Career Center

Policies

The Duke Career Center has policies to guide the behavior and actions of students, employers, and others who access our many programs and services.  We also embrace the Duke Community Standard in all of our work. Please review appropriate policies and let us know if you have any questions.

We strongly recommend you become familiar with the policies for both students and employers.

Recruiting

No Show Policy

The no show policy applies when a student does not appear for a scheduled interview and/or when a student cancels an interview with less than 24-hours notice.

First No Show -

  • The student will be made temporarily inactive in Duke CareerConnections until he/she attends a meeting with the Assistant Director of Employer Relations.
  • The student needs to contact the Career Center to schedule the meeting by emailing career-employer@studentaffairs.duke.edu. Students cannot make an appointment online via CareerConnections for this purpose.

Second No Show –

  • The student will meet with the Assistant Director of Employer Relations to understand next steps and consequences, which may include losing access to Duke CareerConnections for the rest of the academic year.

Misrepresentation

Falsifying data such as your GPA, dates of graduation, major/minor, work experience, eligibility to work in the United States or other information is unethical and in violation of the Duke Community Standard. If you falsify documents or misrepresent yourself to any employer, whether via our recruiting program or in your independent job search, the Career Center has the right to rescind your privileges to use our services. You may also be subject to disciplinary action through the Dean of Students Office. Employers have the right to withdraw an offer or terminate your employment for misrepresentation.

Reneging on Job Offers

Once you accept a job offer (verbally or in writing) whether via our recruiting program or in your independent job search, you are expected to withdraw completely from the job search process. If you are uncertain as to whether you should accept an offer, please consult with a Career Center staff member.  Reneging is unprofessional and jeopardizes Duke's reputation as well as your own in the employment community. Should you renege on an offer, the Career Center will contact you to meet with a member of our team to discuss the situation.

We recommend you become familiar with the policies for employers who are recruiting at Duke.

Employer Policies

Internships

Duke Internship Credit Policy

Direct academic credit cannot be given solely for an internship experience unless required as part of one’s academic program.  However, students may seek support from a faculty member within an academic department or program for an independent study course that would include learning derived from the internship.

Independent Study Credit for Internships

Duke encourages and supports internships that entail independent or directed study in which a student collaborates with a faculty member to distill from an internship a certifiable academic experience that qualifies for course credit within the faculty member's department or program. The faculty member is the sole judge of the work necessary to meet these course requirements. Students will normally find appropriate faculty members for such collaboration within their major department, most often with a faculty member with whom they have already done coursework or a faculty member who has an interest in the topic to be considered.  It is also possible to identify and solicit faculty members in non-major fields. The sole criterion is that the faculty member finds the independent study or directed study to be sound academically and that the faculty member is willing to work with the student to achieve the goals of the course they design. This arrangement has been successful for many students.

Required or Recommended Internships

Duke encourages and supports internships that are required or recommended components of disciplinary curricula. Departments and programs establish their own criteria for such internships and the academic credit that may be earned for participation. Recognizing the value of this kind of experience, the university attempts to facilitate the student participation in these internships.

Trinity College Policies

For complete information on the University’s policy on internships and credit, please see Trinity Academic Policies & Procedures: Credit for Internships.

Additional Information

For additional questions and assistance regarding credit for internships, please contact Leigh Ann Muth-Waring (leighann.waring@duke.edu).

Career Advising Appointments

We hope you will take advantage of the full range of services we provide at the Career Center, beginning in your first year at Duke all the way through the first year after you graduate. Many students participate in advising appointments, therefore we have developed the following policies for all students and alumni.

Advising Appointment Cancellation

If you need to cancel a scheduled appointment, please cancel your appointment in CareerConnections or contact the Career Center (via email at career-student@studentaffairs.duke.edu) 24-hours prior to your appointment time or as soon as possible if illness is the cause.  When you miss an appointment without contacting the office, a notation is made in your record and repeated no-shows will jeopardize your ability to schedule future appointments.

Tardiness

To minimize disruption for fellow students, if you arrive less than 15-minutes late, your appointment will be reduced by the number of minutes you arrive late. If you are more than 15-minutes late, you will be recorded as a no show in your record.

Duke Career Center Confidentiality Policy

Most information shared in career advising appointments remains confidential. In specific circumstances, the Career Center may be required to break confidentiality to protect you or identified others from harm. Duke Career Center staff protects the privacy and security of student records as governed by FERPA (Family Education Rights and Privacy Act). FERPA protects education records but permits communication with parents and university personnel in connection of a health or safety emergency.

The exceptions to maintaining confidentiality include:

  • Compliance with Duke University’s Student Sexual Misconduct Policy (Title IX )which states that with the exception of these confidential resources (Student Health, Counseling & Psychological Services (CAPS), Women’s Center, Clergy who are acting as such in their professional role at Duke and Ombudsperson, all employees (Faculty and Staff) who become aware of conduct that might fall under this policy are expected to notify the Office of Student Conduct with the names of the parties involved and the details of the report.
  • Career Center determines there is a clear, imminent threat to your health and/or safety or the health and safety of others.
  • Career Center staff may be in contact with and/or may disclose information obtained through appointments with other University personnel who have a legitimate educational interest.

Please contact the Career Center with questions regarding this policy.

2020-2021 Guidelines and Expectations for Employers

Welcome to the 2020-2021 recruiting season at Duke.  We invite you to review our updated guidelines and expectations on our site as well as those set forth by the National Association of Colleges and Employers Principles for Ethical and Professional Practice. We encourage you to be communicative, flexible, and transparent in your work with students throughout the recruiting process. The Career Center reserves the right to block an employer, permanently or temporarily, from engaging in recruitment activity that is deemed unethical or unprofessional.

The Career Center adheres to the Policies, Statements & Procedures as set forth by the Office for Institutional Equity at Duke University. This includes the Nondiscrimination Statement, which states the following:

Duke prohibits discrimination on the basis of race, color, religion, national origin, disability, veteran status, sexual orientation, gender identity, gender expression, sex, genetic information, or age in the administration of its educational policies, admission policies, financial aid, employment, or any other university program or activity.

Offers (Summer 2020 – Spring 2021)

Offer Guidelines for Employers of Duke University Students

These offer guidelines have been developed utilizing the recommendations from our professional organization, the National Association of Colleges and Employers (NACE). The Duke University Career Center strongly believes that student candidates for both jobs and internships deserve adequate time to evaluate offers and to be empowered to make informed decisions regarding their future careers and employment.

While these offer windows are longer than those for some industry-specific hires, we believe they provide a good balance between fulfilling the recruitment needs of our employer partners while also providing students with an appropriate timeframe for making decisions around job and internship offers.

These policies will also help to minimize instances of reneging on an offer (an event that negatively impacts both the student and employer, and one that we highly discourage). This situation most often occurs when students feel time-pressured to accept an offer within a very short window of time (i.e. less than two weeks). Ultimately, our goal is that the recruiting experience is positive for both employers and students and the outcome is a successful hire and an offer is accepted.

We recommend that all employers that utilize and benefit from Career Center resources** agree to the following:

General Guidelines: We ask that employers strive to communicate decisions to candidates within a reasonable timeframe and should refrain from any practice that improperly influences and affects job acceptances (i.e. encouraging a student to renege on an accepted offer from another organization).

Semester

Internship Offer

Full-time Job Offer

Fall 2020 Semester Offers

 

 

Give students at least one month to make a decision.

 

Give students at least one month to make a decision.

 

 

Early Offers
(One year in advance of job/internship)

 

Give students until August 31, 2021 to make a decision.

 

Give students until August 31, 2021 to make a decision.

 

Spring 2021 Semester Offers

 

 

 

Give students at least one month to make a decision.

 

 

Give students at least one month to make a decision.

 

Return Internship Offers (Extended from Summer 2020 Internships)

Give students until November 1, 2020 to make a decision.

 

Full-time Offers
(Extended from Summer 2020 internships)

 

 

- - - - - - - - -

 

 

Give students until November 1, 2020 to make a decision.

 

 

Fall 2020 Semester Offers: If employers make full-time job and/or internship offers to candidates during the fall recruiting cycle, we recommend that they give candidates at least one month to make a decision. You may consider providing even more time if an offer is made very early in the semester (i.e. six to eight weeks if an offer is made in September).

Spring 2021 Semester Offers: For full-time job and internship offers made during the spring, we recommend providing candidates with at least one month to make a decision This is subject to some common sense variation, of course (i.e. the offer is made very late in the spring and the internship would begin soon).

Return Internship Offers extended from Summer 2020 internships: If employers make return internship offers to their intern/s, we recommend that they give interns until November 1 to make a decision. This allows candidates to start the academic year and participate in fall campus recruiting activities should they choose. 

Full-time offers extended from Summer 2020 internships: If employers make full-time offers to their intern/s, we recommend that they give interns until November 1 to make a decision. This allows candidates to start the academic year and participate in fall campus recruiting activities should they choose.

Early Offers: If employers make offers in the spring for an internship or full-time employment role beginning the following summer (i.e. offer in Spring 2021 for internship starting in Summer 2022), we recommend that they give students until August 31, 2021  to make a decision.

As with all guidelines, these are not universally applicable to every employer, and we ask that employers use common sense when evaluating offer timelines. The Employer Relations team is always happy to help and to discuss questions you might have around these offer guidelines.

Some factors that employers should consider when determining offer deadlines:

  • Housing — Does the student have enough time to research housing costs and availability?
  • Proximity to graduation — Does the student have time to explore a wide range of options in advance of graduation?
  • Time to make offers to other students if initial offers are not accepted — Will the student pool be sharply decreased by a delay?
  • Prior experience with candidate — Does the student believe a prior internship will lead to a job offer?
  • Impact of technology — How quickly can offers be extended along with offer details, such as salary, benefits, and bonuses?

No Exploding Offers: We expect employers to honor all offers made to students. Exploding offers are prohibited and refer to any condition that places undue pressure on the student to accept early. Instances and consequences of exploding offers and offer deadlines outside of the timelines above will be evaluated on a case by case basis. 

Examples include:

  • We have 10 offers outstanding for eight openings and will take the first eight students who accept.
  • We will extend an offer if you agree to accept today.
  • We will provide a signing bonus if you accept the offer within 24-48 hours.

More information on this topic can be found on the NACE Website: 

How long to give interns to mull over a job offer 

Setting reasonable timelines for job offers 

Principles for ethical professional practice 

** Career Center resources (either in person or virtual/online) are defined as:

  • Career fairs and other events hosted by the Career Center
  • Information sessions / coffee chats scheduled through the Career Center and advertised in CareerConnections
  • Interviews scheduled through the Career Center
  • Events and opportunities marketed through the Career Center

Other Policies and Statements

Disclaimers

The Duke Career Center reserves the right to exclude any employer from recruiting activities and to edit, delete or refuse any employer profile or job posting at any time.

The hosting of employer, job, and internship information in our CareerConnections database should not be considered an expressed or implied endorsement by the Career Center or Duke University of the organizations posting the positions or the positions posted.

The views, information or opinions expressed by employers participating in career events are solely those of the employer(s) involved and do not necessarily represent those of the Career Center or Duke University.

We reserve the right to advertise your positions on social media sites such as the Duke Career Center Facebook, Instagram, and Twitter accounts.

Nondiscrimination Policy

The Duke Career Center forbids discrimination based on sex, race, color, religion, age, national origin, marital status, sexual orientation, arrest record, or disability.

Alcohol Policy

The Duke University Career Center adheres to the NACE policy, which states that serving alcohol should not be a part of the recruitment process. Therefore, all recruiting activity, including all information sessions, will be alcohol-free.

Campus and Brand Ambassador Roles

The Duke Career Center will not post jobs or internships that require students to advertise to, solicit, and/or recruit other students on the Duke Campus.  This includes Campus Ambassador and Brand Ambassador positions. 

In addition, the Duke Career Center supports the Sponsored Solicitation Policy as set forth by Duke Student Affairs. 

Corporate Activities and Solicitation Policy

Duke University prohibits any commercial selling or solicitation on campus that is not sponsored or sanctioned by the University. The Career Center requests that organizations do not utilize student groups or student contacts to facilitate such commercial endeavors.

Financial Investment

We will not post any job or position that requires a financial investment on the part of our students or alumni.

Guerrilla Marketing Policy

If an employer hires a third party guerrilla marketing company to run marketing campaigns on campus, the employer must check with the Duke Career Center to be sure that the nontraditional channels fall within Duke University's policies.

Internships

Paid/Unpaid Internships: We follow NACE’s guidelines on unpaid internships.

Fair Labor Standards Act: Employers posting internships in Duke’s CareerConnections should review the U.S. Department of Labor’s Wage and Hour Division guidelines on compensation. This DOL Fact Sheet provides information on whether workers are considered unpaid interns or paid employees under the Fair Labor Standards Act (FLSA). It is expected that employers who post internships are in compliance with this criteria.

Stipends: When posting internships offering a stipend in CareerConnections, the stipend must equal at least minimum wage (when divided by the number of hours worked) in order to qualify the position as paid.

Academic Credit as a Component of Unpaid Internships: Please be aware that the decision to award academic credit is made between students and their academic departments, and most schools/departments at Duke University do not offer academic credit for internships. Academic credit should not replace compensation for work performed during an internship.

Interviews

In compliance with the Immigration Reform and Control Act, interviews must be made available to all interested students who meet the permanent work authorization requirements for other than practical training purposes, regardless of their citizenship. If United States citizenship is required by your company, please indicate this requirement in the job description of any position for which you are recruiting. Please see the US Department of Justice “Best Practices for Recruiting and Hiring Workers” for more information and guidelines.

Marijuana and Cannabis Policy

The Duke University Career Center will not approve job postings or recruiting activities  involved with the use, production, testing or distribution of recreational or medical marijuana.  As the use of marijuana is illegal at the federal level, we comply with federal law.

Sustainability

In support of Duke Sustainability, employers should refrain from bringing large quantities of giveaway items to distribute to students attending their information sessions, office hours or other recruiting events. This includes logo merchandise and company products, and applies to any employer conducting school-facilitated recruiting on Duke’s campus or at a nearby location such as the Washington Duke Inn. As an alternative, a company may bring a few products to display or conduct a raffle-style giveaway for a few attendees.

We recognize many recruiters view these giveaways as visible ways to demonstrate commitment to Duke recruiting and to showcase the company and its products. Yet packaging, shipping, and distribution – which are necessary to make the giveaways possible – consume natural resources and create waste when extra products are left after the event.

Third Party Recruiting Policy

Third party recruiters who wish to post opportunities with the Duke University Career Center's job database, Duke CareerConnections must agree to the following terms and conditions:

  • The third party recruiter must agree to disclose the name of the employer, as well as the position description. The client's name should appear in the title of the position.
  • Students and alumni will not be charged a fee for the third party recruiter's services.
  • The third party recruiter can be listed as the contact for student/alumni cover letters and resumes.
  • If a Duke student or alumnus is NOT selected for the specific position listed in Duke CareerConnections that resume will NOT be put into the recruiter's general pool of candidates without the written consent of the individual.

This agreement will remain in effect for all positions posted through the third party recruiter. We reserve the right to remove any postings that do not adhere to our terms and conditions. Any violation of these terms will result in the loss of access to Duke CareerConnections.

Inclement Weather Policy

The Duke University Career Center follows the direction of the university for inclement weather. When the university is closed the Career Center is closed and all events are canceled. The Employer Relations team will work with employers on the best strategy to reschedule canceled events. Please visit emergency.duke.edu for the most up-to-date information.

If you have questions regarding employer policies (or procedures not addressed here), contact us at career-employer@studentaffairs.duke.edu.