The information provided below is intended as guidance for new managers, and a reminder for existing line managers on the procedures for new starters and leavers. Please contact your HR Advisor if you require any further or specific guidance.


When you recruit a new member of staff, you play a key role in their first impressions of the University as an employer. You can use the new starter checklist (.doc) to ensure they are equipped to perform as well as possible from day one, and that all requirements are covered. Further information can be found on the induction pages of the website.


When one of your team resigns from their post, please follow the leaver flowchart (.doc) and use the leaver checklist (.doc) to ensure the process is as smooth as possible.

Reference Procedure

The purpose of this document is to outline Bath Spa University's procedure for obtaining and providing employment references.

Obtaining Employment References

With a few exceptions (casual workers excluding nursery staff) any offer of employment made is subject to the receipt of satisfactory references.

All applicants are asked to provide details of two referees from the last five years, one of whom must be their present or most recent employer. Referees will be contacted once an offer of employment is made.

Where the successful applicant has not been employed previously they will be asked to provide two character references, one of whom will ideally be a professional who has known them for at least 5 years e.g. former teacher/lecturer, family doctor or solicitor etc.

Following Up Employment References

Human Resources are responsible for contacting referees and notifying the new member of staff/line manager if there are any problems following up individual references.

There may be the odd occasion where despite numerous attempts to obtain both, only one satisfactory reference has been received after six months. If this is the case the line manager may confirm the new starters in post provided that they are satisfied with their attendance and performance.

Unsatisfactory References

On receipt of one or more unsatisfactory reference(s), Human Resources will consult with the line manager. This may result in either the offer of employment being withdrawn or dismissal with notice, if the individual has commenced employment and is within their probationary period.

Providing Employment References

Any request for an employment reference should be forwarded to Human Resources to respond.

If you are asked to provide a character reference you are advised to adhere to the following guidelines in order to reduce the risk to yourself and the institution:

Line managers are advised to contact the relevant HR Advisor for their school or department if they are in any doubt about the information they are providing.

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