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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff References Policy

1. Purpose

The purpose of this policy is to establish a clear and consistent approach to obtaining and providing staff references within {{org_field_name}}. This policy ensures that all reference checks are conducted in compliance with the latest Care Inspectorate Wales (CIW) regulations, the Regulation and Inspection of Social Care (Wales) Act 2016, and relevant employment legislation. By implementing a robust reference-checking process, we aim to ensure the suitability, integrity, and competence of all staff members, thereby maintaining a high standard of care for residents.

2. Scope

This policy applies to all prospective and current employees of {{org_field_name}}, including full-time, part-time, temporary, and agency staff. It covers the processes for requesting, obtaining, verifying, and providing employment references. It also applies to any external organisations or individuals requesting references from {{org_field_name}} regarding former employees. The policy ensures that references are managed efficiently, securely, and in a non-discriminatory manner while upholding the highest levels of confidentiality and compliance.

3. Related Policies

This policy should be read alongside the following policies:

• CHW26 – Recruitment, Selection, and Retention Policy: Ensuring robust hiring procedures that include reference checks.
• CHW27 – Staff Supervision, Training, and Development Policy: Verifying past experience for role suitability.
• CHW31 – Disciplinary and Grievance Policy: Considering past disciplinary records in reference checks.
• CHW30 – Equality, Diversity, and Inclusion Policy: Preventing bias in hiring and reference provision.
• CHW34 – Confidentiality and Data Protection (GDPR) – Service User Policy: Ensuring secure handling of reference information.

4. Policy Statement

{{org_field_name}} is committed to ensuring that all employees are appropriately vetted through a transparent and legally compliant reference-checking process. We recognise that employment references play a critical role in confirming an individual’s suitability for a role in the care sector, where safety, trust, and professionalism are paramount. As such, we maintain rigorous procedures to obtain, verify, and provide references that reflect a candidate’s past performance, reliability, and conduct.

5. Obtaining References

To ensure compliance with CIW regulations and best practices, the following process is adhered to when obtaining references:

• Requirement for References: All prospective employees must provide at least two professional references, one of which must be from their most recent employer.
• Verification Process: References must be directly obtained from previous employers using a secure method (e.g., written communication via official email or letterhead) to prevent fraudulent references.
• Character References: If an applicant has limited work experience, a character reference from a reputable individual (e.g., academic tutor, volunteer supervisor) may be considered.
• Timing: References must be received and verified before the candidate commences employment. Conditional offers may be made but employment cannot begin until satisfactory references are obtained.
• Safeguarding Considerations: Reference requests will specifically inquire about any safeguarding concerns or disciplinary actions related to the applicant.

6. Providing References

{{org_field_name}} is committed to providing fair, accurate, and legally compliant references for current and former employees. When issuing references:

• Content: References will include factual information such as employment dates, job titles, responsibilities, and confirmation of any disciplinary actions (where legally permitted).
• Confidentiality: Personal opinions or subjective remarks will not be included. References will be strictly factual to avoid misrepresentation or bias.
• Approval Process: Only authorised personnel, such as the Registered Manager or HR department, may issue references.
• Safeguarding Disclosures: If an employee has been dismissed or left under safeguarding concerns, these must be disclosed as required by law and regulatory standards.
• Legal Compliance: References will comply with General Data Protection Regulation (GDPR) requirements, ensuring that an employee’s consent is obtained before releasing information unless legally required.

7. Managing the Reference Process Efficiently

To maintain efficiency and compliance in our reference processes, {{org_field_name}} implements the following measures:

• Standardised Reference Forms: A structured reference request template is used to ensure consistency and comprehensive information collection.
• Electronic Tracking System: A secure system records all reference requests, receipts, and approvals to maintain compliance and facilitate audits.
• Timely Follow-ups: A dedicated HR staff member is responsible for following up on outstanding references to ensure timely completion.
• Confidential Record Keeping: All reference documents are stored securely and accessed only by authorised personnel.
• Regular Reviews: The effectiveness of the reference process is reviewed annually to ensure compliance with the latest CIW guidelines.

8. Responsibilities

• Prospective Employees: Must provide accurate referee details and consent to reference checks.
• Recruitment Team: Responsible for requesting, verifying, and securely storing references.
• Registered Manager: Ensures compliance with CIW standards and oversees any safeguarding-related disclosures.
• HR Department: Manages reference requests from external organisations regarding former employees and ensures GDPR compliance.

9. Compliance with CIW Regulations

This policy aligns with CIW’s expectations, including:

• Ensuring a robust vetting process to confirm the suitability of all employees.
• Maintaining records of all reference checks for inspection purposes.
• Providing accurate and lawful references that reflect an employee’s conduct and history in the care sector.
• Supporting safeguarding by disclosing relevant concerns in line with regulatory requirements.

10. Policy Review

This policy will be reviewed annually or in response to changes in legislation, CIW guidelines, or operational needs. Any updates will be communicated to all relevant staff to ensure continued adherence to best practices.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.