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), combined with St. John’s University policies, assist in upholding standards of professionalism and in providing structure to the recruitment process.

Unpaid Internships

If you are recruiting for an unpaid internship, it is important that the position meet all of the following Department of Labor standards under the Fair Labor Standards Act. These standards were created to help determine whether workers are to be considered "trainees" or "employees" under the FLSA.

  • The internship, even though it includes actual operation of the employer's facilities, is similar to training which would be given in an educational environment;
  • The internship experience is for the benefit of the intern;
  • The intern does not displace regular employees, but works under close supervision of existing staff;
  • The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded;
  • The intern is not necessarily entitled to a job at the conclusion of the internship; and
  • The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.

For more information, please visit the Department of Labor website:

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:

  1. 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.
  2. 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. 
  3. University Career Services will respect the confidentiality of the information and will not publish the client name in any manner.
  4. 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.

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 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.