Employee References
CSU Policy Governing Provision of Employee References
The CSU implemented a new policy in July 2022 that outlines the principles and procedures guiding the provision of references given the associated legal liability.
Purpose of the CSU Policy
The purpose of this policy is to establish a guiding principle of not providing positive letters of reference for employees who have engaged in serious or significant misconduct, including a serious CSU policy violation.
Who does this Apply To?
This policy addresses requests for references for State CSU employees (including student employees).
- Any references requests or requests for letters of recommendation from third parties must be submitted to the Center for Human Resources for response, as there may be relevant information about which the receiving employee is unaware.
- Submit your request to Rachel Fine ([email protected])
- Depending on when this request is received it could take up to 3 business days for a response. In certain circumstances, it could take longer.
- The Center for Human Resources will review the employee’s personnel file and confer with the Title IX office regarding whether the employee has had findings against them or whether any investigations or appeals are pending.
- Employees who are asked to provide letters of recommendation or other formal requests for reference for current/former colleagues or direct reports on behalf of SDSU must submit the request to the Center for Human Resources before responding
- Submit your request to Rachel Fine ([email protected])
- Depending on when this request is received it could take up to 3 business days for a response. In certain circumstances, it could take longer.
- The Center for Human Resources will review the employee’s personnel file and confer with the Title IX office regarding whether the employee has had findings against them or whether any investigations or appeals are pending.
- Personal references are permissible but must clearly indicate they are being provided in an individual capacity and not on behalf of SDSU.
- Personal references shall include "This reference is provided in an individual capacity and not on behalf of San Diego State University or the California State University."
- References by presidents, vice presidents, deans, associate deans, AVP's and directors may be perceived as being provided on behalf of the University by virtue of their position.
- Such individuals must also consult with Human Resources to determine whether letters of recommendation or positive references are appropriate and may be provided, even in their personal capacity.
CSU will not provide verbal or written positive reference to an employee who has:
- Engaged in misconduct resulting in non-retention, termination or separation through a mutually agreed upon settlement agreement.
- Is currently under investigation for a significant misconduct or violation of a university policy (request may be held in abeyance until conclusion of investigation and any appeals.)
- Had retirement benefits rescinded due to criminal misconduct associated with their official duties.
Frequently Asked Questions
No, if an employee or student employee is asking for a reference or letter of recommendation for any reason, this policy will apply.
Yes, the same guiding principles apply to the policy when considering a letter of reference for a volunteer.
If the person asks about former employment here at SDSU, it should go through the request process. If not, this should be addressed as a personal reference and may not be considered to be on behalf of SDSU.
Yes, any request for a reference of recommendation that speaks to the student assistant employment must go through the request process.
No- The student is not asking for an employment reference or recommendation letter in this case.
Remember that this reference or recommendation letter can only speak to the academic / student role.
Yes, a request must be submitted each time.