New Audits have started.

[rjr5545]

Just got done with my New Year audit, Same as last year, have your stuff in order and it's quite painless.

[wgoforth]

Haven't even had one yet. They called my last year about setting it up, said they'd call me back but never did.

[M4Dogg]

Just got my call for Instructor audit too.. I spoke to someone named Marsha and she is going to arrange for a local auditor to contact me in the next few days. My partner also got the call, and so did my other friend who is an instructor. Guess it's that time of year?

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.

[Papacub]

Just had mine yesterday....was utterly painless!! Main point the auditor made was I only have to keep the records for 3 years not since 1996!! Oh well, I keep everything!

[wgoforth]

Interesting and aggravating... I was called by the local DPS because he went to my Castle Keep Services facebook page and saw a picture of a shooter in front of a non-B27 target. He sounded adversarial on the phone concerning it. I informed him it was not a CHL class but one of the other classes, and he stated "I don't care about that. I care about the CHL." Again I told him I use the standard B27 for the CHL class. He asked if I could come in and show it to him. AND while at it, to audit my other paperwork. He seemed unfamiliar with the audit process and said he had not audited the others in the area yet. I gave him my CHL 100's/7 and 8's...but asked if I send notifications of class announcements and close. I showed him thats what the forms signify. He had seen where I announced a spur of the minute class that popped up and he didn't know how I could get the CHL7 in for that in time. I explained that we were told in school that they understand if it is spur of the minute to just get it in when we can. Either way, everything was kosher and checked out, but couldn't believe being called pertaining to a target picture. Interestingly he had not yet audited any other instructor in the county, but I came on his radar due to the target.

[wgoforth]

for these audits, do they come to your office (in this case my home) or do you take a stack of files to them? do you have to leave them your copies? do they make copies?

Yes ;)

They can do either. This one asked me to bring my materials to his office. They may ask to come to your home. They may or may not make copies, but you are to retain your originals as you must keep them 3 years.

[Lee Vernon]

So far I have been notified that someone will be calling to schedule an appointment. As of today that has yet to happen and my initial phone notification was about 3 weeks ago. Guess I will wait and see, but everything is ready to go since it looks like there is not much to it.