This is my first audit. I have everything laid out and ready except I fear I may be missing some things..
I think we found the missing, but I noticed one of the class's CHL-100s is missing "PASS" written all of the students forms for the proficiency line. I'm certain I wrote it on there at end of class before they left, but I fear we scanned OUR copies in before that was done. Anyways the students send in their own CHL-100s and if they got rejected surely I would have heard about it by now. But shouldn't my copies say PASS? Should I write it in (I didn't fail anyone in this particular class) or just leave it as-is and try to explain? I don't want to "forge" anything, just in case... DPS definitely has the originals anyways (although not the auditor I'm sure).
It seems the spirit of Instructors keeping records for 3 years is just to protect DPS from fraudlent forms coming from applicants, right? I have all the CHL-100s with my signature and the student DL #s, so I think that should be the most important piece, right?
For reference, here is all I could find on what we need to keep (what is auditable) although my buddy said the auditor explicitly told him to have test sheets and class notif/completion forms handy as well..
Texas Administrative Code
TITLE 37 PUBLIC SAFETY AND CORRECTIONS
PART 1 TEXAS DEPARTMENT OF PUBLIC SAFETY
CHAPTER 6 LICENSE TO CARRY HANDGUNS
SUBCHAPTER G CERTIFIED HANDGUN INSTRUCTORS
RULE §6.87 Instructor Record Retention
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(a) Records to be retained and available for inspection. A certified handgun instructor shall make available for inspection to the department any and all records maintained by a certified handgun instructor under the Act. A certified handgun instructor shall retain the following:
(1) a record of each document reflecting the instructor's certification of proficiency as provided in §6.11(d) of this title (relating to Proficiency Requirements);
(2) a record of each license applicant who has applied for instruction, whether accepted or rejected for instruction;
(3) post-test scores;
(4) written critiques or notes made by the instructor;
(5) proficiency demonstrations;
(6) course materials; and
(7) copies of reports submitted to the department.
(b) Records must be retained for a period of three years after completion. Records must be stored in a safe and secure place and must be available for inspection by authorized officers of the department.