Institutional Reference Check Pilot Timeline Spring 2024

Institutional Reference Check Pilot Timeline 

Spring 2024 

Once an Academic Unit has sent a contingent offer letter (pre- or post-tenure review) to a candidate, which includes the template contingency language that describes the Institutional Reference Check (IRC) process, and the required IRC forms as an attachment, the IRC Process can be initiated. 

The Academic Unit then sends the Request for IRC process initiation. The form gathers some of the required information and attachments, including contingency letter, CV, Authorization Release Form, and Self-Disclosure Form (if available) and sends the submitted candidate materials to Dropbox and sends an email to [email protected] to trigger processes, assign tasks, create subtasks, and assigns due dates.

  • If an Academic Unit did not collect the self-disclosure and information release authorization forms prior to requesting the IRC initiation, then the candidate must send the forms to AHR directly. 

The candidate, upon receiving contingent offer letter, fills out release form and self-disclosure forms and sends to [email protected] within one (1) week of receiving contingent offer letter. (Pilot Year 1 only) 

  • Candidate accesses forms via attachments to the contingent offer letter or the AHR Website. 
  • AHR adds Candidate Materials to Candidate Folder in Dropbox. 

AHR initiates letters to send to each prior institution. 

AHR sends IR Requests via email to each prior institution that includes a cover letter that describes the process and the release form from the candidate within two (2) business days of receiving release forms. The cover letter requests that the institution respond within one week, by email with either “no reported violations” or copies of reports of substantiated violations, to [email protected]. 

If the prior institution does not respond within the seven-day timeframe, AHR staff will send follow up email to prior institutions the next business day. 

After AHR receives all information from prior institutions, they will send the Academic Unit an email with either no substantial records or no response from prior employer, or responsive records reports, and, if needed, set up a time to discuss the reports with staff from AHR, the Office of the General Counsel and/or Equity, Civil Rights & Title IX Office (ECRT).