Checking References

Xref Online Reference Checking Service

Human Resources and Organizational Effectiveness (HROE) is pleased to announce a new partnership with Xref, an online reference checking service, to conduct reference checks in support of the university’s recruiting program. As part of our core values, this partnership is a step to bring a new level of Innovation and Excellence to our processes.  All organizations within the university supported by HROE have access to Xref and the application is now available for use.

Reference checks are an integral part of a successful recruiting and selection process by allowing recruiters and hiring managers to gain insight into a candidate’s previous professional performance as well as assess their potential impact to the organization.  

Now, Xref provides a faster, smarter, and safer method to check references, significantly reducing the time-to-hire and increasing the quality of hiring decisions while preventing fraud.  Learn more on the Xref website.

HR Liaisons Using Xref

During the initial rollout of Xref, HR Liaisons will be the primary users of the service.  To initiate a reference check requires just the candidate’s name, email address and phone number.  Xref does the rest. Results can start coming back in just a few hours.  Although using Xref is optional, we know that once you use it, you will wonder how you ever did without it.

Getting Access to Xref
Please complete the HR Liaison Designation Statement of Responsibility Form and return to the HR Liaison Administration. Please make sure you indicate the name of your department, title, and email.

Once the account is created, users will receive an email from Xref with a link to reset the password. It may take between 24 – 48 hours hours to process your request, depending on volume. For questions, please email jobs@tamu.edu with Xref in the subject line.

Until HR Liaisons have access to the application, the Telephone Reference Contact form can still be used to conduct reference checks for job candidates.

We believe this partnership will serve our campus well by offering unparalleled efficiency and quality to Texas A&M University’s recruiting efforts.

Xref Training Now Available

Find and register for upcoming training HERE.

Quick Links and Tips

  • Login into Xref – Bookmark this link, as you will visit it frequently
  • Use this Sample Message to let your candidates know that they will get an email from Xref to provide references. Sample message.
  • You may check references on your top candidates to better inform your selection processes
  • Use the Secure Server to send the Xref reports to the recruiting team

Frequently Asked Questions  

Why Xref?

The Division of Human Resources and Organizational Effectiveness (HROE) conducted a pilot in which we reviewed and tested several vendors. Our pilot users, including our HR Advisory Board agreed that Xref offers the product that better meets our needs, significantly increasing efficiency and effectiveness in the following areas:

Cost
In a study conducted by HROE, we learned that it takes about 120 minutes of labor over a span of 2-5 days to complete the reference checking process for one candidate.  The annual estimated labor cost to conduct reference checks ranges from $100,000 to $150,000. Using Xref reduces this cost by 75%.
Time
Most reference checks take an average of 2-3 days to complete, some taking much longer depending on how long it takes to connect with the references. On average, Xref completed the reference checking process under 26 hours.
Consistency
The study identified that the process to check references across the institution is inconsistent. Using Xref allows us to provide a consistent, effective, and efficient process that highly increases the quality of the candidate experience.
Quality
Our pilot participants overwhelmingly agreed that the quality of the feedback received using Xref increased, as the reports are more thorough, easy to read, provide benchmarks and a holistic review of the candidate’s prior work performance.
Fraud Prevention
The Xref fraud algorithm is one of the most critical features of the solution. Xref's unique multi-touch fraud algorithm works behind the scenes to monitor suspicious activity, tracking:
  • Candidate and reference IP address
  • The device and browser used
  • The date and time Xref was accessed
Who can use Xref?
Xref is available to all colleges, divisions and departments of Texas A&M University who receive Human Resources support from the Division of Human Resources and Organizational Effectiveness (HROE).  During the initial rollout, HR Liaisons will be the primary users of the service. 
How do I get access to Xref?

If you are an HR Liaison, complete the HR Liaison Designation Statement of Responsibility Form and return to the HR Liaison Administration. Please make sure you indicate the name of your department, title, and email.

Once the account is created, users will receive an email from Xref with a link to reset the password. It may take between 24 – 48 hours hours to process your request, depending on volume. For questions, please email jobs@tamu.edu with Xref in the subject line.

How do I sign up for training?
Training sessions are available in TrainTraq. Search for Xref in the Course Catalog to sign up.
How long does it take to initiate a reference check using Xref?
The candidate’s name, email address and phone number are all that you need to get started.  Just select the appropriate questionnaire and click send.  Initiating a reference check takes less than 60 seconds.
How many questionnaires are available to use?

Departments have access to two main questionnaires:

  1. TAMU - General Reference
  2. TAMU – Managers General Reference Check

These questionnaires include the questions that are in the Telephone Reference Contact form plus additional questions that measure our core values, competences, and prior work performance.

Can I develop questionnaires for our department?
Xrefs offers its users the ability to create questionnaires using the Template Builder. You may create a questionnaire, but the Xref administrators are the only ones with the ability to add these questionnaires to the application. New questionnaires will be available in the near future. If you have very specific needs and need to develop a questionnaire, please contact jobs@tamu.edu with Xref Questionnaires in the subject line.
Where can I find help understanding the Xref reports?
Xrefs offers multiple resources to assist users. Log into Xref and visit the Help & Training section to learn more about how to interpret results and more.
I prefer to call the references. Can I still check references over the phone?
You may continue to use the Telephone Reference Contact form to check references. You will also be able to contact the references for more information after the Xref reports are completed.
Do I still need to upload the Xref reports to the secure server?
Yes. Once you have received the Xref reports, please upload them to the Secure Server with the rest of the Recruiting process documents.
Do we have to use a score for reference checks in the Screening Matrix?
You may add the score to the matrix if you wish. You may use the sentiment score or any other metric that you used to determine the value of the reference received. The reference checking score is not required to proceed with the hiring process.
Whom can I contact for more information?
Email jobs@tamu.edu with Xref in the subject line.