Approved security industry association requirements

Disciplinary reports

You must inform us if:

• a security firm cancels their membership
• you terminate a firm’s membership.

You must do this within 14 days of the end of each month. Include the date on which the membership ended.

If we request it, you must provide us with:

• a firm’s membership application
• copies of complaints about a member
• documents about a code of conduct breach by a member (include a copy of the compliance audit).

You must:

• keep these types of documents for 7 years, in case we need to request them
• give the documents to us within 14 days of our request.

If you don’t do this, we can:

• revoke your approval as a security industry association
• take action against you, including prosecution.

Compliance audits

You must audit each members security firm at least once every 3 years. These audits must:

• be done by a certified accountant
• follow the Auditing and Assurance Standards Board’s standards for auditing
• assess whether the member complies with your code of conduct.

Your auditor will submit a written report. You must give a copy of this to the member within 3 months.

You must audit a new member within a year if they:

• moved across from another approved association and
• cannot show that they have passed a compliance audit in the last 3 years.

Financial documents

You must submit your annual financial statements, including:

• an accountant’s report into your finances
• the committee or board’s declaration of financial viability (passed at a committee/board meeting and signed by 1 or more office holders)
• the accountant’s statement of support for your declaration (based on their audit of your finances and business plan).

You will need to lodge the documents within 6 months of the end of your association’s year (which is the anniversary of your approval date).

Operational documents

You must make statements outlining:

• the compliance audits you’ve done (how many members, what percentage of your overall membership they represent and the individual details of each audited member)
• your complaints policy (how many complaints you received, a description of each complaint and your responses to each)
• the annual review for both policies (we must approve any changes before you enact them).

You will need to lodge the documents within 6 months of the end of your association’s year (which is the anniversary of your approval date).