UCSB Career Serivces Policies

Privacy Policy

Personal Information
Career Services at the University of California, Santa Barbara is committed to providing good privacy practices regarding electronic personal information. All data collected for our job listing/resume database and on-campus recruiting services are stored on NACElink secure servers. Information collected is used to provide and tailor services to our customers. It is also used to construct aggregate reports that assist us in program planning.

Collection and use of data by Career Services is governed by the following campus and federal policies:

• The Federal Family Educational Rights and Privacy Act (FERPA)
• The Privacy Statement for the University of California, Santa Barbara

Resumes and profiles of students and alumni participating in our on-line services reside on NACElink servers. There are two resume databases in the NACElink system; a central global resume database and a local resume database. Resumes of students and alumni are automatically placed in the local resume database. Students and alumni have the option of submitting their resumes to the central global resume database. Jobs posted on the NACElink system may or may not be reviewed before posting.

Site users are urged to validate job postings and use caution and common sense when applying. Do not disclose social security numbers, credit card information or bank account numbers to unknown employers. For details on their privacy practices, please review the NACElink Privacy Policy and the Direct Employers Privacy Policy. All privacy policies for our partners have been reviewed and accepted by UCSB Career Services.

Security
When users submit personally identifiable information via the Career Services web site, information is restricted to University of California, Santa Barbara employees who need the information to perform a specific job (for example, a career counselor). Career Services uses third-party products for some of its web site applications. Third-party partners are granted access to user information when it is necessary to ensure the proper function of a third-party application. In addition user data is password protected, so only the users (or anyone to whom they provide their passwords) can access this information. All personally identifiable information collected by UCSB Career Services is stored in limited-access servers. Career Services has technical, administrative, and physical security measures and safeguards in place to protect against the loss, misuse, and alteration of the information under Career Services’control.

External Web sites
While using the Career Services web site, users may encounter hypertext links to the Web pages of organizations not directly affiliated with Career Services or the University of California, Santa Barbara. Career Services does not control the content or information practices of these external organizations; we highly recommend that users review the privacy statements of these organizations.

Requirements for Employers Policy

1.0 Career Services will provide services for organizations and opportunities that meet the following criteria:

1. For a paid position, the rate of pay is at least California State minimum wage (calculated over any time scale such as hourly, weekly, semi-monthly, monthly or annually).
2. If the advertised position is an unpaid internship, this condition is clearly publicized in the position description. Unpaid internships need to meet the criteria of the UCSB internship program (i.e. not free help). Our internship guidelines http://www.career.ucsb.edu/employers/internships/ require internships to provide career related training and fewer than 50% repetitive, clerical tasks.
3. If compensation for the position will be commission only, this condition is clearly publicized in the position description.
4. The employer complies with all federal, state, and local and University of California equal employment opportunity regulations. (see below)
5. The organization accurately describes the responsibilities and requirements of the opportunity in all publicity, including publicity for information sessions.

2.0 Career Services does not provide services, rooms, scheduling, or sponsorship if:

1. The opportunity involves unauthorized solicitation, posting of materials, or sale of products and services.
2. The organization is sponsoring an individual to establish their own business for the purpose of selling products or services, and/or recruiting other individuals to establish their own businesses.
3. The organization requires an initial payment or investment - with the organization itself serving as an umbrella or parent corporation. Investments of this type may include, but are not limited to: requirement to attend unpaid orientation or training sessions; direct payment of a fixed fee; payment to attend orientation or training sessions; and/or purchase or rent of a starter kit, sales kit, samples, or presentation supplies.
4. The organization fails, for any reason, to provide essential information concerning the nature of the position or compensation, including, but not limited to: commission only, job responsibilities, salary, applicant requirements.
5. The employer is unable or unwilling to provide written documentation of registration with a Better Business Bureau if so requested.

3.0 Employers must comply with government, professional, and university guidelines

1. Employer representatives posting positions and/or visiting the UCSB campus are expected to comply with employment guidelines as designated by the U.S. Department of Labor; the Americans with Disabilities Act; EEOC guidelines; UCSB, local, state, and federal laws.
2. Employers may not discriminate based on race, color, religion, sex, age, disability, and national origin.
3. In accord with the Family Educational Rights and Privacy Act, candidate information provided to employers is released only to the identified employer. Re-disclosure of candidate information is not permitted.
4. Employers, third-party recruiters, and temporary agencies are required to abide by the NACE Principles for Professional Conduct http://www.naceweb.org/principles/principl.html in their recruiting, selection, and hiring practices.
5. Maintain an open and free selection of employment opportunities in an atmosphere conducive to objective thought, where job candidates can choose optimum long term uses of their talents that are consistent with personal objectives and all relevant facts;
6. Maintain a recruitment process that is fair and equitable to candidates employing organizations;
7. Support informed and responsible decision making by candidate.
8. Avoid serving or offering student alcohol at recruiting events, including having an open bar, a paid bar, or holding a recruiting event in a bar is inappropriate.
   
   These principles are not all-inclusive; they are intended to serve as a framework within which the career planning, placement, and recruitment processes should function, and as a foundation upon which professionalism can be promoted.

4.0 When posting your positions and communicating with UCSB students, your communications may NOT contain:

1. copyrighted material (unless you own the copyright or have the owner's permission to post the copyrighted material);
• trade secrets (unless you own them or have the owner's permission to post them);
• material that infringes on or misappropriates any other intellectual property rights, or violates the privacy or publicity rights of others;
• anything that is sexually explicit, obscene, libelous, defamatory, threatening, harassing, abusive, or hateful; or
• anything that is embarrassing or offensive to another person or entity.

5.0 Additionally, You may not use your job postings or email to:

1. post false, inaccurate, or misleading information;
2. post advertisements or solicitations of business (including, but not limited to, multi-level marketing [MLM] positions, e-mail processors, project 21, franchises, “club memberships,” distributorships, or anything requiring a monetary investment by the user);
3. post advertisements or solicitations for employment in the pornography industry;
4. post chain letters or pyramid schemes; or
5. post opinions or notices, commercial or otherwise.

6.0 More Details for Third party/contract recruiters

Third parties (employment agencies and search firms) may post jobs, attend career fairs and participate in the Campus Interview Program provided that they:

1. Charge no fees to the candidate.
2. Reveal the identity of the employer being represented and the nature of the relationship between the agency and the employer, and permit UCSB Career Services to verify this information by contacting the named client; identify on all announcements, the name of the employer being represented.
3. If requested, provide a position description for valid openings.
4. Do not use, take, download, or in any other manner obtain the employer job postings in order to populate their own organization's database of job openings. This means you may not sell, transfer, or in any other manner provide access to job postings to any person or entity outside of your organization, other than to provide information on a perspective job candidate to a client organization that has an actual job opening or has a need for a temporary worker.
5. Refrain from postings that contain URLs or links to web sites to advertise your company or web site, or to your job-posting area or encourage the user to “email for more details.”

7.0 Participating in Campus Interview Program

1. FACILITIES. Interview and presentation facilities arranged by Career Services are to be used solely to speak with students and alumni from the University of California who are eligible for service from UCSB’s Career Services.
2. Greeters are permitted as long as this practice does not interfere with the conduct of Career Services business and create an unpleasant environment for students and other recruiters.
3. If it is necessary to cancel an interview reservation, please do so prior to the resume submission deadline posted on your schedule. Space is in demand, and your early cancellation will give other employers an opportunity to meet with UCSB students. Keep in mind, last minute cancellations and no-shows will negatively affect your campus image among students who expect to interview with your organization.
   
   To cancel a visit please phone (805) 893-4636 during regular business hours, during non-business hours, you may leave a voice message."
   
4. ROOM ONLY” INTERVIEW SCHEDULES. If your positions meet the definition of bona fide and you do not use our web-based system to schedule interviews, a list of candidates with interview appointments must be provided to UCSB Career Services one (1) day prior to meeting with the students and/or alumni. Students and alumni must be from the University of California and eligible for service from UCSB Career Services.

8.0 Our Career/Job/Recruiting Event Policies

1. PAYMENTS. Exhibitors must submit payment in the form of check, credit card, cash, or recharge (UCs and On-Campus Departments only).
2. Payments postmarked after the date of the fair will be charged an additional $50.
3. CANCELLATIONS. All cancellations must be submitted in writing and must be received at least one week in advance to receive a full refund. Cancellations received after this date will not be refunded, but [at the staff’s discretion and as a last resort] may be credited towards a future career fair or event.
4. Due to the costs of planning and operating the fair, no-shows will not be refunded or credited.
   e. Additionally, registration fees under $100 will be considered non-refundable.
5. WAIT LIST. Attendees on the wait-list will be considered on a first-come, first-served basis, per the discretion of the Event Coordinator and fair host/hostess.
6. NON-PROFITS. All registered non-profit organizations and institutions (501(c) tax-exempt) will receive a 50% discount on the registration fee unless the fair has already been designated as a non-profit fair. Additionally, if we have an “extra visibility” feature on our web site (we usually charge $100 for this) – we can offer that for half price.
7. On-Campus Departments’ participation in the fairs will be considered on a case-by-case basis.
8. BOOTH SELECTION. Exhibitors will receive booth location as assigned by the Event Coordinator. Partner benefits will be honored.
9. LIABILITY. Career Services (Career Services staff, university staff, and approved volunteers working with the fairs ) will not be responsible for any loss, damage, or theft to property brought by exhibitors.
10. Any violations or fines incurred while at UCSB as a result of improper behavior, damage to UCSB property, parking violations, or otherwise will be the responsibility of the individual and not Career Services.

9.0 Grievances

Career Services staff will investigate all complaints by users of our services about job postings, employers, or work assignments. If Career Services determines that a complaint is justified, we may choose not to sponsor recruiting activities for the employer involved. Career Services will notify the employer in writing of the decision. Such grievances may be grounds for report to NACE, and subsequent removed from the NACE system.

Revised March 2009