Library: Policy

OKDHS:2-1-99. Employment verifications and references

Issued 9-22-22

(a) Responses to financial institutions. Designated staff in Human Resources Management (HRM) or Financial Services (FS) responds on behalf of Oklahoma Human Services (OKDHS) to requests from financial institutions to verify the employment of past or present OKDHS employees. This authority is not further delegated.

(1) Unless the employment verification request includes an authorization signed by the employee to release personal information, the OKDHS response answers only questions about:

(A) employment status, such as active or terminated;

(B) dates of employment;

(D) confirmation only of the employee's gross salary per pay period.

(2) When the employee authorizes OKDHS to provide gross earnings, OKDHS staff provides the requested information for year-to-date and the previous year.

(3) OKDHS staff does not provide the employee's:

(A) full name or previous name(s) used;

(B) Social Security Number;

(D) home or business telephone number; or

(E) personal email address.

(b) Responses to Oklahoma state and tribal government agencies. Designated staff in HRM or FS responds on behalf of OKDHS to written requests from other Oklahoma state and tribal government agencies and OKDHS divisions for employment verification requests made in response to an employee's application for state or tribal benefits or services. The employee's written request for services constitutes his or her consent for HRM or FS agents to provide the requested information.

(c) Responses to the Oklahoma Employment Security Commission. Designated staff in FS responds to written requests for employment and earnings history submitted by the Oklahoma Employment Security Commission.

(d) Responses to federal employment agencies. Defense Counterintelligence and Security Agency sends employment verification and reference requests to supervisors, coworkers, and human resource specialists when a current or former OKDHS employee applies for some federal government positions. Designated staff in HRM responds to these requests, confirming or denying the applicant's employment with OKDHS. All others receiving such a request place the forms in security destruct receptacles.

(e) Responses to external requests. Designated staff in HRM and FS responds to written requests for information about a current or former OKDHS employee submitted by individuals and government and non-government agencies outside of the state of Oklahoma.

(1) Unless the query is a formally submitted Open Records request using Form 23RM023E Request to Review and/or Copy Records which is approved by the OKDHS Assistant General Counsel, or unless the request is accompanied by an appropriately formatted waiver of confidentiality signed by the employee, the OKDHS response answers only questions about:

(A) employment status, such as active or terminated;

(B) dates of employment;

(D) confirmation only of the employee's gross salary per pay period.

(2) When the employee authorizes OKDHS to provide gross earnings, OKDHS staff provides the requested information for year-to-date and the previous year.

(3) OKDHS staff does not provide the employee's:

(A) full name or previous name(s) used by the employee;

(B) Social Security Number;

(D) home or business telephone number; or

(E) personal email address.

(f) Responses to court orders and subpoenas. Upon receipt of a request for employment information accompanied by a court order or subpoena, HRM or FS staff forwards the request to the OKDHS Assistant General Counsel for advice.

(g) Professional and personal references. Supervisors and managers may provide professional and personal references for current and former OKDHS employees.

(1) Professional references.

(A) A professional reference emphasizes employee job performance.

(B) References may not disclose confidential information such as medical history or sexual orientation.

(C) References may not refer to such aspects of personal identity as age, race or ethnicity, physical or mental condition or disability, or other statutorily-protected information.

(D) Those providing a reference avoid content of a defamatory, retaliatory, or discriminatory nature.

(E) Information provided in references is accurate and truthful. References may not contain false information and may not contain misleading information about a person who poses a risk of harm or has had disciplinary action for violence in the workplace.

(2) Personal references. Employees or former employees frequently ask for personal references. Providing a personal reference is permitted within the guidelines listed in (A) through (C) of this subparagraph.

(A) Individuals providing references may be subject to discipline for providing incorrect, inappropriate, or exaggerated references or information.

(B) OKDHS or state government letterhead may not be used for a personal reference.

(3) Internal requests. Supervisors and managers respond to reference requests initiated by other supervisors and managers within OKDHS. The response is in writing either by memo or email.

(h) Assistant General Counsel review. HRM and FS staff consults with the OKDHS Assistant General Counsel before responding to Open Records and other uncommon requests.