through social media or internet searches can reveal details about an individual's protected characteristics, beliefs, or personal circumstances. Decisions based on such information may expose an organisation to claims of unlawful discrimination if they are not directly relevant to the requirements of the role.
Where online searches are undertaken:
- They should only be carried out where there is a legitimate and proportionate reason to do so.
- Information considered must be relevant to the role and any safeguarding responsibilities.
- Recruitment decisions must be based on objective, job-related criteria rather than personal beliefs, lawful activities, or other protected characteristics.
- Applicants should be informed if online checks form part of the recruitment process and, where appropriate, given an opportunity to comment on any relevant information identified.
- Information obtained through online checks must be handled in accordance with data protection requirements and retained only for as long as necessary.
- Those carrying out online checks should, where possible, be separate from those making the final recruitment decision.
Care should be taken to ensure that online searches do not give rise to unfair treatment, breaches of confidentiality, or unnecessary intrusion into an applicant's private life. Recruitment processes should be transparent, proportionate, and consistent with Methodist Church values, safeguarding requirements, equality obligations, and data protection legislation.
All reference and background check information must be treated as confidential and handled, retained, and destroyed in accordance with data protection legislation and Methodist Church policy.
All reference information will be treated confidentially and handled in accordance with data protection legislation and Methodist Church policy.