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

Article I. Cougar Pathway Use Policy

Cougar Pathway is a service offered at the discretion of the 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. Employers and students are advised to use caution and encouraged to request reference information as needed to establish qualifications, credentials, and conditions of employment.

Article II. Job Scams

There has been an increase in fraudulent and illegal job scams on college campuses. University Career Services takes fraudulent claims very seriously. A website has been created for students to report job scams as well as provide resources and tips for remaining safe. In an effort to reduce the possibility of fraudulent employers or positions, we review every employer registration and job posting based on the requirements below.

Additionally, please note: 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.

Article III. Account Registration 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

An employer seeking to create a Cougar Pathway account must abide by the following policies:

Section 3.01 Contact information
Employers must provide complete, accurate and verifiable information.

Section 3.02 Website
Employers must have a website. The website must be active, updated, free of errors and outdated information. 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 and clickable/active links (including social media links).

Section 3.03 Email Address
Employers must use an email address that is connected to their business. 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 the same email for the job posting.

Section 3.04 Location
Employers must provide a physical, verifiable address that is not a private home or residence. 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.

Section 3.05 Start-ups or small companies
Start-ups will be evaluated on a case by case basis.

Section 3.06 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.

Section 3.07 Political Campaigns Employer Registration

  • The employer must have a physical, verifiable address, such as a campaign headquarters office.
  • The employer needs to have a functioning website and it must include contact information and a career or employment page (volunteer page does not count).

Article IV. 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. 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.

An employer seeking to post open positions in Cougar Pathway must abide by the following policies:

Section 4.01 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.

Recruiters must agree to the University’s nondiscrimination and equal opportunity policy.

Section 4.02 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. Only one (1) position type may be selected.

Types of positions include:

  1. Paid Internship
  2. Unpaid Internship
  3. Full-time (No experience or degree required)
  4. Full-time (Entry level or recent grad)
  5. Full-time (Experience: 2-5 yrs)
  6. Full-time (Experience: 5+ yrs)
  7. Part-time / Seasonal
  8. On-campus, NON-College Work-Study
  9. On-campus, College Work-Study
  10. Volunteer
  11. Research

Section 4.03 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.

Section 4.04 Description
Employers who fail to list a job description or list very few details will be denied. We require all employers to 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!

Section 4.05 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.

Section 4.06 Virtual or Remote Jobs
Virtual / Remote positions are now permitted. Please, review the policy requirements below:

Types of Virtual Opportunities

Virtua​l / Remote Internship

  • Time frame: 2-3 months+
  • Definition: Simulated, practical work experience with the opportunity to observe, contribute and connect with the company
  • Compensation: Paid, unpaid


  • Time frame: 2-4 weeks
  • Definition: Project based experience
  • Compensation: Paid, unpaid

Virtual Policies – Supervisor / Employer

  • The supervisor must post the position in Cougar Pathway under the appropriate position type (Virtual Internship or Micro-Internship) and complete all necessary fields.
  • The supervisor will interview and select a candidate based off applications from Cougar Pathway.
  • The supervisor must complete the Virtual Agreement Form (VAF) prior to the student starting the position and send it to University Career Services.
    • (VAF = provides a clear, detailed position description that also includes expectations, student schedule and onboarding process)
  • The supervisor must provide web project management tool(s) (i.e., Office 365, Google Docs), which allows the supervisor to go online and monitor the intern's work. The supervisor must give the student access to any required software or tools.
  • The supervisor must plan a weekly phone or virtual meeting via Skype, Gmail video chat or a similar technology, to review status of projects and provide feedback regarding the intern's progress. 
  • The supervisor must communicate any changes or updates to the outlined agreement to University Career Services.

Virtual Policies – Student

  • The student must apply, with an approved resume, for the positions through Cougar Pathway.
  • The student will interview for the position.
  • The student must receive and sign the Virtual Agreement Form prior to the starting the opportunity.
  • The student must communicate weekly with their Supervisor and submit work on time.
  • The student must notify University Career Services of any changes or updates to the outlined agreement. 

Section 4.07 Salary / Compensation
Employers failing to list an acceptable salary description will be denied. Acceptable options include:

  1. A salary range (ie $15-$20 per hour)
  2. A specific amount (ie. $40,000 per year)
  3. “Depending or based on experience”

Section 4.08 Commission Only
Employers listing commission only positions 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.

Section 4.09 Brand Ambassadors/Fee-Based Programs
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.

Section 4.10 Unpaid Internships
Employers listing unpaid internships must show the following requirements in order for the posting to be approved:

  1. The student must have a direct supervisor; the supervisor’s name or title must be listed within the job posting description.
  2. The student must work in a specified location and be provided with necessary resources, equipment or facilities to support the goal of the internship.
  3. The student must be reimbursed for any out of pocket expenses including the use of their personal vehicle or any expenses occurred.
  4. 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.

Section 4.11 Off-campus “Office Assistant” or “Executive Assistant
We will not approve off-campus “Office Assistant”, “Office Coordinator” or “Executive Assistant”
positions. Recent job scams have occurred with these job titles, therefore to safeguard our system and students, we will not be approving.

Section 4.12 Political Campaigns Job Postings

  • All position(s) must report to and work at a physical business location such as a campaign headquarter office.
  • All posted position(s) must include the supervisor's contact information.
  • All job duties must be in line with the student's declared major of study.
  • Students recruited through Cougar Pathway will not be allowed to do door-to-door campaigning (no visiting private homes or residences).

Article V. 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.

Section 5.01 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.

Section 5.02 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.

Section 5.03 On-campus interview timeline

  1. On-campus interviews (room only): Requests must be submitted six (6) weeks in advance
  2. 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.

Section 5.04 Meet & Greet timeline

  1. Employer Meet & Greets: Requests must be submitted four (4) weeks in advance.
  2. In order to promote Meet & Greet, we ask that all Employer create their own flyer. Our team will send out the flyer via email to all eligible students.

Section 5.05 Communication
Communication is crucial for the entire process to run smoothly. We ask the following:

  1. 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.
  2. 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.

Section 5.06 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 considers reneging on acceptances to be unethical behavior.

Section 5.07 Interview Eligibility
Only current students/alumni of the University of Houston may be interviewed in our facility.

Section 5.08 Inclement Weather and Closings
University Career Services reserves the right to close our office due to inclement weather and safety for students, alumni, staff, and employers. The Employer Relations team will work with students and employers to identify potential rescheduling options. Employers will be expected to contact their applicants directly about interview cancellations and alternative interview options. 

Article VI. Event Policies

University Career Services at the University of Houston provides students a venue to network with employers submit their resume to recruiters and learn about employment opportunities. Event types include Career Fairs, Networking Events, or Corporate Connections.

Section 6.01 Right to Refuse
University Career Services reserves the right to deny access and participation to any student, alumni, recruiter, hiring organization and/or school.

Section 6.02 Eligibility
Any recruiter representing their direct hiring organization may participate in UCS events. Third-party recruiters may not participate in Career Fairs.

Section 6.03 Event Fees
In registering for an event, the employer acknowledges the associated cost of the event and agrees to pay that amount in full, prior to the deadline.

Section 6.04 Event Deadline
All event deadlines are 1 week (or 7 business days) prior to the event date unless otherwise noted.

Section 6.05 Event Cancellations
Any cancellation related to a career event must be made in writing. Cancellations within 1 week or (7 business days) of the event will receive a full refund or credit towards a future event. Cancellations within 3 business days or (72 hours) of the event will receive a credit towards a future event. No refunds will be given within 3 business days of the event.

Section 6.06 No-Shows
A “No-Show” is defined as a participating employer who registered for an event and did not show up. If an employer is a “No-Show" registration fees will not be refunded or credited toward any future fair or event. If the registration was unpaid, payment will still be expected from the organization.

Section 6.07 Inclement Weather and Unforeseen Situations
University Career Services is required to follow all University protocol regarding inclement weather and unforeseen situations. Up-to-date information on closing decisions can be found at http://alerts.uh.edu/. University Career Services reserves the right to make a decision to cancel an event out of the safety of students, alumni, staff and employers. If an event is canceled each paid participant will be able to attend the rescheduled date or will be provided a credit for a future event.

Article VII. 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.

Article VIII. 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.

Article IX. 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 a third party, and other individuals within an organization except for employment purposes. FERPA FAQ: U.S. Department of Education

Article X. 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 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.