Employer Recruiting Policies - University of Houston
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Employer Recruiting Policies

University Career Services has developed the following policies to ensure that University of Houston students and alumni are treated fairly and are being recruited for viable positions. Employers recruiting at the University of Houston are expected to abide by and adhere to the employment rules and regulations of the National Association of Colleges and Employers (NACE) Principals for Professional Practice, the U.S. Equal Employment Opportunity Commission, the Fair Labor Standards Act, and the Texas Workforce Commission.

Please, view our policy list below:

These policies have been updated and will be effective July 1, 2019

(1) Cougar Pathway Use Policy

Cougar Pathway is a service offered at the discretion of University of Houston, University Career Services (UCS) to both job seekers and employers free of charge. UCS reserves the right in its sole discretion to refuse access to employers at any time. Access to Cougar Pathway job postings will not be allowed for employers that do not comply with our recruiting policies, or for job types that do not appear to support the interests of students or the University. Employers and students are advised to use caution and encouraged to request reference information as needed to establish qualifications, credentials, and conditions of employment. Excessive postings and misleading postings are not allowed. Postings that do not correspond to a company’s actual interviewing, hiring and compensation practices, or postings that misrepresent the identity and affiliation of the employer, are not allowed. Postings for positions that require at the time of application, personal information such as bank and social security numbers, or photos of the applicants are not allowed. Postings for positions that pay in cash, or require a candidate to make a financial investment, or to pay a fee prior to employment, or to recruit other students for a financial incentive, are not allowed.

(2) Employer Account Policies

University Career Services reserves the right to terminate an employer account for misrepresented employment opportunities, and the violation of UCS policies and procedures, the NACE Principals for Professional Practice, and all federal and state employment laws. If you have any questions regarding our decision to decline your registration in Cougar Pathway, please contact hireuh@uh.edu

Employer Accounts with the following requirements and structures will be denied.

  • Contact information: Employers not providing complete or accurate information will be denied.
  • Website: Employers without a website or those who have a website but links are broken, the copyright is not updated and the site is missing relevant information, will be denied. Websites must be professional and written in the English language. The website must include the following: Contact information, physical location address, an “about” or “overview” of the organization, a “careers” or “employment” page, and clickable/active links (including social media links).
  • Email Address: Employers listing Gmail, Hotmail or Yahoo emails will be denied. The email address should have the organization name after the “@” sign or include the company name or abbreviation. The contact name should be included in the email address. Must use same email for job posting.
  • Location: Employers who run their businesses out of a private residence, use a P.O. Box, UPS store or non-verifiable physical address will be denied. Employers must have a physical, verifiable, permitted location. We do not approve virtual or remote positions.
  • Operations: Employers who have been in business for less than 2 years, will be denied. Start-ups will be evaluated on a case by case basis and must meet all the following guidelines.
    • Staff / Team: Employers with less than five (5) full-time employees will be denied. Start-ups will be evaluated on a case by case basis and must meet all the following guidelines.
    • Headquarters: Employers with headquarters out of the US will be vetted extensively and potentially, denied. We will ask additional questions regarding registration and discuss the types of employment opportunities being provided.
    • Human Resources: Employers who do not have an HR department or coordinator will be denied. We require at least one dedicated representative.

(3) Job Posting Policies

Organizations wishing to recruit students and alumni at the University of Houston using Cougar Pathway can do so free of charge. Job and internship postings are reviewed and approved/rejected based upon the information contained in the postings.

General Policies

  • All jobs and internships posted must be career-related and/or professionally oriented. Please note Cougar Pathway allows contract, temporary, and seasonal positions, but only if they are professionally oriented. We do not approve Off-campus "Office Assistant" or "Office Coordinator" positions within Cougar Pathway. Recent job scams have tended to occur within these types of positions and in an effort to safe guard our system, we will no longer approve them. Should you have any issues or concerns with this policy, please reach out to hireuh@uh.edu.
  • Positions requiring interns or employees to market/promote or create/develop free or fee-based programs, products, services, events, etc. and/or collect student information on the UH campus on behalf of an employer are ineligible. Examples include campus brand ambassadors and student referrals of other students. Job postings for positions that support or supervise the work of ambassadors are also not allowed.
  • Fee-based programs; examples include fee-based training programs, fee-based placements or positions requiring the purchase of supplies or a training kit are not allowed.
  • Recruiters must agree to the University’s nondiscrimination and equal opportunity policy detailed below.

Job postings with the following requirements and structures will be denied.

  • Position Type: Using the wrong position type will result in denial. The position must align with the job position and be clearly identified within the description.
    • College Work Study: On-campus positions (or approved off-campus) positions available for work-study eligible students only. Positions must be approved by UH Scholarships and Financial Aid.
    • On-campus Student Employment: On-campus positions available for non-work-study eligible undergraduate or graduate students.
    • On-campus Graduate Assistant: On-campus positions available for non-work-study eligible graduate (Masters or PhD) students only.
    • Internship: Positions available all UH students. An internship is traditionally a professional part-time position but can be full-time during the summer. Credit can be earned but it is up to the student to confirm with their departmental academic advisor.
    • Internship Hilton College: Positions ONLY available to students in the Hilton College of Hotel and Restaurant Management.
    • Part-time / Seasonal: Positions available all UH students. Identified as less than 40 hours or temporary positions.
    • Full-Time (Entry Level): Positions available all UH students and alumni. Employers seeking those with zero or limited experience.
    • Full-Time (Experience: 1-2 yrs):Positions available all UH students and alumni. Employers seeking those with 1 to 2 years of relevant experience.
    • Full-Time (Experience: 3-5 yrs): Positions available all UH students and alumni. Employers seeking those with 3 to 5 years of relevant experience.
    • Full-Time (Experience: 5+ yrs):Positions available all UH students and alumni. Employers seeking those with 5+ years of relevant experience.
  • Resume Receipt Email Address: Employers using a Gmail, Yahoo, Hotmail, etc, email addresses will be denied. Email addresses must include the company name as well as the recruiter’s name. Exceptions allowed for human resource or recruiting team email addresses.
  • Description: Employers who fail to list a job description or list very few details will be denied. We require all employers list at least five (5) (up to 10) duties and responsibilities. This information is important in providing candidates with enough information to decide whether or not to apply for the position. The more information provided, the better!
  • Location: Employers listing an in-home, private residence, apartment, condo, etc. will be denied. (Examples: caregiver, nanny, in-home tutor, and startup company positions that place students/alumni in residential homes). Students are required to work at the physical location of your organization.
  • Virtual / Remote Jobs: We do not approve virtual or remote jobs.
  • Salary: Employers failing to list an acceptable salary description will be denied. Unacceptable options include: competitive, flexible, varies, TBD. “Depending or based on experience” is acceptable.
    • Commission Only: Employers listing commission only position will be denied. Postings that include referral bonuses are also not allowed. Stipend-based internships are allowable, but must disclose the per-week stipend amount and the hours of work per week.
    • Unpaid Internships: Employers listing unpaid internships must show the following requirements in order for the posting to be approved:
      • The student must have a direct supervisor; the supervisor’s name or title must be listed within the job posting.
      • The student must work in a specified location and be provided with necessary resources, equipment or facilities to support the goal of the internship.
      • The student must be reimbursed for any out of pocket expenses including the use of their personal vehicle or any expenses occurred.
      • Course credit can be provided but it is up to the student to coordinate with their department or college. UCS is not responsible for coordinating or submitting paperwork. Students must verify they can complete an internship for credit with their departmental academic advisor. An academic advisor will confirm guidelines and give permission.

(4) Third-Party Recruiting Policy

University Career Services welcomes third-party recruiter postings that adhere to the policies below. Third-party recruiters (e.g., employment agencies):

  • May post specific positions with specific clients on Cougar Pathway but may not post general advertisement(s) to solicit candidates for their services.
  • Must identify client company in the job form for verification that the third-party recruiter is recruiting for a bona fide job or internship opportunity; career services offices will not disclose or publish client information to job seekers.
  • Must gain permission from student before sharing contact information, etc. with client company.
  • May not collect and use student materials or information for opportunities other than the position for which the student applied.

(5) On-Campus Recruiting Policies

The policies and guidelines for the recruiting process of University Career Services are in the best interests of our students and corporate recruiters. The positive outcome of our recruiting process is enhanced by strict adherence to these policies. On-campus interviewing includes: On-campus interview (room only or preselect), Employer Meet & Greets and the promotion of on-campus or off-campus opportunities.

  • Promotion of Career Opportunities: For University Career Services to market or promote career opportunities, the organization or company, must have an approved employer account through Cougar Pathway. This includes marketing recruitment events and flyers for job postings or opportunities. 
  • Employer Eligibility: Campus interviews should be directly scheduled and conducted by the recruiting organization's employees, rather than by third-party representatives; and, employers should be seeking candidates for internships and full-time employment (requiring a degree). University Career Services reserves the right to refuse any direct hiring organization from participation in On-Campus Interviews, especially in cases of misrepresentation or violation of UCS, the National Association of Colleges and Employers (NACE) Principals for Professional Practice, and all federal and state employment laws.
  • Timelines: On-campus recruiting efforts must be scheduled in advance. Below are the UCS required timeframes:
    • On-campus interviews (room only)
      • Requests must be submitted six (6) weeks in advance
    • On-campus interviews (preselect)
      • Requests must be submitted six (6) weeks in advance
      • Preselect lists are due to UCS eight (8) days after the resume submission due date
      • When a company is late to submit their preselect list, and the student deadline to accept or decline that invitation is imminent, the company’s yield on those student invitations is reduced because of the short turnaround time between receiving the invitation and having to accept or decline it.
    • Employer Meet & Greets:
      • Requests must be submitted four (4) weeks in advance
  • Communication: Communication is crucial for the entire process to run smoothly. We ask the following:
    • Employer to UCS Team
      • Employers are expected to notify University Career Services of any cancellations or changes to their interview schedules so students and alumni can be notified in a timely manner. We ask for 1 business day notice of any changes.
    • Employer to Student
      • It is important that both the employer and student keep an open line of communication throughout the interview, offer, and evaluation processes. All companies should establish and maintain, a four (4) week window of communication with candidates throughout the process.
      • All candidates not selected for further consideration should also receive notification of their final status once the selection process has been concluded.
  • Reneging on Offers/Acceptances: If an employer has to withdraw an offer made to a student for any reason, the employer is asked to notify the Assistant Director of Employer Development and Relations as soon as possible. Likewise, if a student reneges on an acceptance of employment with an employer, the Assistant Director should be notified in order for a thorough review of the situation can be made. University Career Services consider reneging on acceptances to be unethical behavior.
  • Interview Eligibility: Only current students/alumni of the University of Houston may be interviewed in our facility.

(6) Non-Discrimination Policy:

The University of Houston is an equal opportunity, affirmative action educator, and employer. By registering to conduct on-campus interviews, I agree that my company is an equal opportunity employer. It is our policy that no citizen of the united states or any other person within the jurisdiction thereof shall, on the grounds of race, color, sex (including sexual harassment), age, disability, veteran status, religion, national origin or sexual orientation, be excluded from participation in, be denied the benefits of, or be subject to discrimination in employment or under any educational program or activity of the university. In compliance with the Immigration Reform and Control Act, interviews must be made available to all interested students who are authorized to work full-time in the United States for other than practical training purposes, regardless of their citizenship. If United States citizenship is required by your company, please indicate this requirement in the job description for any position for which you are recruiting.

University Career Services makes its interviewing facilities and position-listing services available to employers who do not unlawfully discriminate in the selection of candidates on the basis of national origin, race, religion, gender, sexual orientation, age, disability, or any other basis prohibited by applicable law. Any employer who makes use of University facilities or services must agree to abide by this policy and, if interviewing students, to talk in good faith with students who have been selected for an interview and to refrain from questioning students regarding the above protected classifications.

(7) Release of Student Information and FERPA Policies:

The Family Educational Rights & Privacy Act (FERPA) requires that we will obtain consent from students and alumni before releasing their profile and resume information. In addition, employers must use profile and/or resume information only to fill employment vacancies within your own organization. Any information acquired from profiles and/or resumes may not be re-disclosed to any other employer, or third party, and other individuals within an organization except for employment purposes. FERPA FAQ: U.S. Department of Education

(8) Selection by Citizenship or National Origin:

The University of Houston has the privilege to educate outstanding individuals of varying backgrounds, and employers may encounter an international student on their interview schedule. U.S. laws and regulations require certain treatment of international students. Screening candidates based on citizenship or national origin is prohibited. While employers can hire only persons authorized to work in the U.S., there are a number of categories of persons authorized to work. It is prohibited to ask to which category a person fits.

Employers may ask if an applicant is legally authorized to work in the U.S., and may also ask if the applicant will now or in the future require sponsorship for employment visa status. However, employers may not use visa type as a screening tool to deny a qualified, employment-authorized candidate a position. The only exception is a position posting that specifically states a requirement for U.S. citizenship due to grant funding requirements or other specific regulations. Employers must refrain from asking interview questions regarding a candidate's citizenship or national origin, including questions about primary language, acquisition of foreign language reading skills, residency status, or ancestry. If you have questions regarding this policy, please contact UCS.