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Handbook of Operating Procedures
Chapter 5 - Students
Publication Date: February 29, 2012
Responsible Executive: VP for Student Affairs


5.14 Employer/Student Events


I. POLICY STATEMENT


The University of Texas at San Antonio (UTSA)-Affiliated Sponsors who wish to conduct on-campus or off-campus employer/student events must receive approval for their events from the University Career Center. Conflicting dates with other events, status of the employers participating in the proposed event, adherence to Joint Sponsorship policy where appropriate, and whether the event as planned requires approval under this policy will be considered in granting approval. The University Career Center has discretion in decision-making where circumstances arise that are not directly addressed in this policy.


II. RATIONALE


All employer/student events held on campus must be sponsored by the University or by a registered student or employee organization. Sufficient time is required to make a decision to approve events and, if denied, additional time is required for an appeal of the decision to the Vice President for Student Affairs.

This policy establishes procedures for requesting approval to conduct UTSA Affiliated Sponsor events both on and off campus.


III. SCOPE


This policy applies to all UTSA faculty, staff, students, alumni, vendors, contractors, and visitors.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter5/5-14.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UTSA Handbook of Operating Procedures (HOP) policy 8.05, Use of University Facilities by Outside Groups: Joint Sponsorship

Other Policies & Standards

  1. National Association of Colleges and Employers, Principles for Professional Practice
    http://www.naceweb.org/principles/
  2. United States Department of Labor: Compliance Assistance-Fair Labor Standards Act
    http://www.dol.gov/whd/flsa/index.htm

VI. CONTACTS


If you have questions about HOP policy 5.14, Employer/Student Events, please contact the following offices:

University Career Center Events Manager: 210-458-4769 
Assistant Director of Employer Relations: 210-458-4780


VII. DEFINITIONS


Employer: Outside participants in employer/student events for whom the UTSA Career Center can document employer tax ID numbers or designation as a 501(c)3 non-profit organization.

Employer/Student Events: Career information or education sessions, career fairs, or job fairs that may or may not involve direct recruitment of students for employment.

Sponsored: Sponsorship of an employer/student event involves hosting the event and paying all costs associated with the event.

UTSA-Affiliated Sponsors: UTSA faculty, staff, and Registered Student Organizations.


VIII. RESPONSIBILITIES


    1. University Career Center Events Manager
      1. Ensures that requested events are not in conflict with other scheduled career related events.
      2. Determines the nature of the requested event in order to:
        1. Confirm whether the event as planned requires approval under this policy.
        2. Validate, where applicable, that the requested event meetings the requirements of Joint Sponsorship (HOP policy 8.05, Use of University Facilities by Outside Groups: Joint Sponsorship).
      3. Assists requestor with guidance and information for hosting their event on campus.
    2. Assistant Director of Employer Relations
      1. Validates the status of the participating employers to ensure they have been determined to be legitimate employers.
      2. Cross checks participating employers against the University Career Center database to ensure they are not currently blocked or banned from participation due to previous incidents of using improper recruiting tactics as per the (a) Principles for Professional Practice of the National Association of Colleges and Employers, and the (b) Compliance Assistance – Fair Labor Standards Act administered by the United States Department of Labor.
      3. Determines approval or disapproval of the requested employer/student event.
    3. Vice President for Student Affairs
      1. Rules on appeals of the decisions of the Assistant Director of Employer Relations.

    IX. PROCEDURES


    At least two weeks in advance of a proposed Employer/Student event UTSA-Affiliated Sponsors should submit a request in writing to the University Career Center. The preferred method for requesting approval is to send an e-mail to the University Career Center containing the information listed below in the Forms and Tools/Online Processes Section of this policy.

    Implementation/Enforcement Step Responsible Office/Officer
    1. All employer/student event requests will be submitted to the University Career Center to determine the nature and purpose. University Career Center Assistant Director, Employer Relations
    2. If a request has not been submitted, the Career
    Center staff will contact the inquirer to document and screen the event for scheduling conflicts, whether the event as planned requires approval under this policy, and the status of the participating employers.
    University Career Center, Events Manager or Assistant Director of Employer Relations
    3. Event will be approved or disapproved. University Career Center Assistant Director, Employer Relations
    4. Denied requests may be appealed. Vice President for Student Affairs


    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


    None


    XI. FORMS AND TOOLS/ONLINE PROCESSES


    Employer/Student Event Request:
    Name of Event: _______________________ Date:_____________
    Sponsoring Organization: ________________________________
    Contact Name: _________________ Phone: _________________
    Description/Purpose of Event:


    XII. APPENDIX


    None