Industry Interaction and Trainee Outreach Policies

Nonprofit and corporate partners are expected to follow all university guidelines regarding outreach to, support of, and collaboration with individual trainees as well as student groups. All student groups must first be registered through the Office of Student Activities and Leadership (SAL) before working with external entities in Stanford’s interest.  These policies are in place to ensure Stanford’s nonprofit status as well as to protect the interests of our trainees. Please review these policies below if you are approached by trainees or if you have an idea for connecting with Stanford trainees.

BioSci Careers welcomes the opportunity to discuss these ideas with you: Stephanie K. Eberle,seberle@stanford.edu

Stanford  Industry Interactions Policy

It is the policy of the Stanford School of Medicine, Stanford Hospital and Clinics and the Lucile Packard Children’s Hospital that interactions with Industry should be conducted so as to avoid or minimize conflicts of interest. When conflicts of interest do arise they must be addressed appropriately, as described herein.

https://med.stanford.edu/coi/siip/policy.html#iv

Commercial Activity with Student Groups

Stanford’s resources support the university’s mission of creating, preserving and disseminating knowledge. The university’s assets must be used for these purposes, and not for the personal gain of individuals’ or outside parties’ that do not further Stanford’s academic objectives. The university receives frequent requests for access to its resources by outside entities, typically in exchange for some form of compensation to Stanford. Many of these, if granted, would constitute unrelated business activities. Therefore, permission to engage in unrelated business activities at Stanford may be granted only by the provost.https://sal.stanford.edu/policies/event-planning/commercial-activity

Sponsorship and Fundraising Protocol

Individual trainees and trainee/student groups are expected to follow certain guidelines where event/group sponsorship and fundraising are concerned. These policies effect nonprofit and corporate partners as well. Please review these policies if you are approached by trainees or if you have an idea for sponsoring or funding a group or event. BioSci Careers welcomes the opportunity to discuss these ideas with you as well: Stephanie K. Eberle, seberle@stanford.edu

Sponsorship: Planning an event on campus can be an involved process. Please review these requirements and contact the Office of Special Events & Protocol with questions. Before confirming whether an event can be held on the University campus, it is important to appropriately identify a Stanford sponsor. Various tax-exempt, financial, insurance, liability, public safety, and other risk management issues for the University may need to be reviewed. Prior approval is required before any solicitation.

DEFINITION OF “SPONSOR”A UNIVERSITY SPONSOR IS:

  • Stanford academic departments, schools and institutes
  • Administrative offices within and operating on behalf of the University, such as BioSci Careers
  • Registered and approved student groups within the University as approved by Student Activities & Leadership (SAL)
  • Non-academic departments recognized by the President’s Office, such as Athletics
  • The Associated Students of Stanford University (ASSU)

A UNIVERSITY “SPONSOR” IS NOT:

  • Any individual member of the Stanford faculty, staff or student body providing his/her name to a group simply so that they can plan an event using campus facilities
  • Any individual who does not currently work or attend Stanford
  • Any non-profit or corporate entity that is not affiliated with Stanford and does not otherwise have an approved University sponsor, must hold their event off campus

 

http://web.stanford.edu/dept/Events/planning/requirements.html

Fundraising: University policy governs all fundraising activities for cash, goods or services done by departments and student groups targeting off-campus entities including local businesses, corporations, foundations or individuals. Off-campus fundraising activities by any Stanford entity including student organizations is restricted and requires prior university approval from the Office of Development, with preliminary approval from Student Activities and Leadership. The university has such policies in order to coordinate fundraising efforts and to ensure good stewardship. Prior approval is required before any solicitation.

Before seeking off-campus funding, trainees are expected to first exhaust on-campus sources. On-campus fundraising is easier, faster, and engages the university community. For companies wanting to support trainees in their off-campus fundraising efforts, the following guidelines apply.

Crowd sourcing activities do not meet university policy and are not permitted.

https://sal.stanford.edu/policies/financial-management/campus-fundraising-policy

Student Group and Nonprofit/Corporate Interactions: Fronting Policy and Recruiting Policy

Fronting: Stanford student organizations, individuals or departments may not serve as “fronts” for off-campus organizations in order to gain use of meeting space or information tables that is for the primary use of the outside entity.  Instead, student organizations wishing to receive partial funding from an off-campus entity must apply for off-campus fundraising approval.

https://sal.stanford.edu/policies/working-companies

Recruiting: Student organizations can bring representatives from off-campus companies and non-profit organizations provided that the events are planned as educational activities and not recruiting sessions.  This distinction is important to protecting the University’s tax-exempt status.

Educational programs: Events directly planned by the student organization and designed for students to learn about a particular industry as opposed to a particular company or organization. Ideally, representatives are invited from two or more organizations.  The event title cannot include the organization name although the speakers and their affiliations can be promoted.  It is encouraged that student groups work in collaboration with BEAM/BioSci Careers given their expertise and resources.

Info Sessions:  Student organizations can partner or co-sponsor an organization’s “info session” provided that 1) the sessions are open to all students, 2) they are held in Tresidder Union, the LKSC (School of Medicine), the Faculty Club or off-campus only (important for tax purposes) and no student org or University endorsement is implied.  In these cases, the off-campus organization must pay the full cost of the event directly.

Additional Contacts

Recruiting Guidelines

Stanford career services departments operate under the Stanford Fundamental Standards. We stand behind the following guidelines to protect our trainees and all of our stakeholders. We also expect that trainees follow the Stanford Fundamental Standards when connecting with employers and alumni or any of our stakeholders.

Sexual Harassment Policy & Title IX

Stanford career services offices adhere to the Stanford’s Sexual Harassment Policy to protect both parties of a trainee/alumni mentorship. Stanford staff and trainees can review the chapter on Sexual Harassment in the administrative guide.

General Recruiting Recommendations

In order to project our trainees, BioSci Careers reserves the right to refuse service to employers due to any of the following: dishonesty; breach of confidentiality; fraud; misrepresentation; abuse or other harassment of Stanford University students, alumni and staff; failure to adhere to these BioSci Careers policies and/or any other violation of Stanford University rules and regulations, and local, state or federal laws.Employers who recruit, post jobs, attend a career fair, or recruit on campus at Stanford University must adhere to Equal Employment Opportunity (EEO) guidelines, the National Association of Colleges and Employers (NACE) Principles for Employment Professionals , and the Policies & Guidelines laid out by Stanford University listed on this page.

Best Practices for Online Job Postings from the United States Department of Justice

Internships: If you are considering paid vs. unpaid internships, please be advised the U.S. Department of Labor has outlined a list of criteria and the State of California has additional criteria that must be met in order for an internship to be unpaid. Academic credit does not substitute for payment of an intern, if the aforementioned criteria are not met.

Nondiscrimination Policy

BioSci Careers makes its services available to employers who do not unlawfully discriminate in the selection of employees on the basis of national origin, race, religion, sex, sexual orientation, age, disability, or any other basis prohibited by applicable law.

Testing Policy

University Counsel prohibits on-campus testing of students by employers. Employers may make arrangements for testing facilities at nearby hotels. Employers who decide to conduct tests at nearby hotels are required to follow the guidelines set forth by NACE. Please advise the School of Medicine of any test requirements. Employers must also advise trainees, in a timely fashion, of the type and purpose of any test that they will be required to take as part of the recruitment process, and to whom the test results will be disclosed.

It is a requirement that the testing information be posted within the context of the job description so that students are informed at the beginning of the recruitment process.

Third-Party Recruiters

BioSci Careers asks third-party recruiters to review and follow the Principles for Third-Party Recruiters set forth by NACE.

Interview Rounds Recommendations

BioSci Careers supports trainees’ commitment to their academic endeavors. When asking trainees to come back for second/final round interviews, it is strongly recommended that you allow reasonable time for trainees to adjust their schedules. We ask that you support trainees in upholding their prior commitments to academics and other previously scheduled interviews.

At all times, it must be clearly communicated to trainees that they should feel comfortable speaking up about any prior commitments. Trainees should not be immediately eliminated from the pool of second/final round candidates if they are unable to meet on the first requested date. Alternative options should be provided to trainees who cannot meet on the first scheduling attempt.  Not following these recommendations can adversely impact your brand on campus.

Job Offer Recommendations

Job offer processes can affect your brand on campus.  BioSci Careers recommends you follow the following best practices, in order to give trainees enough time to make an informed and thoughtful decision. Please give trainees the following minimum deadlines when accepting an offer:

Fall, Winter and Spring Quarters: 3 weeks minimum response time, from receipt of the written offer.

Summer: If you would like to make an offer of full-time employment to a trainee at the end of a summer internship, the trainees should have until November 30th to accept or decline the offer. If you would like to make an internship offer to a trainee to return the following summer, the trainee should have until November 30th to accept or decline the offer.

BioSci Careers strongly discourages any exploding job offers (i.e. – last minute offers and/or pressure to take an offer) at any time of the year. Doing so causes a breach in the employee/employer relationship from the start and may also be cause for removal from future participation in recruiting efforts at Stanford University’s School of Medicine.


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