Policy 1500.1

Title: Employee Files and Background Checks  
Section Employee Files and Background Checks
Policy #: 1500.1
Modified 09/02/2015 12:50 AM
Procedure:


A. Personnel Files

PRO maintains personnel files on each employee. These files contain documentation regarding all aspects of the employee’s tenure with PRO, including, but not limited to, performance reviews, beneficiary designation forms, disciplinary/warning notices, letters of commendation, and copies of your driving record that PRO obtains annually. You may review your personnel file upon request. If you are interested in reviewing your file, contact the CEO and/or the Director of Administration to schedule an appointment.

To ensure that your personnel file is up to date at all times, you must notify the Director of Administration of any changes in your name, telephone number(s), home address, email address, marital status, number of dependents, beneficiary designations, scholastic achievements, all changes to driving record or criminal record or the individuals to notify in case of an emergency.

B. Medical Files

Employee medical files will be kept in a password protected database to limit access. These files will contain any and all medical information pertaining to an employee such as the results of pre-employment physicals, medical evaluations, and information pertaining to unprotected exposures.

C. CORI (Criminal Offender Record Information) Checks

CONDUCTING CORI SCREENING

CORI checks will only be conducted as authorized by law and only after an authorization form has been completed. Thereafter, periodic CORI checks may be performed during the course of employment.

ACCESS TO CORI

All CORI obtained is confidential, and access to the information must 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. We shall maintain and keep a current list of each individual authorized to have access to, or view, CORI.

CORI TRAINING

An informed review of a criminal record requires training. Accordingly, all
personnel authorized to conduct criminal history background checks and/or to review CORI information will review, and will be thoroughly familiar with, the educational and relevant training materials regarding CORI laws and regulations made available by the Mass. Department of Criminal Justice Information Service (DCJIS).

USE OF CRIMINAL HISTORY IN BACKGROUND SCREENING

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, determinations of suitability based on background checks will be made consistent with this policy and any applicable law or regulations.

VERIFYING A SUBJECT’S IDENTITY

If a criminal record is received, the information is to be closely compared with the information on the 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 or volunteer opportunities, the subject shall be provided with a copy of the criminal history record prior to questioning the subject about his or her 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, based on the information as provided in section V of this policy, 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 or license will be made. Unless otherwise provided by law, 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.

The applicant is to be notified of the decision and the basis for it in a timely manner.

ADVERSE DECISIONS BASED ON CORI

If an authorized official is inclined to make an adverse decision 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.

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

D. Driving Record Checks and Standards

PRO requests driving record checks on each employee prior to employment and annually every January. The information that PRO receives from the Massachusetts Registry of Motor Vehicles is kept in a password protected database to limit access. PRO may also request driving records from other states as PRO deems necessary.

ANY APPLICANT FOR EMPLOYMENT WITH AN UNFAVORABLE DRIVING RECORD MAY BE DISQUALIFIED FROM EMPLOYMENT.

ANY CURRENT EMPLOYEE WHO IS FOUND TO HAVE AN UNFAVORABLE DRIVING RECORD MAY BE SUBJECT TO IMMEDIATE DISCHARGE.

ALL EMPLOYEES MUST NOTIFY PRO IMMEDIATELY OF ANY CHANGES TO THEIR DRIVING RECORD.

An unfavorable driving record is defined as any one of the following

1. More than Three (3) moving violations within the past Three (3) years.

2. Two (2) at-fault accidents within the past Three (3) years.

3. Any DUI/DWI, Driving to Endanger, or Leaving the Scene violation within the past Three (3) years.

E. Employee Files

PRO maintains an employment file for each employee that is separate and distinct from the employee’s personnel file. The contents of this file include copies of all current and past certifications. This file will be updated annually to document that all of our employees meet or exceed re-certification requirements. Copies contained in employee files include:

o EMT or EMTP Certification

o Driver’s License

o Driving Record

o CPR Certification

o ACLS Certification (where applicable)

o PALS Certification (where applicable)

IT IS THE RESPONSIBILITY OF ALL EMPLOYEES TO MAINTAIN CURRENT CERTIFICATIONS. FAILURE TO MAINTAIN REQUIRED CERTIFICATIONS MAY RESULT IN IMMEDIATE DISMISSAL.

F. Former Employee Files

Former employee records will be kept for thirty years. These records will be stored at Professional Ambulance, 31 Smith Place, Cambridge, MA 02138.