Security licensing ยท New York
New York security guard license renewal: what employers track
A New York registration lasts two years, but renewal depends on two years of annual training already being on file with the state. Miss one in-service course and the renewal form cannot be filed.
Who issues the registration
The New York Department of State (DOS), Division of Licensing Services, registers security guards under General Business Law Article 7-A. Training is delivered by schools approved through the Division of Criminal Justice Services (DCJS security guard training).
Renewal timing and fee
DOS says a security guard registration "is good for two years" and that guards become eligible to renew 90 days before expiration. Renewal forms are mailed about 90 days before the expiration date and go back to the address printed on the form (DOS: renew or update a security guard license).
The statute describes the renewal being submitted not more than 60 and not less than 30 days before expiration, and sets the fee at $25 (GBL §89-m). The current renewal form calls the $25 fee nonrefundable (DOS renewal form). Filing between 60 and 30 days before the date fits both the DOS guidance and the statute.
Training a guard needs
| Course | When |
|---|---|
| 8-hour pre-assignment training | Before applying for the registration |
| 16-hour on-the-job training | Within 90 working days of employment |
| 8-hour annual in-service training | Every year, two per two-year term |
| 47-hour firearms course (armed) | For the special armed guard registration card |
| 8-hour annual firearms training (armed) | Every year, two per two-year term |
Sources: GBL §89-n and DOS training requirements.
DOS states that guards "must complete two 8 Hour Annual In-Service training courses (i.e., 16 total hours every 2 years) within your registration effective and expiration dates to be eligible for renewal." Armed guards must also complete two 8-hour annual firearms courses in the same period, and enrolling in the 47-hour firearms course requires a valid New York pistol permit (DOS training requirements).
DCJS times the first annual course from the on-the-job training: it must be completed within 12 calendar months of finishing the 16-hour course, and annually after that (DCJS). Tracking the date of each guard's last in-service course is the simplest way to stay inside both readings.
Proof of training goes through the school
Guards cannot mail or fax certificates to DOS. The training school is responsible for submitting course completion information (DOS). The renewal form lists the training on file, and if any annual training date is missing, the guard must complete that training before submitting the form (DOS renewal form). If a guard took a course and it does not show, the school is the one to call.
When a registration expires
DOS is blunt: "Once the ID card expires, you will be ineligible to continue in employment as a security guard." If the registration has been expired for six months or more, the guard must reapply (DOS). The statute also has DOS notify both the guard and the employing company when a registration expires (GBL §89-m).
Employer duties
- Verify before hiring. A security guard company may not knowingly employ a guard without verifying with DOS that the guard holds a valid registration card that has not expired or been revoked or suspended (GBL §89-g). Employers use the Online Security Guard Registry to meet the due diligence requirement in 19 NYCRR §174.6, and DOS advises printing the transaction summary as proof.
- Report changes within 15 days. Companies must give DOS written notice within 15 calendar days after a guard is hired, retires, resigns, or is terminated (GBL §89-g(5)). DOS charges $25 per guard to report a hire when the notice is filed separately from the guard's application, and nothing to report a departure (DOS employment status notification).
- Keep records. For one year after a guard leaves, the company keeps a copy of the application, proof of due diligence, a photograph, and training records (GBL §89-g(7)).
Penalties
Working as a guard, or employing guards, in violation of §89-g is a misdemeanor. A first conviction can bring up to six months in jail, a fine of up to $1,000, or both. A later conviction can bring up to one year and a fine of $1,000 to $2,500, and each violation is a separate offense (GBL §89-p).
What to track for each New York guard
- Registration expiration date, with reminders at 90 days (form arrives) and 60 days (file).
- The date of the last 8-hour in-service course, and for armed guards the last 8-hour firearms course.
- Hire and departure dates, so the 15-day DOS notice is never late.
- The registry transaction summary from each hire.
Rules change. This guide summarizes public sources and is not legal advice. Confirm current requirements with the New York Department of State, Division of Licensing Services before acting on them.