Mandatory Reports to the Registrar
Key Takeaways
- Under the SSIA, security workers and agencies must report certain events to Security Programs and the Registrar
- Reportable events include changes to business information, criminal charges or convictions against a licensee, lost or stolen licences, complaints, and incidents as required by regulation
- Reports must be made promptly; failure to report is a disciplinary matter that can result in suspension or cancellation of a licence
- The SSIA and the Security Programs Policy Manual set out the specific mandatory reporting duties and the timelines for each
- A guard who is unsure whether something is reportable should report it rather than risk a disciplinary finding for non-disclosure
The Reporting Duty Under the SSIA
A security licence in Alberta is a regulated privilege, not a right. The Security Services and Investigators Act (SSIA) and its regulations create a continuing duty on every licensee — both individual security workers and licensed agencies — to keep the Registrar informed of certain events. This is not optional paperwork; it is a legal obligation, and failure to report is a disciplinary matter that can result in suspension or cancellation of a licence.
The body that oversees licensees in Alberta is Security Programs (part of the Ministry responsible for policing and security), and the official who administers the licensing regime is the Registrar. Mandatory reports are made to Security Programs for the Registrar's attention.
What Triggers a Mandatory Report?
The SSIA and the Security Programs Policy Manual set out the events that must be reported. The main triggers fall into several categories:
1. Changes to Business or Licence Information
A licensed agency or individual must report changes that affect the accuracy of the information on file with the Registrar:
- Change of business address for an agency
- Change of business name or ownership structure
- Change of contact information (phone, email, mailing address)
- Change of name of an individual licensee (e.g., after a legal name change)
These must be reported promptly so the Registrar's records stay current.
2. Criminal Charges or Convictions Against a Licensee
A security worker must report if they are charged with or convicted of a criminal offence. This is one of the most important reporting duties because a criminal record can affect a person's suitability to hold a security licence. The report allows the Registrar to assess whether the licensee still meets the good character and repute requirement that underpins licensing.
3. Lost or Stolen Licences
If a security worker's licence (the physical card or document) is lost or stolen, it must be reported so the Registrar can invalidate the old licence and issue a replacement. An unreported lost licence could be used by someone else for improper purposes, so prompt reporting protects both the licensee and the public.
4. Complaints Received
A licensed agency that receives a complaint about one of its security workers or about its own services may be required to report the complaint to the Registrar, depending on the nature and seriousness of the complaint. The Policy Manual sets out which complaints must be forwarded.
5. Incidents Required by Regulation
The regulations under the SSIA may identify specific incident types that must be reported to the Registrar even when no complaint has been made. Where the regulation details are specific, the licensee must follow them; where the details are not fully published, the general duty to report serious incidents remains.
To Whom and How Quickly?
- To whom: Reports are made to Security Programs, for the attention of the Registrar of Security Services.
- How quickly: The SSIA and Policy Manual set timelines for each type of report. Some — such as a criminal charge against a licensee — must be reported promptly, often within a small number of days. Others, such as a change of address, allow a longer window.
- How: Reports are typically made in writing on the form or through the portal specified by Security Programs.
Where a specific timeline is not published in the material available to a guard, the safe rule is: report as soon as practicable after the event.
Consequences of Failing to Report
Failing to make a mandatory report is itself a violation of the SSIA. The consequences can include:
- Disciplinary action by the Registrar — a formal warning, a suspension, or cancellation of the licence.
- Loss of suitability — non-disclosure is often treated as more serious than the underlying event, because it suggests the licensee cannot be trusted to be forthcoming.
- Refusal of renewal — a licensee who has failed to report may be refused when they apply to renew their licence.
The Registrar's reasoning is straightforward: a licensee who hides a criminal charge or a lost licence today may hide something more serious tomorrow. Non-disclosure is treated as a character issue.
The Safe Rule: When in Doubt, Report
A guard who is unsure whether an event is reportable should err on the side of reporting. The cost of an unnecessary report is a short phone call or form. The cost of a missed mandatory report is a potential disciplinary finding against the guard's licence. When in doubt, contact Security Programs, describe the situation, and let the Registrar's office decide whether a formal report is required.
Under the SSIA, which of the following events must a licensed security worker report to the Registrar?
What is the consequence for a security worker who fails to make a mandatory report to the Registrar under the SSIA?
A security guard's licence card is stolen from their vehicle. What is the correct action?