CSU Policy Governing the Provision of Employee References

The California State University (CSU) has issued policy governing the provision of employee references that outlines the principles and procedures guiding the provision of references given the associated legal liability. The policy applies to State CSU employees (including student employees).

Summary of the Policy

CSU policy does not allow the University to provide any official positive letters of recommendation or reference, either verbally or in writing, for a current or former CSU employee who has engaged in misconduct that resulted in the employee being non-retained or separated due to a finding that they engaged in misconduct, is currently under investigation for misconduct or violation of university policy or has had their retirement benefits rescinded under The Public Employees' Pension Reform Act due to criminal misconduct associated with their official duties.
When an employee is under investigation, the recommendation or reference will be held in abeyance until the completion of the investigation and any appeals. In such cases, Human Resources/Academic Personnel will inform the individual serving as a reference of CSU's employee reference policy informing them that they cannot provide a University reference for this individual but have the option to request that Human Resources/Academic Personnel provide an employment verification only, as set forth below, for the current or former CSU employee.

* A finding includes, but is not limited to, a final internal report, following any appeals, resulting from an investigation conducted by the university; an internal or external audit; an administrative decision by a state body having such jurisdiction, such as the Department of Labor, etc.; a civil or criminal judgment, following any appeals; a finding of improper governmental activity, which is defined by the State of California as any action that violates state or federal law or regulation; that is economically wasteful; or that involves gross misconduct, incompetence, or inefficiency; or admission of any of the above-referenced misconduct by the employee.

Reference Requests

Employees may not provide references on behalf of the University for employees or former employees who are currently under investigation for misconduct or violation of university policy or have been non-retained or separated due to a finding that they engaged in misconduct as described above.

Cal Poly State employees who receive requests to provide a reference, either verbal or written for a current or former Cal Poly State employee must complete the employee reference request form prior to responding to the request, as the employee being asked to provide the reference may be unaware of relevant information.

Before accessing the reference forms

It is required that you first authenticate with the Cal Poly Portal.

Portal Login

Official Letters of Recommendation

Steps for Recommendation

Employees who are asked to provide letters of recommendation or other formal requests for reference for current/former colleagues or direct reports on behalf of Cal Poly must submit the request to HR/AP before responding to the requestor.
Submit the request by completing the employee reference request form. (you will be asked to login with your campus credentials)
HR/AP will review the employee’s personnel file and confer with the Title IX/ DHR office regarding whether the employee has had findings against them or whether any investigations or appeals are pending.
Requestors will receive an email indicating whether a reference/recommendation can be provided.

Official letters of recommendation for employment are endorsed by the University and represent the views of the employer. Letters of recommendation offered by an administrator or current supervisor (for purposes of this policy supervisors do not include represented employees) always represent official letters of recommendation and must always be approved by Human Resources/Academic Personnel prior to issuance. Official letters of recommendation may be issued on university letterhead and conveyed via university issued email addresses.

Personal References and Letters of Recommendation

Personal references or letters of recommendation or personal references represent the views of an individual employee and are provided in an individual capacity. References or letters of recommendation offered by an administrator or current supervisor (for purposes of this policy supervisors do not include represented employees) always represent official letters of recommendation or references and not considered personal letters of recommendation or personal references and must always be approved by Human Resources/Academic Personnel prior to issuance.

Employees may issue references or letters issued in a personal capacity and are not required to be reviewed by Human Resources, Payroll, or Academic Personnel complete the employee reference request form. Such references or letters may only be issued on university letterhead or via university issued email addresses when the reference or letter clearly states that it is written from a personal perspective and that the letter is not written on behalf of the institution or represent any form of official institutional statement. Suggested language is as follows:

“The following recommendation represents my personal perspective working with and does not represent the viewpoints of Cal Poly or the California State University system.”

Faculty members who are providing recommendations that evaluate a peer colleague’s academic qualifications may use university letterhead provided that the letter reflects personal observations of scholarly and instructional merit and does not represent the views of Cal Poly or the CSU as an employer.

Recommendations by previous supervisors, including previous deans or department chairs, as well as former and current colleagues, may be issued in either an official or personal capacity.

Employment and Salary Verification

Employment and salary verifications for a current employee are available through The Work Number for Everyone.

The service provides immediate employment and salary verification by touch-tone phone for credit and reference requests, 24 hours a day, 7 days a week.

Information on how to use the service is available at Employment and Salary Verification Instructions on the Human Resources website.

FAQs for CSU Employee Reference Policy

Does this policy apply to University volunteers?
Yes, the same guiding principles apply when considering a letter of reference for a volunteer.
What is the process for Cal Poly employees providing references for other CSU employees?
If the person is a former Cal Poly employee, the request will go through the same process. If the person is not a former Cal Poly employee, this may be addressed as a personal reference.
Does this policy apply to a student employee requesting recommendation or reference?
Yes, any request for a reference or recommendation that speaks to the student assistant's employment must go through the request process.
Does this policy apply to a student requesting an academic reference?

No, the student is not asking for an employment reference or recommendation in this case, and the reference or recommendation letter should only speak to the academic or student role. Letters of recommendation by faculty on behalf of students in their classes or under their mentorship are considered personal references. Faculty are writing based upon their knowledge of the student and their capabilities inside the classroom/lab/studio/or other site of instruction. In these circumstances, faculty are permitted to use university letterhead and email addresses; however, the letter should identify that the reference is being provided in their capacity as instructor to the student. Recommended language is as follows:

“The following recommendation represents my personal perspective working with and does not represent the viewpoints of Cal Poly or the California State University system.”
If the department or I receive multiple requests for the same person, do we need to submit a request form each time?
If a request was submitted within the last 30 days, a new request does not need to be submitted. However, if more than 30 days have elapsed, a new request is required. Each individual who wishes to provide a reference must make a separate request.

For Additional Information

If you have questions that are not addressed here, please contact:

For any questions regarding references for faculty, teaching associates, graduate associates or instructional student assistants, contact Academic Personnel at academicpersonnel@calpoly.edu.
For staff and management employee references, contact Lindsey Camarda with questions at libaldwi@calpoly.edu.
For student assistant references contact Payroll Services at payroll-services@calpoly.edu.