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Individuals possessing certifications are required to meet specific maintenance standards. Failure to meet these standards will result in suspension of certification. Individuals with suspended certifications cannot work in that discipline. This document is intended to help agencies understand the processes related to maintenance tracking and compliance. The process begins after a person has been certified.
Officers can track their maintenance through CJ IRIS (Criminal Justice Information Resource Inquiry System). Current requirements are saved in the “Requirements Tracking” tab and confirmation of completed maintenance is saved under the Training Tab on CJ IRIS.
Maintenance Training can be reported to DPSST via an F6, F6e Roster or F15 Individual Training Log. Though written and scanned rosters are accepted, DPSST encourages agencies to enroll in the eRoster program. Follow the F6e link below to learn more.
Quarterly tracking reports are sent to agency heads and/or designees via email or postal mail (if no email indicated). To subscribe to the maintenance tracking reports, send an email to firstname.lastname@example.org. Please include in the subject line “Maintenance Notification” and in the body of the message: Agency name, recipient(s) name, email address and if they should receive Law Enforcement or Telecom/EMD maintenance (or both).
Agencies must report, on a Personnel Action‐Separations form (F4s), when an employee separates from their certified position. Equally, agencies must report, on a Personnel Action form (F4), when an employee goes out and returns from any kind of leave of absence (LOA). DPSST calculates the number of days on leave and adjust maintenance as follows:
A letter will be sent to the certified individual, and their agency head, whose maintenance standards are deficient at the first of the month following the expiration of a maintenance requirement. Individuals will have 30 days to respond to the deficiency notice. If there is no response, DPSST will issue a Contested Case Notice of Intent to Suspend the affected certification. If there is no response to the Contested Case Notice of Intent to Suspend, that notice will default to a Final Order and the affected certification(s) will be suspended. Employees cannot perform the duties of their discipline with a suspended certification.
Actions that can be taken during deficiency and NOI period:
Upon receipt of a deficiency notice, individuals will have an option to request an extension. Extensions will only be granted for training that has not been completed and can be extended up to December 31 of the following year. CPR/First Aid certification requirements do not qualify for an extension.
Maintenance suspended certifications can only be reactivated once the certified employee completes the deficient requirements that caused the maintenance suspension. Once the deficiency has been resolved, the employee must follow the hire/certification process to reactivate.
Police, Corrections, Parole and Probation, Regulatory Specialist (OLCC)
Applies to individuals holding Basic, Intermediate, or Advanced certification
Applies to individuals holding Supervisory, Management, or Executive Certification
Required Annually, By December 31
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