Frequently Asked Questions - Security Guard

*REMINDER NOTICE FOR SECURITY GUARD EMPLOYERS*
Have you checked the policy expiration date on your certificate of liability insurance lately? Your liability insurance may be due to expire. You should know that in order to remain in compliance with Article 7A of the General Business Law, your coverage must be maintained.
 

Who is exempt from registration?
A security guard who is otherwise subject to regulation with respect to registration and training by the federal government in the performance of his or her duties

A security guard providing services on a voluntary basis

Active police officers are exempt from registration, but, when employed by a contractual entity, they must complete an Employee Statement but do not need to be fingerprinted. However, police officers separated from service (e.g. retired) are considered civilians and must register as a security guard.

Peace officers while working in their official capacity for their primary employer. However, if moonlighting, a peace officer is considered a security guard and must register.
 

Are there additional requirements for an armed guard registration?
Yes. You must complete a 47-hour firearms course and submit the certificate with your application for issuance of an armed guard registration card.
 

May I install security systems if I am registered as a security guard?

No. You must obtain an alarm installers license.
 

If I am a retired police officer, do I have to register?

Yes. Retired police officers must register and complete all training. If a retired police officer (less than 10 years), you must provide the Department of State with a signed letter of good standing from your department. In addition, if you are required by your employer to carry a firearm, or are authorized to have access to a firearm, you must provide proof to the Department of State and your employer of having completed a Basic Course for Police Officers (or an equivalent course), that included initial firearms training, within one year prior to such employment. If your initial firearms training occurred more than a year before such employment, you must complete an 8 Hour Annual In-Service training for Armed Security Guard and report that training to the Department of State and your employer.
 

Do active police officers who do part-time security work have to be registered as a security guard?

No. Active police officers accepting secondary employment are not required to register or complete training. Individuals previously employed as police officers are considered civilians and must register and complete all training. When employed by a contractual entity, they must complete an Employee Statement, but they do not need to be fingerprinted. However, if an active police officer is hired by a contractual entity as an investigator, or if they are filing a PI/BEA/WGP application with the Department of State, they must be fingerprinted.
 

Can I submit a photo with my security guard application rather than the DMV ID#?

No. ID cards are produced by the Department of Motor Vehicles (DMV) using the image on file in its office. Individuals who do not have a current NYS photo driver license or non-driver ID card must go to a DMV office and have their photo taken (at no cost to them) before submitting their application to the Department of State. This is referred to as an "image-only" transaction. When these individuals go to a DMV office, they must bring a Request for Photo ID form with them. This form provides instructions and will be retained by the DMV office. The "image-only" transaction produces an FS-6T receipt that displays the individual's 9-digit ID number for the new client record. Individuals who get "image-only" captures should save their receipts and write that ID number on their application.

Once an individual is approved for licensure or registration, the Department of State sends his or her name and DMV number to the Department of Motor Vehicles to have an ID card printed. DMV sends the ID card to the residence address on file with the Department of State.
 

May I satisfy my due diligence requirements by accessing the information available on the Department of State Web site?

No. You are still required to use the Online Security Guard Registry to obtain a transaction number.
 

How long do companies have to submit a security guard registration application after receiving a transaction number?

Employers must submit the security guard registration application with appropriate documentation within 24 hours of receiving a transaction number.
 

Do applicants have to submit fingerprints?

Yes. All applicants must submit fingerprints.
 

What address do I mail the security guard application to?

Completed applications should be mailed to:
NYS Department of State,
Division of Licensing Services

PO Box 22052
Albany, NY 12201-2052
 

What does an applicant or employer have to submit with the registration application?

A completed application must include:

• The completed, signed application
• copy of certificate showing completion of an 8-hour pre-assignment course;- signed DMV consent form
• receipt that provides proof of fingerprint completion
• $36.00 fee payable to the NYS Department of State
• any additional documentation requested in response to specific questions on the application form; and if employment will commence with filing of the application, the Notice of Employment section must be completed by your employer
• * If applying for an armed security guard registration, a course completion certificate for 47 hours of firearms training, or a copy of the waiver issued by the Division of Criminal Justice Services

Note: Security guard employers should, at a minimum, retain one copy of each of the above listed items in their personnel files for each of their guards
 

How soon does a guard need to send his or her renewal form and $25 fee to the Department of State?

A renewal is mailed to the guard 90 days prior to the expiration date. Guards must renew their registration by the expiration date of their current registration or they cannot work as a security guard. If their registration has not been renewed within 6 months after the expiration date of their current registration, they must re-apply and re-qualify.
 

When should companies notify Licensing Services of employment?

Basically, on employment:
If employment commences with the filing of the application, the Notice of Employment section should be completed by the employer. No additional fee is required.

If security guard is applying independently, the Notice of Employment section need not be completed.

If the individual is already registered as a security guard, a "Security Guard Employment Status Notification" form and $25 fee must be completed and sent to the Division of Licensing Services.
 

What other documentation should employers retain in their personnel files?

Security guard employers should, at a minimum, retain one copy of each of the following in their personnel files for each of their guards.

• Temporary Identification Card (required upon termination of the guard)
• Copy of Employment Status Notification (used for hiring and termination of the guard)

Can a qualifier for a Private Investigator or Watch, Guard or Patrol Agency license work as an unarmed or armed guard under his or her license without additional filing as a security guard?

Yes. A qualifier complies with statutory requirements. A separate registration as a security guard is not needed.
 

If a Watch, Guard or Patrol Agency or Private Investigator qualifier does guard work, does the qualifier have to be registered as a security guard?

The qualifier of a Watch, Guard or Patrol Agency or Private Investigator does not need a separate registration as a security guard as long as the qualifier is providing guard services for the qualifier's own company.

However, if the qualifier provides guard services for another Watch, Guard or Patrol Agency or Private Investigator, the qualifier must obtain a security guard registration in order to provide guard services to that company.
 

Is security guard registration required from individuals who are waiting to be appointed as Peace Officers? NYC Special Patrolmen are granted peace officer authority pursuant to CPL §2.10 (27). While waiting to be appointed, the individual(s) will be employed to perform security guard functions.

Our rules provide that peace officers performing security guard duties in the course of their peace officer status are exempt from the registration requirements. However, no such exemption exists for individuals who are performing security functions while awaiting such status. Therefore, if the individuals are performing security guard functions, they must be registered.
 

I am an authorized employer. Will the Department of State accept security guard applications with my stamped signature?

The Department of State will accept security guard applications with an employer's stamped signature. Employers wishing to do so must submit a signed statement with a sample of the rubber stamp. The liability for misuse rests with the qualifier.
 

I need some information and forms relating to training courses.

The NYS Division of Criminal Justice Services, Office of Public Safety – Security Guard Program, has regulatory authority over training requirements. Please visit their website.