Campus Recruitment Policy Template

Campus Recruitment Policy

Purpose of Campus Recruitment Policy

This Campus Recruitment Policy provides a consistent framework for how [Company Name] plans, conducts, and manages campus hiring activities. The policy exists to ensure fair, transparent, and efficient recruitment of students and recent graduates, to protect the interests of candidates and the organization, and to support workforce planning and talent pipeline development.

Scope

This policy applies to all campus recruitment activity conducted by or on behalf of [Company Name], including university presentations, career fairs, on-campus interviews, virtual assessment events, internships, and early career hiring programs. It covers all employees involved in campus recruitment including HR, hiring managers, and third-party vendors engaged to support campus activities.

Eligibility and Target Programs

[Company Name] will define target institutions, degree programs, and candidate profiles for each hiring cycle based on workforce needs. Eligibility criteria for specific opportunities will be published in recruitment materials and may include academic standing, graduation date ranges, program of study, and any role-specific requirements.

Campus Engagement and Selection Process

Campus recruitment activities will be planned and approved by HR in collaboration with hiring managers. Typical steps include:

• Identification of hiring needs and target institutions
• Registration for campus events and scheduling of employer sessions
• Promotion of vacancies using consistent, accurate role descriptions
• Collection and shortlisting of applications based on published criteria
• Assessment through interviews, tests, case studies, or other selection tools
• Reference checks and background checks where applicable
• Issuing of offers and coordination of onboarding

Applications, Shortlisting and Assessment

Shortlisting will be conducted by HR and hiring managers using objective criteria linked to job requirements. Assessment methods must be job related and applied consistently across candidates. Reasonable adjustments must be offered to candidates with disclosed needs to ensure equitable participation.

Offers, Internships and Return Offers

Offers must follow [Company Name] standard offer procedures and require appropriate approvals. Internship offers should clearly state duration, deliverables, supervision, stipend or compensation, and conditions for conversion to full-time employment. Return offers will be based on performance during the internship and organizational need.

Travel, Expenses and Reimbursements

Where [Company Name] agrees to cover candidate travel or accommodation expenses for campus interviews, the terms must be communicated in advance and processed in accordance with company expense policies. Receipts and approvals are required for reimbursement.

Roles and Responsibilities

HR is responsible for planning campus programs, coordinating logistics, communicating with institutions, and maintaining candidate records. Hiring managers are responsible for defining role requirements, participating in assessment activities, and making hiring recommendations. Employees representing [Company Name] at campus events must act professionally and consistently with company values.

Approval Process

All campus recruitment activities and offers require approval prior to commitment. Approval steps include:

• Hiring need confirmation by the hiring manager
• Budget approval by the designated finance or budget authority
• Final candidate offer approval by HR and the hiring manager

Exceptions to this policy or urgent requests must be submitted in writing to HR with a business justification. HR will coordinate required approvals and document decisions. Managers must not make offers that exceed delegated authority.

Data Protection and Recordkeeping

Candidate information collected during campus recruitment will be handled in accordance with [Company Name] data protection and privacy policies. Records of assessments, interview notes, and selection decisions will be retained for a period consistent with company record retention schedules.

Non-Compliance

Failure to follow this Campus Recruitment Policy may result in revoked offers, invalidated selection decisions, corrective actions for employees involved, and other measures appropriate to the nature of the breach. Non-compliance that exposes candidates or [Company Name] to risk will be escalated to senior HR management for review and remediation.

Note

This policy may be updated periodically to reflect changes in business needs or recruitment practices. Employees should consult HR for clarification or guidance on specific campus recruitment matters. HR will communicate significant changes to relevant stakeholders when updates occur.