FINAL Improving Your Clery Act Reporting Procedures Slides

9/16/19

IMPROVING YOUR CLERY ACT REPORTING PROCEDURES

Today’s Presenters

Laura Egan Mark Folmer, CPP Senior Director of Vice President, Security & Programs Industry Clery Center TrackTik

Clery Center: Mission and Values

Values and Distinguishing Mission Statement Characteristics • We honor our organization’s history Working together with by leading with mind and heart. • We are collaborative and pursue college and university strong partnerships that are based on joint success and open, communities to create constructive communication. • We believe that prevention is critical safer campuses. to campus safety. • We are persistent, action-oriented, and deliver results that have real impact.

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Jeanne Ann Clery

Today’s Goals • Define Clery Act crime statistics • Share strategies for refining CSA reporting procedures • Identify elements to consider when developing a reporting system • Determine campus partners to include in constructing and executing reporting procedures

During This Webinar • Polls • Discussion Questions • Highlighted Resources • Participant Questions

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Clery Act: Overview

Who: Campus Security Authorities (CSAs) and local law enforcement

Where: Clery Act geography

What and Annual How: • Annual security report (statistics, policy statements) • Statistics to Department of Education Ongoing • Disclosures (timely warnings, emergency notification, daily crime log) • Rights and options for victims of dating violence, domestic violence, sexual assault, and stalking Enforcement: U.S. Department of Education (ED) Clery Compliance Division

Clery crime + Clery geography = Clery statistic

Four General Crime Categories

Criminal Offenses VAWA Offenses

Arrests and Referrals for Hate Crimes Disciplinary Action

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Clery Act Crimes Criminal Offenses 1. Criminal Homicide 3. Aggravated Assault • Murder & non-negligent 4. Robbery manslaughter 5. Burglary • Manslaughter by negligence 6. Motor Vehicle Theft 2. Sex Offenses 7. Arson • Rape • Fondling • Incest • Statutory Rape

Clery Act Crimes

Arrests or VAWA Offenses Hate Crimes Disciplinary Referrals

• Dating Violence • Crimes Within the Hate Crimes: • Weapons Law Criminal Offenses Bias Categories Violations • Domestic Violence Category • Drug Abuse • Stalking • Race • Plus: Violations • Gender • Larceny-theft • Liquor Law • Gender Identity • Simple Assault Violations • Religion • Intimidation • Sexual Orientation • Destruction, • Ethnicity Damage, or • National Origin Vandalism of Property • Disability

Sources of Clery Crime Statistics Reports from: • Campus security authorities (CSAs) • Local law enforcement

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Campus Security Authorities (CSAs) • Campus police/security department • Individuals responsible for security • Access monitor • Resident assistant • Individual or offices designated to receive crime reports • Officials with significant responsibility for student and campus activities

Person’s function determines if CSA.

Poll Question

All CSAs at my institution use the same reporting form/structure/system to report Clery Act incidents.

A. Yes B. No C. Unsure

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Discussion Question

What methods do your CSAs currently use to report crimes?

Strategies for Refining CSA Reporting Procedures • Online form vs. hard copy • Elements of online form • Both narrative description and crime category • Area to indicate if information has been reported to anyone else • Reminders of what to say to individual disclosing

Strategies for Refining Procedures (cont’d) • Where do all CSA reports go? • How quickly does the campus review? (Consider timely warnings, written explanation of rights/options, etc.) • How do reports get reconciled? • What data must be included in your CSA reporting forms? • How does those data points translate into your online reporting system?

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CSA Reports Must Include • Nature of the incident • Location of the incident • Date of the occurrence of the incident

How many internal resources are required today for Clery reporting?

• There is 1 full time person on staff responsible for Clery reporting and other compliance reporting • There is 1 part time person on staff responsible for Clery reporting • More than 1 Full time person – (how many?) • Less than 1 PT person

Shift Thinking

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People, Process, Technology

Electricity is much more than the evolution of the candle, consider how that applies to Reporting?

Reporting Practices • Set up is critical • Incident categories capture the Clery requirements • Mandatory fields ensure all data is captured • The difference between incident management and incident reporting • Choose your report type and template – avoid missing information • Pre-sets, drop-downs, and text fields – help with accuracy and reduce review time

Reliability • Real time reporting avoids “incident creep” • Email notifications to admins • Email notifications to stakeholders • Systems that are Flexible but Consistent • Dynamic questions – get all the information • Rich Reports – easily! • Dynamic Tracking

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Transparency • Data becomes times stamped • Reports that include GPS location • There is a report approval process • Automatically populates analytics

Sidestep from Reporting into Public Security

Accountability • Instructions– getting it right every time, namely, require actions from the security officer eg. high risk locations • Officer Safety trigger recordings remotely (watch mode) • Email notifications when the tour is finished • Easy ways to contact your stakeholder when needed • Geocode sites & geofence sites

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Security Staff Compliance • Required employee skills (eg. languages) for certain sites or positions • Track employee skills that are expiring (eg. firearms certification) • Pre-set warning periods – supports compliance

Action Item: Self-Audit • Identify and gather copies of all reporting forms used for CSA reporting. (If online, have access to system(s) for this review). • Review for each: • Does it capture all the Clery-required information? • Does it identify which CSA reported the information? • Are reporting systems used in addition to CSA form or in replace of? • If the CSA places a phone call to the individual/department collecting information, who documents the report? • Can we streamline any reporting processes?

Elements to Consider in Developing/Deciding On a Reporting System • What information do you want to collect? • What information do you want to require folks to include? • How else do you currently gather reports of crimes? Anonymous reporting forms? Other general reporting options? • What types of reports would you want to be able to generate from the information gathered in this system?

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Elements to Consider in Developing/Deciding On a Reporting System (Cont’d). • Is it marketed as a system for Clery-reporting? If so, what does that mean? • Does it “flag” incidents or do reporting parties indicate if an incident is Clery-reportable? • What manual processes might you need to implement to supplement its capabilities? • Not all your reporting systems may be intentionally designed for CSAs, like those designed for community reporting, and that’s okay! • Important to be clear about goals for using a product as well as limitations

This idea applies to all product and program selection – identify what problem you’re looking to solve – and ask questions!

Data driven by reporting and drives future Backward decisions, resource allocation and compliance Looking • Using gathered insights assists in prevention is now possible to quantify

+ • Strive for customizable KPIs based on the needs and desires of the Campus or Institution

Forward • Data is extremely helpful in budget discussions Thinking and request for more resources or changes.

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Analytics should be:

• On demand

• Time ranges should not add time

• The power from the field into your dashboards

• Introduce analytics to entire security approach

• Customizable

Discussion Question

Who do you work with most frequently in evaluating reports?

Campus Partners to Include • Public Safety/Campus Police • Residence Life/Off Campus Student Life/Commuter Student Life • Employee Relations/Human Resources • Title IX Coordinator • Director of Athletics • Director of Greek Life • Volunteer Services Coordinator • Student Activities • Student Conduct • Others?

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Digital Transformation Tips

“Digital transformation marks a radical rethinking of how an organization uses technology, people and processes to fundamentally change business performance”

Tips for Change

• Analyze your requirements • Executive buy-in • Plan & budget for tech • A-level team • Best software & technology fit • Test the solution • Thoroughly search for vendors • Understand compliance you are striving for

Takeaways

Efficiency Insight Deliver value

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NCSAM 2019 REMAINING WEBINARS September 25: Evaluating Your Drug and Alcohol Abuse Prevention Programs: Biennial Reviews (D. Stafford and Associates and NASPA)

Questions?

CLERY CENTER 85 Old Eagle School Road, Suite 103 Strafford, PA 19087 484.580.8754 [email protected] clerycenter.org

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