Industry Interactions, Recruitment & Events Policy
Nonprofit and corporate employers must follow all university guidelines regarding outreach, support, collaboration, and any interactions with individual trainees and student groups. In addition, all student groups and organizations must first be registered through the Office of Student Engagement (OSE) before independently working with external entities in Stanford’s interest.
Educational activities are permissible if Stanford personnel are responsible for identifying the needs, determining the educational objectives, selecting and presenting the content, selecting the individuals and organizations that control the content, choosing educational methods, and final evaluating the event and interaction. These policies are in place to ensure Stanford’s nonprofit status and protect the interests of the trainees. If employers or external entities are approached by Stanford trainees or have an idea for connecting with Stanford trainees, please review and adhere to the policies below.
Contact BioSci Careers for support with the following policies and discuss interaction ideas further: bioscicareers@stanford.edu
Stanford Medicine Industry Interactions Policy
BioSci Careers upholds the policies of Stanford School of Medicine, Stanford Hospital and Clinics, and the Lucile Packard Children’s Hospital that interact with Industry. These interactions occur in various contexts and must be conducted ethically and be devoid of conflicts of interest. The Policy’s goal is to protect patient safety; data integrity; the integrity of Stanford’s research, education, and training programs; and the reputation of Stanford Medicine and its personnel. When conflicts of interest do arise, they must be addressed appropriately, as detailed here: https://med.stanford.edu/smiip/home.html
Recruitment & Outreach Guidelines
Student Group Interactions with Nonprofit, Corporate, and Off-Campus Organizations: Fronting and Recruiting Policies
Student groups, organizations, departments, and individuals at Stanford are prohibited from serving "fronts" for off-campus organizations and employers. Soliciting any of these entities, groups, or individuals to gain use of Stanford resources and access is strictly prohibited. Student and trainee organizations are welcome to host events in the name of Stanford which they directly plan, fund, supervise, and attend; they cannot sponsor, schedule or plan events to give employers or off-campus organizations un-affiliated with Stanford access to university space, information tables, the Stanford name or marks, or other university resources. More details here.
Furthermore, employers and off-campus representatives must coordinate all recruitment, educational programs, and informational sessions with a careers office or department. Students and trainee groups are encouraged to collaborate with BioSci Careers. Also, information sessions with off-campus representatives and employers need to be open to all students and hosted at Tressider Union, LKSC, or the Faculty Club; off-campus organizations and employers are responsible for the total cost of the event.
Recruiting Recommendations
Stanford University is committed to diversity and inclusivity in all hiring and employment practices. Stanford BioSci Careers aims to create an environment in which students and trainees are educated and supported to make informed employment decisions and in which all employers have equitable and balanced circumstances to conduct recruiting. Employers who recruit, post jobs, participate in career fairs, or recruit on campus or virtually at Stanford University must adhere to Equal Employment Opportunity (EEO) guidelines, the National Association of Colleges and Employers (NACE) Principles for Ethical Professional Practice, and the Stanford Policies & Guidelines on Recruiting. Third-party recruiters should also follow the NACE Principles for Ethical Professional Practice.
Interview Rounds Recommendations
BioSci Careers remains committed to supporting trainees' academic responsibilities and endeavors. The second and final round of interviews should allow reasonable time for trainees to adjust their schedules. Please support trainees in upholding their prior commitments to academics and other previously scheduled interviews.
Students and trainees should feel comfortable communicating about any prior commitments. They should also not be immediately eliminated from the pool of second or final round candidates if they cannot meet on the first requested date. Employers should provide alternative options to trainees who cannot meet on the first scheduling attempt. Not following these recommendations can adversely impact an employer's brand and reputation on campus.
Job Offer Recommendations
Job offer processes can affect your brand on campus as well. BioSci Careers recommends that employers abide by best practices to give students and trainees enough time to make an informed and thoughtful decision.
Please offer the following minimum deadlines when making an offer:
- Fall, Winter, and Spring Quarters: 3 weeks minimum response time from receiving the written offer.
- At the end of a summer internship, summer offers of full-time employment should allow the student or trainee until November 30th to accept or decline the offer. Also, if offering a returning internship opportunity for the following summer, please allow until November 30th to deny or accept.
Exploding Offers
An exploding offer is a last-minute offer or pressure to accept an offer. Students and trainees should not be pressured to accept offers "on the spot" or "early," whether this is based upon a shorter time frame for consideration overall or due to any special diminishing incentives attached, e.g., tiered or expiring bonuses, reduced options for location preferences, etc. Employers are expected to refrain from such practices when recruiting at Stanford. 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.
Testing Policy
On-campus testing of students by employers is prohibited. Employers who decide to conduct tests off-site are advised to follow the NACE Principles for Ethical Professional Practice and the EEOC Employment Tests and Selection Procedures. Employers must also notify candidates in a timely fashion of the type and purpose of any test they will be required to take as part of the recruitment process; additionally, information about waived individual rights in consenting to test terms and conditions about the disclosure of test results. It is recommended that testing information be posted within the job description context so that students are informed at the beginning of the recruitment process.
Compensation and Fees
Cryptocurrency, bitcoin, tokens, fiat, or equity are not acceptable forms of payment.
Organizations only offering an unpaid, stipend, or volunteer positions must meet the organizational definitions and requirements that allow them to do so legally, and they must clearly state the pay status when posting their opportunities on Handshake. Students should notify bioscicareers@stanford.edu if they encounter this.
Commission Sales Positions: If no initial base salary is provided, the job description should clearly state the form of remuneration and the time of the initial interviews.
Postings that request donations, application fees, or investments cannot be listed on Handshake.
Event Guidelines
Commercial Activity with Student Groups and Organizations
Stanford event organizers and members of the Stanford community (i.e., academic departments, schools, institutes, administrative offices, and student groups) are required to oversee the content of plans. They are fully responsible for the management and presentation of a university event that meets Stanford's educational mission and fulfills the university organization's academic goals and purpose.
Sponsorship and Fundraising Protocol
Employers and any organization not affiliated with Stanford University must work with a Stanford event organizer. In addition, large and high-profile events require a review process with the Stanford Office of Special Events & Protocol.
More details here for event policies and guidelines.
Additional Policy Information and Resources
Sexual Harassment Policy & Title IX
Gatherings and Meetings Health Guidance
For questions regarding any of the policies and guidelines noted on this webpage, don't hesitate to get in touch with bioscicareers@stanford.edu
