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Human Resources
Inquiries Regarding Current and Former Employees
Origination date: 10/1/1993
Revised: 07/01/2026
Applicability: All Employees
Definitions
Hiring Official: The individual responsible for conducting the hiring process for an open staff position.
Policy
Human Resources is the official source of information regarding current and former employees. Other University officials or entities may release certain information about current or former University employees only as designated.
Section I: Job References
Supervisors may provide a requesting employer with information concerning a current or former employee’s reason for termination, job performance, professional conduct, and job evaluation to be used for the purpose of evaluating the employee for employment. Any information provided on current or former employees shall be job-related, truthful, factual, and demonstrable from the employee’s records. A copy of any written communication regarding an individual’s employment at the University that is sent to a prospective employer, other than another University department, must be sent to the individual’s last known personal address. Arizona law provides that supervisors who are authorized to respond to references about current or former employees are immune from civil liability in connection with providing information to a prospective employer, unless all of the following are found to exist:
- The information is false, and
- The information tends to bring the staff member into disrepute, contempt, or ridicule, and
- The prospective employer acts on information to harm the employee or former employee, and
- The supervisor knows the information is false or acts with reckless disregard of its truth or falsity.
Northern Arizona University Hiring Officials may review the personnel files of the relevant position’s applicants who are current or former employees.
Section II: Proof of Employment or Income
Employment and income verifications are provided by the University’s employment verification vendor.
Related Information*
Employee Personnel Records Management
Employment and Income Verification Instructions
Policy History*
07/01/2026: Policy revised.
10/01/1993: Policy adopted.
* Related Information and Policy History are solely for the user’s convenience and are not part of the official university policy.