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I just got back from a DPS records audit. They told me they will be getting to every instructor within the next year and to expect an audit annualy. They only want to see your records for the last three years. They are asking for more than just the CHL 100 you have on file. I'm posting the list of items they want you to have.
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Copied directly from the E-mail attachment sent to me.

Things to bring to a Concealed Handgun License Instructor Audit


1.Instructor certificate
2.Example of Scoring Target
3.Evidence of use of guest instructor
4.Documentation of Video Use during Course
5.Documentation of any accidental/negligent discharges or reports submitted.
6.Documentation of written concerns or notes about an applicant
7.Examples of advertisement.

Records for the past 3 years
1.Completed CHL-7 forms.
2.Completed CHL-8 records.
3.Examples of course materials and required curriculum
4. ALL applicants’ CHL-100 forms.
5.Documentation of written post test scores.
6.Documentation indicating Submission of (CHL-7,8, & 100) to Department of Public Safety
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1. You must have the actual certificate no copies.
2. An actual B27 target like you use.
3. Certification of any non CHL instructor that has taught. Extra eyes on range are not guest instructors.
4. Video use is your power point and any other video you may use.

5 & 6. are self explanitory
7. A print copy of any ads you may place.

Records:

1. They want to see copies of all your CHL 7
2. They want to see copies of all your CHL 8
3. They want to see copies of all your CHL 100
4. A sylibus or Power Point index.
5. A hard or electronic copy of your actual test materials.
6. Self Explanitory.

Luckily, although my records were'nt in the best of order, I was able to show them all of what they wanted to see. One thing I did that they said was excellent was I had a backup copy of all my eletronic records. They said there were a number of instructors that had lost data due to computer crashes.

The whole process to about an hour, was painless, the auditors (1 woman and 1 man) were very professional and friendly . The male auditor asked if I was a CHL myself and what kind of gun did I carry.

MoJo wrote: 5.Documentation of written post test scores.
6.Documentation indicating Submission of (CHL-7,8, & 100) to Department of Public Safety

5. A hard or electronic copy of your actual test materials.
6. Self Explanitory.

#5 has me a bit confused. They want a copy of the actual student written test? Or they want evidence of the scores? And wouldn't the CHL-100 be evidence of the scores? (PASS and PASS)?

#6 they want the email response from DPS saying "We are in receipt of your... "? And we don't submit the CHL-100 to anybody but the student (and keep copies).

sjfcontrol wrote:

MoJo wrote: 5.Documentation of written post test scores.
6.Documentation indicating Submission of (CHL-7,8, & 100) to Department of Public Safety

5. A hard or electronic copy of your actual test materials.
6. Self Explanitory.

#5 has me a bit confused. They want a copy of the actual student written test? Or they want evidence of the scores? And wouldn't the CHL-100 be evidence of the scores? (PASS and PASS)?

#6 they want the email response from DPS saying "We are in receipt of your... "? And we don't submit the CHL-100 to anybody but the student (and keep copies).

#5 they want to see the test you administer.

#6 they want to see a copy of the actual form you sent to DPS. I keep all my CHL 6 , 7, and 100 as an electronic file. The spread sheet that Charles made is great for this, Save each one as "Class date " that will take care of the 7 and 100. I email all my CHL 6 & 7 I am going to keep a copy of each sent email.

I received a phone call and then about a week later an E-mail with the list of things to bring and a time and date to come to the local DPS office. I was told if you keep your records at your home they will have you come in they will not come to someones home to audit.

I like the wasteful approach of printing copies of all our electronic records just for an audit. It seems to make much more sense to bring a disk with everything.

MasterOfNone wrote:I like the wasteful approach of printing copies of all our electronic records just for an audit. It seems to make much more sense to bring a disk with everything.

Heathen!

MoJo wrote:..... I was told if you keep your records at your home they will have you come in they will not come to someones home to audit.

Thank you for sharing the email.

Probably a stupid question. Does DPS have offices located throughout Texas with auditors or would they require you to come to Austin?

MasterOfNone wrote:I like the wasteful approach of printing copies of all our electronic records just for an audit. It seems to make much more sense to bring a disk with everything.

I took my laptop and a thumb drive along with the hard copies I was keeping before switching to electronic records. I did not have to print all my records.

Probably a stupid question. Does DPS have offices located throughout Texas with auditors or would they require you to come to Austin?

This was done at the local DPS office in Beaumont where you would go for your driver's license. Ms. Shannon said they have cross trained a good number of auditors from the TXDOT audit staff for this, and they will be going all over the State.

Auditors have been confused in the past on what they have to ask for. We have been told over and over that we do not keep student tests or scores. We were told that directly by the DPS instructors. However, the Instructors did recommend we use a power point presentation and keep a copy of that presentation for every class so we can prove what we taught in that class. We were told we can only use approved videos and there is a limit to how much time those can take up in the 10 hours. Glad it was a painless experience for you. Just wondering if the DPS has changed it's mind on what it wants to see in an audit

TexasGal wrote:Auditors have been confused in the past on what they have to ask for. We have been told over and over that we do not keep student tests or scores. We were told that directly by the DPS instructors. However, the Instructors did recommend we use a power point presentation and keep a copy of that presentation for every class so we can prove what we taught in that class. We were told we can only use approved videos and there is a limit to how much time those can take up in the 10 hours. Glad it was a painless experience for you. Just wondering if the DPS has changed it's mind on what it wants to see in an audit

Was in the same class so I have not been keeping test scores. Guess we will see when my audit comes up. DPS is a very fine organization & by far the best LE agency in our state & nation but still not sure of what records the RS want to see when they audit. I have stated before that I'm not the brightest bulb in the package so if I missed something & they have sent out a list please let me know what is expected. I work at a security academy so teaching CHL is not something we do very often we schedule once a month we spend most of our time teaching armed security.

I was not asked for actual test scores, I was asked for a copy of the test I administer.

I was not asked for actual shooting scores I was asked for a sample of the target used and how I calculate the score.

I was asked for a sample of my curriculum and how much video vs. live instruction was involved.

The auditors are auditing compliance with the whole scope of the CHL law and regulations. They do not seem like they are trying to get anyone jammed up. Just making sure we all are on the same sheet of music.

MoJo wrote:I was not asked for actual test scores, I was asked for a copy of the test I administer.

I was not asked for actual shooting scores I was asked for a sample of the target used and how I calculate the score.

I was asked for a sample of my curriculum and how much video vs. live instruction was involved.

The auditors are auditing compliance with the whole scope of the CHL law and regulations. They do not seem like they are trying to get anyone jammed up. Just making sure we all are on the same sheet of music.

Thank you sir makes a lot of difference.

Thanks for clarifying