Clery Act Training for CSAs
December 8, 2008
12:00 – 1:00 P.M.
Co-Sponsored by:
UCSF Police Department
Student Academic Affairs
Chief Pamela Roskowski
Vice-Provost Joe Castro
Michelle Won
Presented by:
Captain Paul Berlin and Chuck Goode
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Training Agenda
I.
II.
III.
IV.
V.
Welcome and Introductions
Overview of the Clery Act

What is Clery?

Annual Information

Timely Warnings
Campus Security Authority (“CSA”)

Definition

Responsibilities

Reporting Requirements
Clery Act Audits
Question and Answer Session
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Overview of the Clery Act
What is the Clery Act?

The Jeanne Clery Disclosure of Campus Security Policy and
Campus Crime Statistics Act

Jeanne Ann Clery was raped and murdered in her room at Lehigh
University in 1986. The law enacted in her memory is to ensure
that students and others are informed about violent campus crimes
so they can make informed decisions.

The goal of the Clery Act is to assist students in making decisions
which affect their personal safety and to provide students,
prospective students and others the information they need to avoid
becoming victims of campus crimes.
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Overview of the Clery Act
What is the Clery Act?

Law is tied to federal student financial aid programs and requires
colleges and universities to disclose certain timely warning and
annual information about campus crime and security policies

Violators can be “fined” up to $27,500 per incident by the U.S.
Department of Education, the agency charged with enforcement of
the Act
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Overview of the Clery Act
Annual Information

All employees and students are notified by October 1 of each year
that the campus annual security report is updated and available.

The UCSF annual security report, entitled “Campus Security and
Personal Safety Booklet” includes:

Crime statistics for the three previous calendar years. The 2008
UCSF report, contains statistics for 2005, 2006, and 2007.

Detailed descriptions of security-related institutional policies.
The UCSF annual security report can be downloaded from the
Clery website at:
http://saa.ucsf.edu/clery/assets/Campus_Security_&_Personal_Saf
ety_Booklet_2008.pdf
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Overview of the Clery Act
Timely Warnings
In compliance with the Clery Act, the UCSF Police
Department provides timely and relevant information about
campus crimes occurring either on or off campus to students,
faculties, employees and other interested parties. Timely
warning "Crime Alerts" are disseminated through the
University e-mail system via the campus-wide Safety and
Security ListServ and on the campus-wide electronic bulletin
board on the University Police web site at:
http://www.police.ucsf.edu/newscrimealerts.htm
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Where CSAs have a role:
Why the Concern about Crime Reports?

Many crimes, especially sexual assaults, are not reported to
police.

The Clery Act requires that we gather and publish crime data from
multiple sources (including Campus Security Authorities) to ensure
that students and others know about dangers on campus.
The following slides explain these requirements and your role as
Campus Security Authorities (CSA).
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Campus Security Authority
How is a campus official designated as a Campus
Security Authority (CSA)?
CSAs are defined by function and not by title.
CSAs have:
 Contact with students
 Significant responsibility for student AND campus activities
(The law broadly interprets “significant responsibility for student
and campus activities” to ensure thorough reporting of crimes.)
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Who Isn’t a CSA?
The following are NOT Campus Security Authorities:

Administrative staff not responsible for students (e.g., payroll,
facilities)

Clerical staff

Individual faculty who DO NOT serve as advisors to registered
student organizations

Doctors in the Student Health Center, or Counselors in the
Counseling Center, who only provide care to individual students
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Confidential Resources and
Reporting

Confidential Resources
Licensed professional mental health and pastoral counselors are
exempt from Clery requirements.

Confidential Reporting Process
Victims have the option of reporting crimes confidentially (no
names or criminal investigation) to the Campus Security
Authorities, to be included in crime statistics.
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What Are a CSA’s Responsibilities?
If someone tells you about a crime or an incident that
may be a crime, record the information and submit a
report.


Immediately report the incident to the police department

Emergency (from a campus phone) 9 + 911

Non-emergency 476-1414
If it is not possible to report directly to the police department, you
may download the UC Crime Incident Report Form” available at:
http://saa.ucsf.edu/clery/. Fax this information to Chuck Goode at
(415) 476-2089.
When in doubt, report it!
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What Are a CSA’s Responsibilities?
Your job is to get and report the information the
person is willing to tell you. Just get the facts.
Remember:

Report incidents to the UCSF Police Department immediately

Get as much of a description of what happened as you can -- even
incomplete information can help

You do not need to make a judgment about what happened, just
get the facts

You are not a detective, and don’t need to find the perpetrator
Note: If the victim reports a crime to you, but wishes to remain
anonymous, you still need to submit a UC Crime Incident Report
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Form but do not need to identify the victim.
What Are a CSA’s Responsibilities?
Be sure to document properly and report the incident
to the police department, immediately. When
documenting and/or reporting the incident remember
to include important details.

When the crime or incident occurred, including date and time

What happened during the incident, including how the crime was
committed

Where the crime or incident occurred

Who was involved in the crime

When it was reported to you
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What Are a CSA’s Responsibilities?
Besides documenting and reporting the incident, you
are required to:

Describe the options to the victim and

Offer referral to resources
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What Are a CSA’s Responsibilities?
Describe Options

Don’t identify the victim UNLESS she/he gives permission

Let the person know about options for reporting to the police, but
she/he may not want to talk to police – and doesn’t have to

If the accused is a student, let the victim know that the matter can
be reported to the Associate Dean/Dean of their respective school
for disciplinary action

Inform her/him about the Confidential Reporting process available
through the Campus Security Authorities
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What Are a CSA’s Responsibilities?
Offer Referrals to Resources

Available medical treatment

Counseling services for students and staff
 Student Health Services (SHS)
 Center for Gender Equity (CGE)
 Faculty Staff Assistance Program (FSAP)
 School of Medicine, Student Well-Being Center
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What Are a CSA’s Responsibilities?
What You Are Required to Report

Criminal homicide (murder and manslaughter)

Sex offenses, forcible & non-forcible

Aggravated assault

Robbery

Burglary

Motor vehicle theft

Arson
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What Are a CSA’s Responsibilities?
What You Are Required to Report

Hate crimes, including any of the previously mentioned crimes,
or any other crime causing bodily injury, if motivated by hate. As
of August 14, 2008, the following crimes are included in this
category:





Larceny-theft
Simple assault
Intimidation
Vandalism
Also must report arrests and discipline referrals of students,
staff, and faculty for liquor, drug, and weapons
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Report Crimes by Location
A crime must be reported if it occurred:


On campus or on UCSF property

Any building or property owned or controlled by UC including
streets, grounds & parking lots within campus/UCSF
boundaries and used in direct support of UCSF’s educational
purposes or

Any building or property owned by UC but controlled by others,
is frequently used by students and supports institutional
purposes (such as a food or other retail vendor).
On-campus student residences

Dormitories or other residential facilities for students on campus
including privately owned/operated housing located on campus
property
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Report Crimes by Location
A crime must be reported if it occurred:

On public property adjacent to campus & adjacent to UCSF


All public property, including thoroughfares, streets, sidewalks,
parking facilities that is within the campus, or immediately
adjacent to and accessible from the campus
On non-campus property

Any building or property owned or controlled by a student
organization officially recognized by UC or

Any building or property owned or controlled by UC that is used
in direct support of UC’s educational purposes, is frequently
used by students, and is not “on-campus” property.
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Non-Campus Locations
Under the law, some off-campus locations are deemed so closely
related to the University that crimes at such locations are included in
campus crime statistics. These properties are termed “non-campus
property,” defined by law to include:

Property owned or controlled by UCSF (e.g. Mission Center
Building, Mission Bay, Mt. Zion Hospital, Laurel Heights, Fresno,
SFGH, VA Hospital, etc.)

Property owned or controlled by a student organization registered
with UCSF (e.g. a fraternity)
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Aids and Reminders
Each quarter you will receive an email with relevant updates
to the Clery Act. During the first quarter of each year, you
will be asked to complete a “UC Crime Incident Form” for the
previous calendar year.
If you have nothing to report, you still need to indicate that,
sign it and fax it to Chuck Goode at (415) 476-2089. If you
have already reported the crime to UC Police, you can
indicate that on top of the form “As reported to UC Police –
include date”.
If you have questions about how to fill out the form, call
Chuck Goode at (415) 476-0620.
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Aids and Reminders
To learn more about your role as a Campus Security Authority,
please visit the Clery Website located at:
http://saa.ucsf.edu/clery/. Go to the webpage for “Information
for Designated Campus Security Authorities.” Under that
webpage, you will find links to:

UC Clery Act Compliance Manual – 2002 currently
undergoing revision

Handbook for Campus Crime Reporting – a 216 page
handbook issued by the Department of Education
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California State Auditor
Bureau of State Audits:
Clery Act Audit
The California Education Code requires the State Auditor to
conduct an audit every three years of the collection and reporting
of crime statistics at post-secondary education institutions that
receive federal student aid. The auditor reports its findings to the
State Legislature.
The last audit was conducted during 2006 and released in January
2007. Six institutions were audited, including two UC campuses
(UCB and UCLA).
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California State Auditor
Bureau of State Audits:
Clery Act Audit
Here were some of the problems identified during the
audit:



Not all crimes, as defined by California law, can be directly
converted to reportable crimes under the FBI’s Uniform Reporting
guidelines.
Lack of internal controls in the electronic systems used to track
crimes led to inaccurate reporting of crime statistics.
Lack of procedures placed to ensure that Clery coordinators
collect responses from all Campus Security Authorities whether or
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not they have crimes to report.
California State Auditor
Bureau of State Audits:
Clery Act Audit
Here were some of the problems identified during the
audit:



Policies and procedures to allow for reporting of crimes
anonymously was lacking.
Absence of clearly written policy and procedures regarding timely
warning.
Failure to properly distribute the institution’s annual reports to all
enrolled students and current employees by October 1 of each
year.
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Review
As a Campus Security Authority – you are
required to:

Get the facts – When, what, where, who, etc.

Report all Clery related crimes immediately to the UCSF
Police Department so the campus can comply with timely
warning policies and have accurate crime statistics for our
annual security report

Inform victims of their options, including confidential
reporting options and offer referrals to resources
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Reporting Emergencies and Crimes

The UCSF Police Department has primary jurisdiction over the
University of California, San Francisco properties, owned and
leased.

The University strongly encourages immediately reporting all
incidents and/or any suspicious activity to the UCSF Police at any
time of the day or night.
 Non-emergency 476-1414
 Emergency from campus phones 9 + 911
 Emergency from cell phones 476-6911
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Question and Answer Session
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