Recruiting Policies, Guidelines & Resources
Please review these policies and guidelines prior to registering with Liberal Arts Career Services. You will be asked to acknowledge and agree to these policies when you register with BTT Gateway [here]. All employers who partner with Liberal Arts Career Services to recruit UT Austin Liberal Arts Students must adhere to these policies.
Should you have any questions, please contact our recruiting team at 512-471-7900 or firstname.lastname@example.org.
Job Posting Policies
UT Austin Campus-wide Recruiting Policies
Career Fair Policies
NACE General Recruiting Policies
Recruiting Timelines & Timeframes and Event Marketing Timelines
Agreement & Registration & BTT Gateway Use Policy
Organizations recruiting students and alumni of The University of Texas Austin can do so free of charge using our BTT Gateway recruiting system. All job/internship submissions are reviewed and approved/rejected based upon the information contained in the postings. Postings must adhere to the following criteria:
- All postings must be career-related and/or professionally-oriented jobs or internships.
- Full- and part-time administrative, bank teller, customer support and sales positions are allowable, but must require a college degree.
- All postings must be viewable to students for a minimum of two weeks; postings set to remain open longer than the standard 45-day period must be set to expire by the end of each academic term (May, August or December).
- All companies and organizations posting job and/or internship opportunities must be hiring candidates for their own human resource needs (see Third-Party Policy below).
- All postings must include a professional website to help evaluate the opportunity and recruiters must use a professional/organization-related email address in the contact field (e.g., no gmail or yahoo accounts). Resumes should not be directed to a current UT Austin student email addresses (or any non-permanent staff member of the organization).
- Recruiters must agree to the University’s nondiscrimination and equal opportunity policy detailed below.
- Employers posting unpaid internships must: not be virtual; provide the resources, equipment, and facilities needed by the student to support learning objectives/goals; provide direct and regular supervision; and must meet the Department of Labor’s criteria for unpaid internships. Explore the national internship standards below.
- Employers posting internships with a commission or stipend salary type must provide details for the payment structure. For commission, this includes how commission payments will be made beyond the end of the internship period. For stipends, this includes how the stipend will be paid (at once, or in payments); if the stipend is made in payments and payments are based on performance/outcomes, please provide these details.
- Employers based outside of the United States must have an English language website and must pay any associated visa fees for their hires.
Posting with the following requirements and structures are ineligible.
- 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 UT Austin campus on behalf of an employer are ineligible. Examples include campus brand ambassadors and student referrals of other students.
- Fee-based programs. Examples include fee-based training programs, fee-based placements or positions requiring the purchase of supplies or a training kit.
- Unpaid internships that require students to pay out-of-pocket expenses. Examples include unpaid internships requiring students to provide their own transportation and to pay for gas to run internship-related errands.
- Postings advertising events, services or programs (e.g., career fairs, test prep, placement or learning programs, etc.).
- Unpaid virtual internships; virtual internships include opportunities that do not take place in a professional setting of the hiring organization (e.g., work from home, in the field, remote work).
- In-home positions at personal residences and non-professional sites are prohibited (e.g., caregiver, nanny, in-home tutor, and startup company positions that place students/alumni in personal residences).
- Summer camp and other non-internship seasonal opportunities are ineligible. These opportunities may be eligible for the Hire-a-Longhorn job board.
Third-Party Recruiting Policy
Liberal Arts Career Services partners with employers seeking candidates for their organization's human resources needs. These employers may post jobs and internships in BTT Gateway, our recruiting system, to connect with our students seeking to intern or work at that particular company. Liberal Arts Career Services does not partner with third-party recruiters or service providers that aim to recruit students for other companies or organizations. Only in extraordinary circumstances as approved by Liberal Arts Career Services will third-party recruiters be allowed to post in BTT Gateway. In these rare situations, the third party must disclose the name of the company for which they are recruiting and the third party must include an official statement verifying that resumes and contact information will be collected solely for the particular opportunity and not retained for other opportunities for which student did not directly apply.
Employment recruiters who wish to make use of the assistance, services and/or facilities offered by The University of Texas at Austin must comply with UT’s campus-wide recruiting policies outlined below.
Designated Recruiting Space
The University prohibits recruiting in any public space on campus or in any room not specifically designated for recruiting activities by a career center staff member. Examples of space properly designated for recruiting include the career center, rooms reserved for information sessions and career fair space. The following activities, which are considered on-campus soliciting, are prohibited outside of recruiting designated spaces:
- Tabling in any UT public space, including the West Mall and the Texas Union.
- Posting flyers or other marketing materials on any kiosk, bulletin board or public space on the UT campus.
- Recruiting at student organization meetings – read more in the section below.
- Recruiting in classrooms.
- Distributing recruiting email blasts to students in the UT Austin directory; the College of Liberal Arts specifically also prohibits position email blasts to our administration, faculty and staff - please post your positions with Liberal Arts Career Services.
- Collecting student information, including resumes, on campus.
- Working with student groups, representatives, interns or ambassadors to recruit for your company/organization or to promote your opportunities, products or services to UT Austin students on campus.
Solicitation & Commercial Activity
The University prohibits employers and organizations from posting – and career centers from promoting – any fee-based opportunities; prohibits companies and organizations from promoting or marketing free/no-cost opportunities that have not been pre-approved by the University; collecting student, faculty or staff information on campus; and taking photographs which may infringe on trademarks. If you have questions about UT’s trademark policies, please contact Craig Westemeier, Director of Trademark and Licensing at email@example.com. Below are a few examples of prohibited solicitation and commercial activities.
- Companies/organizations cannot promote fee/tuition-based internship programs or jobs that require students to purchase supplies or pay for training/certification.
- Companies/organizations cannot promote a free service, resource or product on campus that has not been pre-approved by The University.
- Companies/organizations cannot hire and/or place “brand ambassadors” or student workers on campus to market, brand or promote fee-based or free services, events, resources or products.
- Companies/organizations cannot collect student information or photographs on campus for any reason unless pre-approved by The University or in conjunction with a career center-authorized recruiting activity.
UT students representing your company on campus share the same prohibitions as employer representatives. To this end, employers are prohibited from posting positions that require students/employees to participate in marketing, branding, recruiting, soliciting or commercial activity on campus.
The University prohibits recruiting at student organization on-campus meetings and events. Employers are prohibited from actively recruiting students; collecting resumes or other student information; sharing your information for the purpose of recruiting; tabling; or posting marketing material at these events on-campus.
However, student organizations may invite employer representatives to meetings so that the employer representative can share his/her story with the students; this should not involve recruiting. For example, an alumnus can visit a student organization meeting to share his story as a graduate of UT now working for X company. The alumnus can inform students that his company’s job posting is available at the campus career center, but he cannot promote the job opportunity in any way.
Equal Opportunity Policy
Employment recruiters who wish to make use of the assistance and/or facilities offered by Liberal Arts Career Services at The University of Texas at Austin must agree with the following equal opportunity policies.
Non-Discrimination Statement: It is the policy of The University of Texas at Austin to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, religion, national origin, gender, including sexual harassment, age, disability, citizenship, and veteran status. Procedures for filing discrimination complaints on the basis of gender, including sexual harassment, are addressed by HOP Policy 4.B.2. Pursuant to University policy, this policy also prohibits discrimination on the basis of sexual orientation, gender identity, and gender expression.
UT Non-Discrimination & Equal Opportunity Site
HOP Policy 4.B.1: Nondiscrimination
HOP Policy 4.B.2: Sex Discrimination and Sexual Harassment
The University of Texas at Austin is committed to this policy in the operation of recruiting and the services of this office are available only to employers who conform to this policy in hiring. Any complaint that an interviewing employer does not conform to this policy with regard to hiring will be investigated to determine whether such practices have indeed occurred.
Liberal Arts Career Services welcomes career-related and professionally-oriented internships from any industry or sector. When evaluating internships posted in our BTT Gateway system for approval, we consider internship responsibilities, location, compensation, resources, supervision and credit eligibility. For details on these points, please visit our Recruiting Interns page.
National Internship Standards
The National Association of Colleges and Employers (NACE) provides the following internship definition and criteria: An internship is a form of experiential learning that integrates knowledge and theory learned in the classroom with practical application and skills development in a professional setting. Internships give students the opportunity to gain valuable applied experience and make connections in professional fields they are considering for career paths; and give employers the opportunity to guide and evaluate talent.
NACE Seven Criteria for Internships
- The experience must be an extension of the classroom: a learning experience that provides for applying the knowledge gained in the classroom. It must not be simply to advance the operations of the employer or be the work that a regular employee would routinely perform.
- The skills or knowledge learned must be transferable to other employment settings.
- The experience has a defined beginning and end, and a job description with desired qualifications.
- There are clearly defined learning objectives/goals related to the professional goals of the student’s academic coursework.
- There is supervision by a professional with expertise and educational and/or professional background in the field of the experience.
- There is routine feedback by the experienced supervisor.
- There are resources, equipment, and facilities provided by the host employer that support learning objectives/goals.
Academic Credit for Internships
Decisions regarding whether or not a student will be able to receive academic credit for an internship are made at the academic departmental level, not at the university level. The student is responsible for initiating the application for academic credit with the academic department.
We welcome career fair registration by companies and organizations offering professional, career-oriented and/or advocacy-oriented job and/or internship opportunities that meet our recruiting guidelines. Employers offering part-time, retail, seasonal and summer camp employment are not eligible to participate in our career fairs; however, these opportunities may be eligible for posting on the University’s Hire-a-Longhorn job board. Third-party recruiting/staffing firms are not eligible to participate in our fairs when recruiting for clients. View our full list of career fair policies, including registration and payment info, here.
Principles for Professional Conduct: As part of the University's commitment to leadership in the area of ethics and professional conduct, we require employers utilizing Liberal Arts Career Services to adhere to employment laws and principles of professional practice, as outlined by the federal government and The National Association of Colleges and Employers (NACE) Principles for Professional Practice, respectively. NACE's Principles for Professional Conduct
Reasonable Offer Deadlines: Liberal Arts Career Services prohibits exploding offers in conjunction with on-campus recruiting in the College of Liberal Arts. Offers must remain open for a minimum of three weeks in order to provide the student with the time needed to consider the offer. NACE's Reasonable Offer Deadlines Guidelines
Rescinding Offers: Liberal Arts Career Services strongly discourages rescinding internship or full-time job offers. If an employer must rescind an offer under exceptional circumstances, the employer should contact us so that we may facilitate the resulting conversation with the student. Likewise, students are strongly discouraged from reneging on an offer once accepted in writing. If a student reneges on an offer, please contact us so that we may contact the candidate. Reneging on offers is a violation of the terms of the LACS student agreement. NACE's Position Statement on Rescinded and Deferred Employment
Hold Harmless Agreements: The University of Texas at Austin will not enter into a hold harmless agreement or indemnity agreement with an employer hosting a UT student intern. In addition, LACS advises students not to sign hold harmless or indemnity agreements with internship host organizations. NACE's Hold Harmless Case Study
Additional NACE Resources
Position Statement on Unpaid Internships
Best Practices for Internship Programs
NACE Knowledge Center
NACE Frequently Requested Links
Job Postings with Resume Collections: Job postings in BTT Gateway that include a resume collection must be open and viewable to students for a minimum of two weeks from the post date to the expiration (application deadline) date.
Timeline for On-campus Interviews: Job postings in BTT Gateway that include on-campus interviews must meet the following timelines and timeframes to allow Liberal Arts Career Services to process the posting; employers to manage preselects; and students to view, apply and schedule their interviews.
- Application Deadline: The application deadline (posting Expiration Date) must fall at least two weeks before the interview day
- Pre-Selections Due Date: Your selection of students to be invited for interview sign up must be made at least one week before the interview day
- Freeze Date/Time: Your schedule will freeze so that students cannot change their timeslots at 4:00pm the day before your interview day
Extended Job Posting Periods: Jobs posted in BTT Gateway that are set to remain open longer than the typical 45-day period will be set to expire at the end of each academic term (May, August and December). If you prefer your job to be posted for months at a time, we welcome you to repost jobs after the auto-expiration date. This will not affect employers who post jobs that are scheduled to remain open for the more typical 45-day or shorter period.
Recruiting Event & Information Session Marketing Timeline: Liberal Arts Career Services requires at least two weeks’ notice for reserving space and time for on-campus recruiting events. This ensures sufficient time to market the event to student attendees.
Offers: When a student accepts a job offer in good faith, he/she will fulfill commitments regarding that job offer and not consider other offers of employment.
Interview & RSVP Recruiting Event Cancellation & No-Show Policy: When participating in on-campus recruiting students will comply with the LACS Interview Policies:
- Cancellations: Students will do their best to attend any scheduled interviews or RSVP events, but when absolutely necessary will cancel at least 2 business days prior to the interview.
- No-Shows: A student is considered a no-show if invited for an interview and sign up for a time slot but fail to attend; do not cancel the interview time slot according to policy; or do not cancel the RSVP for an event.
Students who are noncompliant with either policy will be required to submit a letter of apology, which LACS will submit to the employer, and will lose access to on-campus recruiting for a period of time.
Failure to comply with any of these terms will result in the cancellation of your registration with LACS. For more information about these policies or for further direction to ensure you meet the requirements, please contact LACS at 512-471-7900.
By registering with BTT Gateway, you agree to adhere to the policies and procedures outlined above by Liberal Arts Career Services above.
Register with BTT Gateway
Beyond The Tower Gateway Use Policy
Please note that the Beyond The Tower Gateway (BTT Gateway) job and internship posting board is a service offered at the discretion of The University of Texas at Austin to both job seekers and employers free of charge. The University reserves the right in its sole discretion to refuse access to employers at any time. Access to BTT Gateway job postings will not be allowed for employer’s 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, duplicate 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.