Recruiting Policies and Guidelines
University Career Services is committed to establishing and maintaining successful partnerships with employers. Policies and procedures from the National Association of Colleges and Employers (NACE), Principles for Professional Conduct, the U.S Equal Employment Opportunity Commission, and the Fair Labor Standards Act, combined with St. John’s University policies, assist in upholding standards of professionalism and in providing structure to the recruitment process.
- Rights of Refusal
- Hiring International Students
- Alcoholic Beverages
- Policies for Third-Party Recruiters
- Job Offer Policy
- Job Postings Policies
- Reporting Offers and Hires
- Exceptions to Policies and Guidelines
Rights of Refusal
University Career Services reserves the right to terminate from or refuse the participation of any organization in our recruiting activities. Reasons may include misrepresentation by providing dishonest information or absence of information, or complaints by students/alumni. In addition, the University Career Services staff reserves the right to remove organizations or job postings that do not align with the Vincentian mission and/or provide any risk to a student's personal or financial well-being.
Employment opportunities must comply with all federal, New York State and local government, Equal Opportunity laws and regulations as well as St. John’s University policies.
All employers must adhere to the United States Department of Labor’s Fair Labor Standards Act. Stipends must be at least the equivalent of New York State minimum wage (when divided by the number of hours worked) to be considered a paid position.
Commission-Based Positions Policy:
- Positions that are soley commission-based will not be endorsed or promoted by University Career Services and will not be permitted to post in CareerLink.
- Positions that provide a base salary in addition to commission must clearly state and fully disclose compensation structure. A draw against future earnings does not constitute a salary.
- Employers will provide the following information upon request to University Career Services:
- Base pay and for what period of time base pay is offered
- Documented earning record for the position
- Training provided if any and for what length of time
- Is the employee responsible for training or licensing fees?
- If so, what is the employee expenditure reimbursement and repayment costs?
An internship is a form of experiential learning that integrates knowledge and theory learned in the classroom with practical application and skills development in a professional setting. Internships give students the opportunity to gain valuable applied experience and make connections in professional fields they are considering for career paths; and give employers the opportunity to guide and evaluate talent.
St. John’s University Career Services strongly encourages paid internships as compensation often attracts a larger, more diverse and more qualified pool of applicants.
If you are a for-profit organization recruiting for an unpaid internship, it is important that the position comply with all applicable federal, state and local laws, including but not limited to the Fair Labor Standards Act or “FLSA”.
In New York, Connecticut, Vermont, Florida, Georgia and Alabama, courts now employ a “primary beneficiary” analysis to determine whether workers are to be considered "trainees" or "employees" who must be paid under the FLSA. On a case-by-case basis, federal courts in these states have the flexibility to balance the following, non-exhaustive list of factors in reaching a conclusion as to whether the intern or the employer is the primary beneficiary of the relationship. If a court finds an employer benefits more from the relationship, then the intern is considered an “employee” and must be paid. Under this analysis no single factor is determinative, nor is it an all or nothing situation:
- The extent to which the intern and the employer clearly understand that there is no expectation of compensation. Any promise of compensation, express or impled, suggests that the intern is an employee and vice-versa;
- The extent to which the internship provides training that would be similar to that which would be given in an educational environment, including the clinical and other hands-on training provided by educational institutions;
- The extent to which the internship is tied to the intern’s formal education program by integrated coursework or the receipt of academic credit;
- The extent to which the internship accommodates the intern’s academic commitments by corresponding to the academic calendar;
- The extent to which the internship’s duration is limited to the period in which the internship provides the intern with beneficial learning;
- The extent to which the intern’s work complements, rather than displaces, the work of paid employees while providing significant educational benefits to the intern; and
- The extent to which the intern and the employer understand that the internship is conducted without entitlement to a paid job at the conclusion of the internship.
In other states, courts utilize a similar, six factor test articulated by the Department of Labor to resolve the issue. Under this analysis however, for an intern to qualify as a “trainee” and not an “employee” who must be paid, all six factors must be satisfied. For more information, please visit the Department of Labor website: http://www.dol.gov/whd/regs/compliance/whdfs71.htm
Should you have further questions concerning the legality of your unpaid internship positions, it is encouraged that you consult with legal counsel to ensure compliance with all applicable federal, state and local laws.
Academic Credit Internships
Academic Credit internships are done under the guidance and supervision of an appointed faculty member assigned within each particular major. Academic departments have specific guidelines and requirements that vary by major. The designated faculty member for the major determines if the internship opportunity meets the department's requirements with regards to the terms and conditions revolving around hours required to work, compensation, academic based assignments and grading system. The employer will work with the Academic Department with regards to documentation and necessary paperwork required
Hiring Deadlines for Academic Credit Internships:
Academic Credit Internships must fit within one of our academic semesters: Fall (September-December) Spring (January-May), Summer (May-August)
To allow for students to complete requirements for an academic credit internship employers should adhere to the following hiring deadlines:
- Fall intern hiring deadline: September 1
- Spring intern hiring deadline: January 15
- Summer intern hiring deadline: May 1
We do not promote or approve academic credit internship postings after the hiring deadline for the semester.
Hiring International Students
St. John's University attracts highly motivated international students from over 111 countries. We strongly encourage you to consider international candidates. Our international students can bring a unique set of skills and talents to your organization. Below is a document which can be downloaded that will be helpful for employers considering hiring international students.
NAFSA National Association of International Educators: What Employers Should Know About Hiring International Students
In accordance with the University’s policy prohibiting the unlawful use of alcohol, serving alcohol should not be part of the undergraduate recruitment process on or off campus. This includes receptions, dinners, company tours, etc.
Policies for Third-Party Recruiters
In conjunction with the Principles for Professional Conduct, set forth by the National Association of Colleges and Employers (NACE), University Career Services has established the following third-party recruiting policy:
- Agreement that the agency, organization or individual is a third-party recruiter as defined in the NACE Principles for Third-Party Recruiters.
- Adherence to all NACE principles, specifically those related to and stated within the Principles for Third-Party Recruiters.
- Third-party recruiters who directly charge candidates being referred for the position(s) are prohibited from receiving resumes.
Access to resumes of St. John’s University students and alumni will be limited to posting an employment opportunity or receiving a resume referral. The recruitment of St. John’s University students and alumni must be conducted in adherence to our policy and third-party recruiters must agree to the following conditions:
- University Career Services will refer resumes for specific positions only and the third-party recruiter must disclose the title of the position and name of the client at the time of the referral.
- The third-party recruiter must disclose the client name to University Career Services prior to obtaining approval to post positions via Career Link, and University Career Services will verify the information by reviewing the known client’s website and open position. When deemed necessary, University Career Services maintains the right to request the contact information of the known client to verify that the organization is recruiting for a bona fide job opportunity.
- University Career Services will respect the confidentiality of the information and will not publish the client name in any manner.
- The third-party recruiter must disclose the client name to candidates and under no circumstances can the students / alumni information be disclosed for other than recruiting purposes, nor can their information be sold or provided to other entities outside of the client for whom the resumes are designated.
Attendance at career fairs will be limited to employers hiring for full-time positions within their own organizations at the discretion of University Career Services
Job Offer Policy
Employment professionals will refrain from any practice that improperly influences and affects job acceptances. Such practices may include undue time pressure for acceptance of employment offers and encouragement of revocation of another employment offer.
Fall On Campus Recruitment: Full-Time & Internship Offers
We ask that all candidates be given ample time to thoughtfully consider and accept offers. Therefore, we request offers remain open until October 31st or a minimum of 3 weeks from the written offer whichever comes later.
If you extend an offer to our students at the end of a summer internship we request you give the student until October 31 to make a decision.
We respect your process and encourage our students to decide as quickly as possible. If you have questions or concerns about our office policy, please contact the recruiting team.
Spring On Campus Recruitment: Full-Time & Internship Offers
We ask that all candidates be given ample time to thoughtfully consider and accept offers. Therefore, we request offers remain open until February 28th or a minimum of 2 weeks from the written offer whichever comes later.
We respect your process and encourage our students to decide as quickly as possible. If you have questions or concerns about our office policy, please contact the employer relations team.
- Students are expected to honor any offers they accept (verbal or written)
- Once a student agrees to accept an offer to join your organization for either full-time or internship opportunities, we strongly encourage you to inform our office by contacting our employer relations team at firstname.lastname@example.org. After you have notified us that a student has accepted an offer he/she must stop interviewing and cease continued job search.
- Employers are expected to honor any offers they extend (verbal or written)
- Any party behaving in an unethical manner may be removed from the recruiting process
University Career Services expects employers not to discriminate on the basis of race, color, national or ethnic origin, sex (including sexual harassment and sexual violence), sexual orientation, disability, religion, age, status in the uniformed services of the United States (including veteran status), marital status, status as a victim of domestic violence, citizenship status, genetic predisposition or carrier status or any other basis prohibited by law.
Employment professionals will maintain the confidentiality of student and alumni information in accordance with the Family Educational Rights and Privacy Act (FERPA). There will be no disclosure of student/alumni information to another organization without the prior written consent of the student/alumni, unless necessitated by health and/or safety considerations.
Job Posting Policies
Employers posting positions in CareerLink must adhere to the following criteria:
- Employment professionals will only post opportunities that require college-educated candidates, in a manner that includes the following: a) All postings should adhere to EEO compliance standards; b) Job postings should be suitable and appropriate for candidates from St. John’s University; c) Internship postings should meet the National Association of Colleges and Employers (NACE) definition and criteria for internships.
- Company/organization must have a verifiable business name, phone number, physical office address; an active working website, a primary point of contact, and the use of an authentic company email address in the contact field (e.g. no gmail or yahoo accounts).
- Job descriptions provided should be detailed, clear, and comprehensive.
- Third Party Recruiters must acknowledge and adhere to our Third Party Recruiting Policy.
- University Career Services seeks to build and maintain strong relationships with organizations around the world and to engage in mutually beneficial partnerships that meet the needs of an evolving and global workforce. Employers recruiting for work outside of the United States are expected to adhere to the equal employment opportunity (EEO) policy and U.S. labor law standards. Position description must include application process, fees involved, program structure, and support provided while abroad. Upon request, employers will provide St. John’s University Career Services references of past participants.
The following positions will not be posted in CareerLink:
- Internships/Jobs that are home-based requiring an employee to work out of someone’s dwelling (house, apartment, condo, etc) will not be approved unless these positions are sanctioned through an agency or business.
- Require up-front payment or purchase of any products.
- Internships/Jobs which require recruitment of other members as the primary source of income (i.e., pyramid schemes).
- All campus representatives (or campus marketing/ambassador) positions.
- Blind Position postings are not accepted in CareerLink. All jobs and internship positions must be listed under the name of the employer.
- Virtual/ Remote internships cannot be posted in CareerLink. Students are expected to be working in a professional office environment.
- Postings that request donations, application fees, or investments as part of the application process.
- Positions which involve cold calling, door-to-door sales, telemarketing, canvassing or field organizing.
- Organizations or job postings that do not align with the Vincentian mission.
Reporting Offers and Hires
Please share your success in recruiting St. John’s University students by entering recruiting information in “Report a Hire or in CareerLink. This information is helpful to Career Services and St. John’s students in identifying popular employers or industries. In addition, this information will supplement the recruitment data collected annually through the Graduating Outcomes Survey. Most importantly, students use data on where students have been hired to help develop their application strategy. All information provided is for research purposes only.
Exceptions to Policies and Guidelines
University Career Services reserves the right at its sole discretion to make exceptions to our policies when warranted. Such exceptions will be made on a case by case basis and does not constitute a change in policy, or a guarantee that the same exception will be made again in the future.