| Deficiencies and Terminations |
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| General Questions |
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What is a deficiency?
A deficiency is a missing or incomplete portion of application that is required for processing the requested certification or license. This may be a fee, paperwork, or training.
What is a Notice of Deficiency?
A Notice of Deficiency is an official notice that there is missing or incomplete portions of the application. The Notice of Deficiency gives the applicant 21 days to complete or submit the incomplete or missing portions.
What if I don’t comply with the deficiency?
If an applicant doesn’t comply with the Notice of Deficiency the applicant is subject to an Administrative Termination unless reasonable arrangements have been made.
I got a Notice of Deficiency but I don’t understand what the deficiency means.
If you would like to see a list of deficiencies and what they are for, please see the definitions below which provides you an explanation of the deficiency and what needs to be done to correct it.
What is an Administrative Termination?
An Administrative Termination is a notice of termination of the submitted application based on non-compliance or non-response to a deficiency. Once an Administrative Termination is issued, the applicant cannot work until the applicant re-applies.
I received an administrative termination, what do I need to do to re-apply?
Besides the missing portions of the application which caused the termination, we will also need the following portions of the PS-1 - Personal, Criminal, and Notary Page, the license or certification fee, and if the training is over 90 days, the training as well. We will not need fingerprints or fingerprint fee again unless that was part of the deficiency to begin with.
An administrative termination is not the same as a Notice of Termination. For information on Notice of Termination, please contact DPSST.
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| Deficiency Definitions |
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Deficiency Definition & Action Required
$(amount) Required - the application is missing all or a portion of the fee. Please submit the fee amount indicated.
12 hour basic training needed - we have no record that you have completed the 12hr basic professional or monitor course through a certified instructor. Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
15 hour armed training needed - we have no record that you have completed the 15hr armed basic training. Below are the possible reasons we may need the basic armed training:
a) you are a new armed applicant
b) your armed certification has expired greater than 30 days ago
c) we didn’t receive proof that you did your required annual armed maintenance
Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
4 hour renewal training needed - we have no record that you took the renewal training. Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
8 hour classroom training needed - we have no record that you took the basic 8hr class. This class is a requirement for all levels of certification and licensing. Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
Armed refresher course needed - we have no record that you took the armed refresher course. Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
Assessment module needed - your PS-6 did not indicate that you took your 4hr assessment following the 8hr basic professional class. Please submit a PS-6 showing that you completed the assessment, or contact a certified instructor to obtain the training.
Company information not received - the company listed on the application is not registered in our database. The Executive Manager should send in company letterhead with Tax ID number.
Criminal page missing - the criminal page of the PS-1 application was not received. Please submit a completed criminal page.
Criminal page outdated - the criminal page you submitted was outdated. Please submit an updated page to continue to process your application.
Employment history incomplete - the employment history listed does not go back ten years or there are gaps greater than 5 months between employments. Please submit the employment section again.
Employment history missing - the employment section of the PS-1 application was not received. Please submit a completed employment section.
Fingerprint card info incorrect - the fingerprint cards received was missing required information. Please submit new fingerprint cards with a new PS-4.
Fingerprints missing - we did not receive a set of fingerprint cards. Please submit fingerprint cards with a new PS-4.
Firearm requal course needed - your PS-6 did not indicate that you took the firearm requal course at time of annual maintenance or renewal. Please submit a PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
Improper payment/check returned - the fee we received from you was in an improper format (such as a personal check), or was an overpayment in fees. The fee was returned to you the day it was received in our office. Please resubmit the fee in the amount indicated.
Incorrect fee amount - the application is missing all or a portion of the fees required to process the application. Please submit the fee indicated.
Instr. assessment failed; retake - the assessment module taken during instructor orientation class either did not meet standards, or was incomplete. Contact us for follow-up.
Instructor training required - the certification you are applying for requires instructor training. Please submit a written request to register for instructor training.
Late fee of $25 needed - your certification lapsed prior to us receiving your application. Please submit a late fee in the amount of $25.
Manager training required - the license you are applying for requires manager training. Please submit a written request to register for manager orientation.
Manager/Instructor test needed - we did not receive your test following the manager or instructor orientation class. Please send the test to Karen Evans.
Mgr assessment failed; retake - the assessment module taken during instructor orientation class either did not meet standards, or was incomplete. Contact us for follow up.
Need documentation name change - we need proof that you had a legal name change. Please submit a copy of a driver’s license, social security, or court document to show proof of a legal change.
Non-sufficient funds check - your check came back stating there was not enough fees in the account to cover the check. Please submit a money order or cashier’s check to replace the fee in the amount indicated.
Notary page missing - the last page of the PS-1 application was not received. Please submit a notary page.
Notary page applicant sig missing - the notary page does not have the applicant’s signature. Please submit a new notary page with the signature of both applicant and notary.
Notary page notary sig missing - the notary page does not have the notary seal and/or the notary signature. Please submit a new notary with the signature/seal of the notary and the signature of the applicant.
Personal information incomplete - section 2 of the PS-1 application is incomplete. Please resubmit the personal information page with all information completed.
Personal information missing - section 2 of the PS-1 application is either blank or not with the submitted application. Please submit a completed personal information page.
Please have fp & ps-4 redone - if the application is missing either the fingerprints or ps-4, OR if one of these items is incomplete, both have to be redone.
Proof of firearm instr cert needed - a previous certification via NRA, FLETC, FBI is needed as a pre-requisite to attend the firearm instructor orientation course we provide. Please submit a copy of the certification, certificate, or other documentation to show that you meet this pre-requisite.
Proof of HS diploma/GED - each instructor applicant must have graduated high school or obtained a GED. Please submit information on when and where you graduated high school or got your GED.
PS-1 missing - the basic application for certification or licensure was not received. Please submit a completed PS-1.
PS-20 applicants sig missing - the temporary work permit was not signed by the applicant. Please complete a new PS-20.
PS-20 applicants SSN missing - the temporary work permit does not have the applicant’s social security number listed on it. Please complete a new PS-20.
PS-20 boxes not checked - the temporary work permit was not show what application the applicant is applying for. Please complete a new PS-20.
PS-20 company name missing - we received a temporary work permit but no indication on what company it was issued from. Please complete a new PS-20.
PS-20 county missing - we received a temporary work permit but the county was left blank. Please complete a new PS-20.
PS-20 invalid-issue new TWP - we received a temporary work permit that was submitted prior to receiving the remainder of the application portions or fees. It is not valid, and the applicant cannot work until a new one is completed. Please complete a new PS-20 and submit with missing portions.
PS-20 invalid-it is over 120 days - a temporary work permit is only valid for up to 120 days. We receive a PS-20 that has expired. Please complete a new PS-20.
PS-20 issue/expire date incomplete - we received a temporary work permit but the date it was issued and the date it expires was left blank. Please complete a new PS-20.
PS-20 manager sig missing - the manager did not sign the temporary work permit. Please complete a new PS-20.
PS-20 missing - the application indicates you are employed in security. A PS-20 is required from your employer if you are providing security services prior to receiving a card. Please have your manager fill out a PS-20 for you, or include a letter if you are not providing security services.
PS-20 original needed - we received either a photocopy of the temporary work permit, or the wrong copy. We require the top white DPSST original copy. Please either send in the top original copy, or have your manager redo a PS-20 for you.
PS-20 invalid manager signature - the individual who signed the PS-20 is not licensed as a manager and/or is not listed as an employee of the company. Please have a licensed manager in your company complete a PS-20 for you.
PS-21 applicants sig missing - we received a PS-21 renewal form without the applicant signature.
PS-21 crim info 1 or 2 - questions are an either/or question. The questions were either both signed, both had an ‘N/A’ written, or both were left blank. Please resubmit a PS-21 with question 1 or 2 signed.
PS-21 crim info 4 or 5 - questions are an either/or question. The questions were either both signed, both had an ‘N/A’ written, or both were left blank. Please resubmit a PS-21 with question 3 or 4 signed.
PS-21 missing - the PS-21 renewal form was not included with the provided paperwork. Please submit a PS-21.
PS-21 outdated - the PS-21 renewal form received is outdated. We will need a current form to continue to process the application. Please submit a current PS-21.
PS-23 missing - we have received a request for an upgrade, name change, or replacement card, but require the PS-23 to continue processing the application.
PS-23 proof of legal name change - we received a request for a name change but have no documentation that the name is legally changed. Please provide a copy of a legal document, updated SSN, or ODL to show the name was changed.
PS-23 upgrade box not checked - we received a request for upgrade but the PS-23 is not fully completed. Please complete the bottom box of the PS-23 to show that you are upgrading.
PS-4 applicant identity missing - the PS-4 does not indicate that the applicants identity was verified. A new PS-4 and new fingerprints will need to be completed.
PS-4 applicant name missing - there is no applicant name on the PS-4. A new PS-4 and new fingerprints will need to be completed.
PS-4 fingerprint tech info missing - the fingerprint technician did not sign the PS-4. A new PS- 4 and new fingerprints will need to be completed.
PS-4 missing - a PS-4 affidavit is required for new applicants submitting fingerprint cards. The fingerprint cards will be rejected if a PS-4 does not come sealed with them in a tamperproof bag.
PS-6 incorrectly filled out - the instructor did not properly fill out the PS-6. Please work with your instructor on getting this deficiency taken care of.
PS-6 instructor not certified - at the time of training the instructor was not certified to provide the training. The training is not valid and you must retake the training.
PS-6 instructor signature needed - the instructor did not sign the bottom of the PS-6. Please work with your instructor on getting this deficiency taken care of.
PS-6 not in a tamperproof bag - the PS-6 came directly from the applicant, not sealed in a tamperproof bag. The integrity of the training must be maintained. Please have the instructor redo a PS-6 and seal it in a tamperproof bag.
PS-6 original needed - we received either a photocopy of the temporary work permit, or the yellow or pink copy. We require the top white original copy.
PS-6 sworn statement sig incorrect - the instructor either put ‘x’, check marks, or left the sworn statements at the bottom of the PS-6 blank. The statements must be initialed. Please work with your instructor on taking care of this deficiency.
Registration received; must attend - we have you registered for a manager or instructor orientation class. No action in required unless you are unable to attend the scheduled class.
Residence history incomplete - the resident history listed does not go back ten years or there are gaps greater than 5 months between residences.
Residence history missing - the residence section of the PS-1 is missing.
Resume does not meet required exp - resume must clearly show 3 years of prior experience in law enforcement, military police, private security, or any combination of the three. Resume was either not clear on duties or did not meet the minimum standards.
Resume needed - resume outlining 3 years experience and when/where you graduated or obtained a GED is needed for those applying for instructor.
Training completion date missing - the PS-6 did not indicate the date the training was completed. Please work with your instructor in getting a new PS-6 sent to us with this information.
Training over 90 days old - training must be current, so any training over 90 days is not valid. You will need to retake the training.
TWP invalid comp not in system - the PS-20 lists a company that is not in our database. The company is not valid until the company is registered with us and an individual is currently, or in the process of, becoming licensed as an Executive Manager.
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