OKDHS - OAC 340:2-1-34. Employment verifications and references

340:2-1-34. Employment verifications and references

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Revised 7-1-08

(a) Responses to employment verification inquiries. Oklahoma Department of Human Services (OKDHS) responses to employment verification inquiries, such as credit references, work status inquiries, and employment references on employees or former employees are made either by the OKDHS Finance Division or the Human Resources Management Division (HRMD) except as noted in (b) of this Section. • 1

(1) Finance Division or HRMD provides only the employee's or former employee's correct name, dates of employment, and the current or last job family descriptor (JFD) and level held.
(2) An employee's or former employee's address, Social Security number, or other information is not provided.
(3) Only salary confirmation information is provided.
(4) Additional information may be released only upon receipt of a written authorization from the employee or former employee.

(b) References. Professional references must be void of opinion, defamation, retaliation, and information that is discriminatory in nature and must not violate confidentiality. • 2

(1) Internal requests. Supervisors and managers must respond to reference requests initiated within OKDHS. The response is in writing either by memo or e‑mail.
(2) External requests. Managers and supervisors do not respond to verbal requests for references. Form 11PE015E, Professional Reference Release, is used to provide references. • 3 & 4

(c) Individual or personal references. Employees or former employees frequently ask administrators, managers, supervisors, or co-workers for personal references. Such references do not express OKDHS official position. Individuals providing references are cautioned that they may be liable and subject to discipline for providing incorrect, inappropriate, or exaggerated references or information that could place OKDHS at risk. • 5

INSTRUCTIONS TO STAFF 340:2-1-34

Revised 7-1-08

1. Sample telephone response to an inquiry is limited to: "Thank you for calling the Oklahoma Department of Human Services (OKDHS). I am pleased to confirm that Mr. or Mrs. (employee name) was an employee of OKDHS from (date) to (date) as a (position title) at (position location). We are unable to release additional information without a signed release from the person."

2. Examples of prohibited information in a reference include:

(1) knowingly false information or information that attacks a person's reputation;

(2) personal information such as sexual orientation or medical history;

(3) age, ethnic background, Americans with Disabilities Act (ADA), or other information that is statutorily protected;

(4) negative information intended to retaliate;

(5) misleading and positive information about a person who poses a risk of harm; and

(6) misrepresentation by failing to disclose that the employee received corrective discipline for violence in the workplace.

3. Do not provide professional reference by telephone. Requests are responded with: "We are unable to release information without a signed authorization document from the person."

(1) The request for reference must be in writing and identify the source of the request. A copy of Form 11PE015E, Professional Reference Release, may be provided to the requester's organization to obtain proper authorization from the applicant or employee in question. Mailed or faxed copies of requests are accepted.

(2) The completed form is provided only upon request from the business or company seeking a professional reference and is not to be given directly to the employee.

(3) If the unit receiving the request has a pre-signed release from the employee on file, no further authorization is needed.

(4) Former or current employees may revoke a previously executed Form 11PE015E in writing, to the location where the signed release was furnished.

(5) A copy of any information released relating to the professional references request is retained in the local personnel file for a minimum of two years.

4. The in-house or local human resources (HR) liaison assists the manager by checking HRIS prior to responding to the reference to confirm that the reason for leaving OKDHS was discharge or resignation.

5. OKDHS or state letterhead is not used for personal reference request.

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