Overview: Non-academic (Staff and Union) Reference Checks
A reference check is required for any candidate — internal or external — to whom an offer of benefits-eligible employment is to be made.
To facilitate the reference check process for external candidates, Cornell University utilizes Workday to electronically collect references. For internal candidates, only an internal, informal reference check is required. One of the references must be the candidate’s current supervisor. All reference information must be treated as confidential.
Additional details on the reference check processes are provided below.
The Workday Reference Check process should be used for all external candidates. Candidates will be instructed on how to enter their references in Workday.
Per University Policy 6.6.2, at least two references must be contacted before extending an offer of employment – one of whom should be the candidate’s most recent supervisor, if possible. However, research shows that gathering more reference information leads to stronger hiring decisions. Therefore, as a best practice, it is recommended that 5–6 references be contacted for external candidates.
Reference Check Process for Internal Candidates
For current Cornell employees applying for a new benefits-eligible position, an internal, informal reference check provides the right balance of consistency, efficiency, and respect for established relationships.
Internal candidates already have a documented work history at Cornell, so the reference process should:
Assess readiness for the new role.
Support development planning for a successful transition.
Maintain fairness and confidentiality.
Note: This process is not a substitute for background checks or external verification when those are required by policy.
Applicability
Use this process only for:
Internal non-academic candidates (including individuals impacted by a layoff)
Roles that do not require external reference checks, additional credential verification, or specialized security/misconduct screening beyond University Policy 6.6.2 Appendix requirements
If the new position requires a background check or verification of external credentials (e.g., degrees, licenses, or employment outside Cornell), follow the full reference and verification procedures outlined in Policy 6.6.2.
Method for Conducting Internal Reference Checks
Generally, the recruiter conducts reference checks for internal candidates on behalf of the hiring manager. This process must be completed before extending an offer to an internal candidate, unless an exception is approved by the HR representative due to special circumstances (see Policy 6.6.2).
University policy requires at least two of the candidate’s references be contacted before making an offer to any candidate. For internal candidates, the current supervisor must be one of the references contacted.
The Internal Reference Check Documentation Toolcan be used to collect reference information. If managers conduct reference checks directly, any feedback or notes must be shared with the recruiter.
HR-to-HR Checks
The purpose of HR-to-HR checks is to support fair and consistent hiring decisions by verifying employment details, confirming eligibility, and noting any factors that may affect a candidate’s readiness for a new role. These confidential conversations between HR professionals provide recruiters with the information needed to make informed, equitable decisions across the organization.
FAQs
What if the candidate does not want to provide their current supervisor as a reference?
If the candidate requests that their current supervisor not be contacted until a verbal offer is ready to be extended, they will be advised to provide all other requested references. In such cases, the current supervisor will be contacted only after a verbal offer has been made.
External Reference Checks: What if I want to speak directly with the references?
If information is provided by the references that you want to follow up on, or if there are specific areas you would like to explore further, you may contact the references directly in addition to using the Workday Reference Check process. The contact information submitted through Workday will be available to you for any additional follow-up questions.
