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Right to Know/Clery Act

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Police/Fire/Medical Response: 419.530.2600

Main Campus Non-Emergency: 419.530.2601
Health Science Non-Emergency: 419.383.2601

Fax: 419.530.4505

utpolice@utoledo.edu

Campus Security Authorities (CSA's)

Incident Report Form
CSA Training Video (Clery Center)
CSA Training Presentation (UT)
NEW: Definitions & VAWA 2013 Requirements

Introduction
The Jeanne Clery Campus Security Policy and Crime Statistics Disclosure Act (Clery Act) and what you need to know if you are a Campus Security Authority (CSA) at The University of Toledo:

The Clery Act: Jeanne Clery, a 19-year-old Lehigh University freshman, was assaulted and murdered in her dorm room in 1986. In 1998 the “Student Right-to-Know and Campus Security Act” was renamed in her memory. The Clery Act was enacted in the belief that crime awareness can prevent campus victimization.

The federal law requires colleges and universities receiving federal funding to prepare, publish, and distribute, by October 1 of each year, campus security / safety policies and crime statistics in the form of an Annual Security & Fire Report (ASR/AFR). University community members are notified, annually of the availability of and how and where to access the ASR/AFR. The Main Campus report also includes a Fire Safety Report (which is a requirement for campuses with University controlled residential facilities). The Department of Education is responsible for Clery Act compliance.

What is the role of a CSA?
CSA’s are encouraged to report all crimes reported to them, on a timely basis, to The University of Toledo Police (UTPD). However, under the Clery Act, CSA’s are only obligated to report Clery Act qualifying crimes which occurred on campus, in public areas bordering campus and in certain non-campus buildings owned or controlled (leased) by the University. CSA’s should only report those crimes that have not been previously reported to UTPD or another University CSA. The intent of including non-law enforcement personnel in the CSA role is to acknowledge that some community members and students in particular, may be hesitant about reporting crimes to the police, but may be more inclined to report incidents to other campus-affiliated individuals.

To review information on reportable Clery Act crimes, reportable disciplinary referrals and/or the Clery Act incident occurrence locations that are reportable, please refer to the CSA Report Forms. 

What makes you a CSA?
The law defines four categories of CSA’s:

1) UTPD sworn personnel and department administrators.

2) Non-police people or offices responsible for campus security - community service officers, campus contract security personnel, parking enforcement staff, personnel providing access control and/or security at campus facilities, athletic events or other special events, safety escort staff, residential community assistants and other similar positions.

3) The Officials with significant responsibility for student and campus activities category is defined broadly to ensure complete coverage and thorough reporting of crimes. To determine which individuals or organizations are CSA’s consider job functions that involve relationships with students. Look for Officials (i.e., not support staff) whose functions involve relationships with students. An Official is defined as any person who has the authority and the duty to take action or respond to particular issues on behalf of the University. If someone has significant responsibility for student and campus activities, s/he is a CSA.

Some examples of CSA’s in this category include, but are not limited to: Academic deans; student affairs / residential life officials; coordinator of Greek Life (or related positions); athletic administrators including director, assistant directors and coaches; student activities coordinators and staff; student judicial officials; faculty and staff advisors to student organizations; student center building staff; student peer education advisors; and administrators at branch campuses.

4) Any individual or organization specified in an institution's statement of campus security policy as an individual or organization to which students and employees should report criminal offenses to the UTPD.

Who is not a CSA?
The following non-CSA positions / 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; and other like functions.

CSA Crime Reporting
When a crime is reported to a CSA, s/he should first ask the person if they would like to report it to UTPD. If so, contact UTPD at (419) 530-2600. If the CSA has firsthand knowledge / confirmation that the reporting party filed a police report with UTPD, then they are not obligated to complete and submit a CSA report form. However, if the reporting party says they will file a police report with University Police and leaves (no CSA firsthand knowledge / confirmation that a police report was filed), then the CSA must still complete and submit a Campus Security Authority Crime Report Form.

CSA's are encouraged to report all crimes reported to them, on a timely basis, to UTPD via a Campus Security Authority Crime Report Form. However, under the Clery Act, only Clery Act qualifying crimes are required to be reported. The CSA Crime Report Form can be submitted to UTPD online, by fax (419) 530-4505 (via the Report Form (pdf)) or mail (The University of Toledo Police Department - Attn: CSA Report Form, 2801 West Bancroft Street - MS 207, Toledo, OH 43606).

If the reported crime is made in good faith, meaning that there is reasonable basis for believing that the information is not rumor or hearsay, then the crime is Clery reportable. CSA’s, when interacting with the crime reporting party, need to gather incident information that would provide sufficient detail to properly classify the incident. This means CSA’s need to document reporting party responses or lack thereof. Reporting party identifying information should only be included in the Report Form if the reporting party is willing to provide same (see Anonymous Reporting section below). CSA’s should not investigate the crime or attempt to determine whether a crime, in fact, took place. When in doubt, a CSA Report Form should be completed and submitted.

How to Report a Crime
CSA's should complete and submit the Clery Act CSA Crime Report form online or fax or mail the Report Form (pdf) to UTPD. If you have questions, contact UTPD Administrative Lieutenant Brett Weaver: (419) 530-2599 or brett.weaver@utoledo.edu.

What is done with CSA Report Forms?
UTPD reviews Report Forms and makes a determination if an incident warrants a timely warning / emergency notification of the University community and whether it is a reportable crime in the Annual Security & Fire Report (ASR/AFR). UTPD will consolidate crime data from multiple sources, report qualifying crime data to the federal Department of Education, publish campus ASR’s/AFR's and inform the campus community when and where ASR’s/AFR's are available. The UTPD ASR’s/AFR's are posted at http://www.utoledo.edu/depts/police/Annual_Security_Report.html. Hard copies are also available from UTPD upon request.

Crime / Emergency and Non-Emergency Reporting
Regardless of your status (CSA or non-CSA), all community members are encouraged to promptly report all campus related criminal incidents and other public safety related emergencies to UTPD. For incidents requiring immediate attention, dial (419) 530-2600, 9-1-1 or use one of the “Code Blue Emergency” Emergency Phones located throughout all three campuses. Non-emergency incidents may be reported by dialing (419) 530-2601 or extension 2601 from any on-campus phone or in person at:

Main Campus: Transportation Center - 1515 Towerview-South - Toledo, Ohio 43606
Health Science Campus: Mulford Library - Room 007 - Toledo, Ohio

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Last Updated: 3/23/15