Employer Recruiting Services Policies and Procedures

Table of Contents

Section 1: General Information

Section 2: Employer Eligibility and Requirements

Section 3: On-Campus Recruiting (OCR/I) Program

• Eligibility
• Employment Offers/Job Acceptance Guidelines
• On-Campus Recruiting Schedule
• Program Overview
• Step-by-Step Instructions for Scheduling Campus Interviews

Section 4: Information Sessions

• Eligibility
• Program Overview
• Step-by-Step Instructions for Scheduling An Information Session

Section 5: Career and Education Fairs

• Eligibility
• Program Overview
• Step-by-Step Instructions for Scheduling a Career or Education Fair

Section 6: Job/Internship Postings

• Eligibility
• Program Overview
• Step-by-Step Instructions for Posting a Job/Internship via Handshake
  • Returning Users
  • First Time Users

Accommodations for Individuals with Disabilities

Section 1: General Information

University Career Services (UCS) is pleased that you are interested in recruiting and hiring students from The University of North Carolina at Chapel Hill (UNC-Chapel Hill or University). UCS offers many services to help you identify the right candidates for your openings. UCS provides services for undergraduate and graduate students. Separate career offices are maintained for students in MBA , Master of Accounting, Law, Medical, and Dental programs. UNC-Chapel Hill operates on the semester system, and students graduate in May, December, and August.

This document summarizes UCS employer recruiting guidelines. Failure to abide by these guidelines may result in loss of recruiting privileges through UCS and on the UNC-Chapel Hill campus. UCS offers assistance to employers and individuals in accordance with the Principles of Ethical Professional Practice outlined by the National Association of Colleges and Employers (NACE). Final approval to use UCS’ facilities and services rests with the Director of UCS and may be revoked if these guidelines or the NACE Principles are violated. The permission to use UNC-Chapel Hill’s facilities does not imply University approval or endorsement of the recruiting organization/individual or its policies, practices, or products/services.

Section 2: Employer Eligibility and Requirements

UCS is committed to upholding the principles articulated in the University’s Policies, Standards, and Procedures which can be found on the University's policy website. In order to remain eligible for all UCS employer programs and services, all employers must abide by the general policies listed below. In addition, specific services may have additional requirements which will be provided in the section of this document that outlines that service. Please contact the Director of UCS if you have any questions regarding any of these criteria.

Sections 3 through 7 below outline specific UCS employer services, the policies and procedures related to those services and any special requirements or restrictions that may apply.

Legal Policies, Procedures, and Guidelines

• Employers must be familiar with and abide by all applicable UNC-Chapel Hill Policies, Standards, and Procedures. In particular, the Facilities Use Policy applies to employers and their activities on campus.
• Employers must abide by the Principles of Ethical Professional Practice outlined by NACE.
• Employers must abide by the Department of Justice’s Immigration and Nationality Act, which prohibits citizenship status and national origin discrimination with respect to hiring, termination, and recruiting or referring for a fee. 8 U.S.C. § 1324b(a)(1)(B).
• Employers must abide by federal and North Carolina Equal Employment Opportunity (EEO) guidelines.
• Employers seeking to hire unpaid interns must follow the guidance of the U.S. Department of Labor’s Fact Sheet #71.
• Employers should note that alcohol is prohibited at any UNC related recruiting event, regardless of whether that occurs on-campus or off campus.

Handshake Employer - Minimum Requirements

• A complete contact name (first and last).
• Employers must provide valid contact information including an organizational email account. Employers using personal email accounts (Gmail, Hotmail, etc.) will not be authorized to use UCS services without prior permission from the External Relations Director.
• Employers must provide valid website address. If no web address is provided UCS will not approve the account. If you do not have a website, employers must receive permission from the External Relations Director to leave this field blank.
• Website must contain sufficient information for a student to learn in-depth about your company including a well-written company description, details on its products/services, and its career opportunities.
• Company website must match the company name and be functional (Facebook, LinkedIn, Twitter, or Instagram company pages are not sufficient).
• A company workplace address (residential/private addresses cannot be accepted).
• A business license from the state in which your company operates their business (if requested).
• Residential addresses will be considered for fully remote organizations (prior to approval a copy of the organizations’ business registration/license must be sent by email to Roderick Lewis (Roderick.Lewis@unc.edu), External Relations Director.

On-Campus Engagement

• Employers must not solicit or sell their products or services during the course of recruiting.
• Employers must refrain from using alcohol in recruiting activities.
• Employers must ensure that all recruiting professionals are trained and understand how to professionally represent their employer - this includes not asking illegal and inappropriate interview questions.
• Any tests administered on campus must be validated by the Equal Employment Opportunity Commission.

Making Offers

• Employment offers must be good-faith positions that require no further conditions (i.e., passing an examination at the end of a brief training period) other than continued satisfactory performance of duties and responsibilities contained in the job description.
• Employment offers must not be contingent upon candidates paying fees related to confirming employment.
• Employers needing to rescind or defer employment should carefully review the guidelines and follow the NACE recommendations that employers who must revoke a commitment consider alternatives that do not require rescinding employment offers. These may include changes in job responsibilities, salary reduction or reduced work weeks, changes in job locale, delayed starting dates, and other reasonable options.
• Note: Please contact UCS immediately if you rescind/defer a job or internship. Email ucs@unc.edu.

Third Party Recruiting

NACE defines "third-party recruiters" as: agencies, organizations, or individuals recruiting candidates for temporary, part-time, or full-time employment opportunities other than for their own needs. This includes entities that refer or recruit for profit or not for profit, and it includes agencies that collect student information to be disclosed to employers for purposes of recruitment and employment. The term “third party recruiters” refers to, but is not limited to: employment agencies, staffing services, temporary agencies, recruiters, and contractors.

Representatives from these companies may recruit at UNC-Chapel Hill under the following conditions:

• Upon request, they must fully disclose to the Center the name of the client that the third-party recruiter is representing and to whom the students’ credentials will be disclosed.
• They must not retain any student resumes for future placement unless given additional student written consent.
• They must not charge a fee to the applicant.
• Third-party recruiters participating in on-campus interviews must conduct business under the employing organization’s name and recruit for only one position in a given interview session.
• They must follow all other guidelines set forth in this document.

Section 3: On-Campus Recruiting (OCR/I) Program

University Career Services (UCS) will offer in-person on-campus interviews (OCIs) for 2022-2023. Employers may continue to participate virtually

Off-Campus Recruitment/Interviews

Employers are free to invite students to their own facilities or some other off-campus facility. In these cases, we urge you and the student(s) to follow whatever physical distancing and safety guidelines are in place. Keep in mind that some students might not feel comfortable with face-to-face interactions. We recognize that there could be a sizable number of students desiring face-to-face interaction with employers/professional school recruiters. We ask you as recruiters to please be empathetic to those students who express any concern with in-person meetings and allow them an option to meet virtually if desired.

Scheduling Virtual Interviews

UCS strongly urges all employers to work with the UCS Recruiting Coordinator, Julie Pendergraph (julie_pendergraph@unc.edu), when deciding on a date(s) to conduct virtual interviews. We want to make sure that students are not overwhelmed with too many interviews on the same day. There are several ways in which the Handshake platform can be used to assist you in the virtual process.

Eligibility

On-Campus Recruiting (OCR) is a time, marketing and staff-intensive service offered by UCS. In order to participate in this program, employers and their related positions must meet the following criteria:

• Employers must adhere to all eligibility requirements listed in Section 2 in this document.
• Employers may only interview UNC-Chapel Hill students in UCS facilities.
• Employers using third-party recruiting organizations are allowed to use this service if the third-party recruiter conducts business under the employing organization’s name and recruits for only one position.
• Employers recruiting for full-time positions may use OCR if a college degree is a requirement for employment.
• Employers recruiting for commission-only positions are not allowed to participate in OCR.

Employment Offers/Job Acceptance Guidelines

UCS believes is it best practice for you to allow students sufficient time to carefully consider their employment options and to make informed decisions and asks you to adhere to the following guidelines:

Full-time Offers to Your Summer 2022 Interns

• Students should be given at least four (4) weeks from the written offer or until October 15, whichever is later, to accept/decline offers. This will allow students time to review their upcoming OCR employment opportunities.

Full-time and Internship Offers from Fall 2022 On-Campus Recruiting

• Students should be given a minimum four (4) weeks from the written offer or until October 15, whichever is later, to accept/decline offers extended as part of the OCR Program.

Full-time and Internship Offers from Spring 2023 On-Campus Recruiting

• Students should be given a minimum four (4) weeks from the written offer to accept/decline offers extended as part of the OCR Program.

Employers should notify UCS immediately once a student has accepted an employment offer, which allows UCS to remove a student’s access to the On-Campus Recruiting program and suspend interviewing privileges in an effort to reduce reneges on accepted offers.

Special Note to Employers: Job Offer Reneges

Our guidance on job/internship offers are designed to encourage employers to be empathetic to students and allow them the opportunity to reasonably explore the career opportunities that are available to them in the Fall. There are a few ways to reduce the possibility of students reneging on accepted job offers. For employers whose industries operate on a fast turnaround for filling roles, or for any employer whose policy for accepting a job offer is two (2) weeks or less, we have the following suggestions:

• Offer a signing bonus for accepting the job within two (2) weeks.
• Offer tuition reimbursement for a portion of classes (when applicable).
• Offer an opportunity to begin paid part-time remote work (when applicable).
• Offer a retention bonus to be paid out upon completing one (1) year of employment.

This is not an exhaustive list but is meant to provide you with ideas for reducing student reneges while also meeting your talent acquisition goals. Most students who accept offers early in the Fall or within two weeks throughout the year will honor their commitment. However, a small percentage of students who accept offers earlier than they’d like could be tempted to continue their job searching. Our major career fairs take place in mid-September and mid-February and many students look forward to participating in those fairs to meet new companies and explore potential opportunities.

If a student reneges an accepted job offer with your company, then please contact UCS immediately at ucs@unc.edu. Alternatively, if you are an employer that requires a fast turnaround on job offers, then you should contact the UCS External Relations Director, Roderick Lewis, at Roderick.Lewis@unc.edu in order to discuss it.

On-Campus Recruiting Schedule

Program Overview

• OCR allows employers to connect with UNC-Chapel Hill students to interview on campus for vacancies within their organizations.
• UCS utilizes Handshake, an online career services management tool to coordinate all aspects of OCR.
• UCS maintains 11 interview rooms and a waiting area on the fourth floor of Hanes Hall.
• Interview Suite hours are 8:00 am - 4:00 pm (NO EXCEPTIONS).
• During the peak season UCS may book space in the Student Union. These spaces are subject to room fees.
• If the Interview Rooms in Hanes Halls are unavailable to reserve for the days you require, then your company has the option to pay a fee to book an interview room(s) in the Student Union (if available) through our office. Please contact us for details on these rates and instructions on how to make payments.
• Many employers schedule far in advance, so we encourage you to reserve recruiting dates as soon as possible so that we may accommodate you on your preferred date.
• Interview space is scheduled on a first-come, first-served basis.
• Most campus interviews are 30 minutes in length, although you may request other lengths of time.
• Additional breaks and changes to the day may be scheduled at your request.
• We offer you the choice between open or prescreening student sign-up schedules.
  • Open Sign-Up means that students who meet your qualifications sign-up on a first-come, first-served basis. We highly recommend that you use prescreening, since it usually generates a greater student response.
  • Prescreening allows you to review the resumes of students who have indicated an interest in your positions and total or partial preselection of students in advance of your campus interviews.

Employers may also conduct virtual interviews using their own platforms. Virtual interviews may be held at any time during the semester or by picking a specific date and using Handshake for the resume collection and signups. Once schedules are complete, the employer is then responsible for providing students the virtual interview links/details.

Step-by-Step Instructions for Scheduling Campus Interviews

• Request your date through Handshake. Contact the UCS Recruiting Coordinator, Julie Pendergraph, at 919-962-7886 or julie_pendergraph@unc.edu for questions.
• If you do not have a Handshake account, you will need to establish one on the section of the Handshake website for employers.
• You will receive a date confirmation from Handshake once your date has been confirmed.
• Enter your job descriptions/requirements in Handshake at least six (6) weeks prior to your interview date.
• Students will submit their application materials online until the submission period ends.
• If you elected OPEN SIGNUP, students will be able to sign up for interview time slots immediately.
• View/download/print resumes submitted by students after submission periods ends.
• Indicate your interview selections in Handshake by the prescribed deadline.
  • We also recommend that you select several alternates, since some of the students whom you select may not actually sign-up for an interview with your organization.
  • Handshake will automatically notify students indicating that they have been selected to interview with your organization.
  • Students will select their interview times when the sign-up period begins in Handshake.
• Check your Handshake account as needed to view your interview schedule or send email messages to students.
  • o The day prior to your interviews you will be emailed a final schedule, parking information, and campus map.

Section 4: Information Sessions

University Career Services (UCS) will offer in-person information sessions and tabling in 2022-2023. Employers may continue to participate virtually.

On-Campus Recruitment/Information Sessions/Tabling

UCS strongly urges all employers to work with the UCS Recruiting Coordinator, Julie Pendergraph (julie_pendergraph@unc.edu) to pick a date/time that does not conflict with other employers, campus-wide exam periods, wellness days, and student break periods. Hanes Hall will no longer host employer information sessions. Instead, those will now be scheduled in the Student Union for companies desiring them.

Off-Campus Recruitment/Information Sessions

Employers are free to invite students to their own facilities or some other off-campus facility. In these cases, we urge you and the student(s) to follow whatever physical distancing and safety guidelines are in place. Keep in mind that some students might not feel comfortable with face-to-face interactions. We recognize that there could be a sizeable number of students desiring face-to-face interaction with employers/professional school recruiters. We ask you as recruiters to please be empathetic to those students who express any concern with in-person meetings and allow them an option to meet virtually if desired.

Scheduling Virtual Information Sessions

Virtual information sessions should be posted via your Handshake account. We recommend holding these sessions after 5:00 pm and later Monday-Thursday. UCS strongly urges all employers to work with the UCS Recruiting Coordinator, Julie Pendergraph (julie_pendergraph@unc.edu) to pick a date/time that does not conflict with other employers.

Eligibility

• Employers must adhere to all eligibility requirements listed in Section 2 of this document.
• Employers arranging to use UCS or other University facilities must speak solely with students from UNC-Chapel Hill. Exceptions to this policy may be requested from the Senior Associate Director when you schedule your information session.
• Employers recruiting for commission-only positions are not allowed to hold information sessions on campus booked by UCS.

Program Overview

• Information/Tabling sessions can be scheduled to introduce students to your organization, allowing you to interact with students both formally through presentations and informally through meet and greet networking.
• Special Note: Traditional information sessions can be scheduled through UCS for the Student Union Building only or booked directly at off-campus locations. No company information sessions or tabling will take place in Hanes Hall.
• Information/Tabling sessions scheduled through UCS must be booked 2 weeks in advance.
• Information/Tabling sessions may also be booked in the Business School, Computer Science, Journalism, or Public Health. Employers must book directly with those departments and are encouraged to post the event/location in Handshake.
  • David Hare, Business School, UBP-Recruiting@kenan-flagler.unc.edu
  • Jay Eubank, Journalism, jeubank@email.unc.edu
  • Stephanie Johnson, Computer Science, stephcj@cs.unc.edu
  • Deshana Cabasan-Hunte, Public Health, deshana@unc.edu
  • Julie Pendergraph, Student Union, julie_pendergraph@unc.edu 
• UCS will promote off-campus information sessions if employers abide by all eligibility requirements listed in Section 2 of this document. In particular, employers should note that alcohol is prohibited at any recruiting event.
• Recruiting events reserved by University Career Services (including tabling, information sessions, employer workshops, employer networking events), located in Student Union, will incur a standard services $100 fee (for-profit organizations) or $75 (non-profit/governmental/educational organizations. For Premium services, it is a $200 fee (for-profit organizations) or $150 (non-profit/governmental/educational organizations.
• Questions about Standard and Premium Services for information/tabling sessions in Hanes Hall and the Student Union should be emailed to the Director of External Relations, Roderick.Lewis@unc.edu.
• You may offer food at your event depending on the policies of the on-campus location of your event. We recommend snack type foods. A catering list will be provided upon request.
• If Student Union is not available, then University Career Services can schedule your event in a UNC-Chapel Hill general classroom (food may not be served in classrooms). General classroom spaces are available after 6:00 pm. Events held in general classroom do not have technology available as no support is available at night. UCS will email you with your options before booking in a general classroom.
• For company events scheduled by University Career Services, they will be available online for students in Handshake, listed on the UCS website, and advertised on our in-house video monitors if a flyer is provided.
• You may also wish to promote your event through the Daily Tar Heel (the student run newspaper) by contacting the advertising department at (919) 962-1163.

Section 5: Career and Education Fairs

University Career Services (UCS) will hold both in-person and virtual fairs in 2022-2023.

Eligibility

• Organizations participating in all fairs (and similar events) must adhere to all eligibility requirements listed in Section 2 of this document.
• Organizations are required to register online for each event and remit appropriate fees (if applicable) prior to the date of the event. 
• Organizations taking advantage of the “not-for-profit” registration discount must be able to produce legal documentation of not-for-profit status and should use an “.org” domain name.
• Organizations participating in UCS-facilitated Recruitment Events will have to commit to our four student connection modalities:
  1. Face-to-Face at the event,
  2. 15-minute Virtual Chat Tool on Handshake Job Postings,
  3. Direct Messaging Tool on Handshake Job Postings, and
  4. Applications to Handshake Job Postings.

Program Overview

• Career and education events allow organizations (graduate and professional schools and employers) to interact with UNC-Chapel Hill students in an informal fair-like atmosphere with each organization hosting an information table that is staffed by one or more representatives. 
• UCS currently hosts several annual career and education fairs including:
  • Fall STEM Majors Career Exploration and Experience Fair (in-person)
  • Fall All Majors Career Exploration and Experience Fair (in-person)
  • Fall All Majors Career Exploration and Experience Fair (virtual)
  • Fall Law School Exploration Fair
  • Fall Master’s / PhD Career Fair (a consortia fair)
  • Spring STEM Majors Career Exploration and Experience Fair (in-person)
  • Spring All Majors Career Exploration and Experience Fair (in-person)
  • All Majors Career Exploration and Experience Fair (virtual)
  • Spring Health Schools Information Fair
  • Spring Mid-Semester Last Minute Job Fair (All Majors)
  • SEC & ACC Virtual Career Fair
• Contact Roderick Lewis, Director External Relations, Roderick.Lewis@unc.edu to learn more about upcoming career and education fairs.

Step-by-Step Instructions for Registering for a Career or Education Fair

• Visit the UCS website that outlines our upcoming fairs.
• Click on the registration link and follow the registration instructions.
  • Your registration will be confirmed via email along with instructions for shipping materials, parking, and travel.
• Contact the UCS Events and Marketing Coordinator, Tessa Minnich (919-962-8059 or tessaminnich@unc.edu), or the UCS External Relations Director, Roderick Lewis (Roderick.Lewis@unc.edu), with questions related to registration and confirmation.

Section 6: Job/Internship Postings

Eligibility

• Organizations posting vacancies with UCS via Handshake must adhere to all eligibility requirements listed in Section 2 of this document.
• Organizations may post only those vacancies that contain non-discriminatory Bona Fide Occupational Qualifications (BFOQs).

Please note that we do not accept the following types of postings:

• Postings with a rate of pay lower than minimum wage (internships may be unpaid or compensated with a stipend to the extent permitted by applicable law).
• Postings that charge any fees to students as a condition of employment or participation.
• “Campus Ambassador” positions, or any positions in which UNC students promote, sell, influence, or market services/products to other UNC students/faculty/staff.
  • Exception: Campus Ambassador positions that are designed to support the campus recruitment strategy of the hiring organization (will be verified in the job description).
• Postings from private families/individuals. This includes, but is not limited to: personal care assistants, house cleaning, nannies, tutors, and pet care.
• UCS 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, 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.
• Organizations promoting opportunities for students to become independent contractors or to start their own businesses are ineligible to participate in UCS services.
• Positions may not be multi-level or pyramid marketing opportunities.
• Positions may not be for domestic employment (i.e. babysitting, gardening, driving, and house cleaning).
• UCS may require employers to verify compensation (salary or hourly wages) to determine if vacancies are appropriately classified in Handshake and qualify for specific UCS services.
• Employers must fully disclose to UCS and students/alums the structure of their compensation packages and business costs incurred through employment.

Program Overview

• Employers wishing to fill vacancies within their organizations may post those positions in Handshake, the UCS online career management system.
• Current students can access Handshake to review positions posted by employers and apply directly to those organizations.
• Employers may post a variety of career opportunities including but not limited to:
  • Full-time Vacancies (salaried, hourly, and commission-only are all allowed); Part-time Vacancies; Temporary or Seasonal Opportunities; Internships (Fall, Spring, and Summer); On-Campus Non-Work-Study Positions; Volunteer Opportunities; and Fellowships.
• UCS will not approve vacancies in Handshake that do not adhere to the standards set forth in Section 2.
• Contact the UCS Help Desk at 919-962-6507 or ucs@unc.edu to learn more about posting vacancies via Handshake.

Step-by-Step Instructions for Posting a Job/Internship Via Handshake

Returning Users

• Go to the section of the Handshake website for employers and log into your account.
• Enter your Username and Password.
  • You will be taken to your Handshake homepage.
• Click on the “Post a Job” section.
• Follow the instructions to add your vacancy and click submit.
• Your vacancy will be reviewed by a UCS staff member and posted if approved.

First Time Users

• Go to the section of the Handshake website for employers to create an account and connect it to UNC-Chapel Hill.
• Your account will be reviewed by a UCS staff member and approved.
• Once your account has been approved you will be able to post your position.
  • Click on the “Post a Job” section.
  • Follow the instructions to add your vacancy and click submit.
  • Your vacancy will be reviewed by a UCS staff member and posted if approved.

Helpful hints can be found at the following two pages on the Handshake "Help Center" website:

• Create an Employer User Account, Join a Company, and Connect with Schools
• How to Post a Job

Accommodations for Individuals with Disabilities

UCS is committed to upholding the principles articulated in the University’s Policies, Standards, and Procedures which can be found on the University's policy website. In particular, UCS is committed to assuring that all University students and employees, and all recruiting employers, are afforded an equal opportunity to participate in the activities offered by UCS. If, due to a disability, you require reasonable accommodation to utilize our services, please contact UCS at 919-962-6507 and let us know how we may assist you.