Policy 4.03A: Criminal Offender Record (CORI) Policy

Where Criminal Offender Record Information (CORI) checks are a part of a general background check for clinical or other placement of students, the following practices and procedures will be followed:

  1. CORI checks will only be conducted as authorized by the Department of Criminal Justice Information Services (“DCJIS”) and M.G.L. c. 6 § 172, an only after a CORI acknowledgement form has been completed. All applicants will be notified that a CORI check will be conducted. If requested, the applicant will be provided with a copy of the CORI policy. Regardless of whether an applicant requests a copy of the CORI policy, as referenced below in this policy, if the College is inclined to make an adverse decision based on the results of a criminal history background check the applicant will be provided a copy of the College’s CORI Policy along with other information (see below).
  2. All CORI obtained from the 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. Quincy College must maintain and keep a current list of each individual authorized to have access to, or view, CORI. This list must be updated every six (6) months and is subject to inspection upon request by the DCJIS at any time.
  3. An informed review of a criminal record requires adequate training. Accordingly, all personnel authorized to review CORI at Quincy College will review, and will be thoroughly familiar with the educational and relevant training materials regarding CORI laws and regulations made available by the DCJIS. Additionally, since Quincy College is an agency required by MGL c. 6, s. 171A, to maintain a CORI Policy, all personnel authorized to conduct criminal history background checks and/or to review CORI information will review, and will be thoroughly familiar with, the CORI Policy.
  4. CORI used for employment purposes shall only be accessed for applicants who are otherwise qualified for the position for which they have applied. Unless otherwise provided by law, a criminal record will not automatically disqualify an applicant. Rather, determination of suitability based on CORI checks will be consistent with this policy and any applicable law or regulations.
  5. If a criminal record is received from the DCJIS, the authorized individual will closely compare the record provided by the DCJIS 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.
  6. If Quincy College is inclined to make an adverse decision based on the results of the CORI check, the applicant will be notified in accordance with DCJIS regulations 803 CMR 2.18. The applicant shall be provided with a copy of the criminal record and the College’s CORI policy. The subject will then be provided with an opportunity to dispute the accuracy of the CORI record. Subjects shall also be provided with a copy of DCJIS’ Information Concerning the Process for Correcting a Criminal Record.
  7. If Quincy College reasonably believes the record belongs to the applicant and is accurate, based on the information as provided in Section 4 of this policy, then the determination of suitability for the position or license will be made. Unless otherwise provided by law, factors considered in determining suitability may include, but may not be limited to, the following:
    • Relevance of the crime to the position sought;
    • The nature of the work to be performed;
    • Time since conviction;
    • Age of the candidate at the time of the offense;
    • Seriousness and specific circumstances of the offense;
    • The number of offenses;
    • Whether the applicant has pending charges;
    • Any relevant evidence of rehabilitation or lack thereof;and
    • Any other relevant information, including information submitted by the candidate or requested by the hiring authority.
  8. Quincy College will notify the applicant of the decision and the basis of the decision in a timely manner.
  9. 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.

Policy History:

  • Original: June 2007
  • Revised: March 2014
  • Updated: July 2024; August 2024