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Reference Checking & Appointment Orders

This document discusses reference checks and appointment orders. It provides definitions and explanations of reference checks, background checks, reference letters, and appointment orders. Reference checks are usually conducted after a conditional job offer and involve verifying information from previous employers, supervisors, or references provided by the applicant. Appointment orders formally notify a candidate that they have been selected for a position and outline the terms of employment such as salary, job duties, and start date. The document also discusses requirements for written employment contracts and contents that should be included in an appointment letter.

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becbellary
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175 views

Reference Checking & Appointment Orders

This document discusses reference checks and appointment orders. It provides definitions and explanations of reference checks, background checks, reference letters, and appointment orders. Reference checks are usually conducted after a conditional job offer and involve verifying information from previous employers, supervisors, or references provided by the applicant. Appointment orders formally notify a candidate that they have been selected for a position and outline the terms of employment such as salary, job duties, and start date. The document also discusses requirements for written employment contracts and contents that should be included in an appointment letter.

Uploaded by

becbellary
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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REFERENCE CHECKING &

APPOINTMENT ORDERS

MEANING & DEFINITION


Background information about job applicants can come not only
from the applicant but also from people familiar with the applicant
in previous situations (e.g., employers, creditors, neighbors).
Organizations often solicit this information on their own or use the
services of agencies that specialize in investigating applicants.
Background information solicited from others consists of letters of
recommendation, reference checks, and background testing.
A very common reference check in some settings (e.g., academic
institutions) is to ask applicants to have letters of
recommendation written for them.

References are usually requested once a conditional offer has


been made and they are a vital part of the selection process.
References can be obtained by phone or letter but, as a
manager, you need to be aware of the potential pitfalls.
With reference checking, a spot check is made on the
applicants background. Usually the person contracted is the
immediate supervisor of the applicant or is in the HR
department of current or previous organizations with which the
applicant has had contact. Surveys reveal that 96% of
organizations conduct reference checks. A roughly equal
number conduct the checks in-house (by human resources)
versus a third-party vendor. Although this reference request was
developed for checking references by mail, the questions
contained in the request could easily be adapted for us in
checking references via the telephone.

Employment contracts may be written, oral, or even a


combination of the two. All may be legally binding and
enforceable. As a general rule, the law favors written contracts
over oral ones. This alone should lead an organization to use
only written contracts whenever possible. A written contract
may take many forms, and all may be legally enforceable.
Examples of a written document that may be construed as a
contract include appointment order, a letter of offer and
acceptance (the usual example), a statement on a job
application blank (such as an applicant voucher to the
truthfulness of information provided), internal job posting
notices, and statements in employee handbooks or other
personnel manuals.

Purpose :The most common information sought is verification


of employment eligibility, criminal background, verification of
former employers, verification of dates of previous employment,
and verification of former job titles.
Verification of Character :Now-a-days, many organizations
ask for a character certificate from the candidate at the time of
interview or at the time of joining the organization. Mostly, they
ask for 2 different certificate from 2 different people not related
to the candidate.
Criminal Antecedents : At a general level, background testing
is concerned with the reliability of applicants behavior,
integrity, and personal adjustment. These factors are often used
as requirements for the selection of people in occupations such
as law enforcement, private security, and nuclear power, and in
positions requiring government- issued security clearances.

Previous Work Behavior :This term relates to a written statement provided


by the employer upon termination of an employees employment, which
contains information such as the employees period of employment with the
employer and the nature of the work performed. This work-experience
certificate has to be produced by the candidate when he/she applies for a
new job.
Education Qualifications :Original mark sheets & pass certificates of class
10, class 12, graduation degree, post-graduation degree, Doctoral degree
and other professional qualification certificates need to be produced and
submitted for verification. Submitting wrong or misleading information is a
criminal offence under the law.

Verification of Community Certificates in Public Sector CompaniesMeaning & Definition : Since reservations exist for various categories like:
ST, SC & OBC in PSUs, candidates need to submit their respective caste
certificates to prove their eligibility for the post. These community
certificates are verified by PSUs.

Statutory
requirements
(under
Commercial Establishments Act)

the

Shops

and

The Karnataka Shops & Commercial Establishments Act, 1961


provides for the regulation of conditions of work and
employment in shops & commercial establishments in the State
of Karnataka. Registration of all establishments is compulsory
under this act. The act prohibits employment of children below
14 years. Young persons and woman shall not be employed
during night, between 8 pm to 6 am. Establishment requiring
them to work between 8 pm to & 6 am are required to obtain a
special permission after fulfilling certain welfare measures such
as providing security & transport facilities for employees
engaged in Night shift, etc.

CONTENTS OF APPOINTMENT LETTER

The letter written by the employer requesting the


selected candidates to join in a specific position is
known as appointment letter. Appointment letter is also
called job offer letter or job letter.

CONTENTS OF APPOINTMENT LETTER

Appointment letter must give a full disclosure of the terms and conditions from the employers side. Because, the candidate will join only when
those term and conditions are acceptable to him.
An ideal appointment letter should contain the following contents:
I. Name and address of the organization (employer)
II. Name and address of the applicant
III. Name of the position
IV. Duties and responsibilities of the job
V. Conditions of job: whether permanent or temporary, office time, performing another job simultaneously.
VI. Monthly salary
VII. Time length of the contract
VIII. Date of joining
IX. Documents to be submitted during joining
X. Security requirements
XI. Commitment or declaration and
XII. Provision regarding termination

Medical Examination: Medical exams are often used to identify potential health risks in job
candidates. Care must be taken to ensure that medical exams are used only when a
compelling reason to use them exists. This is to ensure that individuals with disabilities
unrelated to job performance are not screened out. Although many organizations use
medical exams, they are not particularly valid because the procedures performed vary from
doctor to doctor.
Acceptance of Offer for Joining.
When the offer receiver accepts a job offer, the organization should do two important things.
First, it should check the receivers actual acceptance to ensure that it has been accepted
as required in the offer. Thus, the acceptance should not come in the form of a counteroffer
or with any other contingencies attached to it. Also, the acceptance should occur in the
manner required (normally, writing), and it should arrive on or before the date specified.
The second thing the organization must do is maintain contact with the new hire. Initially,
this means acknowledging receipt of the acceptance. Additional communication may also be
appropriate to further cement the deal and build commitment to the new job and
organization. Examples of such continued communication include soon-to-be co-workers
calling and offering congratulations to the new hire, sending work materials and reports to
the new hire to help phase the person into the new job, and inviting the new hire to
meetings and other activities prior to that persons starting date.

Thank you

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