Virginia Department of Criminal Justice Services

Improving and promoting public safety in the Commonwealth

The only costs for the Virginia Law Enforcement Professional Standards Commission (VLEPSC) program are those incurred for room and board for the assessment team at the time of the on-site assessment, and a $250.00 application fee upon receipt and acceptance of the Agency Participation Agreement. Agencies that are insured by the Virginia Risk Sharing Association (VRSA) do not have to pay the application fee or annual fees as those costs are covered by VRSA.

To become a CSO, you must be hired by a campus or university and meet these requirements: (or hold a private security specialist certification or work part-time under 120 hrs annually)

• be a US citizen or legal resident,
• undergo a background check,
• possess a high-school diploma, GED, or equivalent, and
• be at least 18 years of age.

A CSO may submit an Educational Requirement Waiver Application to forgo compulsory minimum training if the candidate has a minimum of 5 years experience as a CSO, and can pass each module exam with at least a 70%.

If for some reason, training cannot be met in the provided 180 days, a Certification Program - Permission for Extension request may be submitted to DCJS. The CSO point of contact must sign off on the form and indicate the reason for the extension request. Extensions may be granted in the instance of illness, military service, etc.

To become a CSO instructor, the applicant must submit an Instructor Application to DCJS and meet the following criteria:

• possess a high-school diploma, GED, or equivalent,
• possess 2 years management or supervisory experience as a CSO or LEO or 3 years general experience as a CSO or LEO 
• possess 1 year of experience as an instructor in an accredited institution.

Armed school security officer eligibility requirements can be found in Virginia Code 22.1-280.2:1. The armed SSO must meet all of the following criteria and be a certified SSO before they can carry a firearm in the performance of their duties.

Local school boards and private or religious schools may employ school security officers, as defined in § 9.1-101, for the purposes set forth therein. Such school security officer may carry a firearm in the performance of their duties if the SSO:  

• Is a former law enforcement officer within 10 years from hire date with the school; 
• Retired or resigned from their position in law-enforcement in good standing; 
• Meets the training and qualifications standards described in subsection C of § 18.2-308.016; and
• Provides proof of training completion in Active Shooter Emergency Response, Emergency Evacuation Procedure, and Threat Assessment; 
• If training is provided by law enforcement, it shall be of the locality in which he is employed as an SSO. 

Additionally,  

• Local school board or private or religious school shall solicit input from the chief law enforcement officer of the locality to ensure the SSO is not prohibited by state or federal law from possessing, purchasing, or transporting a firearm. 
• The local school board or private or religious school must grant the SSO authority to carry a firearm in the performance of his duties. 

Current law enforcement, current or former military or military police and individuals with an armed endorsement through private security or a concealed weapons permit do not satisfy the Code requirements to be an armed SSO.

Certified school security officers are required to obtain 16 hours of job-related training, including at least one legal topic, as ongoing professional development during their 2-year certification period. You can find all available training opportunities on the VCSCS Training Page or by searching "VCS" on your DCJS Benchmark account. At the conclusion of a training course, an SSO will receive a Certificate of Attendance that can be used towards their recertification hours.

Please note: DCJS does not maintain a record of the number of hours an SSO currently has while working towards their recertification. It is the responsibility of the SSO to ensure the minimum training hours have been met prior to their certification expiring.

Virginia Code Section § 22.1-279.8 requires each local school board to require all schools under its supervisory control to annually conduct school safety audits as defined in Code and according to lists established by the Virginia Center for School and Campus Safety § 9.1-184. To see a list of items required in this year’s audit, visit the Virginia School Safety Audit Program homepage.

The VCSCS uses the school safety survey to collect information for the annual Virginia School Safety Survey Report which is made available to school safety practitioners, school division personnel, and legislators throughout the Commonwealth. The information is also used to assist the Virginia Center for School and Campus Safety (VCSCS) and the Department of Education in developing training and recommending policy to address emerging areas of school safety concern.

The school survey should be completed by the principal of the school; however, if completion of the survey is delegated to other staff, the principal/superintendent will be held responsible for the reliability of the content submitted.

No, unless your superintendent specifically requires you to do so. The web-based survey system allows each superintendent to access surveys submitted by schools in their division. The superintendent will be able to view/modify their schools’ survey responses and print copies of these surveys for their files.

Responses to questions dealing specifically with the security of a school can be designated as protected information and exempted from FOIA requests. While completing the survey, you will see a section titled “School Security and Surveillance”.  Questions in this section are exempt from FOIA requests and the school division and the VCSCS will protect that information from release.  

To take this survey your browser must accept “cookies” from our server.  If you continue to have trouble email us. 

For questions about the School Safety Survey or technical problems regarding the survey, please contact us at:

safetyaudit@dcjs.virginia.gov

Nikki Wilcox (804) 786-3923

James Christian (804) 357-0967

Completing the school survey typically takes from 20 - 30 minutes. You can reduce error and minimize the time it takes to complete the survey by utilizing the guidance documents (School and Division) before starting the actual survey.

If you need additional assistance, please contact safetyaudit@dcjs.virginia.gov.

If you have completed the survey and reached the message that says “Thank you for taking the Virginia School Safety Survey,” your survey questions were successfully submitted to VCSCS.

Additionally, superintendents will have access to all completed school surveys within their division via the VCSCS secure website.  Please contact your division superintendent’s office if you need to confirm the successful submission of your survey responses.

All school principals are required to complete the mandatory components of the school safety audit legislation as designated by the Virginia Center for School and Campus Safety. The requirements include:

• Completion of the  School Safety Audit review for their school (template available). 
• Completion of the  School Safety Survey for their school. 
• Completion of the School Safety Inspection Checklist for their school (every three years). 
• Update the Crisis and Emergency Management Plan for their school. 
• Completion of the Virginia School Survey of Climate and Working Conditions

All school superintendents are required to complete mandatory components of the school safety audit legislation as designated by the Virginia Center for School and Campus Safety. These requirements include (By August 31): 

• Completion of the Division Safety Survey.
• Ensuring the division’s school listed within the Survey Manager are up to date and complete.
• Review of schools’ survey submissions, updated with any necessary modifications/corrections, and certification of accuracy of all completed surveys.
• Certification that every school's crisis and emergency response plan has been reviewed and updated by the locality’s school board (annually), that the division-wide audit committee has reviewed all school safety audits and made recommendations to the School Board as needed (annually), and that all schools in the division have completed the school safety inspection checklist (every three years).

Yes.  The 2013 General Assembly passed legislation (HB 2346) mandating the Virginia Center for School and Campus Safety to develop a school safety and vulnerability checklist for schools to use and mandated schools to conduct an annual walk through inspection using these checklists.  This tool is available here. The checklists will be required to be completed on a triennial basis with the first due date of August 31, 2014. View the Guidance for use of the School Safety Inspection Checklist here.

Your superintendent may designate other specific tasks to be completed in addition to the School Safety Survey.

It depends. A central station dispatcher, electronic security sales representative, electronic security technician, electronic security technician's assistant, unarmed alarm respondent, locksmith and unarmed security officer can work for 90 consecutive days while completing the compulsory minimum training requirements, provided their fingerprints were submitted on or before their date of hire and their employer provides them with a 90 day authorization document.  This document along with a photo ID must be carried on duty while performing regulated services until a temporary or permanent registration is issued.

Armed Security Officers, Armed Alarm Respondent, Private Investigators, Personal Protection Specialist, Security and Detector Canine Handlers, and Armored Car Personnel must have a current registration in order to work in a registered category.

No. DCJS cannot accept faxed applications. In order for applications to be processed, they must be filled out completely and correctly and submitted with proper payment and official documentation, if applicable. 

No, you must complete your training within that first 90 consecutive days. Once you reach that 90th consecutive day, you must cease working in a regulated capacity until your training has been completed.

An individual who fails to complete the required training with a previous employer may be allowed another 90 consecutive days provided the individual did not fail to "timely" complete the required training with other previous employers. The decision as to whether the individual may have another 90 days should be made after consulting with DCJS. 

• An individual with a criminal history involving a conviction for a felony or certain misdemeanors may be denied licensure, registration or certification.
• Any person convicted of a misdemeanor involving moral turpitude (lying, stealing, cheating); assault and battery; damage to real or personal property; controlled substances (drugs) or imitation controlled substances; prohibited sexual behavior; or firearms offenses or any felony may have their application denied.
• Additionally, renewal applications may be denied if all renewal requirements are not met by the final reinstatement date.
• Failure to meet registration/licensure/certification requirements as outlined in the regulations.

The individual must complete all initial application requirements including applicable training requirements and a criminal history check.  This includes submittal of a new registration application, entry-level training requirements and a fingerprint processing application and fingerprint card. 

Renewals should be received at least 30 days prior to expiration. 

For training to be credited, an application must be submitted within 12 months of the completion date. 

Yes. You must submit the Additional Registration Category Application on-line at http://www.dcjs.virginia.gov/online, pay the appropriate fee, and complete all required training. This will NOT change the expiration date of your current registration. For example: if your registration expires in four months and you recently completed training for a new category and submit the application, your new category will expire on the same day as your current registration card, or four months from now.

Some private security credentials require the submittal of official documentation for the purpose of eligibility.  This refers to personnel records; DD214; copies of business licenses indicating ownership; law enforcement transcripts; certificates of training completion; a signed letter provided directly by a current/previous employer detailing dates of employment and job duties; college transcripts; letters of commendation; private security services registrations; certifications, and/or licenses from other states; and/or other employment, training, or experience verification documents. A resume is not considered official documentation.

Visit our website  for a searchable database of current licensed businesses.

Written notification of any physical/mailing address change, email address or phone number shall be in writing and received by DCJS no later than 10 days after the effective date of the change. To ensure proper documentation, complete an Individual Address Form and submit the the Department.

If your denial was based upon a criminal conviction, you will be provided additional information in regard to reapplication options.  Depending on the criminal conviction and time of occurrence, individuals may qualify for a waiver if 5 years has passed with no additional criminal convictions for misdemeanors.  Certain felony convictions may qualify for a waiver if a minimum of 10 to 20 years has passed since the last date of conviction.  This information will be provided in your denial notification. 

The training school will submit the roster to us. Remember that entry-level training is good for 12 months and and initial application must be submitted within that 12 month period for you to receive credit. In-service training must be completed within the 24 months of the active registration in receive training credit for renewal. Firearms requalification must be completed within the previous 90 days of the expiration of the firearms endorsement.  The school will also provide you with a training completion form.  This form is for your records and should not be sent to the Department.  The Department will only accept training submitted by the training school on an official roster. 

No. Expiration dates are based on the date of initial issuance of the credential. You can complete training at any time within 24 months prior to expiration, this training once reported by the school will remain on file with the Department and upon receipt of a renewal application, the registration will be renewed for 2 years from your current expiration date . We encourage you to take training early so your renewal will proceed without delays.

A natural person who responds to the signal of an alarm for the purpose of detecting an intrusion of the home, business, or property of the end user.

For information on how to apply and renew, please visit the Alarm Respondent page.

No. If you are unarmed, you can work for 90 consecutive days while completing the compulsory minimum training requirements, provided your fingerprints were submitted on or before your date of hire. 

01I security officer in-service - 4 hours 

A private security registrant who carries or has immediate access to a firearm in the performance of his duties.

You must possess a valid registration in this category and a firearms endorsement. 

Yes. You must have a current registration in order to work in this registered category. 

50 hours -- 01E security officer core subjects (18 hours) + 05E armed security officer arrest authority (8 hours) + 75Esecurity officer handgun training (24 hours) + 08E shotgun training if applicable (3 hours)

Yes, Title 9.1-146 of the Code of Virginia limits the power of arrest for an offense occurring in his presence on such premises or in the presence of a merchant, agent, or employee of the merchant the private security business has contracted to protect, if the merchant, agent, or employee had probable cause to believe that the person arrested had shoplifted or committed willful concealment of goods. 

A person who transports or offers to transport under armed security from one place to another money, negotiable instruments or other valuables in a specially equipped motor vehicle with a high degree of security and certainty of delivery. 

For information on how to apply, please visit the Armored Car Personnel page.

Yes. You must have completed all required training and have a current registration in order to work in this registered category. 

6 - 11 hours -- 03I armored car personnel (4 hours) + 07R handgun (4 hours) + 08R shotgun if applicable (3 hours)

Yes, if there is no regulatory authority in the state where you are physically located. You are considered an out-of-state central station dispatcher. 

For information on how to renew, please visit the Central Station Dispatcher page.

No. A central station dispatcher can work for 90 consecutive days while completing the compulsory minimum training requirements, provided your fingerprints were submitted on or before your date of hire. 

4 hours -- 30I Electronic Security Service Subjects (4 hours). Registrations must be renewed every two years.

Yes, if there is no regulatory authority in the state where you are physically located. You are considered an out-of-state central station dispatcher. 

For information on how to renew, please visit the Out of State Central Station Dispatcher page .

No. A central station dispatcher can work for 90 consecutive days while completing the compulsory minimum training requirements, provided their fingerprints were submitted on or before their date of hire. 

4 hours -- 30I electronic security services subjects (4 hours). Registrations must be renewed every two years.

Electronic or mechanical alarm signaling devices, including burglar alarms or holdup alarms or cameras used to detect intrusion, concealment or theft to safeguard and protect persons and property. This shall not include tags, labels, and other devices that are attached or affixed to items offered for sale, library books, and other protected articles as part of an electronic article surveillance and theft detection and deterrence system. 

For information on how to apply, please visit the Electronic Security Sales Representative page.

No. An electronic security sales representative can work for 90 consecutive days while completing the compulsory minimum training requirements, provided your fingerprints were submitted on or before your date of hire.

4 hours -- 30I electronic security services subjects (4 hours)

Electronic or mechanical alarm signaling devices, including burglar alarms, holdup alarms or cameras used to detect intrusion, concealment or theft to safeguard and protect persons and property. This shall not include tags, labels, and other devices that are attached or affixed to items offered for sale, library books, and other protected articles as part of an electronic article surveillance and theft detection and deterrence system. 

For information on how to renew, please visit the Electronic Security Technician page.

No. An electronic security technician can work for 90 consecutive days while completing the compulsory minimum training requirements, provided their fingerprints were submitted on or before their date of hire. 

4 hours -- 30I electronic security services subjects (4hours)

Electronic or mechanical alarm signaling devices, including burglar alarms or holdup alarms or cameras used to detect intrusion, concealment or theft to safeguard and protect persons and property. This shall not include tags, labels, and other devices that are attached or affixed to items offered for sale, library books, and other protected articles as part of an electronic article surveillance and theft detection and deterrence system. 

For information on how to apply, please visit the Electronic Security Technician's Assistant page.

No. An electronic security technician's assistant can work for 90 consecutive days while completing the compulsory minimum training requirements, provided their fingerprints were submitted on or before their date of hire. 

4 hours -- 30I electronic security services subjects in-service (4 hours)

No. The individual only needs to submit the initial fingerprint application, fingerprint card, and fee. 

"Locksmith services" mean selling; servicing; rebuilding; repairing; rekeying; repining; changing the combination to an electronic or mechanical locking device; programming either keys to a device or the device to accept electronic controlled keys; originating keys for locks or copying keys; adjusting or installing locks or deadbolts, mechanical or electronic locking devices, egress control devices, safes, and vaults; or opening, defeating or bypassing locks or latching mechanisms in a manner other than intended by the manufacturer with or without compensation for the general public or on property not his own nor under his own control or authority.

No. A locksmith may work for up to 90 consecutive days while completing the compulsory minimum training requirements, provided their fingerprints were submitted on or before their date of hire and they are employed by a Private Security Services company licensed by DCJS to provide locksmith services. 

4 hours - 25I Locksmith In-Service (4 hours)

You must possess a valid registration in this category and a firearms endorsement if working in an armed capacity.

Yes. You must have a current registration in order to work in this registered category. 

60 - 90 hours -- 32E Personal protection specialist (60 hours) + (if armed) 07E entry-level handgun (16 hours) + 09Eadvanced handgun (14 hours)

No. Persons who carry or have access to a firearm while on duty must have a firearm endorsement as described under 6 VAC 20-171-365 of the state regulations. If carrying a concealed handgun, the person must also have a valid concealed handgun permit, and the written permission of his employer pursuant to 18.2-308 of the Code of Virginia. 

You must possess a valid registration in this category. 

Yes. You must have a current registration in order to work in this registered category. 

60 hours -- 02E private investigator (60 hours) 

Yes, provided that the investigation originates in their state of licensure or registration when the other state offers similar reciprocity to private investigators licensed and registered by the Commonwealth. View the current Limited Reciprocity Agreements for Private Investigations that the Commonwealth of Virginia has entered into with other states. 

No. Persons who carry or have access to a firearm while on duty must have a firearm endorsement as described under 6 VAC 20-171-365 of the state regulations. If carrying a concealed handgun, the person must also have a valid concealed handgun permit, and the written permission of his employer pursuant to 18.2-308 of the Code of Virginia. 

A dog that has attended, completed, and been certified as a security canine by a certified security canine handler instructor in accordance with approved department procedures and certification guidelines. "Security canine" shall not include detector dogs. 

You must possess a valid registration in this category. 

Yes. You must have a current registration in order to work in this registered category. 

30 hours -- 04ES security canine handler (12 hours) + 01E security officer core subjects (18 hours)

Any individuals who have been appointed by a Circuit Court to perform only those powers, functions, duties and responsibilities authorized within such geographic limitations as the court may deem appropriate.

As of July 1, 2015, all individuals appointed or seeking appointment as a SCOP, must be registered with the department. No exemptions from registration exist under Virginia law.

You must be a minimum of 18 years of age; a United States citizen or legal resident alien of the United States; and successfully complete all application requirements for registration as a special conservator of the peace, to include a background investigation, which must be completed by a law enforcement agency within the Commonwealth of Virginia. The background investigation is separate and distinct from the criminal history check, which only shows your arrest and conviction history.

DCJS may grant training exemptions based upon prior law enforcement experience or prior experience as a Special Conservator of the Peace. Individuals must submit the partial training exemption application (PSS_WA), fee and documentation of training/experience in order to be considered for a waiver. 

No person with a criminal conviction for a misdemeanor involving (a) moral turpitude, (b) assault and battery, (c) damage to real or personal property, (d) controlled substances or imitation controlled substances as defined in Article 1 (§ 18.2-247 et seq.) of Chapter 7 of Title 18.2, (e) prohibited sexual behavior as described in Article 7 (§ 18.2-61 et seq.) of Chapter 4 of Title 18.2, (f) firearms, or (g) any felony, shall be registered as a special conservator of the peace.  In addition to existing barrier crimes, anyone who is required to register with the Sex Offender and Crimes Against Minors Registrations is not eligible for registration with DCJS. 

If your training is within 12 months of application for a Special Conservator of the Peace registration, you will not be required to retake firearms training.

You must contact FirstSource Solutions at 1-800-732-3784.

Yes, you may appeal with a request for an Informal Fact Finding Conference through the Administrative Process Act.

Yes. Appointments are limited up to 4 years.

Yes. All individuals must take some training to become registered. However, you may qualify for a partial exemption. The partial exemption application (PSS_WA), fee and documentation must be submitted before a partial exemption will be granted. The amount of training waived depends on your training and/or experience. 

Jurisdictions are decided by the Circuit Court where you are petitioning.

You seek appointment in the jurisdiction where you will be providing Special Conservator of the Peace Services.

No. All fees are non-refundable.

Yes, but you must petition each Circuit Court in each jurisdiction requesting Special Conservator of the Peace authority separately.

You must possess a valid registration in this category. 

No. An unarmed security officer can work for 90 consecutive days while completing the compulsory minimum training requirements, provided your fingerprints were submitted on or before their date of hire and your employer provides you with a 90 day authorization document.  This document along with a photo ID must be carried on duty while performing regulated services until a temporary or permanent registration is issued.

18 hours -- 01E security officer core subjects (18 hours) 

A bail bondsman is any person who is licensed by DCJS who engages in the business of bail bonding and is thereby authorized to conduct business in all courts of the Commonwealth.

Property, Surety, and Agent bail bondsmen must be licensed. 

The main requirements for both surety and property are as follows, please review the additional requirements listed under the surety or property questions. You must submit the following to the department:

• Initial Bail Bondsman License (PSS_BA) and $900.00 nonrefundable licensure fee.
• Nonrefundable Category fee
  • Property Bail Bondsman- $250
  • Agent Bail Bondsman- $100   
  • Surety Bail Bondsman- $100
• Complete the 40-hour entry-level training and pass the bail bondsman exam as prescribed by the Board.
• Fingerprint card, fingerprint processing application (PSS_FP) and applicable non-refundable fee. For more information, view the Fingerprints page.

For those who will have access to a firearm, they must complete the requirements for a Firearms Endorsement. For more information, view the Firearms Endorsement page. 

1. Be a minimum of 18 years of age;
2. Be a United States citizen or legal resident alien of the United States
3. Have received a high school diploma or GED; and
4. Complete training and pass the bail bondsman exam at a DCJS certified training school.

An attorney may be a licensed bondsman provided he does not provide bail for any person if he is also an attorney representing that person. 

No provision was included in the law to provide training exemptions under the new licensure requirements. 

Persons who have been convicted of a felony within the Commonwealth, any other state, or the United States, who have not been pardoned, or whose civil rights have not been restored. 

They are valid for 24 months. Licenses must be renewed prior to licensure expiration to include completion of in-service training. 

No. You can begin the licensure process and take training without previously being a bail bondsman.

No, you will be issued a temporary licensure letter affording you thirty days to submit the power of attorney to the Department. This licensure letter does not authorize you to bond. 

• Submit proof of current licensing as a property and casualty insurance agent validated by the State Corporation Commission.
   
• Submit copies of each qualifying power of attorney that will be used to provide surety. All qualifying powers of attorney filed with DCJS shall contain the name and contact information for both the surety agent and the registered agent of the issuing company. In the event an applicant for a surety bail bondsman license is unable to obtain a qualifying power of attorney prior to the issuance of his license.

Yes, each agent is defined as a property bail bondsman and must have a bail bondsman license in order to provide bail-bonding services in the Commonwealth.

No. Each licensed bail bondsman is required by statute to submit a monthly outstanding bond report. 

Consecutively you need to enter each case number on each row of the report. Put the bond amount on the top one. On the others in the bond amount column put the following words: "See case number #" (include the case number of the total amount). 

The property bail bondsman must include the outstanding amount on every monthly report until the court releases the bond. 

The property bail bondsman must include the outstanding amount on every monthly report until the court releases the bond. 

Bail recovery means an act whereby a person arrests a bailee with the object of surrendering the bailee to the appropriate court, jail, or police department, for the purpose of discharging the bailee’s surety from liability on his bond. “Bail recovery” shall include investigating, surveilling or locating a bailee in preparation for an imminent arrest, with such object and for such purpose. 

• Initial Bail Enforcement Agent application and $200.00 nonrefundable licensure fee.
• Complete the 40-hour entry-level training at a DCJS certified training school.
• Fingerprint card, Fingerprint Processing Application and applicable non-refundable fee. For more information, view the Fingerprints page.

For those who will have access to a firearm, they must complete the requirements for a Firearms Endorsement. For more information, view the Firearms Endorsement page. 

• Persons who have been convicted of a misdemeanor within the last five years; a misdemeanor that is similar to brandishing a firearm or stalking, or any felony within the Commonwealth, any other state, or the United States, who have not been pardoned, or whose civil rights have not been restored, or persons currently the subject of a protective order
• Employee of a local or regional jail; sheriff's office; state or local police department; an office of an attorney for the Commonwealth; Department of Corrections, Department of Criminal Justice Services, or a local community corrections agency.

No provision was included in the law to exempt current bail enforcement agents from the new licensure requirements.

1. Persons previously employed as law-enforcement officers for a local, state or federal government who have not terminated or been terminated from said employment more than five years prior to the application date must submit official documentation of the following with the application for partial exemption of the entry-level training requirements.
   1. Completion of law-enforcement entry level training; and
   2. Five continuous years of law-enforcement employment provided such employment as a law-enforcement officer was not terminated due to misconduct or incompetence.
2. Persons having previous bail enforcement agent training and five years continuous experience must submit official documentation of the following with the application for partial exemption:
3. Completion of previous bail enforcement agent training, which has been approved by the department and which meets or exceeds the compulsory minimum training standards promulgated by the board; and
4. Five years continuous experience in bail recovery provided such experience did not end more than twelve months prior to submittal of licensure application.

Persons who have been convicted of a misdemeanor within the last five year; a misdemeanor that is similar to brandishing a firearm or stalking, or any felony within the Commonwealth, any other state, or the United States, who have not been pardoned, or whose civil rights have not been restored, or persons currently the subject of a protective order. 

The license is valid for 24 months. Licenses must be renewed prior to licensure expiration to include completion of in-service training. 

No. You can begin the licensure process and take training without previously being a bail enforcement agent 

For basic eligibility, refer to 6 VAC 20-171-445 of the state regulations as well as the specific requirements found on the applications. However, each application is reviewed and credit granted based upon specific requirements for each category. Submitting an application does not guarantee that you will be approved and the fees are non-refundable regardless of approval status. Also, there are no full exemptions for any entry-level requirement; even if you receive a partial exemption, you will be required to take some additional training. 

Applicants must select a basis for qualification in one of the following areas:

• Law Enforcement and Training
• Private Security Experience
• Pre-Approved Alternate Private Security Training
• Prior Firearms Training

• Armored Car Personnel (03E)
• Electronic Security Core Subjects (30E)
• Compliance Agent training except for the pre-approved online course
• Armed Security Officer Arrest Authority (05E) course except for pre-approved GSA Security Officer entry-level training
• Law enforcement-based exemptions are not eligible for Electronic Security Sales Representative or Electronic Security Technicians  

Only one (1) training exemption category for registration or certification may be requested per application ($25.00 fee applies). If an individual wishes to receive credit for multiple registration or certification categories, they must submit the application, fee, and required documentation for each one. For example, an individual applying for a RA (initial registration application) as an "Armed Security Officer”, they may include 01E + 07E on one application. (There are no exemptions for 05E except for pre-approved GSA training sessions.) 

Refers to personnel records; DD214; copies of business licenses indicating ownership; law enforcement transcripts; certificates of training completion; a signed letter provided directly by a current/previous employer detailing dates of employment and job duties; college transcripts; letters of commendation; private security services registrations; certifications, and/or licenses from other states; and/or other employment, training, or experience verification documents. A resume is not considered official documentation. 

If you receive a partial exemption, the additional training must be completed within 12 months from the date the partial training exemption was issued. You must also apply for your Registration within 12 months of the date the exemption has been granted. After 12 months, the training exemption will expire. 

First, review the "How to Apply” page under Training Alternatives. It may also be helpful to review the FAQs for the specific category you are applying. Another source for additional information is to review the state regulations. Finally, you may wish to view the specific applications for both entry-level and in-service exemptions to help walk you through the process. 

For a list of additional training hours required for each category, please refer to the entry-level application for training exemptions - instructions page. 

You must possess a valid certification as an instructor. Your instructor certification will state which courses you are certified to teach. 

13E General Instructor Development (40 hours) 

14I Firearms Instructor In-service (4 hours) and requalification on the range with a minimum range score of 85%.

Yes. You must have completed training prior to applying for certification as an instructor. For more information, please View the Apply and Renew page for Instructors. 

Certifications are valid for 24 months. 

Submit a written request to the attention of the Training Unit to include any additional documentation to verify eligibility to teach in the requested subjects. You must have training and/or experience in the specific category in order to be eligible for instructor certification. For more information, please refer to the following portion of the Regulations Relating to Private Security: 6 VAC 20-171-100. Initial instructor application. Please note that Firearms Instructors have additional requirements. Please see the question below. 

• Have a high school diploma or equivalent (GED).
• Minimum of 3 years management or supervisory experience with a private security services business or with any federal, military police, state, county or municipal law enforcement agency, or in a related field; OR
• Have 5 years general experience in a private security services business, with a federal, state, or local law enforcement agency, or in a related field; OR
• Have a minimum of one-year experience as an instructor or teacher at an accredited educational institution or agency in the subject matter for which certification is requested, or in a related field.
• Additionally, you must submit official documentation of previous training and a minimum of 2 years work experience in the category you wish to become certified to instruct. For more information, please refer to the following portion of the Regulations Relating to Private Security: 6 VAC 20-171-100. Initial instructor application.

Official documentation verifying previous instructor experience, training, work experience and education for those subjects in which certification is requested. 

• Must first be certified with the DCJS as a general instructor.
• Successful completion of a firearm instructor development program, which meets or exceeds standards established by the department within three years immediately preceding the date of the application; OR
• Successful completion of a firearm instructor development program longer than 3 years prior to the date of application and has provided instruction during the 3 years immediately preceding, or has provided instruction in a related field at an institution of higher learning. OR
• Complete the DCJS firearms instructor development entry-level course.
• Official documentation of previous training and a minimum of 2 years work experience in the category of firearms requested.
• Official documentation that the applicant has successfully qualified with a minimum firearm range qualification of 85% in each of the following: revolver, semi-automatic handgun; and shotgun.  If applying for a Patrol Rifle instructor designation a minimum firearm range qualification of 85% is also required.

The individual must complete all initial requirements including training. 

A person providing mandated instruction in specific portions of private security subjects, with a certified instructor present, for a certified private security services training school.     

The certified training school that wishes to utilize your expertise must apply on your behalf. You cannot be authorized as a subject matter specialist in general and solicit services to a school.  The school will need to submit a Subject Matter Specialist/Guest Lecturer form with your signature. The application must specifiy which area(s) of training the request addresses. A subject matter specialist or guest lecturer may only present portions of certified training sessions and not a course in its entirety.

For information on how to apply, please visit the Subject Matter Specialist/Guest Lecturer page.

You may wish to have an attorney instruct the basic law portion of 02E private investigator entry-level training. You may wish to have a law enforcement officer discuss arrest techniques in the 05E armed security officer arrest authority class. 

No. A certified firearms instructor is required to instruct all portions of any firearms courses including range qualifications. 

No.

A person designated by a principal of a certified private security services training school to assure the compliance of the private security services training school with all applicable requirements as provided in the Code of Virginia and the state regulations.

You must be certified as an instructor and designated by an owner or principal of the certified training school. Currently, there is no certification as training director or assistant training director. 

Yes. You must have a current, valid certification as an instructor, which requires ongoing training. At this time, there is no additional training required for a school director designation. 

No, but you are not restricted from providing training for more than one certified training school as an instructor. 

View the Training School FAQs or view the Instructor FAQs. 

Each training director/assistant training director has the authority to submit a training school roster to the DCJS electronically through our on-line system.

No. It is not required by DCJS. 

You must possess a valid certification as a certified training school before you can offer classes. Classes must be taught by instructors certified to instruct in the categories for which the school offers instruction. 

A school can begin only after they have been issued a private security services training school certification or temporary certification. 

The official number issued to a private security services training school certified by DCJS. The number will be 88 followed by 4 digits (88-1234). 

The certification immediately becomes null and void and the school may not provide regulated services without the required liability coverage.  Each day of uninsured activity would be construed as an individual violation of the requirement to maintain current liability coverage and could result in sanctions to include monetary fines up to $2500.00 per day or suspension or revocation of the certification.

No, a training director must be designated in writing on forms provided by DCJS. 

Renewals should be submitted a minimum of 30 days prior to their expiration. 

View the Training Director FAQs or view the Instructor FAQs. 

Any person who engages in the business of or undertakes to (i) sell, (ii) install, service, maintain, design or consult in the design of any electronic security equipment to an end user; (iii) respond to or cause a response to electronic security equipment for an end user; or (iv) have access to confidential information concerning the design, extent, status, password, contact list, or location of an end user's electronic security equipment. 

Please visit the Business page of our website for details. 

You must display your business license number on business advertising material, display advertisements in telephone directories, letterhead, business cards, local newspaper advertising, contracts, and any electronic medium, including the Internet, social media, and digital advertising. 

A company is required to be licensed if it is engaged in the business of providing, or who undertakes to provide, armored car personnel, security officers, personal protection specialists, private investigators, couriers, security canine handlers, alarm respondents, central station dispatchers, electronic security employees, electronic security sales representatives or electronic security technicians and their assistants to another person under contract, expressed or implied. 

If your business cannot provide all security services requested by your client, you may subcontract those services to another licensed private security services business.  If you choose to do this, keep in mind that a 1099 cannot be issued to the subcontractor. 

Yes, it may be issued while waiting the results of the state and national fingerprint search. In addition, all other requirements must be met. 

A $50.00 fee for each additional category of service over one category that the licensee provides. 

This is an individual designated by the business and certified by DCJS whose responsibilities are to ensure that the licensee and all employees conform to all application requirements, administrative requirements and standards of conduct pursuant to the Code of Virginia and the state regulations. Compliance agents also maintain documentation for all employees, or persons, that verifies compliance with requirements pursuant to the Code of Virginia and the state regulations. 

No, the compliance agent does not have to be trained and registered in any category unless he/she is actually providing regulated services in addition to compliance agent duties. 

No. Timely renewal of applications for licenses, registrations, and certifications are the responsibility of the individual businesses, training schools, instructors, compliance agents, and individual personnel. DCJS normally sends out a reminder as a courtesy to the last known mailing address or email address, but due to current technical difficulties the Department is unable to send individual reminders. The Department is working to address this issue. 

To ensure that you renew timely, remember the expiration date is listed directly on your credential, and it is your responsibility to submit for renewal 30 days in advance of the expiration.  Should you fail to renew prior to the expiration, you may apply for reinstatement during the immediate 60 days after your expiration date.   There are limited reasons in which an individual may request an extension, for more information on extensions, see the Extension FAQ.

The license immediately becomes null and void and the business may not provide regulated services without the required liability coverage.  Each day of uninsured activity would be construed as an individual violation of the requirement to maintain current liability coverage and could result in sanctions to include monetary fines up to $2500.00 per day or suspension or revocation of the license.

Compliance agents ensure that the licensee and all employees conform to all application requirements, administrative requirements and standards of conduct pursuant to the Code of Virginia and the state regulations.  In addition, the agent ensures that all regulated employees carry a state issued photo identification.  Compliance agents also maintain documentation for all employees, or persons otherwise utilized, that verifies compliance with requirements pursuant to the Code of Virginia and the state regulations. 

No, a compliance agent must be designated in writing on forms provided by DCJS. 

Go to the directory on our website at https://www.cms.dcjs.virginia.gov/GLSuiteWeb/Clients/VADCJS/Public/Verification/Business/Search.aspx. 

Contact the Licensing Coordinator immediately to verify if any additional requirements need to be met. Any new officers will need to submit fingerprints and if there is an entity change it may require initial licensing requirements. 

Compliance agents ensure that the licensee and all employees conform to all application requirements, administrative requirements and standards of conduct pursuant to the Code of Virginia and the state regulations.  In addition, the agent ensures that all regulated employees carry proper credentials while on duty. Compliance agents also maintain documentation for all employees, or persons otherwise utilized, that verifies compliance with requirements pursuant to the Code of Virginia and the state regulations.

Employment in a related field is evaluated on a case-by-case basis. Such fields may include loss prevention or assets protection for a proprietary business; electrical work if applying for an electronic security business; military experience and/or other employment or experience that relates to security functions. 

The term "official documentation" refers to personnel records; DD214; copies of business licenses indicating ownership; law enforcement transcripts; certificates of training completion; a signed letter provided directly by a current/previous employer detailing dates of employment and job duties; college transcripts; letters of commendation; private security services registrations, certifications, and/or licenses from other states; and/or other employment, training, or experience verification documents. A resume is not considered official documentation. 

Individuals are scheduled on a first-come, first-served basis. If the training you requested was already full, you were scheduled for the next available training date prior to your expiration date. Apply early to reserve the training you wish to attend. If it is prior to your expiration date, we will try to put you in a training that is closer to you. However, you now have the option of completing your training online. Go to the Training Alternatives webpage for details. 

No, the compliance agent does not have to be trained and registered in any category unless he/she is actually providing regulated services in addition to compliance agent duties. 

The business must notify the department in writing within 10 calendar days and provide the name of the individual responsible for the licensee's adherence to applicable administrative requirements and standards of conduct during the period of replacement. A new certified compliance agent must be designated within 90 days following the sole compliance agent's termination.

Yes, but they only have 60 days to complete training provided they submit a renewal application, renewal fee and reinstatement fee.

Yes, please note, some employers may prohibit such actions when acting in a dual capacity between private security services businesses, as it may be considered a conflict of interest.  You should check with your employer's policy for more clarification.

Any person who engages in the business of or undertakes to: (i) sell; (ii) install, service, maintain, design or consult in the design of any electronic security equipment to an end user; (iii) respond to or cause a response to electronic security equipment for an end user; or (iv) have access to confidential information concerning the design, extent, status, password, contact list, or location of an end user's electronic security equipment. 

Electronic or mechanical alarm signaling devices including: burglar alarms, holdup alarms, or cameras used to detect intrusion, concealment or theft to safeguard and protect persons and property. This shall not include tags, labels, and other devices that are attached or affixed to items offered for sale, library books, and other protected articles as part of an electronic article surveillance and theft detection and deterrence system. 

A natural person who installs, services, maintains or repairs electronic security equipment.

Are electronic security businesses different than other private security services businesses?
No. They must apply for a business license and adhere to all administrative requirements and standards of conduct for any private security services business. For more information on private security businesses, please see the "business" FAQ. 

The business must notify the end user in writing within 30 days of the transfer of monitoring services. The agreement can only be transferred to another electronic security company licensed to do business in Virginia. 

If you were arrested for a criminal offense and appeared in court, a decision was made as to your guilt or innocence. If you paid court cost, a fine or served community service and/or were sentenced to jail, you were convicted. Sometimes the court will defer judgment until you have completed some requirement and then dismiss the charge. If you are unsure whether you were convicted or not, you should list the charge and we will make a determination when the criminal history is returned. 

No. 

If you are denied licensure, registration or certification you will be notified by mail. You can appeal that denial by submitting a written request for an Informal Fact Finding Conference under the Administrative Process Act.  The letter of denial will explain how to submit this request. 

No. All fees are non-refundable. 

For any Private Security or SCOP programs, a reinstatement fee must be submitted for renewal applications receivedwithin 60 days after a license, registration or certification has expired. The reinstatement fee is 50% above and beyond the renewal fee and must be submitted with all appropriate paperwork before your renewal will be issued.   Bail Bondsmen and Bail Enforcement Agents do not have provisions for reinstatement.

No licenses, certifications or registrations will be issued until all outstanding fees or monetary penalties owed to DCJS are paid in full. 

Please see the fingerprints page of our website for details. 

Current and /former law enforcement officials who have been fingerprinted by a federal, state or local law enforcement agency do not register the results with DCJS. Since the criminal history information cannot be distributed to any other source, we cannot obtain the criminal history from a previous employer. Additionally, while one's fingerprints do not change, a criminal history may.

This term refers to the date any employee of a private security services business or training school performs services regulated or required to be regulated by DCJS. 

The Criminal Justice Services Board, through DCJS, is obligated to secure the public safety and welfare against incompetent, unqualified, unscrupulous, or unfit persons engaging in the activities of private security services. An individual with a criminal history involving a conviction of a felony or certain misdemeanors may be denied licensure, registration or certification. Any person convicted of a misdemeanor involving moral turpitude (lying, stealing, cheating); assault and battery; damage to real or personal property; controlled substances (drugs) or imitation controlled substances; prohibited sexual behavior; or firearms offenses or any felony may have their application denied.  Bail Bondsmen, Bail Enforcement Agents, and SCOP should see their specific FAQ's relating to this question. 

Armored car personnel are required to submit fingerprints each renewal period for a criminal history check. This is a federal requirement regarding the inter-state travel of armored cars. 

A criminal history is normally returned within 30 days after the submission of fingerprints to the Virginia State Police. However, it may take longer if the fingerprints are unclassifiable. 

You are immediately notified of the results of the National Criminal History Search if a conviction is reported that would deny you eligibility for applying for a credential. This notification is delivered by mail to your last known mailing address.  If your private security services business employer is known, the compliance agent of that business is only notified that your application has been denied.

Insurance may be obtained from any surety company authorized to do business in the Commonwealth of Virginia. 

Private Security Services Businesses and Training Schools require: 

• A surety bond in the amount of $100,000 executed by a surety company authorized to do business in Virginia, or
• A certificate of insurance reflecting the department as a certificate holder, showing a policy of comprehensive general liability insurance with a minimum coverage of $100,000 per individual occurrence and $300,000 general aggregate issued by an insurance company authorized to do business in Virginia

Special Conservators of the Peace require: 

• A surety bond or cash bond in the amount not to be less than $10,000 executed by a surety company authorized to do business in Virginia, or
   
• A certificate of insurance reflecting the department as a certificate holder, showing a policy of comprehensive general liability insurance with a minimum coverage of $10,000 issued by an insurance company authorized to do business in Virginia.

No, the Code of Virginia states that a surety bond or general liability insurance is a requirement for licensure and that the bond or insurance must be maintained as long as the business is licensed by DCJS.

No, the Code of Virginia states that a surety bond or general liability insurance is a requirement to be certified as a training school and that the bond or insurance must be maintained as long as the school is certified by DCJS. 

The license or school certification immediately becomes null and void and the business or school may not provide regulated services without the required liability coverage.  Each day of uninsured activity would be construed as an individual violation of the requirement to maintain current liability coverage and could result in sanctions to include monetary fines up to $2500.00 per day or suspension or revocation of the license or certification.

Special Conservator of the Peace Registrations immediately become null and void and the Special Conservator may not provide regulated services.

No, this is not always true. The fact that DCJS is a Certificate Holder should insure that notice is given if the policy is cancelled for any reason, but does not necessarily mean that the insurance company will send a certificate of insurance to DCJS each time the policy is renewed. 

Please see the individual registration category in the Programs section of our website for details. 

The current regulation [6 VAC 20-171-120.D] specifies that an individual seeking registration as an unarmed security officer, alarm respondent, central station dispatcher, electronic security sales representative, electronic security technician, or electronic security technician's assistant may be employed for a period not to exceed 90 consecutive days in any categories listed above while completing the compulsory minimum training standards, provided the individual is not employed in excess of 120 days without having been issued a registration form the DCJS.  In essence, you have 90 days to complete the required training and your temporary registration letter will allow you to continue to work, however, you must then be properly registered with a valid Photo ID card in hand, no later than the 120^th day of beginning employment.  

Training is required to be reported to DCJS by the certified training school. Individuals should not send a training completion form to the DCJS. You can verify submission of training through the school you attended. Remember that training is not the only requirement for certification and/or registration. You must also meet all other application requirements prior to your credentials being issued by DCJS. 

For training to be credited, an application must be submitted within 12 months of the completion date. 

No. Expiration dates are based on application date. You can complete training at any time during the 24 months prior to expiration and your registration will be renewed for 2 years from your current expiration date.

For armed registrations, firearm retraining/requalification will only be credited if completed within the 90 days immediately preceding the expiration date of the endorsement.

Yes, DCJS cannot accept training that is more than 12 months old so you will need to start over with entry-level training. 

Individuals are scheduled in the order that their applications with payment are received. If the training you requested was already full, you were scheduled for the next available training date prior to your expiration date

We try to schedule training all over the state. All of our training dates/locations are posted on this website about one year in advance. We try to accommodate everyone, but you will need to take training prior to your expiration date in order to remain current. Sometimes, that means taking training in a location that is farther away than you would like. For other options, please see a list of accepted alternatives on our website. 

No. Individuals are scheduled in the order that their applications with payment are received. We cannot reserve seats in a class. 

Most likely, yes. If you have previous training and/or experience for the category in which you wish to register, you may qualify for a waiver (partial training exemption). For information on how to apply for a waiver, please see the "how to apply" section. 

Yes, although how much training is determined on a case-by-case basis. You must submit the waiver application (PSS_WA) and fee along with documentation concerning the school, course syllabus, your grade and instructor credentials. 

Some events are accepted. Please see a list of accepted conferences and seminars on this website. 

Investigations conducted in response to a complaint become a matter of public record when the investigation and adjudication is completed. 

The respondent in a complaint has the right to know the source of the complaint. The respondent will be informed if the complaint is submitted anonymously. Once DCJS knows the identity of the complainant, we cannot withhold that information from the respondent.

When an investigation is completed and violations of the Code of Virginia or Administrative Code (regulations) are founded, the respondent is notified by Consent Order. The Consent Order is a written, binding agreement that explains the violations and what the sanction may be. The sanction can range from probation to revocation to monetary penalty up to $2,500 per violation or any combination thereof. The sanction guidelines were endorsed by the Criminal Justice Service Board and take into consideration whether the offense is a 1st, 2nd or 3rd incident. The penalties become more severe if violations are repeated.

Complaints may be submitted: (1) In writing, or on a form provided by DCJS, signed by the complainant; (2) In writing, submitted anonymously, providing sufficient detailed information for DCJS to conduct an investigation; or (3) Via telephone, providing the complaint alleges activities which constitute a life-threatening situation, or have resulted in personal injury/loss to the public or to a consumer, or which may result in imminent harm or personal injury, and that provides sufficient detailed information for DCJS to conduct an investigation. . 

A complaint may be filed via telephone only if the complaint alleges activities which constitute a life-threatening situation, or have resulted in personal injury/loss to the public or to a consumer, or which may result in imminent harm or personal injury, and that provides sufficient detailed information for DCJS to conduct an investigation. 

DCJS does not regulate the fees charged by a private security business. We do require the business to maintain documentary evidence of terms between the client and the business. You can file a complaint if you feel the business did not meet its agreement with you. 

By state law, all monetary penalties imposed as a sanction shall be deposited into the state treasury to the credit of the State Literary Fund. The Department of Criminal Justice Services does not benefit from monetary penalties.

An informal fact-finding conference is the first step in the appeal process if the respondent disagrees with the DCJS's decision to deny or sanction. This hearing is conducted to allow the respondent to dispute evidence or introduce evidence of mitigating circumstances. 

You can request that information in a written request to the Security Services Section of DCJS.

The following are the only circumstances for which extensions may be granted:

• Extended illness;
• Extended injury;
• Military or foreign service; or
• Any emergency temporary assignment of private security personnel for purposes of (i) natural disaster, (ii) homeland security or (iii) documented threat by the private security services business or training school for which the personnel is employed.

Yes. Additional renewal extensions may be approved upon written request of the person, business, or training school, provided an extension request is submitted with additional supporting documentation. The total time for renewal extension, including additional extensions, shall not exceed 12 months beyond the original expiration date.

Businesses, training schools and individual registrants or certified personnel can request a renewal extension. 

No. The private security services person, business, or training school shall be non-operational during the period of extension unless given an exemption by the Department in an emergency situation.

The term "armed" refers to certain private security registrants, bail bondsmen, bail enforcement agent, or SCOP who carries or has immediate access to a firearm in the performance of his duties.

Armed Private Security Services registration categories.  Armed security officers and Armored Car Personnel are required to have a firearm endorsement on their registration.  Private Investigators, Personal Protection Specialists, Security/Detector Canine Handlers, Alarm Respondents must have a firearm endorsement only if they will have access to a firearm in the performance of their duties. 

Locksmiths and employees of an Electronic Security Services Business with the exception of alarm respondents are exempt from the requirement to have a firearm endorsement when such person carries with him a valid concealed handgun permit issued in accordance with 18.2-308 of the Code of Virginia.

Please see the Programs section of our website for details. 

Firearms training must be completed before the firearms endorsement will be issued. After that, firearms retraining must be completed annually but only within the 90 days immediately preceding the expiration date of the active endorsement.  If training is not completed by the expiration date, entry level training will be required to reapply for an endorsement. 

If you carry or have access to a firearm during the course of your duties in certain registered categories, you must have a firearm endorsement issued by DCJS to carry a firearm. This includes successful completion of training and submittal of the firearms endorsement application and fee.

Locksmiths and employees of an Electronic Security Services Business with the exception of alarm respondents are exempt from the requirement to have a firearm endorsement when such person carries with him a valid concealed handgun permit issued in accordance with 18.2-308 of the Code of Virginia.

Yes. You must qualify with each type of action and caliber of firearm that you will carry. 

No. Firearms training exemptions can only be given to those who have completed qualification within the past 12 months at a criminal justice agency, academy or correctional department within Virginia for initial firearm endorsement applications, or within the 90 days immediately preceding the expiration of an active firearm endorsement. You must submit the waiver application, fee and documentation to see if your training qualifies.

An exemption may be granted provided the training meets or exceeds the requirements in the state regulations and qualification occurred on a DCJS approved firearm course. You must submit the partial training exemption application, fee and documentation to see if your training qualifies.

No. Timely renewal of applications for licenses, registrations, and certifications are the responsibility of the individual businesses, training schools, instructors, compliance agents, and individual personnel. DCJS normally sends out a reminder as a courtesy to the last known mailing address or email address, but due to current technical difficulties the Department is unable to send individual reminders. The Department is working to address this issue. 

To ensure that you renew timely, remember the expiration date is listed directly on your credential, and it is your responsibility to submit for renewal 30 days in advance of the expiration.  Should you fail to renew prior to the expiration, you may apply for reinstatement during the immediate 60 days after your expiration date with the exception of firearm endorsement expirations which must be renewed by the expiration.  There are limited reasons in which an individual may request an extension, for more information on extensions, see the Extension FAQ.

All renewals must be received at least 30 days prior to expiration. 

No. The regulations do not permit DCJS to reinstate renewal applications received after the 60 day reinstatement period has expired. 

Yes, as long as you are able to provide current liability insurance at the time of reinstatement.  You must be non-operational until you are reinstated.  If you are in violation of this requirement and provide unlicensed, uninsured services, you may face monetary sanctions up to $2500.00 per day of uninsured activity or be denied the ability to reinstate or reapply for a license or certification.

If your business cannot provide all security services requested by your client, you may subcontract those services to another licensed private security services business. If you choose to do this, keep in mind that a 1099 cannot be issued to the subcontractor. 

Yes. You must submit the Additional Registration Category Application on-line at http://www.dcjs.virginia.gov/online, pay the appropriate fee, and complete all required training. This will NOT change the expiration date of your current registration. For example: if your registration expires in four months and you recently completed training for a new category and submit the application, your new category will expire on the same day as your current registration card, or four months from now.

Currently the only reciprocity agreement that is available is for private investigators. The states that qualify are North Carolina, Georgia, Tennessee, Oklahoma, Louisiana and Florida. It only applies if an investigation originates in the investigator's home state and carries over to one of the agreement states. That allows the investigator to enter the reciprocity state to pursue the investigation for a period of 30 days. If an investigation should take longer than the 30 days allotted, DCJS must be notified.

The purpose is to secure the public safety and welfare against incompetent, unqualified, unscrupulous or unfit persons engaging in private security services. 

Visit our website to view our searchable database of current licensed businesses. 

Submission of an application does not grant authority to drive a tow truck.  Tow truck drivers are required to have their tow truck driver registration document in their possession when driving a tow truck.  

If your registration has expired, you must submit an Initial Application to obtain a new Tow Truck Driver Registration.

The criminal history background check process is handled through the Virginia State Police and FBI using your fingerprints. In compliance with state and federal guidelines, fingerprints must be destroyed after processed.

A delay in processing may result from submitting an incomplete application or if the applicant delays getting their fingerprints submitted through Fieldprint. If the applicant completed their fingerprints at Fieldprint prior to submitting their online application, they must contact DCJS to move their application forward.

Changing an address or requesting a duplicate registration can be done by logging into your online account.  A change of address should be submitted within ten days of your change of address.  This assists us in our communications with applicants and registrants.

Yes.  You may utilize this link for individual search: 
https://www.cms.dcjs.virginia.gov/GLSuiteWeb/Clients/VADCJS/Public/IndividualVerification/Search.aspx.  

• Submit Private Security Services, SCOP, Bail Bondsman, and Bail Enforcement Agents Applications including Initial, Renewal, and Additional Categories
• Submit Firearm Endorsement Applications including Initial and Renewal
• Submit Private Security Compliance Agent Certification including Initial and Renewal
• Submit Private Security Services Business License Applications including Initial, Renewal, and Additional Categories
• Submit Instructor Certification Applications including Initial, Renewal, and Additional Categories
• Submit Training School Applications including Initial, Renewal, and Additional Categories
• Submit Tow Truck Initial and Renewal Applications
• Make Employer Bulk Payments for their Employees Registration, License, or Certification
• Request Duplicate/Replacement Registration, License, or Certificate
• Find a Training School
• Find Online Training Information
• Find DCJS Compliance Agent/Instructor In-classroom Training
• Request Training Forms
• Perform Individual, Business License, and Training School Verifications
• Check Application Status

Online services are available 24 hours a day, seven days a week, and 365 days a year.  (Occasionally, the services may be unavailable during maintenance or system outages.)

First, you need to create an account using your Social Security Number. This also requires a valid email address and the creation of a password. It is important that you write down the email, password, and answers to the security questions that you used to create your account. Your account will allow you to login at any time to view and make changes to your registration, license, or certification.

Yes.  You must create a separate login for each credential as an individual registration, a business license, and/or school certification are separate under the Virginia Administrative Code.

Yes.  There is a fee required for a duplicate that may be paid by credit card during the online process.  

No.  Individuals are required to have their registration, license or certification on their person (or posted) prior to carrying out the registered, licensed or certified activities.  The submission and payment of an application online does not grant authority to provide services.

Yes.  It is strongly encouraged that you submit your application before submitting fingerprints in order to receive the Fieldprint code needed to schedule your fingerprint appointment. The code is on the receipt page in bold letters.

Yes.  If you must leave an application during processing, you may come back to it at a later date, but the application can only remain incomplete for 30 days before it is discarded in the system.  

You will have a total of 30 days to conclude the application process after the date you submit your online application and payment.  If you do not submit the required documentation within the 30 day timeframe, your application will become incomplete and will be cancelled.

Businesses: PSS@dcjs.virginia.gov

Compliance Agent Online: Distance.learning@dcjs.virginia.gov

Training Schools: PSSTraining@dcjs.virginia.gov

Registrants: PSS@dcjs.virginia.gov

Tow Truck Drivers: towing@DCJS.virginia.gov

Bail Bondsman: BB@dcjs.virginia.gov

Bail Enforcement Agents: BEA@dcjs.virginia.gov

Special Conservator of the Peace (SCOP): SCOP@dcjs.virginia.gov

Administrator for Online Regulatory Licensing System: PrivateSecurityOnline@DCJS.virginia.gov

No, you will not be able to make any changes or modify an application once the payment has been made. If you need assistance with removing a category that you may have selected in error, you will need to contact the Department at 804-786-4700 or via email PSS@dcjs.virginia.gov

All Private Security Services Registrants will be able to obtain the new photo-identification card. This includes:

• Armored Car Personnel
• Canine Handlers (Detector and Security)
• Central Station Dispatchers*
  • See FAQ below ("What if I live outside of Virginia?")
• Electronic Security Technicians
• Electronic Security Technician Assistants
• Electronic Security Sales Representatives
• Locksmiths
• Personal Protection Specialists (Armed and Unarmed)
• Private Investigators\
• Security Officers (Armed and Unarmed)

Please note: this does not include Compliance Agents or Instructors who are certified by our Department.

DCJS has partnered with the Virginia Department of Motor Vehicles (DMV) to make this process easy and convenient for you. If you already have a photo on file with the DMV, you don’t need to do anything! If there is no photo on file, you will be issued a letter that serves as your approved registration. This letter will also instruct you on what to do in order to have your photo taken so a card can be issued to you.

The new fee schedules only apply to Private Security Registrants. The fee schedule will be effective July 1, 2017 and is as follows:

• Renewal Registration Application Fee: $34.00
   
• Initial Registration Application Fee: $39.00
   
• Reinstatement Fee: $17.00
   
• Additional Registration Category Fee: $34.00
   
• Replacement Registration ID Fee: $34.00
   
• Firearm Endorsement Fee (renewal or additional category): $24.00

To obtain a duplicate ID, you may submit and pay for a Duplicate Replacement Application by creating and logging into your online account here or by submitting the paper application and applicable fee to our office for processing. If your current registration was issued prior to July 1, 2017 but you would like to obtain the new photo ID prior to your next renewal, you can also submit the Duplicate/Replacement Registration Application and applicable fee for that purpose.

We are here to answer any questions you may have. You can contact our Customer Service Unit at 804-786-4700. You may also email us at ora.info@dcjs.virginia.gov. 

Higher Education

Virginia Code states that each public institution of higher educations must establish a threat assessment team that includes representatives from law enforcement, mental health professions, student affairs, human resources, and if available higher education counsel. The purpose of the team is to implement assessment, intervention, and action policies such as recognition of threatening behaviors and threat reporting mechanisms.  The teams are also required to establish relationships with local and state law enforcement and mental health agencies to assist in assessment and intervention.

Pre-K-12

Per Virginia Code, all Virginia pre-k-12 public schools must be covered by a threat assessment team and each school board must adopt policies for the assessment of individuals and students whose behavior may pose a threat to the safety of the school. Each team must include persons with expertise in counseling, instruction, school administration, and law enforcement. The team should work to provide guidance to students, faculty, and staff on recognizing threatening behavior, identify members of the school community to whom threats should be reported, implement threat assessment policies and procedures, and report data on threat assessments to VCSCS.  For a quick overview of threat assessment in Virginia’s pre-K-12 schools, check out the VCSCS video: An Overview of Threat Assessment Prevention.

The individual registration will expire and you must complete all initial application requirements. This includes submittal of a new registration application, entry-level training requirements, Criminal History Processing form and required fees.

You will receive a Temporary Registration Letter for emailed or mailed to you.  Once your criminal history background check is approved, your DMV Wallet Card will print and it will take about 7-14 business days to receive it.

A background investigation is separate and distinct from a state or local criminal record check. It must include other inquiries into the person's life, such as LInX (separate from the criminal record check), reference checks, employment checks, a review of school records, and/or an in-depth personal interview.   

1. Law enforcement officer certification reinstatement:
   1. A fully certified law enforcement officer may reinstate his/her LE certification by returning to law enforcement employment within 24 months and completing 40 hours of law enforcement in-service training within 120 days of hire.  Jail officers must complete 24 hours jail in-service and court security/civil process officers must complete 16 hours in-service.
       
   2. Former Virginia certified law enforcement officers, jail officers, court security/civil process officers who have been out of such employment for more than 24 months may be eligible for a partial training waiver upon return to employment as a law enforcement officer:
      1. Applicant officer must have at least 5 years continuous previous experience as a certified law enforcement officer; and/or
          
      2. Applicant must be out of such employment for less than 5 years.
          
   3. The final decision on the waiver and details of the training requirements is based upon the reason and number of years since separation from law enforcement service. (6VAC20-20-30)
       
   4. This reinstatement procedure is only for former officers certified in Virginia.

1. There is no complete exemption or lateral for former federal officers seeking law enforcement certification in Virginia. Applications for partial training waivers are reviewed on a case-by-case basis, reviewing prior training and experience as a law enforcement officer.  Partial training waivers are only available for certified officers separated from a law enforcement agency as a certified officer for less than 2 years.
   1. Applicant officer must have at least 5 years continuous previous experience as a certified law enforcement officer; and
       
   2. Be out of such employment for less than 2 years.  (§ 9.1-116)
       
2. The training requirements for prior federal officers are based upon a comparison of the officer’s prior training and experience.  Virginia law enforcement certification is for local law enforcement, which is significantly different than federal agents.  The training requirements will include at a minimum, training in the high liability areas to including legal issues, patrol techniques, defensive tactics, use of force, weapons use and driver training.  This training includes successful completion of the Virginia Certification Exam and a minimum of 100 hours of field training in conjunction with answering law enforcement calls for service with the employing Virginia agency.
    
3. These exemptions are only available at the request of a Virginia law enforcement agency and would not be available to you on a pre-employment basis.  There are also some Virginia agencies that will not accept any exemptions and do mandate the completion of the entire basic academy regardless of the certification status of the officer. (§ 9.1-116)

1. All officers are required to satisfactorily complete the compulsory minimum training standards and requirements within 12 months of the date of appointment as an officer.  (6VAC20-20-40)

1. The Chief of Police, Sheriff or Agency Administrator may request a Training Extension of the time limit for completion of in-service training under the following conditions 6VAC20-20-40 (if submitted prior to the training due date):
   1. Illness,
       
   2. Injury,
       
   3. Military service,
       
   4. Special duty assignment required and performed in the public interest,
       
   5. Administrative leave involving the determination or worker’s compensation or disability retirement issues, full-time educational leave or suspension pending investigation or adjudication of a crime; or
       
   6. Any other reason documented by the agency administrator.
       
   7. Failing to pass in-service compulsory minimum training standards and requirements within specified time limits is NOT a valid reason for a training extension.

1. The academy director must verify each instructor has taught a minimum of 8 hours per instructorship from initial certification or last recertification date to be eligible for recertification.  If the hours have not been met, the instructorship will not be recertified without going through the instructorship reinstatement process.
    
2. If the instructorship expires due to lack of the 8 hour instruction requirement, the reinstatement apprenticeship shall include the remaining hours of the required instruction in addition to the minimum of 4 hour apprenticeship (2 hours for speed measurement).

1. Certified criminal justice academies may allow individual to attend mandated entry level training programs who are not currently employed by a Virginia criminal justice agency as defined in §9.1-101.  Details to include tuition must be obtained by contacting the individual academy.  This training is solely based upon a private contract between the academy and the individual seeking the training.
    
2. This training does not guarantee an offer of employment by a Virginia criminal justice agency. 
    
3. Successful completion of the pre-employment training is valid for up to 24 months from the date of completion of the pre-employment training program.

1. Yes.  Background investigations including fingerprint-based criminal history records inquiries to both the Central Criminal Records Exchange and the FBI are required for all new hires of law enforcement officers, deputy sheriffs and jail officers.  (§ 15.2-1705)

1. Expired certification
   
   1. If the instructorship has been expired less than 12 months, the agency or academy may request the instructorship be reinstated by submitting an Instructor Reinstatement Form (IC-2) with the agency administrator’s signature and the academy director’s signature to DCJS form approval.
       
   2. The expired instructor must complete an approved instructor recertification course through a certified academy and complete a subsequent apprenticeship.
       
   3. If the instructorship is expired due to lack of the 8 hour instruction requirement, the reinstatement apprenticeship shall include the remaining hours of the required instruction in addition to the minimal 4 hours apprenticeship (2 hours for speed measurement).
       
   4. All instructorship certifications expired for more than 12 months shall not be eligible for reinstatement.  A new instructor development course would be required.

1. Yes.  General instructors who are also field training officers may count field training hours toward the required general instructor hours.  Documentation must be submitted to the academy of record.

The Department of Criminal Justice Services (DCJS) ensures that sub-grantees comply with all grant conditions.  The department develops a risk-based monitoring plan, and conducts fiscal and programmatic monitoring on all sub-grantees, including enhanced monitoring of sub-grantees determined to be medium and high risk.

The Director of DCJS has the authority, under Chapter 1 of Title 9.1, Code of Virginia (§§9-100 through 186.14), to implement policies needed for the operation of the Agency.  Grant Monitors and the Grants Administration Staff are responsible for monitoring the activities of sub-grantees to ensure that awards are used for authorized purposes and comply with 2 C.F.R. §§ 200.303 and 200.331, along with other federal statutes, regulations, and the terms and conditions of the awards.  The DCJS grant solicitation, subsequent application, and statement of grant award (SOGA) contain all of the required information listed in 2 C.F.R. § 200.331(a).

The risk assessment takes into consideration the following financial and programmatic factors:

1. Total dollar amount of grant award
2. Timeliness of financial reporting to DCJS
3. Results of a Single-Audit
4. Date of most recent site visit
5. Timeliness of programmatic progress reporting to DCJS
6. Turnover of DCJS-funded key staff
7. Duration of sub-grantee’s grant experience.
8. Other issues of non-compliance and recurring or unresolved issues

A weighted numeric value is assigned to each factor, with higher numbers indicating higher risk.  Based on the total risk score, sub-grantees will be placed in the risk categories of high, moderate, or low.  A score of six or lower is low risk.  A score of seven to thirteen is medium risk.  A score of 14 or greater is high risk. A sub-grantee's risk level may be adjusted to a higher level based on additional information that DCJS is aware of, including results of other grant monitoring from partner agencies, financial instability, results from previous site visits, recurring or unresolved issues, concerns about internal controls, and financial management issues.  These concerns should be documented on the Grant Monitoring Risk Assessment Tool.  A completed copy of the risk assessment will be kept in the sub-grantee’s file. 

Grants Administration Staff will:

1. Ensure entity is not debarred (see Debarred or Suspended Procedure and Policy) prior to award and periodically during the award period.
2. Analyze audit findings for sub-grantees that are required under 2 CFR § 200.332 (f) to have a completed audit.
3. Verify that audits are conducted for sub-grantees that are required under 2 CFR § 200.332 (f) to be audited (“when it is expected that the sub-grantee’s Federal awards expended during the respective fiscal year equaled or exceeded the $750,000 threshold set forth in 2 CFR §200.501 Audit requirements”).
4. Conduct fiscal desk reviews and on-site monitoring visits based on requests from the grant monitors or coordinators.
5. Conduct in-depth financial reviews of programs identified during the fiscal desk reviews and on-site monitoring visits as needing further review.
6. Determine corrective action required of the sub-grantee if there are concerns in the audit finding, fiscal desk reviews, or on-site monitoring visits. Work with the Grant Monitor to communicate concerns to the sub-grantee and monitor compliance with corrective action plans.
7. Issue management decisions for audit findings relating to DCJS grant funding.
8. Enter sub-sub-grantee into FFATA if an award is over $25,000 (see FFATA Policy).

Monitoring is the process of reviewing, with staff of a grant-funded project, the project’s implementation, activities, performance, and expenditures to determine if it is operating as proposed in the approved grant application and in accordance with grant requirements and conditions, as well as any applicable regulatory requirements, and to identify any technical assistance needs of the grant recipient.  Monitoring may include review of the fiscal and programmatic aspects of a grant-funded project.  The term “monitoring” is used to describe both the broad overall system of reviewing and tracking the use of federal and state funds, and the more specific day-to-day review processes to assure that a particular sub-grantee complies with federal or state rules and regulations, and is meeting the goals and objectives of the grant.

For sub-grantees determined to be high risk, DCJS staff will conduct an on-site monitoring visit annually. For sub-grantees determined to be medium risk, DCJS staff will conduct on-site monitoring every two years.  For sub-grantees determined to be low risk, DCJS staff will conduct a site visit every four years.  Site visits can take place more frequently depending upon identified fiscal or programmatic deficiencies or other indicators of non-compliance.

Print and read the Grant Award Package and Special Conditions in their entirety.  To accept the terms and conditions of the award, the Project Administrator must sign the award acceptance and email it to grantsmgmt@dcjs.virginia.gov.  The award acceptance, also known as the Statement of Grant Award (SOGA), must be received by DCJS within the initial 60 days of the award period.  

The Uniform Guidance in 2 CFR 200.77 defines "period of performance" as the time during which the non-Federal entity (sub-grantee) may incur new obligations to carry out the work authorized under the Federal award.  The period of performance represents the one-year period for which the award was made.  The Grant Award Package (Statement of Grant Award) provides the award period for each grant (eg. July 1, 2019-June 30, 2020).

To check the status of special conditions/encumbrances, logon to OGMS and select the Encumbrances component. Follow the specific instructions on each encumbrance. If you have questions about the status, contact your Grant Monitor.

The System for Award Management (SAM) (https://www.sam.gov) is a federal government website that serves as a central registration point for government contractors.  Sub-grantees must register in SAM in order to receive an award, and must maintain an active registration for the entire period of the award. 

As a recipient of Department of Justice funding, all sub-recipients must comply with the requirements regarding Equal Employment Opportunity Plans (EEOP).  In certain cases, sub-recipients must develop an EEOP.  Your organization is required to submit a Certification Report and/or the Utilization Report section of your plan to the Office of Civil Rights.  Further guidance can be found at https://ojp.gov/about/ocr/eeop.htm . The Certification form required by OJP can be found at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf .

According to the Department of Justice (DOJ) Grants Financial Guide, all sub-recipients are required to establish and maintain adequate accounting systems and financial records and to accurately account for funds awarded to them.  Recipients must have a financial management system in place that is able to record and report on the receipt, obligation, and expenditure of grant funds. Accounting systems should be able to account for award funds separately (no comingling of funds).  An adequate accounting system allows recipients to maintain documentation to support all receipts and expenditures and obligations of federal funds.  Keep detailed accounting records and documentation to track all of the following information:

• Federal funds awarded
• Federal funds drawn down
• Matching funds of State, local, and private organizations, when applicable
• Program income
• Sub-awards (amount, purpose, award conditions, and current status)
• Contracts expensed against the award
• Expenditures

Please consult Subpart D of 2 C.F.R. Part 200, including 2 C.F.R. § 200.302, for more information.

Indirect costs are those that have been incurred for common or joint objectives and cannot be readily identified with a particular final cost objective. Direct cost of minor amounts may be treated as indirect costs under the conditions described in §200.413 Direct costs paragraph (d).  After direct costs have been determined and assigned directly to awards or other work as appropriate, indirect costs are those remaining to be allocated to benefitting cost objectives. A cost may not be allocated to a federal award as an indirect cost if any other cost incurred for the same purpose, in like circumstances, has been assigned to a federal award as a direct cost.  Indirect costs are frequently referred to as overhead expenses.  Examples of indirect costs are: accounting and legal expenses, administrative salaries, office expenses, rent, security expenses, utilities, and telecommunications. 

You do not have to request indirect costs, but if you choose to, it is allowable.  You have two options when requesting indirect costs: using a formal Indirect Cost Rate Agreement (ICRA) or using a “De Minimis” rate.  The ICRA is a formal rate agreement that an organization has applied for and received from the federal cognizant agency (DCJS does not approve ICRAs).  Organizations must have a letter or other documentation that lists the federally-negotiated rate. The “De Minimis” rate can be used by organizations that have never had a federally-approved Indirect Cost Rate Agreement.  Organizations can use a rate of up to 10% of the Modified Total Direct Costs (MTDC) of their budget for indirect costs.

To calculate indirect costs, you must first determine the Modified Total Direct Costs (MTDC) amount of your budget. Indirect costs that can be requested are not based on the entire project budget, but on the MTDC amount. Use the MTDC Worksheet https://www.dcjs.virginia.gov/content/mtdc-worksheet to calculate your MTDC amount. The Worksheet will also calculate the amount of indirect costs that you can request.  the MTDC Worksheet must be completed each quarter, based on actual expenses.  The actual MTDC amount will determine the amount of Indirect Costs to be reimbursed for that quarter. In other words, the amount of Indirect Costs reimbursed should/will vary from quarter to quarter. The amount of Indirect Costs requested for reimbursement each quarter cannot simply be the total for the year divided by four; the amount must be based on actual MTDC amounts.  The MTDC Worksheet should be emailed to grantsmgmt@dcjs.virginia.gov each quarter.

All matching funds on awarded grants must be:

1. Verifiable in program/organization records and provided for in the approved budget;
2. Derived from non-federal funding sources;
3. Not used as matching funds in other areas;
4. VOCA-allowable costs;
5. Necessary and reasonable for efficient accomplishment of project objectives;
6. In compliance with all federal and state guidelines; AND
7. Of an appropriate percentage.

In-kind match is typically in the form of the value of personnel, goods, and services, including direct and indirect costs.  Some examples include:  volunteered professional services, materials/equipment, space and facilities, non-federally funded program activities, etc.  Sub-grantees must document the contributed resource of value for all forms of in-kind match.  For specific guidance regarding match requirements, please refer to the Victims Services Grant section online and select the specific grant program. 

If the sub-grantee is a local government or non-profit organization and expends $750,000 or more in federal awards (from all sources) during its fiscal year, the sub-grantee is required to submit the appropriate single or program specific audit in accordance with the provisions outlined in 2CFR Part 200 Subpart F.  The subgrantee agrees to forward a copy to DCJS of the subgrantee’s scheduled financial statement audit for the fiscal year that covers the grant award period. 

A financial statement review is conducted by an independent auditor, but is narrower in scope and less rigorous with respect to the level of examination and analysis than a financial statement audit. The auditor examines the organization’s financial statements and determines whether they are consistent with generally accepted accounting principles.  The auditor’s report is intended to provide a limited level of assurance that the financial statements are free of misrepresentations.

Yes, multiple users can simultaneously manage applications and awards.  There is no limit on the number of users you can have or the number of persons working in the grant at the same time performing different functions.  All users must be registered.  DCJS recommends that organizations incorporate written protocols for managing the award into the organization’s financial management procedures.  To access instructions on how to manage different aspects of the award, go to the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources. 

For technical assistance contact ogmssuport@dcjs.virginia.gov. For questions regarding your DCJS grant(s) contact your assigned DCJS grant monitor.

Sub-grantees must properly track the use of award funds and maintain adequate supporting documentation for all paid grant and match staff and volunteer time reported.  Source documentation must be retained and be available for inspection for all grant funded expenditures.  Sub-grantees may be subject to additional financial and programmatic on-site monitoring, which may be on short notice, and agrees that it will cooperate with any such monitoring.

The sub-grantee agrees to submit a final financial report and return all received and unexpended grant funds to DCJS within 45 days of the end of the grant award period.

To make revisions to a claim, open the claim and then select, Edit Claim.  Make the necessary revisions and resubmit the claim.  Please make sure to review the notes or instructions provided in the email notification from OGMS.  If you do not have the email, refer to the Alert tab in the system.  To make revisions to a claim that has been paid, contact your DCJS grant monitor for technical assistance. 

All requests must be submitted in OGMS via the Claims component.  This component is utilized for a detail of expenditures (financial report) and reimbursements. For instructions, go to the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources. 

The most common reasons claims are denied are: (1) the Statement of Grant Award (SOGA) has not been signed and returned to DCJS; (2) there is a special condition/encumbrance on the award; (3) the financial and programmatic reporting requirements have not been fulfilled; (4) the amount requested exceeded what was available; (5) the amount requested exceeds the reported expenditures; (6) the award period has passed and closeout was initiated.

A budget amendment allows you to move any portion of your award from one budget category to another budget category. All sub-recipients must obtain approval from DCJS for any budget change prior to the obligation or expenditure of grant funds.  All budget changes must be submitted in OGMS via the Contract Amendment component.  All proposed changes must include a description, itemization (basis of computation), itemization (unit cost of each item) and appropriate justification explaining how the request is allowable and essential to the project. Please double check all figures and ensure that the narrative aligns with the proposed budget amendment. Be sure to round to the nearest dollar. The total amount of the request cannot exceed the total amount awarded. Verify the total award against the Statement of Grant Award (SOGA). If additional space is needed, upload a narrative, quotes, or invoices to support the request.  To submit a request for a budget amendment, please submit the request in OGMS by selecting the Contract Amendments component.  For guidance on how to adequately itemize and justify a request, go to the Victims Services Grant Management Resources page:  https://www.dcjs.virginia.gov/victims-services/grant-management-resources.  For instructions on how to submit a contract amendment, go to the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources. 

All amendment requests must be submitted at least 45 days prior to the end of the award period. Requests submitted after the project end date, or those that would require retroactive approval, will be denied, unless DCJS grants an exception based on extenuating circumstances.

All requests for budget amendments or in-line budget adjustments must be made in OGMS via the contract amendment component.  The budget amendment process requires the completion of a budget revision summary and an itemized budget grid with a narrative for the justification.  The budget revision summary requires the subgrantee to enter the current approved budget and the proposed budget.  In addition, the request form will require the grantee to indicate the increased/decreased budget categories, itemization of the request and to justify the request.  If additional space is needed, subgrantees can attach a copy of a narrative, quote or other documentation to support the request. 

Example Justification: Grant funds are requested to cover virtual training registration fees for four direct service staff to attend the National Organization for Victim Assistance (NOVA) Evidence-based Coordinated Community Response Protocols training conducted within the current award period. The target audience includes law enforcement, medical forensic staff, victim advocates, school personnel, licensed counselors, and other agency partners to develop and enhance responses to victims of crime to ensure safety and a sense of stability after victimization. (4 registrations @ $350 / participant=$1400).

All requests for budget amendments or in-line budget adjustments must be made in OGMS via the contract amendment component.  The budget amendment process requires the completion of a budget revision summary and an itemized budget grid with a narrative for the justification.  The budget revision summary requires the subgrantee to enter the current approved budget and the proposed budget.  In addition, the request form will require the grantee to indicate the increased/decreased budget categories, itemization of the request and to justify the request.  If additional space is needed, subgrantees can attach a copy of a narrative, quote or other documentation to support the request. 

Example Justification: Grant funds are requested to cover virtual training registration fees for four direct service staff to attend the National Organization for Victim Assistance (NOVA) Evidence-based Coordinated Community Response Protocols training conducted within the current award period. The target audience includes law enforcement, medical forensic staff, victim advocates, school personnel, licensed counselors, and other agency partners to develop and enhance responses to victims of crime to ensure safety and a sense of stability after victimization. (4 registrations @ $350 / participant=$1400).

The most common reasons budget requests are denied are: (1) the request was submitted after the deadline; (2) the revised budget does not agree with the narrative; (3) the request includes items that are unallowable or unreasonable according to grant guidelines; (4) the request was not submitted on the approved form or in the correct format.  Denied requests are sent back to the sub-grantee for negotiation (correction) within a specified time frame.  For instructions on how to submit a budget amendment, go to the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources. 

To return unexpended funds, please make a check made payable to "Treasurer of Virginia" (note the grant number on the check or in correspondence) and send it to:

Virginia Department of Criminal Justice Services

1100 Bank St

12th floor, Finance Section

Richmond, VA 23219

In accordance with a Criminal Justice Services Board policy, applicable to all DCJS grant programs, no current recipient of funding will be considered for continuation funding if, as of the grant application due date, any of the required Financial and Progress reports for the current grant are more than 30 days overdue. For good cause, submitted in writing, DCJS may waive this provision.

All grant related changes must be submitted in OGMS via the Contract Amendment component.  For instructions on how to submit a contract amendment, visit the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources. 

Yes, both sessions will be available on our website.  The recordings will be available after all sessions have been completed.

The forms do not auto save so you must click save. You can save as you go without completing the required fields. However, you can’t mark the form as complete until all required fields are completed.

Initially, the statement of grant award process will remain the same. You will receive a paper copy for the Project Administrator to sign and email back to DCJS.

Yes, continue using GMIS for the grant programs that have not migrated to OGMS.

Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS.

Yes, eventually all grant programs will be using OGMS. Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS.

The DCJS website for OGMS training provides recorded training videos and additional materials to assist you with the system.  https://www.dcjs.virginia.gov/grants/ogms-training-resources

You will receive notifications from your specific grant program when it’s implemented in OGMS with additional information.

You will be able to print documents from OGMS.

OGMS registration is open! Please note that the registration process can take 3-5 days.

No, you will only need to register one time.  Once you are registered, you can apply for any funding opportunity that is posted.

No, everyone will need to register in OGMS.

The UEI is the organization’s DUNS.

This is your organization's Federal ID number. It is the same number you have used on face sheets when you applied for a grant in the past.

An employer identification number (EIN) is a nine-digit number assigned by the IRS. It's used to identify the tax accounts of employers and certain others who have no employees. The IRS uses the number to identify taxpayers who are required to file various business tax returns.

FIPS codes are numbers which uniquely identify geographic areas. The number of digits in FIPS codes vary depending on the level of geography. State-level FIPS codes have two digits, county-level FIPS codes have five digits of which the first two are the FIPS code of the state to which the county belongs. In OGMS, the county-level FIPS code will display 3 digits.

No.

Each person will have their own dashboard.  If you have a shared deadline, that item will show on both dashboards.  However, each dashboard is unique to the person that is logged in.

Contact ogmssupport@dcjs.virginia.gov to report the missing locality.

Any individual using OGMS will need to register. The email address you enter will receive system alerts for things such as report deadlines, status changes and correspondence from DCJS.

Enter ogms.dcjs.virginia.gov in your URL address bar.

Selecting one program area of interest does not limit your access to apply to other program areas. Is it only for registration purposes. 

Email your request to ogmssupport@dcjs.virginia.gov.

Yes, the grant’s Project Administrator should register in the system.

Yes they should register and DCJS needs a copy of the resolution. Please contact your grant monitor for additional guidance.

Yes, you can edit and save the forms until you submit the application.

The performance statement is on the face sheet and is shared with the CJSB to demonstrate the accomplishments of the projects and supports continuation funding.

Refer to the DCJS grant program funding opportunity for guidance and instructions.

Not all of the forms in the training demonstration will be part of every program / funding opportunity. Forms are specific to each funding opportunity.  Please refer to the DCJS grant program funding opportunity for guidance and instructions.

Yes, if a staff member is added as an additional contact they have access to edit the application.   In addition, you will have the option to associate staff members after the grant has been awarded.

List all staff who are responsible for managing the grant.  These users will have the ability to complete and submit reports, contract amendments, correspondence, and view grant information.

Yes, that is correct.

The system will use the email address you provided during registration. The email address should be assigned to a staff person who has access to view important correspondence regarding your grant.  Alerts are system generated and will be sent to all contacts on the grant.

Yes, you can still submit the report.  If you anticipate submitting a late status report, you will need to reach out to your grant monitor for instructions and complete a reporting extension contract amendment.

There is no limit to the number of users who can register under one organization. Any grant started or submitted by one of those users will now be associated with that organization. For the user to have access to the application and grant tracking they will need to be added as an additional contact. This can be done at the application level or in grant tracking after the grant has been awarded.

Check with your grant monitor on using the "withdraw" function before you use it. However, If you withdraw a report you would have to start a brand new one.  You would withdraw if it was invalid or not needed.

Yes, you can make edits until you submit the application.

You can only select one person as the primary contact.

The project administrator should be listed as the primary contact but other individuals can be listed under additional contacts.  

One quarter = 3 months

You will complete the application in OGMS and will not need to send a PDF. However, some funding opportunities will still require you to upload documents. Your Project Administrator will need to sign the Authority Certification.

The person with signing authority will complete this form in OGMS and sign electronically before submitting your application to DCJS (see below)

Programs will be scheduling their own specific training sessions. We do not have anticipated dates at this time. Check with your grant monitor for additional information.

Yes, the print feature will show up when you preview the claim.

For additional guidance on reporting detail of expenditures, please refer to the OGMS  Training & Resources page and/or contact your Grant Monitor. 

The Grantee is the organization, which could be a locality. The grantee is the initial recipient of the funds from DCJS who signs the statement of grant award.

That is an internal process decision. If the locality wants the Finance Officer to review the requests and approve before its submitted then that is their decision.  The business flow of a person entering the request and sending for the finance officer to approve no longer exists in OGMS.

Please contact your grant monitor for additional guidance or send this question to OGMSsupport@dcjs.virginia.gov

Only a few grant programs have been implemented in the system. Please contact your grant monitor for additional guidance.

It depends on the grant program. Contact your grant monitor for additional guidance.

Anyone who is associated with the grant will be able to see the report.

No, you cannot restrict the access if they are associated with the grant.

You can print blank reports in the status report preview. 

You would include both salary and fringe.  For specific instructions on how to enter claims visit the OGMS Training & Resources page and/or contact your grant monitor.

You will only enter under special if your grant is funded by state special funds. Your contract will let you know what categories to use.  Please refer to the funding opportunity for specific instructions and/or contact your Program Coordinator.

Yes, it is new. Sometimes DJCS has to revise our procedures to maintain compliance with state and federal funders.

No, it will not go to another individual to be reviewed.

The majority of grants are reimbursement only. Please contact your grant monitor for additional guidance.

You will have to submit a contract amendment change form with the new City Manager’s information and make sure the new person registers in OGMS.  After the contract amendment is approved and the person has registered, you can associate them with the grant. For detailed instructions contact your grant monitor.

To delegate authority to someone other than the Project Administrator, the project administrator must submit a letter to grantsmgmt@dcjs.virginia.gov with the applicable application grant numbers(s) and the name, position, and contact information.  Please be sure to copy the grant monitor.

Initially, the grant award will continue to be a manual process outside of the new system.  Once all DCJS grants transition to the new system, contracts (formerly known as award letters) will be issued in OGMS.

You can only select one person as the primary contact. For CCCA/PSA grants, this individual is the project director. Other individuals can be listed under additional contacts.  

Please contact your grant monitor for additional guidance or send this question to OGMSsupport@dcjs.virginia.gov

As many as you need, the system doesn't have a limit to the additional contacts.

All registered users in the Organization can see the application pages.

Once you submit your application, the grant monitor will review it for completeness and accuracy before accepting it as complete. If you know that you need to make corrections, use the OGMS “ask a question” function to let your monitor know you need to edit the application.

You cannot merge duplicate applications. You can cut and pasted from the duplicates and then withdrawal the applications that are not needed.

Please do not create more than one application.

For the CCCA/PSA grants, the County Administrator/City Manager is required to register in OGMS and approve the submission with an electronic signature. If they also want to sign a hardcopy, you can print the application for their signature and keep it for your files.

The performance statement is on the face sheet and is shared with the CJSB to demonstrate the accomplishments of the projects and supports continuation funding. For CCCA/PSA grants please include the following data elements in the following format:

Yes. However, you must now upload it as a spreadsheet or word document. You are no longer required or allowed to convert it to a PDF.

When completing the Reimbursement, OGMS will auto populate amounts from the approved budget and calculate the available balance. The system will not allow you to enter expenses in a category not approved in the budget.  For specific instructions on how to enter claims visit the OGMS Training & Resources page and/or contact your grant monitor.

Yes, the Detail of Expenditure form is asking for a line by line expense report.  You can contact your grant monitor for additional guidance.

This will be covered in a future training.