Institutional Reference Check Pilot Timeline Spring 2024

Institutional Reference Check Pilot Timeline 

Academic Year 2024-2025 

Once an Academic Unit has extended a contingent offer (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 to initiate the process. The form gathers some of the required information and attachments, including contingency letter, CV,  Authorization to Release form and a Self-Disclosure form (if available), and sends the submitted candidate materials to a TDNext ticket to initiate the process, assign tasks, create subtasks and assign due dates.

  • The Academic Unit should collect the self-disclosure and information release authorization forms prior to requesting the IRC initiation. Forms should be extended to the candidate no later than the time a contingent offer is extended. The candidate should provide the Unit with the completed forms no later than several days after receipt of the contingent offer. 
  • Candidates may access forms via attachments to the contingent offer or the AHR Website. 

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 the elease 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 a 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).