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Staff reference check form

A call script and notes form for checking a job candidate's references before you hire camp, after-school or childcare staff.

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What's in it

What the reference check form covers

At the top: Call each reference yourself. Ask the same questions for every candidate, and write down what you hear, not your impressions.

Candidate

  • Candidate's name
  • Position
  • Checked by
  • Date

Reference

  • Name
  • Organization
  • Relationship to the candidate
  • How long and when they worked together
  • Phone or email

Questions

  • What was the candidate's role, and what did they do day to day?
  • Did they work with children? What ages, and how did they handle the group?
  • Tell me about a time they handled a difficult situation with a child or a parent.
  • How reliable were they about showing up on time and following rules?
  • How did they work with other staff and take feedback?
  • Is there anything that would concern you about them working with children?
  • Would you hire them again? Why or why not?

Result

  • Recommends
  • Recommends with concerns (explain below)
  • Doesn't recommend
  • Couldn't reach after two tries
  • Notes

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

  • Check at least two references, and make one of them someone who saw the candidate with children.
  • If a reference won't answer the question about concerns with children, note it and ask another reference.
  • Keep reference notes locked up with the hiring file.
  • Reference checks don't replace the background checks your state requires.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

What questions should you ask a camp counselor's references?

Ask what the person did, how they worked with children, how they handled a hard moment, how reliable they were, and whether anything would worry the reference about them working with kids.

How many references should a youth program check?

At least two, and three is common. Make sure one saw the candidate working with children.

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