Probationary Period PolicyColleague references policy
Here at Co-op, we know there might be times when you need to get a reference from us, like when you’re applying for a mortgage or for a job outside the Co-op. This policy gives some guidance about how we issue references.
Crucial bits
If you are leaving the Co-op after Wednesday 9th August 2023, an employment reference will be automatically generated on the Leavers Portal. You must download this document before you lose access to the portal.
To access the Leavers Portal, you will need to log onto MyHR after you leave. You will find your reference in the view documents section. You will have access to this for 90 days after you leave. This will be an official Co-op letter and can be used for any Employment References.
For Employers – this letter will be the same as any you obtain from the Co-op so please use this as an official Co-op employment reference. Please contact your prospective employee for the reference document.
If you left Co-op before Wednesday 9th August 2023, please use this form.
Things to think about
Contents of a reference
If the reference is to confirm your employment status and salary - for example if you’re applying for a mortgage or renting a property - the reference will confirm your wage or salary, how long you’ve been employed by the Co-op and your job title.
If the reference is for a prospective future employer, it will confirm your role, the place you work and the start and end dates of your employment.
Any references provided for Key Function Holders in Co-op Insurance or certified roles in Co-op Funeral Plans Limited (CFPL) will be more detailed than our usual references and will include any breaches of Conduct Rules, going back for a period of six years. For further information, contact the Co-op Insurance HR Risk and Governance Manager or for CFPL, contact the SMCR Office.
If there is an investigation after leaving and it’s concluded that there is a breach of the conduct rules, then the reference will be updated and re-sent.
For any colleagues moving into a certified role or moving from one certified role to another, we will request regulatory references to cover the past 6 years.
Personal references
At the Co-op, we only give factual references. We don’t give personal references because they can be based on personal judgement and might not be completely accurate. We have a legal obligation to make sure that any reference we give is true, accurate and not misleading – so this is why we only provide factual information in references.
Your manager may give a general character reference if they want to, but this won’t be specifically about your work for the Co-op and won’t be on Co-op headed paper or be from a Co-op email.
Social media
Often people looking for new jobs use social media sites like LinkedIn and ask for “endorsements” or “recommendations” for their work on these sites.
If you ask your manager or colleagues for this kind of reference on social media, this policy will still apply. If a manager or colleague does write a recommendation for you on a site such as LinkedIn, this will be based on their own personal opinion and won’t be written on behalf of or representative of the views of the Co-op. There’s more information about sharing information via social networking sites within the Acceptable Use of Technology Policy available on the Intranet.
Regulated Reference Only
If you need a regulated reference, please submit your request to execoffers@coop.co.uk.
Please note this is not for a financial or employment reference.
If you need further support
If you have questions about this, please speak to your manager. If managers need advice, they can contact ER Services.