Records Administrative Requirements

Chapter 4

Section 1 - Records Administrative Requirements

1. Reporting Completion of Training
   1. The certified criminal justice training academy shall electronically document and report completion of training to the Department.
   2. Only certified criminal justice training academies are authorized to electronically submit and to report completion of mandated training.
   3. The documentation of completion of training shall be submitted in compliance with 6VAC20-90-120 E and the following:
      
      1. The documentation must be submitted within 60 days of completion of training and shall contain ONLY the names of criminal justice professionals whose agencies are members of the reporting certified training academy for in-service training.  
      2.  The documentation must be submitted within 60 days of completion of training and must contain the names of officers for entry-level training. 
   4. All documentation must be signed by the academy director or their designee.
       
2. Memo of Training Credit Transfer - Letter of Completion:
   1. The certified criminal justice training academy must send a letter of completion to the agency to which the criminal justice professional belongs.
      
      1. The letter of completion must contain the type of training, e.g. Law enforcement in-service, jail officer in-service, general instructor re-certification, etc.
      2. The letter of completion must contain the date of completion and signature of the academy director. 
      3. The letter of completion must contain the name and social security number of the criminal justice professional completing the training.
      4. The letter of completion must contain the number of legal hours, career development hours and total hours completed. 
      5. It is the responsibility of the agency receiving the letter of completion to forward the training information to the certified criminal justice training academy which maintains the agency’s training records so that documentation of training completion in accordance with 6VAC20-90-120 E can be initiated when the officer has accumulated enough hours to satisfy in-service training requirements.
          
   2. Certified Criminal Justice Training Academy Responsibility:

      It is the responsibility of the certified criminal justice training academy, upon receiving documentation from a member agency to track the training completed until an officer has accumulated enough hours to satisfy in-service training requirements and to electronically submit documentation of training completion in accordance  with 6VAC20-90-120 for that criminal justice professional
       

   3. Exceptions:
      
      1. Entry-level training:
         The certified criminal justice training academy that conducts entry-level training shall electronically submit documentation of completion of training in accordance with 6VAC20-90-120 E containing  the names of all individuals trained regardless of whether their agencies are members of the certified criminal justice training academy or not. 
      2. Instructor development training:
         The certified criminal justice training academy that conducts instructor development training shall electronically submit documentation of completion of training in accordance with 6VAC20-90-120 E containing  the names of all individuals trained regardless of whether their agencies are members of the certified criminal justice training academy or not.
          
   4. Pre-approved partial in-service credit:

Pre-approved partial in-service credit (PIC) forms must be received by the certified criminal justice training academy within sixty (60) days after completion of training in order to be credited toward in-service training requirements.

5. Individual partial in-service credit:

Individual partial in-service credit forms must be received by the certified criminal justice training academy within sixty (60) days after approval by the Department. 

3. Department Responsibility:
   1. Receive and enter Department required forms in a timely manner. 
   2. Review contents of forms
   3. Return forms containing errors to the originating agency and or certified criminal justice training academy for correction and re-submission.
   4. Resolve areas of concern/conflict. 
   5. Print and distribute agency rosters to agencies to resolve discrepancies.
   6. Enter corrections to agency roster after receiving appropriate paperwork from agency, i.e., electronic Forms 21 and 31. 
   7. Notify agencies of personnel that are in non-compliance with the training requirement. 
   8. Receive, review, and process completed Field Training forms and On-the-Job Training forms. 
   9. Receive and approve instructor applications. 
   10. Print and distribute certificates.
   11. Distribute instructor patches. (NOTE: Certificates and patches are only distributed for initial certification. A nominal fee is charged for instructor patches.)