7.13 Background Checks

MIT is committed to providing a safe learning, working, and research environment for the MIT community and to protecting the Institute’s resources. In support of this commitment, MIT requires criminal background checks for the individuals identified below.

New Hires

All new faculty and staff, as well as all postdoctoral scholars (associates and fellows), must have a background check completed through MIT as a condition of hire or appointment. Rehires to MIT must complete a background check before rejoining the Institute in the following circumstances: 1) they have been separated from MIT for one year or more; or 2) they have been separated from MIT for less than one year and have not completed a background check at MIT within the previous four years.

Finalists for paid positions at MIT are informed in advance that a criminal background check will be performed and must consent to it.  Background checks are generally completed before the individual is hired, though a contingent offer of employment may be made before the background check is complete.  In such cases, both the department, lab, center, or institute (DLCI) and the employee must complete their portions of the background check process within 5 business days of the employee beginning work.

For some positions, other types of background checks, such as a motor vehicle check, credit check, fingerprinting, or security clearance, may also be required as a condition of employment. In such cases, the job description should identify any additional background checks. Lincoln Laboratory administers its own security clearance process, which includes criminal background screening, for all of its employees and for certain campus employees.

Current Employees

Current MIT employees are subject to criminal background checks in the following circumstances, unless they have completed a check in the previous four years:

• Appointment to a position on Academic Council;
• Appointment to a position that includes being a resident in MIT housing, including heads of house, graduate resident advisors, area directors, and others.

In addition, specific units within MIT may establish a local practice requiring background checks at the point of voluntary transfer or promotion. These local practices must be 1) applied consistently to all voluntary transfers and promoted employees in that unit; and 2) approved in advance by a senior officer or designee. For service staff, the background check provisions of the applicable collective bargaining agreement take precedence if they are in conflict with the provisions of this policy.

Specific positions at MIT are subject to recurring background checks for continued employment as required by law. Additionally, MIT faculty, staff, and students who work with minors must complete a criminal background check every four years in accordance with the Protection of Minors Policy.

Volunteers, Affiliates, and Other Individuals

Under limited circumstances, the Institute may require background checks for volunteers, affiliates, visitors, alumni, or other community members involved with MIT programs or who reside in MIT housing. Any units that wish to conduct background checks for such individuals must receive approval from their senior officer or designee. More information is available here.

Students

MIT students are generally not subject to this policy unless they serve as graduate resident advisors, work with minors, or work for a department, lab, or center subject to specific requirements for background checks.

Background Check Process

The background check process is overseen by the Office of Public Safety in accordance with the Institute’s Criminal Offender Record Information (CORI) policy, Nondiscrimination Policy, and Massachusetts and federal law. A criminal conviction does not automatically preclude employment at the Institute. Any information discovered through the background check process is used solely to review an individual’s suitability for employment at the Institute in that position. Results of background checks are confidential and shared only with a small number of MIT employees who have received state certification to review criminal records.

Criminal background checks are conducted by a third-party vendor and consist of a social security number trace, a review of criminal convictions for the past seven years, and a review of the sex offender registry.  Background check records are kept separate from employees' personnel records and are maintained in accordance with Massachusetts and federal law. Further information on MIT’s background check procedures can be found here.