The Independent Grammar School: Durham

 EMPLOYMENT REFERENCE POLICY

1. Purpose of this Policy

This policy sets out the organisation’s approach to providing employment references. Its aim is to ensure that all references issued on behalf of The Education Partnership (UK) Ltd are consistent, factual, legally compliant, and aligned with safeguarding responsibilities.

2. Scope

This policy applies to all employees, directors and any individual authorised to provide references on behalf of the organisation.

3. General Principles

We will provide factual references only.  References will be consistent, objective, and limited to verified employment information.  No personal opinions, value judgements, or speculative comments will be provided.  All references must be issued through the Principal unless otherwise authorised.

4. Information that may be provided

When asked for a reference, we will provide:

·       Employment dates (start and end).

·       Job title(s) held.

·       Contract type (e.g., full‑time, part‑time, fixed‑term), if requested.

·       Basic safeguarding information, where required by statutory guidance (e.g., confirmation of whether the organisation knows of any substantiated safeguarding concerns).

5. Information that will not be provided

The organisation will not provide:

·       Opinions on the individual’s character, performance, competence, or suitability for future roles.

·       Details of absences, sickness records, or reasons for leaving.

·       Any information that cannot be verified from employment records.

·       Any information that could be construed as defamatory, subjective, or speculative.

6. Safeguarding‑Related References

In line with safer recruitment expectations, we will respond to safeguarding‑related questions factually and accurately.  Only information that is substantiated, recorded, and legally shareable will be disclosed.  No unproven allegations or informal concerns will be included.  Where safeguarding information is disclosed, it will be limited to what is necessary, proportionate, and compliant with statutory guidance.

7. Requests for Verbal References

Verbal references must follow the same rules as written references.  Staff must not provide informal or off‑the‑record comments.

8. Personal References

Employees may provide personal references in a private capacity only, and must not use the organisation’s name, logo, or letterhead.  Personal references must not imply endorsement by the organisation.

9. Record Keeping

A copy of any reference issued will be retained securely in accordance with data protection requirements. 

10. Data Protection

All references will be handled in accordance with UK GDPR and the Data Protection Act 2018. Information will only be shared where there is a lawful basis to do so 

IGS: Durham

March 2026

Next Review March 2028