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Youth in Model Railroading

CCMRRCAM & YMR-Cape Cod
Background Check Policy

Please click here to download a YMR CORI Background Check Application

This policy is applicable to the criminal history screening of prospective and current volunteers, parents and anyone over the age of 18 who works directly with minors in a supervised or unsupervised situation.

Where Criminal Offender Record Information (CORI) and other criminal history checks may be part of a general volunteer work the following practices and procedures will be followed.


I.  CONDUCTING CORI SCREENING

CORI checks will only be conducted as authorized by the DCJIS and MGL c. 6, §. 172, and only after a CORI Acknowledgement Form has been completed. If a new CORI check is to be made on a subject within a year of his/her signing of the CORI Acknowledgement Form, the subject shall be given seventy two (72) hours notice that a new CORI check will be conducted.


II. ACCESS TO CORI

All CORI obtained from the DCJIS is confidential, and access to the information must be limited to those individuals who have a “need to know”. These individuals shall be limited to President of the Cape Cod Model Railroad Club and Museum and the Secretary of the Cape Cod Model Railroad Club and Museum. In the event that either officer is presented with a situation that requires them to recuse themselves, then the place of the recused office will be taken by the Vice-president of the Cape Cod Model Railroad Club and Museum. The Cape Cod Model Railroad Club and Museum will maintain and keep a current list of each individual authorized to have access to, or view, CORI. This list will be updated every six (6) months and is subject to inspection upon request by the DCJIS at any time.


III. CORI TRAINING

An informed review of a criminal record requires training. Accordingly, all personnel authorized to review or access CORI at The Cape Cod Model Railroad Club and Museum 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, as The Cape Cod Model Railroad Club and Museum maintains 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 educational and relevant training materials regarding CORI laws and regulations made available by the DCJIS.


IV. USE OF CRIMINAL HISTORY IN BACKGROUND SCREENING

CORI used for screening for volunteer applicants 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.


V. 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.


VI. INQUIRING ABOUT CRIMINAL HISTORY

In connection with any decision regarding employment, volunteer opportunities, housing, 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 his or her criminal history. The source(s) of the criminal history record is also to be disclosed to the subject.


VII.
     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:

  1. Relevance of the record to the position sought;
  2. The nature of the work to be performed;
  3. Time since the conviction;
  4. Age of the candidate at the time of the offense;
  5. Seriousness and specific circumstances of the offense;
  6. The number of offenses;
  7. Whether the applicant has pending charges;
  8. Any relevant evidence of rehabilitation or lack thereof; and
  9. Any other relevant information, including information submitted by the candidate or requested by
    The Cape Cod Model Railroad Club and Museum.

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


VIII.  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 Background Check 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.


IX. 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.


IX. DEPARTMENT OF CHILDREN AND FAMILIES BACKGROUND CHECKS PERFORMED

The Cape Cod Model Railroad Club and Museum may also request a background check from the Massachusetts Department of Children and Families (DCF)  to establish the suitability of a volunteer for a position at the club. If a determination has been made by the DCF, 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:

  1. Relevance of the record to the position sought;
  2. The nature of the work to be performed;
  3. Time since the determination;
  4. Age of the candidate at the time of the offense;
  5. Seriousness and specific circumstances of the offense;
  6. The number of offenses;
  7. Whether the applicant has pending charges;
  8. Any relevant evidence of rehabilitation or lack thereof; and
  9. Any other relevant information, including information submitted by the candidate or requested by
    The Cape Cod Model Railroad Club and Museum.

 

VIII.  ADVERSE DECISIONS BASED ON DCF BACKGROUND CHECKS

If an authorized official is inclined to make an adverse decision based on the results of a DCF Background Check, the applicant will be notified immediately. The subject shall be provided with a copy of the organization's Background Check policy and a copy of the reported determination history. The source(s) of the determination history will also be revealed.

 

IX. SECONDARY DISSEMINATION OF DFC BACKGRIOUND CHECKS

All Background Checks obtained from the DFC are confidential and cannot be disseminated by The Cape Cod Model Railroad Club and Museum to anyone other than the person upon whom the check was performed. This policy may not be altered for any reason, regardless of whether the person upon whom the check was performed provides verbal or written permission to do so.