Institutional Reference Check Sequence of Events:
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 Self Disclosure and Authorization forms as an attachment, the IRC Process can be initiated.
● The Academic Unit then sends, via the TdX AHR Ticket Portal, a Request for IRC process initiation. The TdX ticket gathers some of the required information and has a place to enable uploads of the required attachments, including the contingency/Intent letter, candidate CV, Authorization to Release Information and their Self-Disclosure Form. Units and Candidate can accesses forms via attachments to the contingent offer letter or the AHR Website.
- Within two (2) business days of receiving a request ticket:
- AHR will send an IR Requests via email to each prior institution that includes a cover letter describing the process and the release form from the candidate . 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 UM-IRCheck@umich.edu.
- If the prior institution does not respond within the seven-day time frame, AHR staff will send follow up email to prior institutions the next business day.
- After AHR receives IR related information from the candidate's prior institutions, they will send the Academic Unit an email indicating that either:
- no substantiated records were reported by former employers, or
- no response from prior employer(s),
- or responsive records of substantiated findings were reported, 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).
- AHR will inform the Provost office of the outcomes of the IR Check process for each candidate