Employer Recruiting Policies and Procedures
The UNT Career Center offers assistance to employers in accordance with the Principles for Ethical Professional Practice for Career Service Professionals outlined by the National Association of Colleges and Employers (NACE). The UNT Career Center expects employers to follow the Principles for Ethical Professional Practice for Employers: https://www.naceweb.org/career-development/organizational-structure/principles-for-ethical-professional-practice/
Standards of Employer Conduct:
Employers are expected to maintain the confidentiality of student information, regardless of the source, including personal knowledge, written records/reports, and computer databases. An employer shouldn’t disclose information about students to another organization without their prior written consent unless necessitated by health and/or safety considerations.
Employers are expected to provide accurate information about their organizations and employment opportunities. This includes, but is not limited to, positions available, responsibilities, career advancement opportunities, and benefits.
Freedom from undue pressure
Employers are expected to provide students with a reasonable amount of time to make a decision about accepting an employment offer. They are also expected to provide students with a reasonable process for making a decision.
Employers are expected to inform students of their status in the hiring process and communicate hiring decisions within the agreed-upon time frame.
If an employer is required by changing conditions to revoke a job offer that a student accepted, the student is entitled to a fair and equitable course of action. That can include, but is not limited to, financial assistance and outplacement service.
Employers are expected to avoid discrimination in their recruitment activities and to follow equal employment opportunity and affirmative action principles.
Compliance with Equal Employment Opportunity (EEO) and Affirmative Action Principles
Employment professionals will comply with EEO and Affirmative Action principles in recruiting activities in a manner that includes the following:
- Recruiting, interviewing, and hiring individuals without regard to race, color, national origin, religion, age, gender, sexual orientation, 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, or disability.
- Avoiding use of inquiries that are considered unacceptable by EEO standards during the recruiting process.
- Developing a sensitivity to, and awareness of, cultural differences and the diversity of the work force.
- Informing campus constituencies of special activities that have been developed to achieve the employer’s affirmative action goals.
- Investigating complaints forwarded by the career services office regarding EEO noncompliance and seeking resolution of such complaints.
Confidentiality of Student Information:
By activating their accounts in Handshake, students provide the Career Center authorization to release employment materials to those selected prospective employers. Employment professionals must maintain the confidentiality of all student information released to them, regardless of the source. This means that there should 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, in accordance with the Family Educational Rights and Privacy Act (FERPA).
The Career Center reserves the right to refuse service to organizations or individuals due to any of the following:
- requiring personal information at the time of application, such as bank and social security information
- misrepresentation-providing dishonest information or absence of information
- harassment of UNT students, alumni, faculty or staff
- compromising FERPA guidelines and confidentiality requirements
- failure to adhere to Career Center employer guidelines
- any violation of University of North Texas rules and regulations
- any violation of local, state, or federal laws
Approved employers reserve the right to pull resume books of qualified students and alumni that meet the requirements for a posted job description listed in Handshake. The Career Center must maintain fairness to all students by not providing blanket resume books that are impartial to any parties at UNT.
Employers are not encouraged to leave a posting active for a long period of time. Once a posting expires, it is the responsibility of the employer to repost it. The following guidelines should be used for employers posting a position in Handshake:
- The posted job must clearly indicate the employing organization name, complete company description, mailing address, telephone number, and have an official company website.
- The posted job must have a contact name, telephone number and valid email address in order to be approved on Handshake. The preferred email address should be reflective of the company and not a personal email (Gmail/Yahoo/Hotmail or other).
- The company/employer must not solicit or sell their products or services. UNT follows a strict non-solicitation policy. Campus ambassador roles are permitted if the ambassador acts as a company representative participating in career fairs, networking and/or tabling sessions. One-on-one recruitment is not allowed. (This is considered solicitation and conflicts with the University non-solicitation policy). http://policy.unt.edu/sites/default/files/untpolicy/10.13_Solicitation%20Policy.pdf
- The posted job must offer employment and not a business opportunity or venture.
- Full disclosure of any employer/employee contracts must be presented prior to interviewing potential candidates.
- The UNT Career Center reserves the right to randomly screen all jobs posted on Handshake.
We reserve the right to refuse individual postings.
Employer Communication to Students
Recognizing that students need time to make informed decisions when comparing and responding to offers and employers need to be able to effectively manage their time-sensitive recruitment processes, the following guidelines are intended to provide students and employers a fair and transparent framework for managing the offer phase of the process in this increasingly competitive job market:
- For all offers extended for internships or full-time employment, including return offers, employers should allow a minimum of three weeks, and preferably more, from the date of the written offer for students to accept or decline.
- Employers are encouraged to remain flexible in granting offer extensions on a case-by-case basis as circumstances warrant.
- The written offer should clearly state all appropriate terms and conditions, including, but not limited to, position title/description, location, benefits, start date, salary, bonuses, etc.
- All bonuses or other incentives are to remain in full effect for the entire duration of the offer period.
- Students will be encouraged to contact employers directly if they have any questions or concerns about their offers, including needing more time to make their decisions.
The Career Center defines an exploding offer as any offer in which students are pressured to accept offers “on the spot” or “early.” Some examples of this type of offer may include, but are not limited to a shorter timeframe for consideration overall, tiered or expiring bonuses, reduced options for location preferences, etc. The Career Center expects all employers to refrain from such practices when recruiting UNT students and alumni.
Compensation and Fees
- The posted job must not overstate possible compensation.
- The posted job must fully disclose the structure of their compensation packages and business costs incurred through their first year of employment.
- Cryptocurrency, bitcoin, tokens, fiat or equity are not acceptable forms of payment.
- Commission Sales Positions: If no initial base salary is provided, the form of payment should be clearly stated in the employer’s job description and at the time of the initial interviews.
- Entities requiring candidates to pay a start-up fee will not be permitted to recruit at UNT.
In compliance with the Department of Justice’s rulings regarding citizenship discrimination and best practices for online job postings, the UNT Career Center does no screening of candidates or verification of work authorization. Employers may include employment eligibility information in their Handshake job descriptions as a point of information for potential candidates so that the candidates may self-screen. The Career Center reserves the right to modify or remove any statements or job postings that include any potentially illegal or discriminatory language.
Third Party Agencies (Staffing Companies)
A third-party employment service is an agency, organization or individual recruiting candidates for employment opportunities other than for its own needs.
Third party recruiters will be allowed to post positions if they provide, in the job posting, the name of the organization for which the third party is providing recruiting services. The third party recruiter must also provide contact information for the organization for which the third party is providing recruiting services to the Career Center.
- The third party agency must state that it will not charge any fees to students.
- The third party recruiter may only disclose student information for the open and advertised position. Any other disclosure of student information must have the written consent of the student.
- Third party recruiters may not attend career fairs unless they are recruiting internally for their own office. Exceptions will be made on a case-by-case basis.
- Employers must work with the Career Center to obtain approval if interested in working with faculty to present in classes. They may not show up and approach classes without prior approval.
Employers who are approved to participate in career fairs and networking events must adhere to the recruiting policies stated above, as well as following the guidelines below:
- The Career Center requires that all organizations register for career fairs and events at least two weeks prior to adequately inform our student population of employers who will be in attendance and to adhere to venue capacity limitations.
- Booths at a standard career fair includes a 6 feet wide table with two chairs. Please limit to three recruiters per booth. Your booth space is approximately 7.5 feet wide and 6 feet deep. All items for your display must be able to fit onto or behind your table. Tables may not be broken down to allow for bigger displays. Each employer should be respectful of neighboring employers by staying within their designated space allocation. This will ensure that all employers have adequate space and students can navigate the fair in an efficient and safe manner. Electrical outlets are not provided. Wi-Fi access is provided.Networking events may have a different booth or table layout – employers may email the event contact for more information.
- Shipping employer materials in advance of career fairs will be permitted on a case-by-case basis. It is recommended that employers bring their own materials, when possible, to avoid untimely delivery of materials to events. Employers may contact our Employer Services Team if they need this service.
- Registered organizations who do not attend the Career Fair will receive no refund.Unpaid registrations, regardless of attendance, must be paid prior to registering for future UNT Career Center events.
- Organizations that do not pay for career fair registration may be subject to denied registrations for future events unless all previous fees plus the fee for the current fair they wish to attend are paid.
- Please be aware that UNT staff members will often be walking around and taking pictures and video recordings for marketing purposes. If you do not want to appear in any marketing materials, please let our photographer know.
- In the event of inclement weather or other emergency situation, the UNT Career Center will reschedule an event if UNT classes are cancelled. We will do our best to communicate any cancellations by 9AM on the day of the event in question and will do so by contacting the representatives attached to the event in Handshake. We will let registered representatives know the day(s) before the event if we receive a university closure notice in advance. Employers may be eligible for a refund on their registration from a canceled event at Career Center staff discretion.
- Any disruptive behavior at a career fair or networking event will not be tolerated. The Career Center staff may ask any employer or student to leave and their registration will not be refunded. A UNT Police Officer is present at every major career fair to ensure the safety of all participants.
- Other department career fairs occasionally take place on campus throughout the year. Employers are expected to follow recruiting policies at these events.
- Through individual approval only, recruiters can table on campus a couple of ways. Our Employer Services Team can refer employers to the University Union for free tabling outside of the Union. This request must be made at least three weeks in advance and requires a code from our Career Center.
- Employers may request to table on the first floor of Sage Hall (where our Career Center is housed) at least two weeks in advance. Approval will be granted to employers who match the affinities and majors of students that frequently visit Sage Hall.
- Tabling is offered at times in other buildings on campus. Recruiters may inquire with our Employer Services Team if interested in other opportunities.
On-campus interviews take place in our Career Center where we have 23 interview suites that can be utilized by a variety of employers. Any UNT employer who has an active job posting in the Handshake system can reserve an interview suite at any point during the year. We also host themed weeks such as “Accounting Weeks” each fall and spring.
Please note that the suites are available from 9AM to 4PM, with your last interview ending at 4:30PM. The Career Center interview suite area closes promptly at 5PM.
- Interview Schedule Information & Details
- Select either Open OR PRESELECT as the type
- Open involved a system screening process only. Students who meet the requirements of the job that is linked to the schedule can automatically select a time slot after applying for the position.
- PRESELECT involves a system AND Employer screening process. Students who meet the requirements of the job that is linked to the schedule can submit an interview request. Once the deadline is reached, employers review interview requests and make decisions on all interview candidates. Candidates must wait until the appropriate sign- up date to select an interview time.
- Virtual Option
- You can create this schedule as if it were designed for in person interviews. Email the Interview Coordinator your virtual preference and provide the platform link. It will then be added as the “room assignment” once the schedule is built.
- Preferred Interview Date
- Please submit a schedule request for each day that you would like to interview students.
- Interview Times
- First Interview Start Time: may begin as early as 9:00AM
- Last Interview Start Time: may begin as late as 4:00PM
- Number of Rooms
- Please specify how many interview suites you would like. Please note that if you wish to bring a greeter, they are welcome to greet students in the waiting area, but not a separate interview suite.
- Select Interview Session Preference
- Please choose your interview timeslot preference.
- Manage jobs
- You can connect an existing job to the schedule or create a new job from this window.
- Post Handshake Sign-Up
- You will receive a confirmation email a few days before the interview along with helpful interview tips and a location map.
- Coffee is provided the day of the interviews. You may request a packet of resumes if needed. Your schedule of interviews will be provided upon your arrival. You can verify your schedule in Handshake.
- Select either Open OR PRESELECT as the type
- No Show Policy
- Our Career Center holds students accountable for missed interviews and encourages employers to communicate any no shows to the Employer Services Team.
- Candidates may remove themselves from an interview schedule through the Handshake system up to two working days prior to the on-campus interview. A cancellation occurring after this time will be considered a no-show.
- Due to the professional nature of on-campus interviews, the following policy will be enforced when a candidate fails to cancel in a timely manner or fails to show up for a previously scheduled interview. Candidates who no-show for an interview will be required to write an apology letter to the employer and a notation will be added to their account. We will make exceptions in qualifying circumstances.
Career Treks Job Shadowing:
- Employer Role
- Provide students with a safe learning environment focusing on career exploration
- Learn more about potential candidates
- Provide information about the organization
- Prepare a schedule of activities for the student(s)
- Complete an online survey after the job shadow
- No Show Policy
- Our Career Center holds students accountable for missed job shadowing and encourages employers to communicate any no shows to the Employer Services Team.
- Candidates may remove themselves from a job shadowing opportunity through the Handshake system up to two working days prior to the event. A cancellation occurring after this time will be considered a no-show.
- Candidates who no-show will be required to write an apology letter to the employer and their Handshake account will be suspended until such time. We will make exceptions as needed on a case-by-case basis.
For more information on our Career Treks Job Shadowing program, please visit this page.
Exceptions to Policies and Guidelines
The Career Center reserves the right to make exceptions to these policies and guidelines as warranted by special circumstances, i.e., in certain situations deemed to be acceptable and beneficial to our students, the Career Center, the University, or recruiters using our services. Such exceptions will be considered on a case-by-case basis. Any exception made does not constitute a change in policy, nor is there a guarantee that this same decision will apply in the future.