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Recruiting Guidelines and Policies

 

The Samuel Ginn College of Engineering Office of Career Development and Corporate Relations at Auburn University delivers comprehensive services for all students to explore majors and careers, network with employers and professionals, prepare for advanced education, and successfully transition from college to career.

As a member of the National Association of Colleges and Employers (NACE), we utilize their Principles for Ethical Professional Practice as a framework and foundation for our office’s career exploration and outcomes processes. We expect employers recruiting at Auburn University also to abide by these principles and all applicable federal, state, and local rules and regulations.

By posting in Handshake and utilizing on-campus recruiting resources, employers agree to abide by these policies and procedures and to respond to reports of noncompliance.

 

Handshake Postings and On-Campus Recruiting Policies 

 

Handshake

Handshake is a web-based portal for promoting full-time, part-time, internship, cooperative education, seasonal, and short-term positions, and other recruiting activities for all employment industries and sectors. All postings should adhere to the following:

  • Post only bona fide jobs and internships. NOTE: Donation requests, investment opportunities, items/services for sale, or opportunities requiring purchases and/or disclosure of private financial and identification information (i.e., bank accounts, Social Security Numbers) at the time of application may not be posted.
  • Accurately describe the organization, position, and position requirements.
  • Use of the Auburn University-Handshake platform to offer positions to students in the marijuana industry, even in states where such work is legal, is inconsistent with Auburn University’s obligations under federal law and university policy. Therefore, employers must not be involved in the use, sale, production, or distribution of medical or recreational marijuana or cannabis.
  • Follow all policies and procedures of the university and the office, the compliance standards of the Equal Employment Opportunity Commission, and other state and federal employment regulations.

 

Internships

Internship postings should meet the NACE definition and criteria for internships and adhere to the Department of Labor’s Fair Labor Standards Act (FLSA). We encourage all employers posting unpaid internships to closely review both the above documents and the NACE Position Statement: Unpaid Internships.

 

Third-Party Agents & Agencies

Individuals and agencies recruiting on behalf of other organizations must comply with these additional recruiting policies:

  • State in the job description that they are a third party or temporary employment agent/agency.
  • Any fees assessed by the agent/agency will be paid by the client organization or the employer they represent, and NOT by student candidates.
  • Disclose clients’ names to the Office of Career Development and Corporate Relations if requested.
  • Agree that they or their client will not provide students’ resumes to any other party without the student's written consent. Failure to comply with this is a violation of Family Educational Rights and Privacy Act (FERPA).
  • Agree to follow the National Association of Colleges & Employers (NACE) guidelines pertaining to Third Party Recruiters.
  • May not access Resume Books.
  • Participation in On-Campus Recruiting and Career Fairs is on a case-by-case basis.

 

Equal Employment Opportunities

Employment professionals will maintain equal employment opportunity (EEO) compliance and follow affirmative action principles in recruiting activities in a manner that includes the following practices:

  • Recruiting, interviewing, and hiring individuals without regard to race, color, national origin, religion, age, gender, sexual orientation, veteran status, or disability, and providing reasonable accommodations upon request
  • Reviewing selection criteria for adverse impact based upon the student's race, color, national origin, religion, age, gender, sexual orientation, veteran status, or disability
  • Avoiding questions that are considered unacceptable by EEO guidelines for fair employment practices during the recruiting process
  • Developing a sensitivity to, and awareness of, cultural differences and the diversity of the workforce
  • Informing campus constituencies of special activities that have been developed to achieve the employer's affirmative action goals
  • Investigating complaints forwarded by the Office of Career Development and Corporate Relations regarding EEO noncompliance and seeking resolution of such complaints

 

Additional EEO Resources:

 

Work Authorization, Visa Status, and Citizenship

The Immigration and Nationality Act prohibits citizenship status and national origin discrimination with respect to hiring, termination, and recruiting or referring for a fee. By posting in Handshake, the organization agrees to comply with all applicable equal employment opportunity laws, including the anti-discrimination provision of the Immigration and Naturalization Act. For more information see the Department of Justice’s Best Practices for Online Job Postings.

 

Job Offer Guidelines

The Office of Career Development and Corporate Relations seeks to facilitate a positive experience for employers and students regarding job offers, providing an optimal amount of time for students to consider job opportunities as well as a reasonable guideline for employers when making a job offer.   

  • The Office of Career Development and Corporate Relations prohibits exploding offers (defined as offers that will expire or be retracted in a short timeframe).
  • Please contact us if a student has made an unreasonable request regarding an offer deadline.
  • Based on the 2021-2022 recruitment calendar, we ask that employers adhere to the following deadlines for student decisions:
    • For a summer conversion offer or fall offer, October 15 or three weeks, whichever is longer
    • For a spring offer, March 18 or three weeks, whichever is longer
  • Additional resource regarding job offers: NACE Advisory Opinion: Setting Reasonable Deadlines for Job Offers

 

Confidentiality

In accordance with the Department of Education’s Family Educational Rights and Privacy Act (FERPA), employment professionals will maintain the confidentiality of student information, regardless of the source, including personal knowledge, written records/reports, and computer databases. There will be no disclosure of student information to another organization without the prior written consent of the student unless necessitated by health and/or safety considerations.

 

On-Campus Interviews

As a professional courtesy to the Office of Career Development and Corporate Relations and our students, we ask recruiters to provide advanced notice (a minimum of 24 hours) should they need to cancel or reschedule on-campus interviews.

 

Right of Refusal

The Office of Career Development and Corporate Relations reserves the right to refuse service to organizations or individuals based upon the office’s sole discretion and specifically due to any of the following:

  • Requirement of personal information at the time of application, such as bank and social security numbers
  • Misrepresentation, whether defined by dishonest information or absence of information
  • Fraud
  • Harassment of Auburn University students, alumni, or staff
  • Breach of confidentiality as required by the Family Educational Rights and Privacy Act (FERPA)
  • Failure to adhere to Auburn University Samuel Ginn College of Engineering employer guidelines
  • Any violation of Auburn University rules and regulations
  • Any violation of local, state, or federal laws

 

Exceptions to Policies and Guidelines

The Office of Career Development and Corporate Relations reserves the right to make exceptions to these policies and guidelines as warranted by special circumstances; e.g. in certain situations deemed to be acceptable and beneficial to our students, the Office of Career Development and Corporate Relations, the university, or recruiters using our services. Such exceptions will be considered on a case-by-case basis. Please note that any exception made does not constitute a change in policy, nor is there a guarantee that this same decision will apply in the future.

 

Additional NACE Resources:

NACE Guidance on Legal Issues