Career Center Policies and Guidelines for Employers
By acting in accordance with these policies and guidelines, individuals and organizations can help the Career Center maintain a professional, fair and successful recruiting environment for all parties concerned.
The Career Center at the University of California Berkeley maximizes employment and internship opportunities for its students by offering a range of services to facilitate recruitment of prospective candidates, including, but not limited to, job/internship postings, on-campus recruiting, career fairs, and information sessions. The Career Center requires that any recruiting organization or individual utilizing these services must agree to the Terms and Conditions and 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 Employment Professionals. (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 organization 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. Postings requiring donations, application fees, or investments or offering items or services for sale cannot be advertised on Handshake.
The Career Center reserves the right to refuse service to organizations or individuals due to any of the following:
- 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 UC Berkeley students, alumni, or staff;
- breach of confidentiality as required by the Family Educational Rights and Privacy Act (FERPA);
- failure to adhere to Career Center employer guidelines;
- any violation of University of California rules and regulations;
- any violation of local, state, or federal laws.
University of California
- Career Center Terms and Conditions
- UC Nondiscrimination Policy
- Nondiscrimination and Affirmative Action Policy Statement
US Equal Employment Opportunity Commission
- Federal Laws Preventing Discrimination Q&A
- Americans with Disabilities Act: A Primer for Small Business
US Department of Labor
- Fact Sheet #71: Internship Programs Under FSLA (PDF)
- Disability Resources/Job Accommodations
- ODEP Diverse Perspectives: People with Disabilities Fulfilling Your Business Goals
US Department of Education
Other Federal Workplace Laws & Resources
- Recruiting, Hiring, Retaining and Promoting People with Disabilities (PDF)
- Workplace Laws Not Enforced by the EEOC
State of California
- National Association of Colleges & Employers (NACE) Principles for Professional Practice
- NACE Position Statement: Internships
The Career defines Third-party recruiters as agencies, organizations, or individuals recruiting candidates for temporary, part-time, or full-time employment opportunities for other organizationis rather than for internal positions. This includes entities that make referrals or recruit for profit or not for profit, and it includes agencies that collect student information to be disclosed to employers for purposes of recruitment and employment. Examples are employment agencies, search firms, contract recruiters, venture capital firms acting on behalf of their portfolio companies, and online job posting or resume referral services. See more at NACE Principles for Professional Practice.
Third party recruiters may utilize Career Center job listing services, 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. Failure to abide by these third-party requirements will result in loss of access to Career Center services.
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;
- Provide the Employer Relations Office in advance with 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.
The Career Center 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 recontact the Career Center at a later stage to discuss access to services.
Job Offer Guidelines
Recognizing that students need time to make informed decisions when comparing and responding to offers and employers need to be able to effectively manage their time-sensitive recruitment processes, the following guidelines are intended to provide students and employers a fair and transparent framework for managing the offer phase of the process in this increasingly competitive job market:
- For all offers extended for summer internships or full-time employment with 2016 or 2017 start dates, employers should allow a minimum of two weeks from the date of the written offer, but preferably longer, for students to accept or decline any offer.
- The written offer should clearly state all appropriate terms and conditions, including, but not limited to, position title/description, location, benefits, start date, salary, bonuses, etc.
- All bonuses or other incentives are to remain in full effect for the entire duration of the offer period.
- Students will be encouraged to contact employers directly if they have any questions or concerns about their offers, including needing more time to make their decisions.
- Employers are requested to be flexible in granting offer extensions on a case-by-case basis if the circumstances warrant it.
Exceptions: Per prior agreement, the following are the offer deadlines for the Big Four accounting firms:
- August 26, 2016, will be the deadline for Summer 2016 interns to respond to any Big Four offers for full-time employment after graduation and for Summer 2016 leadership program participants to respond to any Summer 2017 internship offers.
- November 18, 2016, will be the deadline for students to accept/decline all Fall OCR full-time and summer offers received from the Big Four during the Fall 2016 OCR interview season.
The UC Berkeley Career Center defines an exploding offer as any offer which does not conform with the offer guidelines listed above. Students should not be pressured to accept offers “on the spot” or "early,” whether this is based upon a shorter timeframe for consideration overall and/or due to any special diminishing incentives attached, e.g., tiered or expiring bonuses, reduced options for location preferences, etc. The Career Center expects all employers to refrain from such practices when recruiting Cal students and alumni.
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). Note: Currently the City of Berkeley and the City and County of San Francisco have higher minimum wage requirements.
- Organizations only offering stipended, unpaid or volunteer positions must meet the organizational definitions and requirements that allow them to do so legally, and they must clearly state the pay status when posting their opportunities on Handshake. Consult legal counsel regarding any questions.
- 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.
- Recruitment for positions requiring monetary outlay by candidates for equipment and training is strongly discouraged. Students and recent graduates will be reluctant to apply for such positions. This includes fees for certain federal and state licensing requirements, e.g., real estate, securities, etc. If fees are involved, this information must be explicitly included in the position description.
- Postings that request donations, application fees, or investments cannot be listed on Handshake.
The Career Center 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.
OCR & Job Posting Guidelines
- All bona fide full-time, part-time, seasonal, and short-term positions and other types of recruiting opportunities for small and large businesses, government agencies, nonprofit organizations, on-campus employers, households, and individuals that conform with the Employer Policies noted above may be posted via Handshake. However, On Campus Recruiting is intended for use by organizations recruiting for paid full-time and internship positions, not for part-time or volunteer positions.
- 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 quaified" and are available as alternate candidates for your consideration. Therefore, enter your screening specifications carefully, but without being too restrictive, to ensure the best possible "fully qualified" applicant pool. Please note that students are unable to indicate their work authorization status in Handshake so do not rely on that qualification when screening students who are fully qualified or not full qualified.
- OCR Reception Area as Neutral Territory: Employers are asked to respect the neutrality of the On-Campus Recruiting 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 Center business.
- Testing: Employers must proctor/monitor any testing conducted in the Career Center within the space and time parameters arranged in advance with the Employer Relations Office.
Confidentiality of Student Information
By completing the Handshake registration form and submitting resumes and other application materials for opportunities posted on Handshake, students provide the Career Center 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 recent rulings regarding citizenship discrimination and best practices for online job postings, the UC Berkeley Career Center does no screening of candidates in Handshake based upon employment eligibility. Therefore, the Career Center does not allow students to indicate their work authorization status in their Handshake profiles. 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. The Career Center 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 recent decisions can be found at:
Students' GPAs are self-reported in Handshake and the Career Center does not verify the accuracy of student GPAs. Employers may include this information in their job descriptions as a point of information for potential candidates. Employers may also request unofficial grade reports or transcripts from students or alumni as part of their required Handshake application documents in order to verify academic performance.
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.
Exceptions to Policies and Guidelines
The Career Center 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, the Career Center, 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.