Employer Recruitment Policy

To ensure the quality of our services and to better assist McGill University students, alumni and other users of our services, the McGill Career Planning Service (CaPS) has established policies and guidelines for all recruiting activities sponsored by our office. We follow the Canadian Association of Career Educators and Employers (CACEE) Guidelines for Ethical Recruitment.

This document sets out guidelines for ethical recruitment at the McGill Career Planning Service (CaPS). These guidelines are intended to provide a framework for the professional relationships between employers, students, third party recruiters, and career educators.


It is the employer's responsibility to comply with all relevant federal and provincial legislation.

The following are guidelines for employers with regards to:

1. Job Postings

  • All positions listed with CaPS must include the name of the recruiting organization,a contact name and an accurate description of job duties and responsibilities. In addition, information about compensation and benefits should be included.

2. Information Sessions

  • When arranging information sessions, CaPS books space on a first-come, first-served basis and it is strongly recommended that employers book early to avoid conflicts.
  • When scheduling on-campus recruitment activities, both employers and career educators should respect dates of religious and cultural significance.

Information sessions should begin no earlier than the 1st Monday following Labour Day.

3. Interviews

  • When arranging interview schedules, CaPS books space on a first-come, first-served basis and it is strongly recommended that employers book early to avoid conflicts.
  • Notify all applicants individually of their status.
  • Interview for positions whose starting dates are within 12 months of the initial interview.
  • Respond to all candidates within agreed upon time frames and give reasonable notice (a minimum of 3 days is recommended) of any interview cancellations.
  • Advise students of compensation for site or interview visits.

On-campus interviews should begin no earlier than the first business day in October.

4. Job Offers

  • Provide a reasonable amount of time for students to respond to job offers.
  • Confirm job offers and terms of employment in writing to students.
  • Inform the career centre regularly of the status of your campaign.
  • Honour all offers of employment.


  • Full-time job offers to students attracted via on-campus recruitment should have a minimum of 2 weeks for an acceptance deadline or until the first business day in November, whichever is the later.
  • Job offers to summer students are not subject to any minimum acceptance date rules; however, it is recommended that a minimum of 1 week be provided for job offer acceptance.

5. Complaints

  • We will investigate any complaints about organizations sent to us by students and we will investigate any complaints about students sent to us by organizations.
  • CaPS reserves the right to refuse access to CaPS' services and programs; this applies to both students and employers.

Third Party Recruiters

Third party recruiters are agencies, organizations or individuals recruiting candidates for employment opportunities with other organizations.

The following guidelines for third party recruiters have been established to best meet the needs of students, employers and educational institutions:

  • No direct referrals will be made to vacancies listed by third party recruiters without posting and/or contacting candidates with the information relating to the position.
  • Third party recruiters will be asked to identify their clients; CaPS will treat this information as confidential.
  • Candidates' CVs must not be held in the files of the third party recruiter for later referral to other positions unless authorized by the candidate.

Employers with Commission-based and Franchise Opportunities

Some employers and franchise managers wish to publicize opportunities to McGill students that involve one or more of the following characteristics:

  • Offer compensation that is based mostly on commission rather than on a salary
  • Offer no salary but, instead, offer students the opportunity to run their own business through a franchise
  • Require the payment of "up-front" fees for training and/or materials to enable the student to start up her/his own business
  • Charge the students penalties or fees for services if the franchisee decides to leave the program

Many students run successful businesses through these opportunities, but there are those who incur unexpected liabilities and find themselves in debt. Naturally, we would like to minimize the occurrence of such negative scenarios and ensure that our students are well informed about the potential risks and rewards of these kinds of opportunities.

Therefore, if you want to publicize your commission- based or franchise opportunities at McGill University, we require that you do the following:

  • Under "Job Type", select "Commission/Franchise Opportunity"
  • In the "Description" section, ensure that you make clear the characteristics of your opportunity by including the following statements where applicable (you can edit them according to your particular situation):
    1. There is no salary for this opportunity. You will make money based on commissions that you receive from sales.
    2. There is no salary for this opportunity. All persons who work with our organization will be self-employed and will earn money if they make a profit when running their own businesses.
    3. You will be required to pay fees for training and materials before you can start working with us.
    4. If you decide to leave the program, you may be liable to pay fees and/or financial penalties.

We reserve the right to edit your description and to remove your posting if these rules are not followed. We appreciate your cooperation and understanding.


It is the student's responsibility to:

  • Comply with all relevant federal and provincial legislation.
  • Provide accurate and appropriate information on CVs, application forms and in interviews.


  • Provide accurate and appropriate information on qualifications and interests in the form requested by the employer.
  • Notify the career centre well in advance if interviews must be rescheduled or cancelled.
  • Acknowledge invitations for site visits or second interviews promptly whether accepted or rejected.
  • Notify employers well in advance if site visits or second interviews must be postponed or cancelled.
  • Accept interview invitations (second and subsequent) only when seriously considering a position with the employer.

Job Offers

  • Discuss offers with employers to verify terms and reach mutually acceptable responses.
  • Notify employers of acceptance or rejection of an offer as soon as a decision is made.
  • Respond to every offer whether it is to be accepted or rejected.
  • Notify the career centre immediately upon confirmation of a job acceptance to withdraw from the recruitment process.
  • Honour the acceptance of the offer as it is a contractual agreement with the employer.

Career Educators

It is the career educators responsibility to:

  • Comply with all relevant federal and provincial legislation.
  • Provide equitable services to all students and employers.


  • Accommodate employers' reasonable requests for job postings and interview space.
  • Ensure that students have reasonable (a minimum of 5 weeks is recommended) time from the start of the school year to prepare for the on-campus recruitment process prior to the commencement of interviews.

Employment Preparation

  • Provide information, resources and advice to students on career planning and job search.
  • Inform students of acceptable recruitment ethics, procedures and responsibilities.


  • Follow legal and ethical guidelines in providing student information to employers.
  • Bring to the attention of the parties involved any questionable recruitment practices.