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Child Care Regulation background checks overview

It's a requirement for child care programs to view this video for Texas Rising Star certification. This video gives an overview of the HHSC CCR Background Check Portal. 

What purpose do reference checks serve in hiring?

Reference checks give you an evaluation of a candidate and can determine how well the candidate has done in previous positions. When you talk with a candidate’s reference, share some of the responsibilities of the position to be sure that this candidate meets the requirements of your position. You can collect information about past job performance to make an informed decision about whether the candidate is the right fit for your program.  

Reference checks can:  

  • Verify the information the potential candidate has provided
  • Offer additional information on a candidate's skills, performance, and knowledge
  • Learn work history from a source other than the candidate
  • Help you consider the candidate's potential for success in the position 

How do I perform reference checks?

After an interview, get the candidate's permission to conduct the reference check and ask them for a minimum of 3 references with contact information. This can be done in email as a follow-up after the interview process is complete, once you've determined you want to keep the process going with this candidate. 

Example reference list request to candidate:  

Dear [name],  

It was great speaking with you yesterday about the open [job title] at [name of your business]. Please send a list of three references and their contact information. References may include past supervisors and others who worked directly with you in your current or previous roles.  

Thank you, 
[your name]

Once you receive reference contact information, you can send an introduction email offering to speak over the telephone or send your questions in writing. Remember, the reference is doing both you and the candidate a courtesy, so be respectful of their time. 

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Telephone

 A phone reference check can provide you with detailed, comprehensive information and is an in-depth screening for candidates. Call the reference, identify yourself by title and business, and tell them the reason for your call. Ask if this is the best time for the reference to spend a few minutes talking with you about the candidate. 

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Email

Send an email introducing yourself and your business to the candidate’s reference. Include the questions you have about the candidate and the date you need their response. An email allows the reference to complete their response at their convenience and get their company’s approval.

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Form

A system such as Google Forms can allow you to pre-assign questions to be completed and send a link to the form to the candidate’s references. This method allows you to ask the same question of each reference and collect all responses in one place. You can always follow up by phone if you need more in-depth answers.  

Sample outreach email:  

Dear [past employer's name],  

I am [your name] from [your business name]. I'm sending this email to conduct a reference check for [candidate's name], as they're currently interviewing for the [position name] with our company. [Candidate name] listed you as a reference and mentioned that you may provide some valuable insight into their experience working in your organization.   

Specifically, I want to ask about the skills and experience that [candidate's name] displayed while working for your organization.   

Please let me know if you would be available for a phone call or if you prefer that I send the questions to you in an email. If a phone call is preferred, I 'm available [offer dates and times you're available].  

Thank you in advance for your time.  

Thank you, 
[Your name]

Sample questions you could ask:  

  • How long have you known the candidate?
  • In what capacity do you know the candidate?
  • What were some of the candidate’s responsibilities (if the reference is a former co-worker or supervisor)?
  • Please describe the candidate's overall job performance.
  • What are some of the candidate’s strengths?
  • Where are some of the candidate’s areas for growth?
  • In your experience, how does the candidate respond to feedback?
  • Tell the reference a little bit about the position and then ask the reference how they see the candidate performing in this role.
  • Is the candidate eligible for rehire with your organization?
  • Is there anything else I should know about the candidate?
  • Given the opportunity would you hire the candidate again? 

You may have other things that you want to know or some of these questions may not be relevant. Think about the most important things for you to know about this candidate. 

Tips for conducting reference checks: 

 Clarify the purpose of you reaching out to the reference: 

  • Briefly describe what you'll ask.
  • Plan the questions carefully and ask them open-ended.
  • Take detailed notes.
  • Thank the reference for their time.   

Disclaimer: 

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.