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LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
TITLE: Responding to Requests for Reference Information and/or ROUTING
Letters of Recommendation All Employees
All Locations
NUMBER: BUL-6495.0
ISSUER: David Holmquist, General Counsel
Office of the General Counsel
DATE: April 17, 2015
POLICY: Please take notice that LAUSD has a comprehensive policy for responding to
requests for reference information, including but not limited to reference checks,
requests for background or letters of recommendation. LAUSD expects all
employees to be aware of and to strictly adhere to this policy.
MAJOR There are no major changes.
CHANGES:
GUIDELINES: The following guidelines apply:
1. If you receive a request for reference information, you may choose to
complete it but you are not required to do so. You may simply provide
dates of employment, position, and salary information (i.e., a neutral letter
of reference), or a letter of reference with additional information pursuant to
the guidelines below. If you have any concerns, the request can be referred
to the requestor’s immediate supervisor or higher. If no supervisor is
available, the request shall be referred to the Division of Human Resources.
2. If you decide to provide a letter of reference, please make clear that you are
doing so as an individual and not on behalf of the District. If the employee
desires an official letter of reference from LAUSD on District letterhead,
you are required to obtain the express permission of the head of your
division or the Principal’s supervisor.
3. Before giving any response, you shall ensure that LAUSD has received a
written waiver signed by the applicant/former employee. You shall
maintain copies of all signed waivers. (See Sample Waiver as Attachment
A.)
4. Each and every response shall be provided in writing. You shall maintain
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Policy Bulletin
copies of all responses.
5. You should avoid responding to requests for reference checks or
recommendations verbally. Avoid “off-the-record” telephone conversations
with prospective employers regarding a person’s performance. There is no
such thing as “off-the-record.”
6. If you need assistance, you may draft a written response and provide the
draft response to your immediate supervisor or higher for his/her review and
guidance. As the responding reference, you shall ensure that the reference
information is supported by documentation, and is factually consistent with
other reference responses.
7. Provide accurate factual information, based upon personal
knowledge/observation of the person through direct contact with the person
or obtained from the employee’s personnel record. Providing inaccurate
information may expose you to risk of liability and/or jeopardize your
credential(s).
8. Respond to direct and specific inquiries about the job applicant. Direct the
response to the particular person who requested the information.
9. Relate the reference to the specific position for which the person applied and
the work that the applicant will perform.
10. If you make subjective statements or give opinions because they are
requested, clearly identify them as opinions and not as fact. If you give an
opinion, explain the incident or circumstances upon which you base the
opinion.
11. Do not guess or speculate. If someone asks you questions regarding
personal characteristics about which you have no knowledge, state that you
have no knowledge.
12. Do not include information that might indicate the individual’s race, color,
age, religion, national origin, disability, sexual orientation, medical
condition, gender (unless the individual’s name makes gender obvious),
marital/parental status, or any other protected category.
13. Do not make any misrepresentations of fact in describing the performance,
qualifications and/or character of the applicant. You should not provide
“half-truths.” For example, if you only provide positive aspects and
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Policy Bulletin
completely ignore the negative aspects, you may give an inaccurate
impression. In addition to potential discipline by the District, affirmative
misrepresentations may subject you to individual liability for harm arising
from the statement(s).
14. To the extent possible, all LAUSD employees who receive and respond to
requests for reference information shall maintain the confidentiality of the
reference information. The only individuals who should discuss and review
LAUSD’s responses are those who draft and approve the reference
information.
15. Any individual that violates this policy may be subject to discipline.
AUTHORITY: This is a policy of the Los Angeles Unified School District
RELATED None.
RESOURCES:
ASSISTANCE: For assistance or further information please contact Kate Collins, Chief
Administrative Law and Litigation Counsel at (213) 241-7600.
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Policy Bulletin
Attachment A
(Sample Waiver)
General Consent and Release Form
To be used to provide information beyond a neutral reference or to provide a letter of recommendation
at the request of an employee.
I, _______________________, request and authorize___________________ of Los Angeles Unified
School District (LAUSD) or its agents to release information from my records in response to any request
for the same from___________________.
I understand that the information I am authorizing LAUSD or its agents to release includes factual
employment information and also can involve records or assessments of my abilities, performance,
attendance, productivity, attitude, conduct, and other work related characteristics or issues. I further
authorize LAUSD or its agents to answer whether it would rehire me.
In exchange for LAUSD’s timely cooperation with this request I hereby agree not to file or pursue any
complaints, claims, or legal action of any kind against LAUSD, or its agents, or any of its employees,
representatives or agents arising out of their activities or actions performed in connection with this
disclosure of information.
Signed ______________________________ Date ______________________
Printed Name _________________________
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