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Deficiencies and Terminations
General Questions
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?
To re-apply, applicants must begin the application process from the start by submitting a new complete application packet, fingerprints, proof of basic initial training, and the full fee amount (including the Criminal History Fingerprint Fee). 

Deficiency Definitions

       
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 an original PS-6 showing that you completed the training, or contact a certified instructor to obtain the training.
 
 
24 hour armed training needed
We have no record that you have completed the 24hr armed basic training. Below are the possible reasons we may need the basic armed training:
 
  1. You are a new armed applicant
  2. Your armed certification has expired greater than 30 days ago
  3. We didn’t receive proof that you did your required annual armed maintenance.
 
Please submit an original PS-6 showing that you completed the training, or contact a certified instructor to obtain training.
 
 
4 hour renewal training needed
We have no record that you took the renewal training. Please submit an original 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 classroom. This class is a requirement for all levels of certification and licensing. Please submit an original 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 an original 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 classroom. Please submit an original 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 a 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 in a sealed tamperproof bag.
 
 
Fingerprint card missing
We did not receive a fingerprint card. Please submit a fingerprint card with a new PS-4 in a sealed tamperproof bag.
 
 
Firearm requalification course needed
Your PS-6 did not indicate that you took the firearm requalification course at time of annual maintenance or renewal. Please submit an original 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 payment was returned to you the day it was received in our office. Please resubmit the fee amount indicated. Acceptable payment types are: cashier check, business check, money order or credit card.
 
 
Incorrect fee amount
The application is missing all or a portion of the fees required to process the application. Please submit the fee indicated. Acceptable payment types are: cashier check, business check, money order or credit card.
 
 
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. Acceptable payment types are: cashier check, business check, money order or credit card.
 
 
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 submit test to the unit.
 
 
Mgr assessment failed; retake
The assessment module taken during manager 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 instructor certificate 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 applicant must have graduated high school or obtained a GED. Please submit information on when and where you graduated high school or received your GED.
 
 
PS-1 missing
The basic application for certification or licensure was not received. Please submit a completed PS-1.
 
 
PS-20 applicants signature missing
The temporary work permit was not signed by the applicant. Please complete and submit a new original 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 and submit a new original PS-20.
 
 
PS-20 boxes not checked
The temporary work permit was not show what application the applicant is applying for. Please complete and submit a new original 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 and submit a new original PS-20.
 
 
PS-20 county missing
We received a temporary work permit but the county was left blank. Please complete and submit a new original 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 original 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 received a PS-20 that has expired. Please complete and submit a new original PS-20.
 
 
PS-20 issue/expire date incomplete
We received a temporary work permit but the date it was issued and/or the date it expires was left blank. Please complete and submit a new original PS-20.
 
 
PS-20 manager signature missing
The manager did not sign the temporary work permit. Please complete and submit a new original 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 private security services prior to receiving a card. Please have your manager fill out a PS-20 (temporary work permit) for you, or include a letter if you are not providing private 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 complete an original and submit a new 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 of your company complete an original and submit a new PS-20 for you.
 
 
PS-21 applicants signature missing
We received a PS-21 renewal form without the applicant signature. Please resubmit a new PS-21.
 
 
PS-21 criminal information questions 5 thru 8 Armed applicants must be able to sign all four statements to be eligible for certification.
 
 
PS-21 missing
The PS-21 renewal form was not included with the provided paperwork. Please submit a new 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 applicant’s identity was verified. A new PS-4 and a new fingerprint card will need to be completed and submitted in a tamperproof bag.
 
 
PS-4 applicant name missing
There is no applicant name on the PS-4. A new PS-4 and a new fingerprint card will need to be completed and submitted in a tamperproof bag.
 
 
PS-4 fingerprint tech info missing
The fingerprint technician did not sign the PS-4. A new PS-4 and a new fingerprint card will need to be completed and submitted in a tamperproof bag.
 
 
PS-4 missing
A PS-4 affidavit is required for new applicants submitting a fingerprint card. The fingerprint card 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 complete and submit a new original PS-6 and sealed in a tamperproof bag.
 
 
PS-6 original needed
We received either a photocopy of the PS-6, or the yellow or pink copy. We require the top white original copy. Please work with your instructor on getting this deficiency taken care of.
 
 
PS-6 sworn statement signature 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. Please submit the residence section again.
 
 
Residence history missing
The residence section of the PS-1 is missing. Please submit a completed residence section.
 
 
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 an instructor certification.
 
 
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 company 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.