Overview of How to Make a CSA Report

Clery Compliance Training Powerpoint

Although every institution wants its campus community to report criminal incidents to law enforcement, we know that this does not always happen. Even at institutions with a police department on campus, a student who is the victim of a crime may be more inclined to report it to someone other than the campus police. For this reason, the Clery Act requires all institutions to collect crime reports from a variety of individuals and organizations that Clery considers to be "campus security authorities”. Data is collected from a wide variety of campus security authorities to provide the most accurate crime statistics possible and is reported in the Annual Security and Fire Safety Report. This information is also required to make an timely assessment of the crime regarding the potential ongoing threat to campus and possible issuance of a campus alert.

Campus Security Authorities (CSA's), under the Clery Act, have an obligation to promptly report allegations of Clery Act defined crimes which occur on campus, on public property within or immediately adjacent to the campus and any off campus property owned or controlled by an institution that is used in direct support of, or in relation to the institution's educational purpose. (This includes JMU sponsored/ registered event locations to include trip locations). The Clery Act identifies certain categories of students, university employees, affiliates and contractors as Campus Security Authorities (CSA's) who have federally mandated responsibilities to report crime.

Who are Campus Security Authorities?

The law defines four categories of Campus Security Authority:

• University Police/ Outside Police Agencies
  
  
• Non-police security staff responsible for monitoring university property, monitoring events, (to include contract security) and parking enforcement staff.
  
  
• People/offices designated under our policy as those to whom crimes should be reported – the JMU Police, Title IX, Human Resources and the Office of Accountability and Restorative Practice.
  
  
• “Officials with significant responsibility for students and campus activities”.

“Official” is defined as any person who has the authority and duty to take action and respond to particular issues on behalf of the institution.

Provost and Vice Provost, Vice Presidents, Associate Vice Presidents, Assistant Vice Presidents, Deans, Directors, and Department Heads are considered campus security authorities along with areas which include significant responsibility for student and campus activities, including but not limited to, Residence Life (to include student resident advisors and hall directors, Office of Accountability and Restorative Practice, Ombudsperson, Human Resources, Title IX, Dean of Students, University Program Board (to include student monitors of events), Multicultural Student Services, Office of University Recreation (to include team sports and recognized clubs), Athletics, Greek Life, University Unions, Trip Advisors, Student Leadership, Community Service Learning, Military Science “Cadre”, Orientation, Director of Parking and the manager of parking field operations and monitors, Victim Advocates, Members of SART teams, Director of Counseling (licensed mental health or pastoral counselors when acting within the scope of their license or certificate are not considered Campus Security Authorities and as such do not have any mandated reporting responsibilities for Clery), Director of Health Center (student health center clinicians who only provide care to individual students are not considered Campus Security Authorities and as such do not have any mandated reporting responsibilities for Clery), Band Director, Disability Services, Faculty or staff advisors to student organizations or those that serve as formal or unofficial mentors to students, andAdministrators who oversee branch campuses and the Washington Semester Coordinator

Who is not a CSA?

Positions and functions include, but are not limited to:

• faculty member without responsibility for student and campus activity beyond the classroom
• physicians/nurses in student health who only provide care for students
• clerical or administrative support staff
• cafeteria staff
• facilities maintenance staff
• information technology staff
• licensed mental health or pastoral counselors when acting within the scope of their license or certificate
• roles with like functions listed above

What do you as CSA’s need to report?
Clery reportable crimes that occur in Clery reportable geographical areas.

To report a Clery Act qualifying crime reported to them, CSA's should access and submit a CSA Crime Report form.

Campus Security Authority Training/Testing

Select: Campus Security Authority Training  Select:  Select: Campus Security Authority Quiz

Quiz and Documentation - Required

Upon completion of training, take quiz and submit the quiz for review. You must score 6 out of 8 to pass. If you did not pass, you will be notified to take the quiz again.

Why?

Campus Security Authorities (CSA's), under the Clery Act, have an obligation to promptly report allegations of Clery Act defined crimes. This information is used to issue a Timely Notice. A Timely Notice is issued in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) by the JMU Police Department. A Timely Notice is posted when a Clery Act crime is reported to the university police and the crime is considered to be a serious or continuing threat to the campus community. These crimes must have occurred within those areas of the campus that are specifically defined in the Clery Act (on campus property, non-campus property owned or controlled by the university or public property bordering campus).

JMU is not required by law to issue a timely warning for off-campus crimes; however, incidents occurring off campus will be evaluated on a case-by-case basis in conjuction with the local police jurisdiction of the crime to determine if there is a crime that poses an ongoing or serious threat to the community. A community crime alert may be issued if the distribution of a crime alert is warranted so that students, faculty and staff can be made aware crimes that occur in the areas surrounding campus.

A crime is reported to you. What do you do?

First and most importantly. Is a violent situation in progress? Is there imminent danger to the victim or others? Is it an emergency or crime in progress? Is medical treatment needed for serious injury?

If so……... Contact JMU POLICE Immediately at 540-568-6911 if it is occurring on campus.

If it has occurred off campus contact Harrisoburg/Rockingham Emergency Communication Center (HRECC) at 911 to be directed to the appropriate agency.

If it is not an emergency, the CSA should ask the individual reporting the crime if they would like to report the incident to the JMU Police or the police in the jurisdiction the crime occurred. If they do, then the CSA should help coordinate reporting. If they do not want to contact police, the CSA should explain that they are a federally mandated crime reporter and are required to submit a crime report for statistical purposes.

If you think someone may disclose a criminal incident to you, gently inform them of your reporting obligations. You can say something like: “It sounds like you’re about to tell me something that I may need to report because of my role as a campus security authority”. Explain that you are obligated to share reports of crimes with the office that collects crime statistics and evaluates the need for a campus alert. Clarify that the report is not a formal police report. Do not investigate the crime. CSAs are not responsible for investigating or determining if a crime took place. Clery Act crime statistics are based on crime allegations, not confirmed criminal activity. Under the Clery Act, a crime is “reported” when it is brought to the attention of a campus security authority by a victim, witness, other third party, or even the offender. Reports should be of intentional disclosures made specifically to you, not an overheard conversation. The report does not need to include names and anonymity will be honored to the extent permitted by law. However, in areas of sexual violence, rape, dating/domestic violence and stalking, a report must be made to Title IX. Ask the person disclosing a crime of sexual violence if they would like your help making a report to Title IX. Anonymity cannot be promised.Title IX will conduct an initial assessment, a threat assessment, and take any immediate action that may be necessary to protect the health and safety of individuals and the university community. The university will make reasonable efforts to protect the privacy and respect the wishes of reporters, in accordance with applicable state and federal law, while balancing the need to gather information to assess the report and to take steps to eliminate prohibited conduct, prevent its recurrence, and remedy its effects. Depending on the nature and severity of the conduct reported, the university may be required to share all known information, including names, with law enforcement.

A report to the JMU Police satisfies the CSA reporting requirement. If they do not want to file a police report, you must still submit a CSA report for statistical purposes.The CSA must have firsthand confirmation that the reporting party already filed a police report with JMU Police, then the CSA can complete and submit a CSA Crime Report Form indicating this on the Crime Report Form. However, if the reporting party says they will file a police report with JMU Police, but the CSA has no firsthand knowledge/confirmation that a police report was filed, then the CSA must complete and submit a Crime Report Form. When in doubt, a report form should be completed and submitted.