Securities Intermediaries Compliance | Requirements under the SEBI (CAPSM) Regulations

In the context of the securities market, Compliance refers to the adherence to laws, regulations, guidelines, and standards set by securities regulators and financial authorities. This includes following the rules established by entities such as the Securities and Exchange Commission (SEC) in the United States, the Financial Conduct Authority (FCA) in the United Kingdom, or other similar regulatory bodies worldwide.

The goal of compliance in the securities market is to maintain market integrity, promote transparency, protect investors, and ensure fair and efficient markets. Compliance officers within financial institutions and other market participants play a critical role in monitoring and enforcing these regulations.

Table of Contents

1. Compliance – Introduction
2. Compliance Requirements under the SEBI (CAPSM) Regulations, 2007

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1. Compliance – Introduction

1.1 Meaning and Importance of Compliance Function

In general, compliance means conforming to a rule, such as a specification, policy, standard or law. Specifically, in the context of the securities market, compliance however means a set of actions by which registered intermediaries in securities markets and issuer companies need to comply with the rules and regulations, notifications, guidelines and instructions issued by the Securities and Exchange Board of India (SEBI), the stock exchanges, depositories with whom the intermediary has taken membership, as well as policies laid down by the Board of Directors (BoD) of the Company and other competent authorities. The set of actions include maintenance of records, adoption of policies and procedures, preparation of reports, taking actions and making submissions to the competent authorities.

1.2 Compliance Officer

Compliance Officer (CO) is a person specifically designated by the regulated entity for monitoring compliance with the provisions of the SEBI Act, 1992, rules and regulations thereunder, notifications, guidelines and instructions issued by the SEBI or the Central Government and for redressal of investors’ grievances. The compliance officer is also required to monitor the compliance of the rules, regulations and bye-laws of the concerned stock exchanges, or the Registrar of Companies, where applicable. In other words, the compliance officer is the first line regulator and all regulations require the appointment of COs.

Compliance as a function has been noted as one of the most important functions in the intermediaries across worldwide exchanges, commissions, etc. International Organisation of Securities Commission (IOSCO) had come out with a discussion paper in 2005⁵ on ‘Compliance function at Market Intermediaries’ in which they had defined compliance function as

“A function that, on an on-going basis, identifies, assessees, advises on, monitors and reports on a market intermediary’s compliance with securities regulatory requirements, including whether there are appropriate supervisory procedures in place”.

1.3 Appointment of CO

As per the SEBI (Stock Brokers) Regulations, 1992, a Compliance Officer is mandatorily required to be appointed. The relevant extracts of this regulation are given hereunder:

Regulation 18A

1. Every stockbroker shall appoint a CO who shall be responsible for monitoring the compliance of the Act, Rules and Regulations, Notifications, Guidelines, instructions and so on, issued by SEBI or the Central Government and for redressal of investors’ grievances.
2. The Compliance Officer shall immediately and independently report to SEBI any non-compliance observed by him.

A Compliance Officer is required to be appointed as per the SEBI (Intermediaries) Regulations, 2008, dated 26th May, 2008, the relevant extracts of which are given below:

Regulation 14

1. An intermediary shall appoint a compliance officer for monitoring the compliance by it, of the requirements of the Act, Rules, Regulations, Notifications, Guidelines, circulars and orders made or issued by SEBI or the Central Government, or the rules, regulations and bye-laws of the concerned stock exchanges, or the SRO, where applicable:
   Provided that the intermediary may not appoint a compliance officer if it is not carrying on the activity of the intermediary.
2. The compliance officer shall report to the intermediary or its BoD, in writing, any material non-compliance by the intermediary.

1.4 Scope and Role of a Compliance Officer in the Indian Securities Market

The CO shall be responsible for monitoring the compliance with the SEBI Act, 1992, and more specifically with the rules and regulations, notifications, guidelines, orders passed and instructions issued by SEBI or the Central Government or the rules, regulations and bye-laws of the concerned stock exchanges, or the Self- Regulatory Organization (SROs), where applicable, by the concerned intermediary. The responsibility of the CO also extends to ensure redressal of investors’ grievances.

The specific role of the CO as given under the SEBI (Stock Brokers) Regulations, 1992 and the SEBI (Intermediaries) Regulations, 2008 has been discussed in the above section.

Compliance looks into the different aspects of the culture and ethics of a market intermediary and is an important tool in managing the risk of legal or regulatory sanctions, financial loss, or loss to reputation resulting from the violation of regulatory requirements. The CO is responsible for monitoring the internal standards and policies put in place by the intermediary that also involves protecting the firm from any liability arising from false claims/abuses committed by its customers.

The CO is appointed by an entity or its Board of Directors (BoD) to comply with the SEBI Act and Regulations, Rules and so on. As such, the CO is required to report to the BoD of the Intermediary. However, where there is a non-compliance of the provisions of the SEBI Act or the allied regulations and rules, the CO is required to report to SEBI immediately and independently any non-compliance of the intermediary.

1.5 The Importance of Independence for COs

The gap between regulatory intent and compliance shall be minimal if there is a professional cadre of compliance officers in each organization of intermediaries. This is the rationale for the independent functioning of the CO, in any intermediary organization. CO shall participate in the preparation of policies and procedures so that the internal affairs of the intermediary are aligned with the regulatory objective rather than business expediency in case of conflict between the two.

This necessitates the level of reporting by the CO to the BoD/owners and SEBI and other competent authorities. It frees the CO from elaborate internal reporting procedures and protocol with the delays and inadequate attention to compliance matters.

RBI in September 2020 issued guidelines to Banks to set up an independent corporate compliance function headed by a designated Chief Compliance Officer (CCO) selected through a suitable process with an appropriate ‘fit and proper’ selection criteria to effectively manage compliance risk. The CCO should be appointed for a minimum fixed period of three years in the rank of a general manager or not below two levels of the rank of CEO. A CCO “may be transferred/removed before completion of the tenure only in exceptional circumstances with the explicit prior approval of the board after following a well-defined and transparent internal administrative procedure”

1.6 Reporting Responsibility of COs

It is the duty of the CO to immediately and independently report any non-compliance observed to the BoD of the intermediary and SEBI. The reporting responsibility can be classified into:

•  Mandatory reporting: Periodic submission of reports as per provisions of regulations
• Critical Reporting: CO must immediately and independently report to SEBI and BoD any non-compliance observed. Coordination with the Regulators – The Compliance Officer is responsible for all the compliances under various laws. The coordination with the regulators under each law applicable to the entity is an important role of the Compliance Officer.

As given under Regulation 12 of the SEBI (Intermediaries) Regulations 2008, the intermediary is required to:

• Provide SEBI with a certificate of its compliance officer on the 1st April of each year certifying:

1. 1. the compliance by the intermediary with all the obligations, responsibilities and the fulfilment of the eligibility criteria on a continuous basis under these regulations and the relevant regulations
   2. that all disclosures made in Form A and under the relevant regulations are true and complete

• Prominently display a photocopy of the certificate at all its offices including branch offices.
• Prominently display the name and contact details of the compliance officer to whom a complaint may be made in the event of any investor grievance.
• Maintain books, accounts and records as specified in the relevant regulations.

2. Compliance Requirements under the SEBI (CAPSM) Regulations, 2007

The SEBI (Certification of Associated Persons in Securities Markets) (CAPSM) Regulations, 2007, Regulations 7 and 8, delegates the following powers and functions to the National Institute of Securities Markets (NISM):

(a) The functions of NISM in respect of certification for associated persons in the securities market shall include putting in place and implementing the certification process, procedure and policies.

(b) NISM in consultation with SEBI may lay down standards which may,

(i) specify that all or any portion of such standards shall be applicable to all or any category of associated persons working or associated with all or any class of intermediaries in the securities market;

(ii) specify that no associated person in any such class may be qualified to be employed or engaged or continued to be employed or engaged by an intermediary unless he is in compliance with such standards of examination, continuing professional education requirements and such other qualifications as NISM in consultation with SEBI may specify.

2.1 Obligation of Obtaining Certification

Regulation 3 of the SEBI (CAPSM) Regulations, 2007 provides that SEBI may by notification in the official gazette require such categories of associated persons to obtain the requisite certificate for engagement or employment with such classes of intermediaries and from such date, as may be specified in the notification provided that an associated person employed or engaged by an intermediary prior to the date specified by SEBI may continue to be employed or engaged by the intermediary if he obtains the certificate within two years from the said date.

An associated person on being employed or engaged by an intermediary on or after the date specified by SEBI shall obtain the certificate within one year from the date of being employed or engaged by the intermediary.

An associated person, who as on the date specified by SEBI, holds a certificate for a category as recognised by SEBI shall not be required to obtain a fresh certificate for the same category during the validity of such certificate.

2.2 Manner of Obtaining Certification

Regulation 4 of SEBI (CAPSM) Regulations, 2007 specifies the manner of obtaining the certificate the first time. These are further detailed below:

A Principal⁶ may obtain the certificate in any of the following methods: –

(a) Passing the relevant certification examination, as may be specified by NISM.

(b) Successfully completing a related CPE Program⁷, as may be specified by NISM.

(c) Delivering at least four sessions in a specific CPE program, as may be specified by NISM.

A person other than a principal, who has attained 50 years of age or who has 10 years of experience, may obtain the certificate by any of the following methods:

(a) Passing the relevant certification examination, as may be specified by NISM.

(b) Successfully completing a related CPE Program, as may be specified by NISM.

All other persons may obtain the certificate by the following method:

(a) Passing the relevant certification examination, as may be specified by NISM.

2.3 Validity Period of Certificate

The certificate given under regulation 3 of SEBI (CAPSM) Regulations, 2007 is valid for 3 years from the date of the grant of the certificate or revalidation as the case may be. Upon the expiry of the validity of the certificate possessed by the associated person, the certificate shall be revalidated for 3 years provided the associated person successfully completes a programme of continuing professional education as specified by NISM.

Associated persons engaged in the activities⁸ as mentioned in sub-regulation (4) of regulation 3 of the SEBI (CAPSM) shall continue to be so engaged only upon holding a valid certificate.

2.4 Continuing Professional Education Requirements

Upon expiry of the validity of the certificate possessed by an associated person, the certificate may get revalidated, provided the associated person successfully completes a programme of continuing professional education, as may be specified by NISM during 12 months preceding the date of expiry of the certificate, or by passing the relevant NISM Certification Examination before the expiry of the existing certificate⁹.

The certificate will be revalidated for three years from the date of expiry of the existing certificate. Different categories of persons may get their certificate revalidated through different methods as follows:

A Principal may get his/her certificate revalidated by any of the following methods:

(a) Passing the relevant certification examination, as may be specified by NISM.

(b) Successfully completing a related CPE Program, as may be specified by NISM.

(c) Delivering at least four sessions in specific CPE program, as may be specified by NISM.

A person other than a principal, who has attained 50 years of age or who has 10 years of experience, may get the certificate revalidated by any of the following methods:

(a) Passing the relevant certification examination, as may be specified by NISM.

(b) Successfully completing a related CPE Program, as may be specified by NISM.

All other persons may get their certificate revalidated by any of the following methods:

(a) Passing the relevant certification examination, as may be specified by NISM.

(b) Successfully completing a related CPE Program, as may be specified by NISM.

Annexure 1 at the end of the workbook details the various SEBI mandated NISM certifications and the associated persons they are mandated for.

1. http://www.iosco.org/library/pubdocs/pdf/IOSCOPD198.pdf
2. A Principal is a person who is actively engaged in the management of the intermediary’s securities business including supervision, solicitation, conduct of business, and includes: (a) Sole Proprietors, (b) Managing Partners and (c) Whole Time Directors
3. The CPE Program is as per the new NISM communiqué Ref. No. NISM/Certification/CPE General/2011/1 dated December 21, 2011.
4. Activity wherein the (a) the associated person as part of his work or operation deals or interacts with the investors, issuers or clients of intermediaries; (b) the associated person deals with assets or funds of investor or clients; (c) the associated person handles redressal of investor grievances; (d) the associated person is responsible for internal control or risk management; (e) the associated person is responsible for compliance of any rules or regulations; (f) the associated person is engaged in activities that have a bearing on operational risk of the intermediary.
5. See NISM communiqué Ref. No. NISM/Certification/CPE General/2011/1 dated December 21, 2011.