Provision of References Policy and Procedure - Dorset Police

Not Protected3.3 Requests for Other Types of References3.3.1 Reference request pro-formas / ‘tick-box’ references.Many employers send requests for ‘tick-box’ references to be completed. Theseshould not be completed, but a reference as detailed in paragraph 3.1 will be provided.The purpose of which is to ensure consistency across the Force for the provision ofreferences. This will ensure fairness to individuals and minimise the risk of providingpotentially libellous information.3.3.2 Verbal/Telephone referencesManagers and staff members/officers should not get drawn into providing verbalreferences or references over the telephone. During these conversations it is possiblethat managers could be led to disclose inappropriate personal information about thesubject of the reference. Information provided over the telephone could lead aprospective employer to either not offer, or withdraw an offer, of appointment, andtherefore the Force would be vulnerable to a claim.3.3.3 It is equally important for members of staff and managers to be mindful not to provideany information about colleagues/former employees to a third party. This extends tocasual comments about colleagues or ex-employees, as information provided in thisway could be used as a character reference by the other party involved, with or withoutconsent.3.3.4 Financial ReferencesUnless it is a request for information from a Government Department, no personal orfinancial information should be provided unless signed approval has been receivedfrom the existing or former member of staff in question.The Payroll Unit will provide confirmation of salary details for building societies,mortgage applications, property rental etc and all applications of this nature should beforwarded to the Payroll Unit.3.3.5 Vetting ReferencesIf a reference request relates to the vetting of individuals the matter should be passedto the Force Vetting Unit.3.3.6 Character ReferencesPolice officers and police staff may provide a character reference for workcolleagues/friends. The reference must only be given in the officer’s or staff member’spersonal capacity (ie not as a police officer, or police staff, but from his/her homeaddress) and must not be on Dorset Police headed paper, or bear any reference toDorset Police.3.3.7 There is an obvious particular danger in police officers stating their occupation asthose persons reading the reference may assume a trust and confidence in theinformation provided above that of other referees. Officers should not placethemselves in a position where their impartiality and credibility could be challenged.3.3.8 Police officers, and other professionals within the organisation (eg members of policestaff with a professional qualification) are often asked by members of the public knownto them to complete official forms such as passport applications to confirm theindividual is who they say they are. In these circumstances it is for the individualProvision of References Policy and Procedure P10:2012 V1.0 6