We have created policies for employers utilizing our recruiting services, including participation at career fairs, information sessions, Handshake, and other services. These policies 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. It is imperative that all parties involved in the recruitment process become fully aware and informed of their responsibilities and of the policies that we have set forth.
By acting in accordance with these policies and guidelines, individuals and organizations can help Career Services maintain a professional, fair and successful recruiting environment for all parties concerned. Your use of both our services and the Handshake platform constitutes your binding agreement to the following policies.
General Policies
Career Services at the University of California Santa Barbara maximizes employment and internship opportunities for its students by offering a range of services to facilitate recruitment of prospective candidates. Career Services requires that any recruiting organization or individual utilizing services, must abide by all applicable federal, state, and local employment laws, including Equal Employment Opportunity laws, University of California rules and regulations, and the National Association of Colleges and Employers (NACE) Principles for Ethical Professional Practice. (Refer to the detailed resources below.)
The Handshake system is the web-based portal for publicizing all bona fide full-time, part-time, seasonal, and short-term positions and other recruiting activities for small and large businesses, government agencies, nonprofit organizations, on-campus employers, households, and individuals. All recruiting organizations or individuals are expected to accurately describe their organizations, positions and position requirements when posting their information on Handshake or when representing their firms and opportunities at any campus recruiting events. Companies and/or job postings requiring donations, application fees, fundraising, investments, payment for training, or payment to participate, or offering items or services for sale, will not be provided recruitment services.
We reserve the right to refuse service to employers at the discretion of Career Services due to any objectionable activities, including, but not limited to:
- requiring 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 students, alumni, or staff;
- breach of confidentiality as required by the Family Educational Rights and Privacy Act (FERPA);
- failure to adhere to Career Services' recruiting policies;
- any violation of University of California rules and regulations;
- any violation of local, state, or federal laws.
Resources
University of California
US Equal Employment Opportunity Commission
- Federal Laws Preventing Discrimination Q&A
- Americans with Disabilities Act: A Primer for Small Business
US Department of Labor
- Fact Sheet #71: Internship Programs Under FSLA
- Disability Resources/Job Accommodations
- ODEP Diverse Perspectives: People with Disabilities Fulfilling Your Business Goals
US Department of Education
Other Federal Workplace Laws & Resources
State of California
Professional
- National Association of Colleges & Employers (NACE) Principles for Ethical Professional Practice
- NACE Position Statement: Internships
Registering in Handshake
The Handshake system is the web-based portal for publicizing all bona fide full-time, part-time, seasonal, and short-term positions and other recruiting activities for small and large businesses, government agencies, nonprofit organizations, on-campus employers, households, and individuals. All recruiting organizations or individuals are expected to accurately describe their organizations, positions and position requirements when posting their information on Handshake. We will NOT accept registration requests from residential addresses or from those with public emails. Registrants email must match the company website domain. Each registrant must also include a full business address (non-residential) and functioning website. All contacts must use a first and last name. Lack of the aforementioned information will likely result in your business being declined in Handshake.
Recruiting Interns
Employers recruiting interns must abide by all policies including the following:
- Abide by the criteria for an experience to be defined as an internship, set forth by National Association of Colleges and Employers Position Statement on U.S. Internships. See resources section for direct link.
- Clearly demonstrate that the position is primarily for the educational and career training benefit of the student and does not involve more than 20% clerical work. There must be supervision by professional staff, ongoing training, and feedback.
- Not guarantee compensation contingent on trial or training period, and/or guarantee employment to potential interns.
- Offer qualifying compensation for the internship; Internships with for-profit companies should be paid at least minimum wage. Payment of "equity" will not be accepted as a form of payment. For-profit companies offering unpaid, stipend, and/or internships that require credit must: Uphold the Dept of Labor’s Fair Labor Standards Act Internship Fact Sheet #71 7-factor "primary beneficiary test." See resources section for direct link.
- Unpaid remote internship opportunities will not be accepted.
Recruiting Volunteers
Organizations recruiting volunteers must be classified as either non-profit or governmental agencies and will be permitted to post on Handshake but will not be provided with any additional recruiting services. Private, for-profit companies will not be permitted to post volunteer opportunities. Volunteer positions must support public service, religious or humanitarian objectives and the activity must benefit the community at large. There must be no expectation of compensation or entitlement to a paid position at the conclusion of the experience. Volunteer positions must be short term, less than 6 months, and only require a few hours per week of commitment. Volunteer positions must also be in person; remote positions will not be approved.
Recruiting Campus Ambassador or Related Positions
Organizations recruiting for campus ambassador positions must follow these guidelines:
- Positions must be paid an hourly wage that is minimum wage or higher. Stipends or swag compensation will not be considered.
- Students cannot be required to promote products or services through their social networks or on their personal social media profiles as a condition of their employment
- Students cannot be required to promote products or services in their residence halls as a condition of employment
- Third-party agencies that work as intermediaries between brands and campus ambassadors must follow the third-party recruiter policies
Third-Party Recruiters
Career Services defines third-party recruiters as agencies, organizations, or individuals recruiting candidates for temporary, part-time, or full-time employment opportunities for other organizations rather than for internal positions. Third party recruiters may utilize Handshake, participate in on-campus recruiting and attend select career fairs. They will be required to verify in advance whether they are recruiting for their own organizations or for their clients. Third-party firms who are recruiting for positions within their own organizations must clearly differentiate those opportunities from their client engagements. Career Services will not provide services to organizations wishing to promote their job board or website. Positions posted in Handshake by third party employers must be individual and specific.
Third-party recruiters representing client organizations must:
- Verify that they charge no fees of any kind to student or alumni applicants;
- Identify themselves as a third-party recruiter in their employer profile and all client job announcements; each contact in Handshake must indicate that they are a 3rd party recruiter;
- Provide to Career Services in advance a list of the employer clients for whom they are recruiting, and, if requested after review, provide a copy of the retainer(s) signed by their employer client(s) authorizing them to act as their sole campus representatives;
- Provide accurate position descriptions and include specific client names in all jobs posted on Handshake;
- Only release candidate information provided to the identified employer in accordance with the Family Educational Rights and Privacy Act (FERPA). Re-disclosure of candidate information to any other parties is not permitted.
Teach/Volunteer Abroad Companies
Career Services will not approve teaching or volunteer abroad positions in Handshake and is hesitant working with companies who place and organize teacher/volunteer abroad positions due to the financial requirements of the applicants to partake in such opportunities. Career Services does not currently have the ability to review and vet teach/volunteer abroad companies.
Start-Ups
Career Services has established these criteria for identifying appropriate entrepreneurial employment opportunities for promotion through its services. Start-ups must have progressed sufficiently in their business development process so that they can:
- Provide a company name, business address, website and email address, and identify a principal as the key contact;
- Verify that they are not seeking potential partners or investors;
- Confirm that they have obtained the necessary business licenses and Tax ID’s as well as sufficient funding, including identifying their funding model and investors, if requested;
- Offer positions for pay, not just for equity; see Compensation and Fees.
- Provide clearly defined organization and position descriptions in Handshake.
Those ventures who cannot meet these guidelines may contact Career Services at a later stage to discuss access to services.
Alcoholic Beverages
In compliance with the University's policy prohibiting the use of alcoholic beverages, employers should not serve alcoholic beverages at any employer-related functions held on or off campus.
Marijuana and Cannabis Industry
UCSB Career Services will not accept companies or positions involved with the use, production, testing, or distribution of recreational or medical marijuana. As the use of marijuana is illegal at the federal level and UCSB receives federal funds, we must comply with federal law. In addition, the use of marijuana violates the Drug-Free Schools and Communities Act and continues to be banned on campus.
Exceptions to Policies and Guidelines
Career Services 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, Career Services, 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.
Grievances
Career Services staff will investigate all allegations by users of our services about job postings, employers, or work assignments. During an investigation we may revoke an employer’s use of our services. If Career Services determines that a complaint is justified, we may choose not to offer recruiting activities to the employer. Career Services will notify the employer in writing of the decision. Such grievances may be grounds for report to the National Association of Colleges and Employers (NACE), and subsequent removal from the Handshake system.
