PCC staff guidelines for recruiting activities
Rules for PCC staff relating to external recruiters
Have you been contacted by an employer?
PCC faculty and staff may be contacted by employers asking for access to students in class, recommendations for individual candidates, postings or announcements of job openings, letters of reference or recommendation, etc.
All faculty and staff are expected to adhere to college policies and employment law as it relates to fair access, fair employment practices, and privacy. This is true for all recruitment activities, whether formal (e.g., a job fair or posting a job announcement) or informal contacts with recruiters.
Policies and laws
- Equal opportunity requirements
Organizations recruiting through PCC must certify that they are equal opportunity employers, offering employment without regard to race, color, religion, national origin, sex, marital status, disability, veteran status, age, sexual orientation, or any other status protected by federal, state, or local law. See the PCC Nondiscrimination and Non-harassment Policy. - Fair wage and hour requirements
All jobs posted at PCC must be bona fide employment opportunities paying at least minimum wage. Other business ventures, including opportunities that require an initial investment, are excluded from posting. Unpaid internships must adhere to federal and state standards. See the Oregon state law regulating minimum wage. - Confidentiality of student information
The Family Educational Rights and Privacy Act (FERPA) prohibits the disclosure of personal information to parties outside your organization without written consent from each candidate. See the PCC Privacy Policy.
How to comply with policies and laws
The easiest way to ensure compliance is to coordinate recruitments through Career Services. However, faculty and staff can work with recruiters directly as long as policy and legal requirements are met. Below are some recommended practices to ensure compliance.
1. Provide fair access to job and internship opportunities.
- Clarify and document employer’s screening requirements, with an emphasis on “hard” skills and qualifications.
- Post positions to PCC’s Student Job Board.
- Consider “open” recruitment activities such as job fairs, employer presentations, posting job openings, etc., instead of individual referrals.
- Publish and post program requirements for internship participation such as GPA or pre-requisites.
2. Comply with FERPA.
- Have students complete and sign a consent form whenever acting as a reference or providing a recommendation.
- Consider having candidates forward application materials such as resumes, transcripts, etc., directly to the employer.
3. Clarify wages, work conditions, and schedule.
- Request a detailed job description from the employer.
- Document minimum wage requirements and other mandatory labor standards compliance.
4. Protect student privacy in the classroom.
- Restrict employers’ access to students in class: employers can speak in the classroom as “content experts” but not as recruiters.
- Keep recruiting activities outside of classroom and class hours.
- Make student participation in recruiting activities optional.
There are many options for recruitment, and instructors can make recommendations for individual students. However, it may be useful to contact us for advice or guidance to clarify relevant policies and restrictions. All CTE programs at PCC and most transfer programs have an assigned specialist.