Ethical Internship and Job Search Policies
The Career Center at the University of Notre Dame requires students who are engaged in a career or job search to conduct themselves in an ethical manner reflecting the policies and expectations put forth by the University of Notre Dame in its student handbook, DuLac. The Career Center takes this issue seriously and requires all students who use its services to sign a contract that outlines expectations and consequences.
Students who renege on an offer of employment will face disciplinary action, and may be referred to the Office of Community Standards. The relevant dean will be made aware of any student who has reneged on an offer of employment. If you feel a company has not provided you enough time to accept an offer of employment (please see the Notre Dame Employment Offer Policy for employer guidelines), please contact The Career Center immediately.
Policies and Procedures for an Ethical Internship and Job Search
Notre Dame Students will:
- Attend all meetings, interviews, and other job-related commitments and obligations:
- Students are expected to honor all scheduled coaching appointments by being on time and prepared. Students who are 10 or more minutes late for an appointment, and who have not notified The Career Center, will be asked to reschedule.
- Students who are late/miss 2 appointments will not be permitted to schedule an appointment for 30 days.
- If a student cannot make a scheduled coaching appointment, he/she is required to notify The Career Center 24 hours in advance.
- Students will honor all interview commitments by being on time, prepared, and professional in their actions. Students not honoring an interview commitment will be considered a No-Show (see No-Show policy details).
- When selecting an interview time, students should not choose a time during a class or exam. Being excused from class for an interview is at the sole discretion of each individual professor.
- Canceling an on-campus interview must be done before the interview schedule "Sign-Up End Date" on the Go IRISH system - typically 48-72 hours before the interview (or more - check on Go IRISH). If a student cancels after an interview schedule freezes, and does not attend the interview, that student will be considered a No-Show. Notifying the employer after the freeze date does not exempt you from this policy - please call the Interview Center at 574.631.9915 if you have an issue with a scheduled interview.
- Canceling an on-campus interview due to your attendance at an on-site/final round interview should be done 48 hours prior to the on-campus interview, if possible, by contacting the employer and The Career Center's Interview Center. Failure to do so will result in the student being considered a No-Show for the on-campus interview.
- Canceling an on-site/final round interview must be done 72 hours prior to the visit (not including weekends) by calling and emailing the company contact person. Employers often go to a lot of expense for an on-site interview. Only commit to an on-site interview if you have every intention of completing the full interview process. If you have to cancel, doing so promptly may allow the company to recoup some costs and backfill the vacated interview time. Canceling after the 72 hour window has passed and not attending the on-site interview will result in the student being considered a No-Show.
Commitments and Obligations:
- If a student has arranged a meeting, office hours, phone call or other interaction with an employer, The Career Center expects the student to honor these commitments by being prepared, professional, and on time. Failure to do so may result in the student being considered a No-Show.
- If an employer has requested information, presence at a function, an answer to an offer, etc., The Career Center expects that a student will honor all reasonable requests to the best of their ability and in a timely fashion.
2. Represent Oneself Professionally in all Recruiting Practices:
The following are practices which should be followed as students begin the job search process:
- Provide accurate information on a resume and in answers to interview questions regarding academic background, GPA, work history, activities, and other qualifications.
- Apply for interviews only when genuinely interested in the company and the position.
- Meet all online application deadlines for submitting resumes and obtaining interview times.
- Conduct extensive research about yourself, the industry, the company, and the position prior to your interviews.
- Attend information sessions sponsored by employers as your schedule permits.
- Dress and conduct oneself in a professional manner befitting a Notre Dame student.
3. Act Ethically When Accepting Offers of Employment:
- When accepting an offer of full-time employment or an internship (either paid or unpaid), one must have every intention of honoring that commitment. If a student accepts an offer of employment, admission to a graduate or professional school, or other post-graduate career opportunity, he/she must withdraw from the recruiting process immediately. This includes but is not limited to:
- Not applying to future job postings.
- Declining all future interview invitations.
- Canceling any active applications.
- Contacting all recruiters to inform them of your wish to be removed from the interviewing and recruitment process (this includes all scheduled interviews).
- Students who renege on an offer of employment will face disciplinary action and may be referred to the Office of Community Standards. The relevant dean will be made aware of any student who has reneged on an offer of employment. If you feel a company has not provided you enough time to accept an offer of employment (please see the Notre Dame Employment Offer Policy for employer guidelines), please contact The Career Center immediately. If it is determined a student reneged on a full-time job offer or an internship, the student will be deactivated from Go IRISH and the case will be referred to the Office of Community Standards.
The Career Center No-Show Policy
- Students who fail to attend a scheduled interview or fail to cancel an interview within the timeline parameters stated in the Ethical Job Search Contract will be considered a No-Show for that interview. The following details the steps The Career Center will take, student obligations, and potential consequences. Please note that until a final decision is made concerning your missed interview, students are expected to meet interview obligations for which you are already scheduled.
- If an employer reports a student as a No-Show for a scheduled interview, that student’s Go IRISH account will be blocked immediately—thus preventing that student from applying to any jobs or signing up for any additional interviews (you will still be able to login). To be reinstated on the Go IRISH system, the student will need to:
- Complete a Missed Interview Explanation Form (this will be emailed to the student).
- Meet with a Career Center staff member to request reinstatement.
- Write a letter (or email) of apology/explanation to the employer.
- Bring the Missed Interview Explanation Form and apology letter or draft email to the scheduled meeting. If a letter, also bring an unsealed envelope pre-addressed to the employer (include postage).
- The Career Center will review the Missed Interview Explanation Form and make its determination.
- The missed interview may be deemed an excused absence. An excused absence indicates a compelling reason for the absence (serious illness, family emergency), and documentation of the emergency (e.g. note from University Health Services, rector, resident assistant). If the missed interview is deemed an excused absence, the student will be reinstated on the Go IRISH system immediately.
- The missed interview may be deemed an unexcused absence. An unexcused absence may be an absence for a non-compelling reason (copied the wrong date or time, overslept, simply forgot about the interview), or it may be for a compelling reason but no corroborating evidence was provided.
- First Offense: The first unexcused missed interview will result in loss of application/scheduling privileges for seven calendar days. During this period, one’s Go IRISH account will be deactivated, preventing one from applying for positions or responding to companies who extend offers for interviews. Students will be expected to meet interview obligations previously scheduled prior to account deactivation.
- Second Offense: The second unexcused absence will result in permanent suspension from all on campus recruiting activities for the remainder of the academic year.
Notre Dame Employment Offer Policy
University of Notre Dame Career Services requires students to sign a contract of job search ethics prior to participating in any on-campus interviews. Students are penalized for missing interviews, canceling appointments, etc. Career Services enforces a zero tolerance policy for students who renege on offers of employment or who conduct themselves unethically during their search. In return, Career Services asks employers to:
- Provide students a minimum of three business days’ notice for an off-campus interview. This allows students to make proper travel arrangements to avoid academic and other conflicts.
- Provide fair and reasonable time periods for students to evaluate employment offers prior to making a decision that will affect their future careers and personal lives. Asking a student if he or she is ready to make a decision on the spot, or asking a student to respond to a hypothetical offer is considered unacceptable practice. Exploding offers put undue pressure on students and compromise our efforts to enforce student policy against reneging.
- Uphold job offers. Rescinding an offer means the student must restart their job search, often after declining other offers.
Job Offer Policy (for full-time offers)
For students who have completed an internship with your firm/company:
- Graduating students receiving a full-time employment offer as a result of a prior internship should be given until at least October 15th to make a decision, or two weeks from the date of the offer, whichever comes later.
For students who have not completed an internship with your firm/company:
- Students receiving a full-time employment offer should be given a decision deadline no earlier than November 1st, or two weeks from the date of the offer, whichever comes later.
- Full-time offers extended prior to November 1, whether resulting from a summer internship or not, should have a deadline no earlier than December 1.
- Full-time offers extended after November 1 should have a deadline no earlier than December 1, or a minimum of two weeks from the date of the offer, whichever comes later.
Internship Offer Policy (for summer internship offers)
For students who have completed a prior internship with your firm/company:
- Any undergraduate student receiving an additional internship offer after completing a prior internship with your firm or company will be given until October 15th to make a decision, or two weeks from the date of the offer, whichever comes later.
For students who have not completed an internship with your firm/company:
- Students receiving internship offers for the following summer should be given a decision deadline no earlier than November 11, 2016, or two weeks from the date of the offer, whichever comes later.
- Summer internship offers should be given a decision deadline no earlier than the end of February, or a minimum of two weeks from the date of the offer, whichever comes later.
Summer Leadership Development Programs
These are typically 2-3 day conferences to familiarize students (normally sophomores, sometimes first years) about a particular firm and the industry in which it operates. Due to the brevity of the program, students could attend more than one. Students may be offered an internship for the following summer as a result of these experiences. In these cases, students should be given until August 15th to make a decision regarding the next summer. Students can:
- Defer, and be included in the Fall recruiting cycle without prejudice.