1. Introduction
1.1. Purpose
Onja values transparency and integrity in the hiring process. We recognize that honest references are essential to making informed hiring decisions. This policy ensures that referees can provide truthful and unbiased feedback without fear of repercussions. It also outlines how Onja manages reference requests in a way that complies with legal requirements, upholds the integrity of our hiring and employment practices, and supports Onja team members, where relevant, as a responsible employer.
1.2. Scope
This policy applies to all current and former Onja team members, managers, and representatives involved in giving or requesting references as well as candidates. It covers:
It covers:
- The provision of references for current or former Onja team members, including those related to employment, academic, or other professional opportunities.
- The process of requesting and handling references from external parties during Onja’s hiring process.
2. Reference-Friendly Approach
Onja recognizes the importance of professional references in career development and is committed to help provide constructive and meaningful references. We aim to:
- Offer references that reflect the individual’s contributions, skills, and professional conduct at Onja.
- Ensure transparency and fairness in the reference process.
- Support employees in their career progression while maintaining confidentiality and legal compliance.
3. Types of References Provided
Past or present Onja team members may provide the following types of references based on the request and circumstances:
- Employment Verification: Confirmation of employment dates, job title, and basic role description.
- Professional References: An assessment of the employee’s skills, work performance, and contributions.
- Character References: Provided in specific cases upon request, reflecting the individual's work ethic and values.
4. Confidentiality and Legal Considerations
When Onja team members are providing references:
- References will be provided only with the requester’s consent.
- Information shared will be fact-based, accurate, and will not include misleading content.
- References will comply with the Data Protection Law N° 2014-038 (Madagascar) and the Data Protection Law 2018 (Jersey).
When Onja is requesting references from external parties:
- Referees are contacted only once the candidate has provided consent.
- Reference information will be used solely for hiring decisions and will not be disclosed beyond relevant decision-makers (hiring team members and managers).
5. Protection of Referees
Onja commits to:
- Respecting Referee Input: We will not take any adverse action against a referee based on the content of their reference, whether positive or negative.
- Prohibiting Retaliation: Any attempt to pressure, discredit, or negatively impact a referee’s professional standing as a result of their reference will be considered misconduct and may lead to disciplinary action.
Candidates commit to:
- No Retaliation: Candidates must not take revenge or act in any way that could harm someone who gave a reference about them.
- No Legal Action: Candidates agree not to take the referee to court or file any kind of legal complaint because of the reference they provided to Onja. This includes - but is not limited to - defamation claims, employment related grievances, or any claims arising from the content of the reference.
- Acknowledgement Required: All candidates must tick a checkbox on Onja’s application form confirming they have read and accepted this reference policy, including the non-retaliation and no legal action provisions. Applications without this acknowledgement cannot be considered.
This helps create a safe space for referees to be honest and fair.
6. Reporting Concerns
If a referee believes they have faced retaliation or undue pressure related to providing a reference, they may report their concerns confidentially to Onja’s Hiring Team at join.mada@onja.org. All reports will be reviewed fairly and, if necessary, appropriate action will be taken.
7. Change in Policy
This policy is intended to evolve and is therefore subject to change. In case of modifications, the new policy will be updated on the Onja website.
8. Acknowledgment
By participating in Onja’s hiring process, candidates and all Hiring Team members acknowledge their commitment to this policy. We encourage referees to provide honest, constructive, and fair feedback without fear of negative consequences.
9. Contact Information
For any inquiries regarding this policy please contact Onja’s Hiring Team at join.mada@onja.org.
