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Safety & Security

Clery Team Roles and Responsibilities

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Definitions

While not all inclusive, what follows are the most important terms or descriptions that must be included or addressed in the Annual Security and Fire Safety Report (ASFSR) in compliance with the Clery Act.  

Clery Team: A group comprised of campus officials who meet to review the campus’ Clery Act compliance efforts and make recommendations to the Clery Compliance Officer regarding the College’s Clery Act obligations. The group includes: 

  • College President (or his designee) 
  • Dean of Students 
  • Associate Dean of Students 
  • Dean of Academics 
  • Director of Campus Security (DCS) 
  • Director of Workplace Safety (DWS) 
  • Director of Human Resources 
  • Director of Facilities (or Designee) 
  • Athletic Director (or Designee) 
  • Title IX Coordinator 
  • General Counsel 
  • Director of Financial Aid or Assistant Director of Financial Aid 
  • Spiritual Life Advisor 

Annual Security and Fire Safety Report: By law, an annual report is required, setting forth statistics for Clery Act Crimes and disciplinary referrals for drug, alcohol, and weapon offenses by type, location, and year. It must also include campus security and safety policy statements; procedures for issuing Timely Warnings and Emergency Notifications to the campus community of potentially dangerous criminal activity, or persons and emergency situations (campus evacuation procedures); locations for obtaining information concerning registered sex offenders from local and state law enforcement agencies; fire safety policies and procedures for on-campus student housing; and statistics for fires in on-campus student housing.

Campus Security Authority (“CSA”): Four groups of individuals and organizations specified in the Clery Act and associated with the campus, including: (1) the Campus Security Department (CSD); (2) individuals who have responsibility for campus security, but who are not affiliated with the CSD; (3) any individual or organization specified in security and safety policy statements as an individual or organization to which students and employees should report criminal offenses; (4) and any campus official who has significant responsibility for student and campus activities, which may include, but are not limited to, student housing, student discipline, and campus judicial proceedings, and who has the authority and the duty to take action or respond to particular issues on behalf of the campus.  

Clery Act Crimes: Certain crimes specified in the Clery Act and further described in the Annual Security and Fire Safety Report (ASFSR) but often called Clery Report. The College must compile statistics from reports made to the Campus Security, CSAs, and local law enforcement. The specific Clery Crimes include: Aggravated Assault, Arson, Burglary, Dating Violence, Destruction/Damage/Vandalism of Property, Domestic Violence, Drug Law Violations, Hate Crimes, Hazing, Intimidation, Larceny, Liquor Law Violations, Manslaughter by Negligence, Motor Vehicle Theft, Murder and Non-negligent Manslaughter, Robbery, Sex Offenses (Rape, Fondling, Incest, and Statutory Rape), Stalking, and Weapon Law Violations. 

Clery Compliance Officer: The official whom the College President has designated to coordinate the campus’ Clery Act compliance program. 

Clery Geography Map: A map depicting the Core Campus and surrounding area that identifies On-Campus Property, Non-Campus Property, and Public Property within or immediately adjacent to and accessible from the campus. 

Core Campus: The same reasonably contiguous area of buildings or property owned or controlled by Principia College that the campus and its students consider to be, and treat as, an integral part of the main campus.  

Daily Crime Log: A log maintained by the CSD of any and all alleged criminal incidents reported to them. 

Emergency Notification: When a report is received about an incident that affects the safety, well-being, or life of people or property on campus, Campus Security will utilize the School Messenger system to alert members of the college community. School Messenger utilizes voice, text, and/or email messaging to notify members of the community about incidents and about how to respond. Campus Security also has access to an in-house (student dormitories) PA system to also notify students of an occurring incident and how to respond. 

Fire Log: A log maintained by CSD of any report to a campus official of a fire occurring in on-campus student housing. 

Missing Student Notification: Following the determination that a student who resides in on-campus student housing is suspected to be missing, a notification gets issued to a student’s designated confidential contact, parent, or legal guardian, and the local law enforcement agency with jurisdiction. There is no minimum waiting period in which to notify the local law enforcement jurisdiction, but federal law mandates the College must do this within 24 hours of Campus Security determining the student is missing. 

Non-Campus Property: (1) Any building or property owned or controlled by a student organization that is officially recognized (or registered) by the campus; or (2) any building or property owned or controlled by the institution that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the campus. 

On-Campus Property: (1) Any building or property owned or controlled by the College within the same reasonably contiguous geographic area (the Core Campus) and used by the College in direct support of, or in a manner related to, the College’s educational purposes, including dormitories; and (2) any building or property on the Core Campus that is owned by the campus but controlled by another person, is frequently used by students, and supports campus purposes (such as a food or retail vendor). On-Campus Property includes, for example, student housing and College streets, sidewalks, and parking lots (e.g., Lilac Lane, sidewalks at SOG, and SON). 

Pastoral Counselor: An employee of an institution who is associated with a religious order or denomination, recognized by that religious order or denomination as someone who provides confidential counseling and who is functioning within the scope of that recognition as a pastoral counselor. As of this writing, Principia College has no Pastoral Counselors. 

Professional Counselor: A campus employee whose official responsibilities include providing psychological counseling to members of the campus community and who is functioning within the scope of his or her license or certification. 

Public Property: All public property, including thoroughfares, streets, sidewalks, and parking facilities within the Core Campus or immediately adjacent to and accessible from the Core Campus. The ASFSR lists all the pertinent public properties in the Clery Geography section of the report. 

Timely Warning: An announcement called a “Campus Safety Notice” to inform the campus community of Clery Act Crimes and other serious incidents when a reported crime may pose a serious or continuing threat to the campus and surrounding community. 

Responsibilities

A. General Responsibilities:

  1. Students, employees, and visitors are encouraged to promptly and accurately report all suspected crimes and significant emergencies or dangerous situations occurring on On-Campus Property, Non-Campus Property, and Public Property to the Campus Security Department or the appropriate law enforcement agency. 
  2. For the Clery Act crimes to be included in the annual disclosure of crime statistics, victims or witnesses may report crimes to a Campus Security Authority on a voluntary, confidential basis, by withholding their personally identifiable information. 
  3. All records related to Clery Act reporting must be maintained for a minimum of seven (7) years in accordance with the College’s generally accepted practices. 
  4. Pastoral and Professional Counselors are encouraged, if and when deemed appropriate, to inform the persons they are counseling of any procedures to report crimes on a voluntary, confidential basis for inclusion in the annual disclosure of crime statistics. 
  5. For the purpose of making timely warning reports to the community and for inclusion in the ASFSR, any and all Clery Act crimes should be reported to Campus Security or another Campus Security Authority (CSA). 
  6. Facilities, Campus Security and Legal Counsel will annually review the Clery Geography Map and building list.

B. Campus Security Authorities (CSAs) Responsibilities:

  1. CSAs must complete mandatory training. 
  2. CSAs must report suspected Clery Act Crimes that are brought to their attention or that they personally witness, regardless of whether the victim or alleged suspect(s) are associated with the campus. 
  3. CSAs must complete and submit electronically a CSA Crime Report Form. The CSA must sign in using his/her College ID and password. 
    CSA Crime Report Form
  4. CSAs will provide written notification to the victim.          
    1. Information about existing counseling, health, mental health, victim advocacy, legal assistance, visa and immigration assistance, student financial aid, and other services available for victims, both within Principia College and in the community. 
    2. Information about options for, available assistance in, and how to request changes to academic, living, transportation, and working situations or protective measures. 
    3. Explanation of the victim’s rights and options. 

C. The Dean of Students (DOS), Student Life and Conduct & Retention (SL&CR) Responsibilities:

  1. DOS shall coordinate with Campus Security to issue a Missing Student Notification within 24 hours of a student determined to be missing. 
  2. SL&CR must promptly report any Clery Act Crimes to the Campus Security Department. 
  3. SL&CR must provide any liquor, drug, or weapon law violations resulting in discipline to the Campus Security for inclusion in the ASFSR. 
  4. SL&CR along with Campus Security shall work with local (or jurisdictional) police agencies to monitor criminal activity involving students and student organizations occurring at non-campus locations. 
  5. The Associate DOS must notify all students in campus housing that they may enter a Missing Student Notification contact into the Maxient database. 
  6. Student Life will maintain documentation of all new students who complete training related to dating relationships, dating violence, domestic violence, sexual assault, and stalking for incoming freshmen which is part of the College’s prevention and awareness programs. 
  7. Student Life will provide to the Campus Security Director in February, a list of all programs and campaigns to prevent dating violence, domestic violence, sexual assault, and stalking that were conducted by the Student Life Department during the previous calendar year. 

D. Fire Safety Responsibilities (Associate DOS, Workplace Safety Director (WSD):

  1. The Security Department must maintain the campus’ Fire Log and make the Fire Log available, upon request, for public inspection 
  2. The Campus Security Department must provide the required Annual Fire Safety Report portion for inclusion in the Annual Security and Fire Safety Report that is disclosed to the campus community and the public by October 1st of each year. This report shall include: 
    1. Descriptions of each on-campus student housing facility fire safety system 
    2. Number of resident housing fire drills held during previous calendar year 
    3. Policies or rules on portable electrical appliances, smoking and open flames in a student housing facility 
    4. Procedures for student housing evacuation in case of a fire 
    5. Policies regarding fire safety education and training programs provided to students and employees 
    6. For purposes of including a fire in the statistics in the annual fire safety report, a list of the titles of each person or organization to which students and employees should report that a fire occurred 
    7. Plans for future improvements in fire safety 
    8. Fire statistics 
  3. Campus Security must provide annual fire statistics for the Department of Education survey, which is available at: 
    https://ope.ed.gov/campussafety 

E. Campus Security Department (CSD) Responsibilities:

  1. CSD must compile and disclose statistics of reports on the types of Clery Act Crimes that occurred on On-Campus Property, Non-Campus Property, and Public Property. 
  2. CSD must collect reports of Clery Act Crimes made to CSD, local law enforcement, and CSAs. 
  3. CSD must, using statistics of Clery Act Crimes reported over the past three years, complete the Department of Education annual Campus Safety and Security Survey, which is available at http://ope.ed.gov/security. This information is the same as that is reported in the ASFSR.
    Department of Education annual Campus Safety and Security Survey
  4. CSD must, by October 1st of each year, disclose to the campus community and the public, an Annual Security and Fire Safety Report (ASFSR), including:
    1. Clery Act Crimes data by type 
    2. Security policies and procedures in place to protect the community 
    3. Information on the handling of threats, emergencies and dangerous situations 
    4. The Director of Campus Security must notify via e-mail all currently enrolled students and all College employees of the availability of the Annual Security and Fire Safety Report, providing: (i) a statement of the report’s availability; (ii) a list and brief description of the information contained in the report; (iii) the exact URL (a direct link) for the website at which the report is available; and (iv) a statement that a paper copy of the Annual Security and Fire Safety Report is available without fee upon request, written or otherwise 
  5. CSD must provide mandatory training for all CSAs, explaining the details of how often, when, where and by what means (live class, on-line, etc.). 
  6. CSD determines, on a case-by-case basis, whether and when to issue Timely Warnings (“Campus Safety Notices”) to inform the campus community and surrounding community about Clery Act Crimes, depending on when and where the incident occurred, when it was reported, and the amount of information known by the CSD. CSD may issue a Campus Safety Notice whenever a serious crime or series of crimes in the core campus poses a continuing risk to students and employees. CSD may issue Campus Safety Notices for Clery crimes. 
  7. CSD determines on a case-by-case basis, whether and when to issue Emergency Notifications (via School Messenger) to the campus community and surrounding community. CSD may issue an alert if a situation poses a verified, imminent, or ongoing potential threat to the safety, security, or health of students or employees, and to expedite emergency response and/or evacuation procedures. 
  8. CSD shall coordinate with the office of DOS to issue a Missing Student Notification within 24 hours of a student determined to be missing. 
  9. CSD must once per calendar year, conduct at least one test of the campus’ emergency response and evacuation procedures. CSD may publicize in advance the information regarding the test, including the date and time, and should send to the entire campus community via mass-mail, follow-up information regarding the results of the test, in summary form. 
  10. CSD must maintain a Daily Crime Log and make the Daily Crime Log available for public review at the Campus Security Office. The Daily Crime Log must include the nature, date, time, general location of each crime that occurs within the institution’s Clery Geography, and the disposition of the complaint, if known. 
  11. CSD will provide, on its website, information advising the campus community where information concerning registered sex offenders for the State of Illinois can be found. This information will also be published in the ASFSR. 
  12. CSD shall work with Student Life and other department heads to establish Clery Act-related educational programs and promotion of safety awareness programs. 
  13. CSD will gather disciplinary referral information from Human Resources (Staff and Academic), on an annual basis, to determine if such referrals include Clery Act Crimes. 
  14. Principia College’s ASFSR is available for review. This report includes statistics from the previous three years concerning reported crime that occurred on campus, in certain off-campus buildings or property owned or controlled by the Principia College campus and statistics for fires in on-campus student housing. The report also includes institutional policies concerning campus security and other safety information along with fire safety policies and procedures. You may obtain a hard copy of this report by contacting Campus Security or by accessing the following website:
    https://principiacollege.edu/asfsr 

F. Registered Student Organizations (RSO):

  1. Primary contacts shall be responsible for providing the following information:
    • Identifying and registering any advisor to their RSO who would qualify as a Campus Security Authority (CSA) 
    • Registering all Non-Campus Property, if any, used by the RSO 
    • Registering specific locations used for accommodations (e.g., hotel, inn, hostel) where students go on overnight college-sponsored travel 
    • Providing such information to campus security by February 1st of each year 

G. Title IX

  1. The Title IX Coordinator, Student Life Department, or designee, will administer and oversee the College’s Sexual Assault Prevention and Awareness Programs for new students. In addition, they will administer and oversee the College’s Sexual Assault Prevention and Awareness Program for returning undergrad students, as well as the training for faculty and staff
  2. This training should include the following information:
    1. A statement that the College prohibits the crimes of dating violence, domestic violence, sexual assault, and stalking 
    2. The definitions for dating violence, domestic violence, sexual assault, and stalking according to the State of Illinois and local laws/codes 
    3. The definition of consent, in reference to sexual activity, in the State of Illinois 
    4. A description of safe and positive options for bystander intervention 
    5. Information on risk reduction (to recognize warning signs of abusive behavior and how to avoid potential attacks) 
    6. Procedures victims should follow if a crime of domestic violence, dating violence, sexual assault, or stalking has occurred 

*Adapted to Principia College from The University of Illinois Urbana-Champaign, Division of Public Safety’s “Compliance Procedures”