By acting in accordance with these policies and guidelines, individuals and organizations can help Career Services maintain a professional, fair and successful recruiting environment for all parties concerned. Your use of both our services and the Handshake platform constitutes your binding agreement to the following policies.
NOTE: These principles are not all-inclusive; they are intended to serve as a framework within which the career planning and recruitment processes should function, and as a foundation upon which professionalism can be promoted.
Career Services at the University of California Santa Barbara maximizes employment and internship opportunities for its students by offering a range of services to facilitate recruitment of prospective candidates. Career Services requires that any recruiting organization or individual utilizing services, must abide by all applicable federal, state, and local employment laws, including Equal Employment Opportunity laws, University of California rules and regulations, and the National Association of Colleges and Employers (NACE) Principles for Ethical Professional Practice. (Refer to the detailed resources below.)
The Handshake system is the web-based portal for publicizing all bona fide full-time, part-time, seasonal, and short-term positions and other recruiting activities for small and large businesses, government agencies, nonprofit organizations, on-campus employers, households, and individuals. All recruiting organizations or individuals are expected to accurately describe their organizations, positions and position requirements when posting their information on Handshake or when representing their firms and opportunities at any campus recruiting events. Companies and/or job postings requiring donations, application fees, fundraising, investments, payment for training, or payment to participate, or offering items or services for sale, will not be provided recruitment services.
We reserve the right to refuse service to employers at the discretion of the Career Services staff due to any objectionable activities, including, but not limited to:
- requiring personal information at the time of application, such as bank and social security numbers;
- misrepresentation, whether defined by dishonest information or absence of information;
- harassment of students, alumni, or staff;
- breach of confidentiality as required by the Family Educational Rights and Privacy Act (FERPA);
- failure to adhere to Career Services employer guidelines;
- any violation of University of California rules and regulations;
- any violation of local, state, or federal laws.
University of California
- UC Nondiscrimination Policy: https://policy.ucop.edu/doc/2710540/PACAOS-Appendix-C
- Nondiscrimination and Affirmative Action Policy Statement: https://ucnet.universityofcalifornia.edu/tools-and-services/administrators/docs/nondiscrimination-policy-statement-publications-may-2014.pdf
US Equal Employment Opportunity Commission
- Federal Laws Preventing Discrimination Q&A: http://www.eeoc.gov/facts/qanda.html
- Americans with Disabilities Act: A Primer for Small Business: http://www.eeoc.gov/eeoc/publications/adahandbook.cfm
US Department of Labor
- Fact Sheet #71: Internship Programs Under FSLA: https://www.dol.gov/whd/regs/compliance/whdfs71.htm
- Disability Resources/Job Accommodations: https://www.dol.gov/general/topic/disability/jobaccommodations
- ODEP Diverse Perspectives: People with Disabilities Fulfilling Your Business Goals: https://www.dol.gov/odep/pubs/fact/diverse.htm
US Department of Education
- Family Educational Rights and Privacy Act (FERPA): https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Other Federal Workplace Laws & Resources
- Workplace Laws Not Enforced by the EEOC: https://www.eeoc.gov/laws/other.cfm
State of California
- State of California Employment Laws: https://labor.ca.gov/laborlawreg.htm
- California Minimum Wage: https://www.dir.ca.gov/dlse/faq_minimumwage.htm
- National Association of Colleges & Employers (NACE) Principles for Ethical Professional Practice: http://www.naceweb.org/career-development/organizational-structure/principles-for-ethical-professional-practice/?utm_source=nace-revised-principles&utm_medium=email&utm_content=txt&utm_campaign=content
- NACE Position Statement: Internships: http://www.naceweb.org/about-us/advocacy/position-statements/position-statement-us-internships/
Registering in Handshake
The Handshake system is the web-based portal for publicizing all bona fide full-time, part-time, seasonal, and short-term positions and other recruiting activities for small and large businesses, government agencies, nonprofit organizations, on-campus employers, households, and individuals. All recruiting organizations or individuals are expected to accurately describe their organizations, positions and position requirements when posting their information on Handshake. We will NOT accept registration requests from residential addresses or from those with public emails. Registrants email must match the company website domain. Each registrant must also include a full business address (non-residential) and functioning website. All contacts must use a first and last name. Lack of the aforementioned information will likely result in your business being declined in Handshake.
Employers recruiting interns must abide by all policies including the following:
- Abide by the criteria for an experience to be defined as an internship, set forth by National Association of Colleges and Employers Position Statement on U.S. Internships.
- Clearly demonstrate that the position is primarily for the educational and career training benefit of the student and does not involve more than 20% clerical work. There must be supervision by professional staff, ongoing training, and feedback.
- Not guarantee compensation contingent on trial or training period, and/or guarantee employment to potential interns.
- Offer qualifying compensation for the internship; Internships with for-profit companies should be paid at least minimum wage. Payment of "equity" will not be accepted as a form of payment. For-profit companies offering unpaid, stipend, and/or internships that require credit must: Uphold the Dept of Labor’s Fair Labor Standards Act Internship Fact Sheet #71 7-factor "primary beneficiary test."
- Unpaid remote internship opportunities will not be accepted.
Organizations recruiting volunteers must be classified as either non-profit or governmental agencies and will be permitted to post on Handshake but will not be provided with any additional recruiting services. Private, for-profit companies will not be permitted to post volunteer opportunities. Volunteer positions must support public service, religious or humanitarian objectives and the activity must benefit the community at large. There must be no expectation of compensation or entitlement to a paid position at the conclusion of the experience. Volunteer positions must be short term, less than 6 months, and only require a few hours per week of commitment. Volunteer positions must also be in person; remote positions will not be approved.
Career Services defines third-party recruiters as agencies, organizations, or individuals recruiting candidates for temporary, part-time, or full-time employment opportunities for other organizations rather than for internal positions. Third party recruiters may utilize Handshake, participate in on-campus recruiting and attend select career fairs. They will be required to verify in advance whether they are recruiting for their own organizations or for their clients. Third-party firms who are recruiting for positions within their own organizations must clearly differentiate those opportunities from their client engagements. Career Services will not provide services to organizations wishing to promote their job board or website. Positions posted in Handshake by third party employers must be individual and specific.
Third-party recruiters representing client organizations must:
- Verify that they charge no fees of any kind to student or alumni applicants;
- Identify themselves as a third-party recruiter in their employer profile and all client job announcements; each contact in Handshake must indicate that they are a 3rd party recruiter;
- Provide to Career Services in advance a list of the employer clients for whom they are recruiting, and, if requested after review, provide a copy of the retainer(s) signed by their employer client(s) authorizing them to act as their sole campus representatives;
- Provide accurate position descriptions and include specific client names in all jobs posted on Handshake;
- Only release candidate information provided to the identified employer in accordance with the Family Educational Rights and Privacy Act (FERPA). Re-disclosure of candidate information to any other parties is not permitted.
Teach/Volunteer Abroad Companies
Career Services will not approve teaching or volunteer abroad positions in Handshake and is hesitant working with companies who place and organize teacher/volunteer abroad positions due to the financial requirements of the applicants to partake in such opportunities. Career Services does not currently have the ability to review and vet teach/volunteer abroad companies.
Career Services has established these criteria for identifying appropriate entrepreneurial employment opportunities for promotion through its services. Start-ups must have progressed sufficiently in their business development process so that they can:
- Provide a company name, business address, website and email address, and identify a principal as the key contact;
- Verify that they are not seeking potential partners or investors;
- Confirm that they have obtained the necessary business licenses and Tax ID’s as well as sufficient funding, including identifying their funding model and investors, if requested;
- Offer positions for pay, not just for equity; see Compensation and Fees.
- Provide clearly defined organization and position descriptions in Handshake.
Those ventures who cannot meet these guidelines may contact Career Services at a later stage to discuss access to services.
In compliance with the University's policy prohibiting the use of alcoholic beverages, employers should not serve alcoholic beverages at any employer-related functions held on or off campus.
Marijuana and Cannabis Industry
UCSB Career Services 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 and UCSB receives federal funds, 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.
Exceptions to Policies and Guidelines
Career Services reserves the right to make exceptions to these policies and guidelines as warranted by special circumstances, i.e., in certain situations deemed to be acceptable and beneficial to our students, Career Services, the University, or recruiters using our services. Such exceptions will be considered on a case-by-case basis. Any exception made does not constitute a change in policy, nor is there a guarantee that this same decision will apply in the future.
Career Services staff will investigate all allegations by users of our services about job postings, employers, or work assignments. During an investigation we may revoke an employer’s use of our services. If Career Services determines that a complaint is justified, we may choose not to offer recruiting activities to the employer. Career Services will notify the employer in writing of the decision. Such grievances may be grounds for report to the National Association of Colleges and Employers (NACE), and subsequent removal from the Handshake system.
On-Campus Recruiting & Job Posting Guidelines
All bona fide full-time, part-time, seasonal, and short-term positions and other types of recruiting opportunities for organizations that abide to the Employer Policies noted above, may be posted on Handshake. However, on-campus recruiting (info sessions, career fairs, interviews, tabling) is intended for use by organizations recruiting for paid full-time, part-time and internship positions. On-Campus Recruiting is not intended for use by organizations recruiting volunteers. Graduate Programs are permitted to post on Handshake and partake in select on-campus recruiting activities.
Postings in Handshake
Preselection Screening Criteria: Major, school year, GPA and work authorization are the screening criteria used for positions in Handshake. Any student who meets these job requirements (as determined by the employer) and submits a resume will be deemed a "fully qualified" applicant. Other interested students who do not match the screening criteria will still be able to submit resumes. They will be appear as "not fully qualified" and are available as candidates for your consideration. Therefore, enter your screening specifications carefully, but without being too restrictive, to ensure the best possible "fully qualified" applicant pool. Note: Postings that request donations, fundraising, application fees, or investments cannot be listed on Handshake. Also, UCSB does not have a Co-Op program so these postings are rarely approved.
Contacting Students via Handshake
Handshake allows those employers with an 80% or above trust score to search for students who have made their profiles public in Handshake and to contact them via the system. Please only contact students who meet your class level, major and experience qualifications for your postings. If students do not respond to your initial request, do not continue to message or spam them with your posting. Also, do not tell students that Career Services provided you with their contact information or that we are in partnership with you unless you are part of our Corporate Partner Program; by doing so you violate our policies regarding misrepresentation which may cause your recruiting privileges to be revoked.
- Employers are asked to respect the neutrality of the On-Campus Interviewing reception area. Students may feel uncomfortable talking to other employers while waiting to be called by their scheduled interviewers. Greeters are permitted as long as their presence does not create an unpleasant environment for students and other recruiters and does not interfere with other Career Services business.
- Employers can utilize interview and presentation facilities to speak with currently enrolled UCSB students. Alumni are not eligible to participate in OCI. We still encourage you to interview our alumni for your open positions; you will just have to meet with them at your company location, remotely, or in an agreed upon space outside of the career center.
- Employers are asked to cancel an interview reservation prior to the resume submission deadline posted on your schedule. Space is in demand, and your early cancellation will give other employers an opportunity to meet with students. Keep in mind, last minute cancellations and no-shows will negatively affect your campus image among students who expect to interview with your organization. Career Services may also choose to revoke your interviewing privileges in the future if you fail to cancel or do so last minute. To cancel a visit please phone (805) 893-4636 during regular business hours, during non-business hours, you may leave a voice message.
- "ROOM ONLY” Interview Schedules: If you do not use our web-based system to schedule interviews, a list of candidates with interview appointments must be provided to Career Services one (1) day prior to meeting with the students and/or alumni.
Confidentiality of Student Information
By completing the Handshake registration form and submitting resumes and other application materials for opportunities posted on Handshake, students provide Career Services authorization to release employment materials to those selected prospective employers. Employment professionals must maintain the confidentiality of all student information released to them, regardless of the source, including personal documents, written records/reports, and computer databases. This means that there should be no disclosure of student information to another organization without the prior written consent of the student, unless necessitated by health and/or safety considerations, in accordance with the Family Educational Rights and Privacy Act (FERPA).
In compliance with the Department of Justice's rulings regarding citizenship discrimination and best practices for online job postings, UCSB Career Services does no screening of candidates in Handshake based upon employment eligibility. Employers may include employment eligibility information in their Handshake job descriptions as a point of information for potential candidates so that the candidates may self-screen.
Employers are encouraged to consult with their legal counsel and establish legally permissible internal screening procedures before posting jobs or recruiting on campus. Career Services reserves the right to modify or remove any statements or job postings that include any potentially illegal or discriminatory language.
More information re: the DOJ's decisions can be found at:
Compensation and Fees
- Employers offering paid positions must pay at least the California State minimum wage or the applicable local minimum wage if higher (calculated over any time scale such as hourly, weekly, semi-monthly, monthly or annually).
- Cryptocurrency, bitcoin, tokens, fiat or equity are not acceptable forms of payment.
- Commission Sales Positions: If no initial base salary is provided, the form of remuneration should be clearly stated in the employer's job descriptions and at the time of the initial interviews.
- Postings that request donations, fundraising, application fees, or investments cannot be listed on Handshake.
Career Services reserves the right to remove job listings on Handshake or decline further service to those employers who do not abide by these compensation/fee guidelines.
Job Offer Policies
UCSB Career Services strives to support employers with their recruiting efforts and assist our students in making informed career decisions. Thus, we expect that all employers abide by the following offer policy which allows students sufficient time to carefully consider employment options and act in accordance with the National Association of Colleges and Employers (NACE) Principles of Professional Conduct which state, “Employment professionals will refrain from any practice that improperly influences and affects job acceptance. Such practices may include undue time pressure for acceptance of employment offers and encouragement of revocation of another employment offer.” Career Services understands that the landscape of recruitment is very competitive, especially when searching for the best talent. We have established these guidelines to provide students and employers a fair, transparent and up-to-date framework for managing the offer phase of the recruitment process.
Timing for Offers and Decisions
Students need time to make informed decisions when comparing and responding to offers. To facilitate this process, please provide students with a MINIMUM of two weeks from the date of the written offer, but preferably longer, to accept or decline. It's important to keep in mind that UCSB operates on a quarter systems and the Fall quarter does not begin until late September/Early October. As a result, for full-time offers extended to previous summer interns, we suggest that you give students until November 1st to make a decision. Accordingly, if you are recruiting summer interns, we suggest that you give students until at least November 1st to make a decision. In some cases, students may ask for extensions beyond this deadline; we encourage you to accommodate their requests whenever possible.
Exploding Offers/Excessive Pressure
An exploding offer is any offer that does not conform to the aforementioned timetables. Employers should not make offers or pressure students to accept “early” offers including those requiring a quick response time, nor should they attach incentives involving diminishing bonuses, reduced options for location preferences, etc. Further, asking a student to make a decision on the spot is also considered inappropriate.
Exploding offers put undue pressure on students to make decisions before completing the interview process and does not give them ample time to weigh employment options and make informed decisions. We discourage students in making rushed decisions about offers for which they cannot fully abide. Such hasty decisions create discord and distress for all parties involved.
All offer letters must include a start date. Candidates who interview with employers on campus expect to start work after graduation and by mid-September at the latest.
Rescinding Employment Offers
We strongly encourage employers to consider every alternative before revoking an offer of employment. NACE recommends that employers who must revoke a commitment demonstrate they have done everything possible to avoid rescinding offers, and to then consider alternatives. Before rescinding an offer, please notify our office to explore alternatives and share relevant circumstances. We also stress to every UCSB student who partipates in the On-Campus Interview program that rejecting an offer after having previously accepted one--for any reason--is a serious recruiting violation and is subject to significant repercussions such as losing future On-Campus Interview program and Handshake privileges. Additionally, we request that they cease participation in interviewing once an offer has been accepted and that they notify any employers with whom they are still in dicussion that they have accepted an offer and are formally withdrawing any open applications.