The Handbook for Campus Safety and Security Reporting ...

1 The Handbook for Campus Safety and Security Reporting 2016 Edition This page intentionally left blank. The Handbook for Campus Safety and Security Reporting 2016 Edition Department of education Office of Postsecondary education This report was prepared in part under Contract Nos. ED-04-CO-0059/0004 and ED-99-CO-0109 with Westat and ED-OPE-15-C-0031 and ED-IES-10-C-0016 with INOVAS. Amy Wilson served as the contracting officer 's representative. No official endorsement by the Department of education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred. Department of education John B. King, Jr. Secretary Office of Postsecondary education Lynn Mahaffie Deputy Assistant Secretary for Policy, Planning, and Innovation, delegated the authority to perform the functions and duties of the Assistant Secretary for Postsecondary education Policy Development, Analysis and Accreditation Service Gail McLarnon Senior Director June 2016.

2 This report is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be Department of education , Office of Postsecondary education , The Handbook for Campus Safety and Security Reporting , 2016 Edition, Washington, , 2016. This report is available on the Department's website at Availability of Alternate Formats On request, this publication is available in alternate formats, such as Braille, large print or computer diskette. For more information, please contact the Department's Alternate Format Center at 202-260-0852. or by contacting the 504 coordinator via email at Notice to Limited English Proficient Persons If you have difficulty understanding English, you may request language assistance services for Department information that is available to the public.

3 These language assistance services are available free of charge. If you need more information about interpretation or translation services, please call 1-800-USA-LEARN (1-800-872-5327) (TTY: 1-800-437-0833), email us at or write to Department of education , Information Resource Center, 400 Maryland Ave. SW, Washington, DC 20202. Photo credits Front cover: Upper left, Shutterstock; upper center top and bottom, Westat; upper right, Getty Images;. bottom, Getty Images; page 6-5, Westat; back cover: upper left, Getty Images; middle and lower left, Westat; center, Getty Images; right, Shutterstock. The republication, retransmission, reproduction or other use of these photos independent of The Handbook for Campus Safety and Security Reporting is prohibited. Content contact: CONTENTS. Abbreviations .. vi List of Figures.

4 Vii List of Tables .. vii 1. Introduction: An Overview of Campus Safety and Security Reporting .. 1-1. How to Determine If Your Institution Must Comply With the HEA .. 1-2. Purpose of the Handbook .. 1-4. Getting Additional Help .. 1-11. 2. Geography: Location, Location, Location .. 2-1. How to Identify Your On- Campus Geography .. 2-2. How to Identify Your Public Property .. 2-11. How to Identify Your Noncampus Buildings or Property .. 2-18. Use of 2-26. 3. Crime Statistics: Classifying and Counting Clery Act Crimes .. 3-1. Crime Definitions .. 3-3. Types of Criminal Offenses .. 3-4. Hate Crimes .. 3-25. VAWA Offenses .. 3-36. Arrests and Disciplinary Referrals for Violation of Weapons, Drug Abuse and Liquor Laws .. 3-42. Unfounded Crimes .. 3-51. Excluded Crimes .. 3-55. 4. Collecting Statistics: Authorities and Law Enforcement Agencies.

5 4-1. How to Identify Your Institution's CSAs .. 4-2. What Does a Campus Security Authority Do? .. 4-5. What Shouldn't a Campus Security Authority Do? .. 4-6. Exemption for Pastoral and Professional Counselors .. 4-7. Recommendations .. 4-9. Requesting Statistics From Local Law Enforcement Agencies .. 4-12. 5. The Daily Crime Log: Recording Crimes Reported to Campus Police or Security Personnel .. 5-1. Purpose of the Daily Crime 5-2. Creating Your 5-4. Required Crime Log Elements .. 5-4. Maintaining Your Log .. 5-6. Making Your Log Available .. 5-7. The Handbook for Campus Safety and Security Reporting iii 6. Emergency Notification and Timely Warnings: Alerting Your Campus Community .. 6-1. Emergency Response and Evacuation Procedures .. 6-1. The Timely Warning .. 6-12. Emergency Notification and Timely Warnings: Sorting Out the Differences.

6 6-16. 7. Policy Statements: What You Do and How You Do It .. 7-1. Campus Security Policies That Must Be Addressed in the Annual Security Report .. 7-2. 8. Policies, Procedures and Programs: Dating Violence, Domestic Violence, Sexual Assault and 8-1. Educational Programs and Campaigns .. 8-3. Procedures Victims Should Follow in the Case of Alleged Dating Violence, Domestic Violence, Sexual Assault or Stalking .. 8-9. Procedures Your Institution Will Follow in the Case of Alleged Dating Violence, Domestic Violence, Sexual Assault or Stalking .. 8-12. Advising the Campus Community About Sex Offenders .. 8-23. 9. The Annual Security Report: Publishing Policy Statements and Crime 9-1. Presenting Your Policy Statements in the Annual Security Report .. 9-2. Presenting General Crime Statistics and Arrest and Disciplinary Referral Statistics.

7 9-2. Presenting Hate Crime Statistics in the Annual Security Report .. 9-6. Presenting Statistics for Unfounded Crimes in the Annual Security Report .. 9-7. 10. Missing Students: The Twenty-four Hour Rule .. 10-1. Policy Statement .. 10-2. Procedures .. 10-5. 11. fire Safety Disclosures: Requirements and Definition of a 11-1. Definition of a fire .. 11-1. 12. The fire Log: Recording Fires in On- Campus Student Housing Facilities .. 12-1. What Are Reported Fires? .. 12-1. Creating a fire 12-3. Reporting to the Campus Community .. 12-5. iv The Handbook for Campus Safety and Security Reporting 13. fire Statistics: Classifying and Counting Fires in On- Campus Student Housing Facilities .. 13-1. Required fire Statistics .. 13-1. 14. The Annual fire Safety Report: Publishing Policy Statements and fire 14-1. Components of the fire Safety Report.

8 14-2. Appendices A Links to the Higher education Act of 1965 Safety - and Security -related Laws and Regulations .. A-1. B Sample Letter to a Local Law Enforcement Agency to Request Crime B-1. C Checklist for Campus Safety and Security Compliance .. C-1. Index .. I-1. The Handbook for Campus Safety and Security Reporting v ABBREVIATIONS. AD: Athletics director Clery Act: Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act Clery Act geography: Buildings or property that meet the definition of On Campus , Public Property, or Noncampus buildings or property as defined by the Clery Act and discussed in Chapter 2. of this Handbook CSA: Campus Security Authority DUI: Driving under the influence DWI: Driving while intoxicated FERPA: Family Educational Rights and Privacy Act FBI: Federal Bureau of Investigation FSEOGs: Federal Supplemental Educational Opportunity Grants GO: General order HEA: Higher education Act of 1965.

9 LEAP: Leveraging Educational Assistance Partnership MOU: Memorandum of Understanding NIBRS: Uniform Crime Reporting National Incident-Based Reporting System PPA: Program Participation Agreement RA: Resident assistant SOP: Standard operating procedure The Department: Department of education UCR: Uniform Crime Reporting VAWA: Violence Against Women Act vi The Handbook for Campus Safety and Security Reporting FIGURES. 1. Example of public property: sidewalk, street, sidewalk .. 2-13. 2. Example of public property: parking lot .. 2-14. 3. Example of public property: gated fence .. 2-17. 4. Example of noncampus location: mixed-use apartment building .. 2-24. 5. Suggested Training Elements for Campus Security Authorities .. 4-11. 6. Sample Daily Crime Log With Required Elements .. 5-4. 7. Example of Emergency Notification via Text Message.

10 6-5. 8. Sample Scenarios Regarding Emergency Notification and the Timely Warning .. 6-17. 9. Sample Criminal Offenses Reporting Table .. 9-4. 10. Sample VAWA Offenses Reporting 9-5. 11. Sample Arrests and Disciplinary Referrals Reporting Table .. 9-5. 12. Examples of Descriptive Hate Crime Reporting .. 9-6. 13. Examples of Descriptive Unfounded Crime Reporting .. 9-7. 14. Examples of Reported Fires .. 12-2. 15. Sample fire Log With Required Elements .. 12-4. 16. Classifications of fire and 13-2. 17. Value Ranges for Estimated Property Damage Due to fire .. 13-5. 18. Sample fire Statistics Reporting Table for the Annual fire Safety Report .. 13-7. 19. Sample Description of On- Campus Student Housing Facility fire Safety Systems .. 14-3. TABLES. 1. Components of Higher education Act compliance regarding Campus Safety and Security Reporting : Basic requirements and time frames.