Decatur County Community Schools
Administrative Guidelines
 

8340 - PROVIDING A REFERENCE

Administrators who choose to provide a letter of reference, when asked, for any Corporation employee shall adhere to the following when preparing such a letter:

 

A.

10 days before the letter needs to be mailed.

   
 

The request shall include the name and title to whom the reference is to be directed, and the complete mailing address to which the letter is to be mailed.

   
 

B.

The letter of reference shall include only statements that are truthful and factual, that is, able to be substantiated by the employee’s personnel file. When drafting the letter, the administrator shall include the following:

   
 

1.

The first paragraph shall include a description of the position that the administrator holds as well as the position to which the employee was assigned in the Corporation, and the period of time upon which the administrator’s comments are based.

   
 

2.

The second paragraph shall describe the duties assigned to the employee, and the manner in which s/he performed those duties and responsibilities.

   
 

3.

If appropriate, the third paragraph shall describe any additional duties or assignments of the employee, such as extracurricular or co-curricular assignments, and the manner in which the employee performed those duties and responsibilities.

     
 

4.

The fourth and final paragraph shall include the administrator’s recommendation to the prospective employer.

   
 

C.

The letter of reference shall not include any of the following:

   
 

1.

any statements that the administrator knows to be untrue

   
 

2.

any statements made in bad faith

   
 

3.

any statements that are motivated by anger, grudges, jealousy, resentment, or ill will toward the employee

   
 

4.

any statements that include exaggerations

   
 

5.

any statements that are based upon incomplete investigations involving the employee

   
 

D.

In all cases a copy of any letter of reference provided by an administrator for a Corporation employee shall be filed in the employee’s personnel file.

An administrator who chooses to provide a reference by phone for a Corporation employee shall adhere to the guidelines delineated in B and C above.

An administrator is prohibited from assisting a Corporation employee in obtaining a new job if s/he knows or has probable cause to believe that the employee engaged in sexual misconduct regarding a minor or student in violation of State or Federal law. The only exceptions permitted are those authorized by the Every Student Succeeds Act, such as where the matter has been investigated by law enforcement and the matter was officially closed due to lack of probable cause or where the individual was acquitted or otherwise exonerated of the alleged misconduct. If the employee requesting a letter of reference has engaged in sexual misconduct regarding a minor or student in violation of State or Federal law, an administrator shall not provide a letter of reference for that employee.

Revised 4/12/17

© Neola 2016