Home | Human Resources | CORI Policy and Background Checks
Effective: 05-12-23
Supersedes: 06-22-20
Purpose: To clarify when and how Brewster and EasCare Ambulance Service will conduct background checks, and to define the rights of individuals when such checks are conducted.
Policy: All offers of employment at Brewster Ambulance Service are contingent upon clear results of a thorough background check. Background checks may also be conducted when an employee is being promoted as deemed necessary, or on an annual basis as required by any regulation or contractual obligation. Depending on the circumstances, background checks may include:
· Social Security Verification: validates the applicant’s Social Security number, date of birth and former address(es);
· Office of Inspector General (OIG) database for exclusions from Department of Health and Human Services programs;
· Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment and position held;
· Personal and Professional References: calls may be placed to individuals listed as references by the applicant;
· Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received;
· Criminal History: includes review of criminal convictions and pending charges;
The following additional background searches may be required if applicable to the position:
· Motor Vehicle Records: provides a report on an individual's driving history in the State requested. This search will be run when driving is an essential requirement of the position.
· Credit History: confirms candidate's credit history. This search may be run for positions that involve management of Brewster Ambulance Service funds and/or handling of cash, credit cards, or other billing information.
Background Checks
Brewster Ambulance Service reserves the right to utilize a third party to conduct background checks and complies with all applicable laws including the Massachusetts Criminal Offender Record Information “CORI Reform” law (MGL c. 6, §. 172) and the Fair Credit Reporting Act (FCRA). Background checks will only be conducted after an Acknowledgement Form has been completed authorizing the employer to obtain the person’s criminal offender record information. If a new background check is to be made on a subject within a year of their signing of the Acknowledgement Form, the subject will be given at least seventy two (72) hours’ notice that a new background check will be conducted. Acknowledgement forms are valid for one year from date of signature or until the subject’s employment ends, whichever comes first.
Access to CORI
All CORI information obtained from the Massachusetts Department of Criminal Justice Information Services (DCJIS) is confidential, and access to the information will be limited to those individuals who have a “need to know”. This may include, but not be limited to, hiring managers, staff submitting the CORI requests, and staff charged with processing job applications. Brewster Ambulance Service will maintain a current list of each individual authorized to have access to, or view, CORI information. This list is reviewed and updated as necessary every six (6) months and is subject to inspection upon request by the DCJIS at any time.
CORI Training
An informed review of a criminal record requires training. Accordingly, all personnel authorized to review or access CORI at Brewster and EasCare Ambulance Service will review, and will be familiar with, the educational and relevant training materials regarding CORI laws and regulations made available by the DCJIS.
Verifying a Subject’s Identity
If a criminal record is received from the DCJIS, the information is to be closely compared with the information on the CORI Acknowledgement Form and any other identifying information provided by the applicant to ensure the record belongs to the applicant. If the information in the CORI record provided does not exactly match the identification information provided by the applicant, a determination is to be made by an individual authorized to make such determinations based on a comparison of the CORI record and documents provided by the applicant.
Inquiring About Criminal History
In connection with any decision regarding employment, volunteer opportunities, or professional licensing, the subject shall be provided with a copy of the criminal history record, whether obtained from the DCJIS or from any other source, prior to questioning the subject about their criminal history. The source(s) of the criminal history record is also to be disclosed to the subject.
Determining Suitability
If a determination is made that the criminal record belongs to the subject, and the subject does not dispute the record’s accuracy, then the determination of suitability for the position will be made. Unless otherwise provided by law, a criminal record will not automatically disqualify an applicant. Rather, determinations of suitability based on background checks will be made consistent with this policy and any applicable law or regulations. Factors considered in determining suitability may include, but not be limited to, the following:
a) Relevance of the record to the position sought;
b) The nature of the work to be performed;
c) Time since the conviction;
d) Age of the candidate at the time of the offense;
e) Seriousness and specific circumstances of the offense;
f) The number of offenses;
g) Whether the applicant has pending charges;
h) Any relevant evidence of rehabilitation or lack thereof; and
i) Any other relevant information, including information submitted by the candidate or requested by the organization.
Adverse Decisions Based on CORI
If an adverse hiring decision is made based on the results of a criminal history background check, the applicant will be notified immediately. The subject shall be provided with a copy of the organization's CORI policy and a copy of the criminal history. The source(s) of the criminal history will also be revealed. The subject will then be provided with an opportunity to dispute the accuracy of the CORI record. Subjects shall also be provided a copy of DCJIS’ Information Concerning the Process for Correcting a Criminal Record. ( INFORMATION CONCERNING THE PROCESS IN CORRECTING A CRIMINAL RECORD (mass.gov) )
Secondary Dissemination Logs
All CORI obtained from the DCJIS is confidential and can only be disseminated as authorized by law and regulation. A central secondary dissemination log shall be used to record any dissemination of CORI outside this organization, including dissemination at the request of the subject.