Employers

Xavier University Employer Code of Conduct

Xavier University Employer Code of Conduct Guidelines

At Xavier University, we deeply value our corporate and community partnerships. Our semi-annual career fairs are designed to build talent pipelines and foster meaningful professional connections. To ensure a high-quality, respectful, and productive environment for our students, alumni, and participating organizations, all attending employers are expected to adhere to the following guidelines.

  1. Representation, Presence, and Logistical Standards

To maximize your organization's visibility and maintain the professional integrity of the event, please ensure your booth remains fully operational for the duration of the fair.

  • Event Hours: The fair runs strictly from 1:30 PM to 4:30 PM.
  • Early Departures: Packing up before 4:30 PM is disruptive to students whose class schedules may only permit them to attend during the final hour. Early departures without notification may impact your organization’s registration priority for future Xavier career fairs.
  • Unforeseen Circumstances: We understand that unexpected situations arise. If you are unable to stay for the duration of the fair, please notify Matescia Stroud, Associate Director of Employer Relations stroudm2@xavier.edu. We want to ensure that students who missed the opportunity to connect with you in person still have the ability to contact your organization at a later time.
  • Set-Up Timeline: Doors open for employers at 12:00 PM. Please arrive with ample time to set up your display and enjoy the provided lunch before students arrive at 1:30 PM.
  1. Professional, Respectful, and Mission-Aligned Engagement

Xavier University is committed to fostering a supportive, inclusive, and asset-based environment for our diverse student body. We expect employers to act as professional representatives of their organization and encouraging talent evaluators.

  • Student Interactions: All interactions with students, alumni, and university staff must be conducted with the highest level of courtesy and respect.
  • Constructive Communication: Abrasive, dismissive, or disrespectful behavior toward candidates will not be tolerated. If a student is not a fit for your current openings, please guide them with encouraging, constructive feedback.
  • Institutional Alignment: Xavier Career Development reserves the right to refuse service or bar attendance to any organization with unresolved investigations, active complaints filed with the Better Business Bureau (BBB), or any practices deemed out of alignment with Xavier’s core values.
  1. Fostering a Welcoming Booth Presence

Student engagement is heavily influenced by the approachability of the recruiters at the table.

  • Active Engagement: We encourage recruiters to stand as they are able, smile, and actively greet students as they pass by rather than waiting for students to make the first move.
  • Minimize Distractions: Maintaining eye contact and limiting cell phone or laptop use to necessary data entry signals to students that you are approachable and eager to connect.
  1. Structural Hiring, Compensation, and Offer Policies

We require participating employers to offer clear, equitable, and legitimate professional development opportunities for our students.

  • Prohibited Opportunities: Organizations may not market or recruit for the following types of positions at Xavier events:
    • Multi-level marketing (MLM) or "start-your-own-business" schemes.
    • Work taking place inside private homes (e.g., child care, tutoring, nannying, maintenance).
    • Opportunities located outside of the United States.
    • Positions paying in cash or utilizing informal, off-the-books pay arrangements.
  • Compensation & Fee Restrictions: All paid roles must pay at least the legal minimum wage (which may include housing, stipends, or tuition reimbursement to meet the requirement).
    • Part-time student roles and internships cannot be compensated on a commission-only basis. (Commission-only compensation is strictly restricted to full-time, post-graduate positions).
    • Roles requiring students to participate in non-paid training, or purchase a sales kit/materials as a condition of employment are strictly banned.
    • All hired students must receive a standard W-2 or Form 1099.
  • Internship Standards (FLSA Compliance): Xavier highly recommends that employers provide wages for internship positions. Unpaid internships are strictly limited to exempt public-sector employers or registered non-profit agencies. Organizations offering unpaid roles must understand and satisfy the Department of Labor’s 7-factor "primary beneficiary" test under the Fair Labor Standards Act (FLSA). The awarding of academic credit does not waive minimum wage requirements.
  • Reasonable Offer Deadlines: To alleviate high-pressure recruiting tactics, employers are expected to observe the NACE Reasonable Offer Deadline Guidelines, giving students sufficient time to evaluate employment offers without fear of sudden expiration or exploding offers.
  1. Third-Party and Contract Recruiter Rules

Third-party agencies, contract recruiters, and employment services attending Xavier career fairs must operate under strict transparency rules:

  • Identity Disclosure: Third-party recruiters must clearly identify themselves as an employment agency and explicitly disclose the specific client employer(s) they are representing to both Career Development staff and potential student attendees.
  • Fee Structure: All positions listed and recruited for by third-party entities must be entirely fee-paid by the hiring employer. Under no circumstances may a student be charged a placement fee.
  • Data Restriction: Candidate information and resumes gathered during the fair must be used exclusively for the specific, disclosed client employers identified at the event.
  1. Legal, Ethical, and Privacy Compliance

All participating employers must recruit in a manner that aligns with national collegiate standards, data privacy, and federal employment laws.

  • Student Confidentiality: To protect student privacy, all candidate information collected during the fair (including resumes, contact details, and academic data) must remain strictly confidential. Resumes and student details accessed via Xavier networks must be utilized solely for legitimate, direct recruitment purposes. Employers accessing data for other reasons will be permanently blocked from university services.
  • Ethical Standards: Employers must adhere to the fair and transparent recruiting frameworks outlined in the NACE Principles for Ethical Professional Practice.
  • Nondiscrimination: In accordance with federal law, employers must provide equal opportunity regardless of race, color, religion, sex, national origin, age, or disability. Recruiting practices must comply fully with the regulations enforced by the US Equal Employment Opportunity Commission (EEOC).
  1. Enforcement

By registering for and attending the Xavier University Career Fair, your organization agrees to uphold this Code of Conduct in its entirety. The Xavier Career Development team reserves the right to ask any representative violating these standards to leave the venue immediately, and future event attendance, Handshake portal use, and campus recruiting privileges may be permanently revoked.

Our Shared Commitment

Thank you for partnering with Xavier University. Your adherence to these rigorous operational, ethical, and professional standards helps us cultivate a premium networking environment that protects our students, optimizes your recruitment pipeline, and sets our Muskie alumni up for true career success.