User's Guide for the Campus Safety and Security Web-Based Data Collection

CampusSafety2020-UsersGuide.pdf

Campus Safety and Security Survey

User's Guide for the Campus Safety and Security Web-Based Data Collection

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UNITED STATES DEPARTMENT OF EDUCATION

Office of Postsecondary Education (OPE)

USER’S GUIDE FOR THE CAMPUS SAFETY
AND SECURITY WEB-BASED DATA
COLLECTION

October 2020

Table of Contents
General Information about the Survey Application .......................................................................... 1
Browsers and Cookies................................................................................................................ 1
Multiple Campuses .................................................................................................................... 2
Getting Help with the Survey..................................................................................................... 3
Navigation .................................................................................................................................. 4
Caveat Boxes ............................................................................................................................. 4
Errors.......................................................................................................................................... 5
Survey Status ............................................................................................................................. 6
Printing Survey Screens ............................................................................................................. 7
Other Important Information ...................................................................................................... 7
E-Mail Correspondence ........................................................................................................... 10
A Note about the Annual Reports ............................................................................................ 10
The Web-based Data Collection ........................................................................................................ 11
Getting Started ......................................................................................................................... 11
Log In ....................................................................................................................................... 12
Forgot Your Password ............................................................................................................. 13
Change Password ..................................................................................................................... 14
Assigning More Than One Password....................................................................................... 15
Registration .............................................................................................................................. 16
Print Registration Certificate ................................................................................................... 18
Survey Navigation ................................................................................................................... 19
Identification ............................................................................................................................ 21
Screening Questions................................................................................................................. 24
Criminal Offenses ............................................................................................................................... 27
Criminal Offenses – On Campus ............................................................................................. 27
Criminal Offenses – On-campus Student Housing Facilities................................................... 30
Criminal Offenses – Noncampus ............................................................................................. 33
Criminal Offenses – Public Property ....................................................................................... 36
Criminal Offenses – Reported by Local and State Police ........................................................ 39
Hate Crimes ......................................................................................................................................... 42
Hate Crimes – On Campus....................................................................................................... 42
Hate Crimes – On-campus Student Housing Facilities ............................................................ 45
Hate Crimes – Noncampus ...................................................................................................... 48
Hate Crimes – Public Property................................................................................................. 51
Hate Crimes – Reported by Local and State Police ................................................................. 54
VAWA Offenses .................................................................................................................................. 57
VAWA Offenses – On Campus ............................................................................................... 57
VAWA Offenses – On-campus Student Housing Facilities .................................................... 60
VAWA Offenses – Noncampus ............................................................................................... 63
VAWA Offenses – Public Property ......................................................................................... 66
VAWA Offenses – Reported by Local and State Police.......................................................... 68

Arrests .................................................................................................................................................. 71
Arrests – On Campus ............................................................................................................... 71
Arrests – On-campus Student Housing Facilities .................................................................... 74
Arrests – Noncampus ............................................................................................................... 77
Arrests – Public Property ......................................................................................................... 80
Arrests – Reported by Local and State Police.......................................................................... 82
Disciplinary Actions ............................................................................................................................ 85
Disciplinary Actions – On Campus ......................................................................................... 85
Disciplinary Actions – On-campus Student Housing Facilities ............................................... 88
Disciplinary Actions – Noncampus ......................................................................................... 91
Disciplinary Actions – Public Property ................................................................................... 94
Disciplinary Actions – Reported by Local and State Police .................................................... 97
Unfounded Crimes ............................................................................................................................ 100
Fires .................................................................................................................................................... 102
Fires – On-campus Student Housing Facilities ...................................................................... 102
Fires by On-campus Student Housing Facility ...................................................................... 105
Fires – Summary .................................................................................................................... 106
Reviewing and Submitting Your Survey......................................................................................... 107
Caveat Review/Campus Description ..................................................................................... 107
Check for Errors/Error Report ............................................................................................... 109
Locking Your Survey ............................................................................................................. 112
Print Campus Safety and Security Survey Completion Certificate........................................ 113
Appendix A

Adding a Campus .................................................................................................. 114

Appendix B

Changing Previous Year’s Data........................................................................... 117

iii

Please read this before you begin the survey…
All Title IV postsecondary institutions are required to participate in this data collection with two
exceptions:
1. If your institution has a campus that opened after January 31st in the latest calendar year for
which the survey collects data, that campus isn’t required to complete the survey. For example,
if the campus opened in September 2019, the campus shouldn’t complete the 2020 survey
which collects statistics for the entire 2019 calendar year. The campus is, however, required to
comply with all other HEA safety- and security-related requirements and will be required to
complete the 2021 survey.
2. If yours is a distance education-only institution, the institution isn’t required to complete the
survey. Please call our help desk when you receive the survey registration packet so that we
can update the database with this information.

General Information about the Survey Application
Instructions included in this user’s guide address all schools that participate in the survey. The specific
data entry screens for each institution will be determined by responses to the Screening Questions
included at the beginning of the survey. Based on your answers to the Screening Questions, you will
only be asked to complete screens that pertain to your institution. For example, if your answer to the
Screening Question indicates that your institution does not have noncampus buildings or property, you
will not have survey screens for noncampus statistics. If you indicate that your institution does not
have on-campus student housing facilities, you will not have survey screens for on-campus student
housing facilities.
Please apply the information in this user’s guide as appropriate for your school. If you do not have
noncampus buildings or property and/or on-campus student housing facilities, follow the instructions
that do apply to your school’s Clery Act geography and ignore the instructions that apply specifically
to noncampus locations and/or on-campus student housing facilities.
Note: If your institution had on-campus student housing facilities in 2018, but not in 2019, you will
still have screens for fire statistics. This will allow you to revise your 2018 data if necessary.

Browsers and Cookies
The survey application has been re-designed and formatted to work in Chrome, Firefox and Internet Explorer
(IE 11). For more information, please select the Privacy Statement link on the footer of the survey Log In
screen.

Multiple Campuses
If your institution has multiple campuses, a separate survey form must be completed for each campus.
A campus with its own IPEDS number has its own User ID and password and should complete its
own survey. A campus that shares an IPEDS number with the main campus does not have its own
User ID and password for the survey. In this case, the survey form for the separate campus is accessed
from the Survey Summary tab on the Survey Navigation screen. The Survey Summary tab is for
updating institution/campus identification and for updating screening questions related to other
campuses.

The Campus Summary tab shows the institution information and a list of all the current campuses that
are to be reported for. (Instructions for adding a campus are provided on pages 7 and 8).

Under the Campus List section, you will find a listing of all current and any previous campuses for
which your institution has reported. If a campus is closed or no longer operating as a campus, the
status will be listed as Inactive.

Getting Help with the Survey
There are various ways of getting help with the survey:
Online help features: There are various help features throughout the survey. On the header of the Log
In screen, under “? Help” page, there are links to access the user’s guide in its entirety, Print Survey
Forms to use as worksheets, the Clery Act Appendix to the Federal Student Aid Handbook, and Help
Desk Information. On the header of the Log In screen is also the Glossary. The footer of the Log In
screen has copies of this year’s Chief Executive Officer and CSSA letters as well as the Privacy
Statement.
After you log in, the right side of the page will show the Options at this point of the survey, the
Help options to access the same links mentioned above, and the Printable Forms.
On every survey screen after the Survey Navigation page, you can select the screen instructions
link to get screen-specific instructions from this user’s guide for completing that screen.
Help desk: Assistance from the Campus Safety Help Desk is available toll-free by telephone at
(800) 435-5985 and e-mail ([email protected]) year-round. The telephone help desk is
staffed from 8:00 a.m. to 6:00 p.m. Eastern time, Monday through Friday. Voicemail is available at all
times.
If a staff member is not available when you call, please leave a message with the following
information and someone will return your call as soon as possible:

–
–
–
–
–

Your name and title
The name of your school
A brief description of why you are calling
Your telephone number
The best time to call you back

If you e-mail the help desk, please include the following information and someone will
respond as soon as possible:

–
–
–

Your name and title
The name of your school
A detailed description of the problem you are having

Please note that if you call the help desk and leave a message, there is no need to e-mail the
help desk as well, and vice versa.

Navigation




Data fields: On each data entry screen you can move from one data field to the next using
the tab key or you can position the cursor with your mouse to make a selection.
Screens: You can move from screen to screen in two ways:

–

After you complete a screen, select the Next or Previous button at the bottom of the
screen to move through the survey screens sequentially.

–

Use the navigation menu on the left side of each screen to either move through the
survey screens sequentially or to select a specific screen.

You can complete the survey during one session, or complete it over multiple sessions. Remember to
save your data as you complete each screen and to close your browser when you log out of the survey.
Note: Do not use the Back button to navigate through the screens as the system cannot save your text.

Caveat Boxes
Each data entry screen has a caveat box. It provides space to write anything you think would help the
reader better understand the data on that specific screen. For example, if your institution opened an oncampus student housing facility for the first-time last year, it would be helpful to provide a caveat
explaining why crime statistics for the “On-campus Student Housing Facilities” category is included
for only the most recent year. You can also use a caveat box if you want to disclose non-Clery Act
crimes, for example the number and type of crimes that occurred in a part of the city that students
frequently visit. Be sure to indicate that those non-Clery Act crimes are not included in the survey
table.
Because your caveat will appear on the public site, please check your spelling and grammar, and make
sure that the caveat will be easily understood by anyone who reads it. Do not include any personally
identifying information or any messages to the help desk.
Caveats are optional with two exceptions. (1) If you change the data in the 2018 column, you must
explain what data were changed and the reason for the change in the caveat box. (2) If you need to
make changes to your school’s 2017 data, enter the change in the caveat box along with an explanation
of why the change was made. Use the following format to explain the change: “For (YEAR), line
(X) was changed from (A) to (B) because (REASON).” See Appendix B for full details.

Be concise when providing additional text as each caveat box only allows 1,000 characters. Please do
not include duplicate caveats (i.e., the same caveat on multiple screens). Again, we suggest that you
double-check your entries for spelling and grammar because the caveats will appear along with your
data on the Office of Postsecondary Education’s public website.
Note: Do not use the symbols < or > in your text. The survey system cannot save your text if you do.
Also, if you do not want to add a caveat to your data, please do not write “None,” “N/A,” or similar
text in the caveat box as we will have to delete it.

Errors
If the system detects an error when you try to save data on a specific screen, there will be an icon next
to the associated data field. Select the icon to get an explanation of the problem.
The

icon indicates a fatal error that must be fixed before you can lock your survey.

The icon indicates that a confirmation or explanation is needed before you can lock your survey.
Enter a concise and informative confirmation/explanation in the box provided. Do not use the caveat
box for this purpose. The confirmation/explanation text that you enter in the box will be read by our
content specialists, but will not appear on the public website.
Example of an acceptable confirmation/explanation:

Remember to select save explanation after you enter your confirmation/explanation.

Example of an unacceptable confirmation/explanation:

Survey Status
There are two ways to check the status of your survey. To check the status of specific screens, go to the
Survey Navigation screen. The status for each screen will read “Updated,” “Not Updated” or “Updated
and has errors.” To check the status of the overall survey, go to the Survey Navigation screen and
complete Step 3: Lock the survey.

If you report for multiple institutions, and have a multi-key holder ID, you will also have access to two
Reports: Survey Status Summary and Institution Reporting Status. These are available under Reports
in the navigation menu on the left side of the screen.




The Survey Status Summary gives a count of the surveys you are responsible for in the
various statuses: Registration, Identification, Screening Questions, No Data, Has Data,
Has Errors, Clean, Partial (one or more campuses still incomplete), and Complete.
The Institution Reporting Status lists all of the institutions you are responsible for with
their Unit ID and Survey Status.

Printing Survey Screens
There are various ways to print your survey screens.


To print blank screens:

–

Select Print Survey Forms on the Log In screen Help page. Select Print Survey
Form.

–

From any screen you can select Printable Forms on the right-hand side of your
screen. Then, select the form you wish to print.

Note: You cannot use these forms for data entry. You must log into the system to enter and
record your data.


To print screens with partial or completed data:

–

Select Printable Forms on the right-hand side of any screen in the survey.
Depending on your answers to the Screening Questions and the screens appropriate
for your institution, there will be from 1-6 data headings available under the
Printable Forms: Institution Information, Blank Survey Forms, Crime Data,
2017 Fire Data, 2018 Fire Data, 2019 Fire Data, and Fire Data Summary. Click
on the form you wish to print and it will open on new tab.

–

To print a PDF file: Follow the instructions above for printing your partial or
completed screens and once the form is opened on a new tab, click on PRINT
button and select save as PDF.

Other Important Information




Reporting period: Disclose statistics for crimes and fires reported in the previous
calendar year (i.e., the 2020 survey collects data for crimes and fires reported Jan. 1,
2019– Dec. 31, 2019).
Use whole numbers: Enter whole numbers only. Zero is considered a statistic, so if there
are no reported crimes for a category, enter 0 for that category. If you leave the category
blank you will get an error icon.
Adding campuses: If your institution has more than one campus, each campus must
comply independently with all of the Clery Act and the fire- and safety-related HEA
requirements and submit separate statistics in the online survey. Remember that campuses
that opened after Jan. 31, 2019 will not get added to the database for the 2020 survey, but
must still comply with all of the other safety- and security-related HEA requirements

For the purpose of Clery Act requirements, consider an additional location a separate
campus if it meets all of the following criteria:
–

Your institution owns or controls the site;

–

It is not reasonably geographically contiguous with the main campus;

–

It has an organized program of study; and

–

There is at least one person on site acting in an administrative capacity.

To add a campus, please contact the help desk and provide the following information:
–

The name of the main institution.

–

The complete name and address of the new location.

–

The date the new location opened.

–

Whether the new location has administrative personnel or anyone acting in an
administrative position on site.

–

Whether the location offers an organized program of study.

See Appendix A for complete details.




Deleting campuses: You must also contact the help desk if you need a campus deleted
(for example, if the location closed or if it was added as a separate campus but was later
determined to be a noncampus location). If the campus has closed, please provide us with
the month, year, and reason that it closed. If a campus was open during the reporting
period, but is closed as of December 31 when the ASR is due to be published, you do not
need to continue reporting for it in the survey. If there are plans to re-open the campus,
please let us know the approximate date.
Reporting for a campus that has changed locations: If your campus moved to a new
location partway through 2019, you will still complete only one survey form for that
campus. Just add a caveat to the Criminal Offenses - On Campus screen that informs the
reader of the move and when it took place. Combine statistics from the first location for
the first part of the year, with statistics from the second location for the second part of the
year.



Reporting for a shared campus: If your school shares an entire campus with another
Title IV school, each school must complete a survey form and must disclose statistics for
the entire campus. If your school has a written contract giving it use only of a specific part
of the other school’s campus (for example, two buildings and a parking lot), disclose
statistics only for the buildings and property specified in the contract.
Reporting for multiple institutions: If you are a CSSA who is responsible for
completing surveys for 2 or more institutions with separate Unit IDs, the system refers to
you as a multi-keyholder. You will be issued a single User ID (7 characters beginning
with 88G) and password for all of those institutions. You will only need to register once.
When you select the Update button on the Registration screen, the Registration screen for
each of the other surveys will automatically update.
You will then have a list of the institutions for which you must complete surveys. Please
make sure that the list is up to date. To add an institution or delete an institution from the
list, please contact the help desk.

To select an institution from the list, select the institution name and then begin the survey.
The data you enter will not affect the surveys for any of the other institutions.

E-Mail Correspondence
The help desk sends e-mails for various reasons. If you haven’t registered by a particular date, we send
an e-mail as a friendly reminder so that your institution doesn’t miss the deadline. If you enter your
data, but forget to check for errors, or forget to lock your survey, we will contact you with a reminder
to do so. If questions arise upon reviewing your data, we will send an e-mail that asks you to contact us
to resolve the problem. If at any point the CSSA is not responding to phone calls or emails, the help
desk will also contact alternate institutional officials, such as the office of the president or CEO, to
ensure that the institution does not miss the survey deadline.

A Note about the Annual Reports
Every Title IV postsecondary institution is required to publish a 2020 annual security report by
December 31st. If your campus has on-campus student housing, you must also publish an annual fire
safety report by December 31st. Although the annual security report and the annual fire safety report
disclose similar data to the Campus Safety and Security Survey, they are not identical. The reports
contain policy statements in addition to crime and fire statistics. Your institution may not use its
participation in the survey to fulfill its annual report requirement. Nor may the institution provide a link
to the Office of Postsecondary Education’s public website to fulfill the requirement.

The Web-based Data Collection
Getting Started
Registration Packet
Annually, the U.S. Department of Education sends a packet by regular mail to the chief administrative
officer (e.g., president, provost, director, chancellor) of every postsecondary Title IV institution a few
weeks before the data collection opens. The packet contains three items. The first is a letter to inform
the chief administrator about the upcoming Campus Safety and Security web-based data collection. A
similar letter is addressed to the institution’s Campus Safety Survey Administrator (CSSA), the person
designated by the school to complete the survey. The third item is a registration certificate which
contains the following information necessary to access the survey and enter data:
Contents
User ID

Description
Typically, the User ID consists of an uppercase letter followed by 8 numbers. For
example: C12345678.

Password

The password consists of 9 characters, made up of uppercase letters, lowercase
letters, numbers, and symbols. For example: A1BcaaD%e.

Web address
Telephone help
desk number
E-mail help
desk address
Data collection
dates

Note: A new password is issued every year.
The web address is the address you must enter into your computer’s browser to
access the survey site. The site is located at:
https://surveys.ope.ed.gov/campussafety.
This is a toll-free number to call if you need help with the survey. The number is
(800) 435-5985.
This is the address to use if you would like help with the survey via e-mail. The
address is: [email protected].
These are the dates of the current data collection: Nov. 18, 2020 through Jan. 14,
2021.

Although new User IDs and passwords are mailed to schools in September, the data collection site
does not open until mid-November. The exact date appears on the registration certificate. You will not
be able to log on to the site until that day. The data collection will close at midnight EST on the date
indicated on the registration certificate. There are no extensions.
Please note that although you have until the deadline printed on the registration certificate to complete
your survey, it is better to complete it as soon as possible so that if you have any problems or
questions, you can receive timely assistance by telephone or e-mail from our help desk staff. The later
in the data collection period, the busier the help desk becomes.

Log In
To access the survey, enter https://surveys.ope.ed.gov/campussafety into your browser. The survey
Log In screen is the first screen that will appear.
Enter your User ID and password in the boxes under Login to Collection System on the upper right
side of your computer screen. The letters are case sensitive so you must enter them exactly as they
are shown on the registration certificate. Don’t tell the survey application to remember your initial
password as you will have to change it for security purposes on the Change Password screen. Next,
select the Log In button.

Forgot Your Password
If you misplace or forget your password, select the Forgot Password? link above the password entry box.
Enter your User ID and the e-mail address that is listed on the survey Registration screen. The survey
system will reset your password and send it to that address. If the e-mail address you enter does not
match the address on the Registration screen or if it is not a valid address, the system cannot send your
password and you must contact the Campus Safety Help Desk toll-free at (800) 435-5985 or e-mail the
help desk at [email protected] for assistance.
Note: If you do not have your User ID, contact the help desk for assistance. If your institution is
participating in the Campus Safety and Security Survey for the first time, and you forget the password
for your initial log in, you must contact the help desk by telephone or e-mail because you will not yet
have entered an e-mail address on the Registration screen.

Change Password
For security reasons, the Change Password screen prompts you to change the password that you
initially used to log in to the survey. Use the rules stated on the screen to create your new password
and follow these steps:
1. Enter your current password in the Password on registration certificate field.
2. Enter your new password in the New Password field.
3. Enter your new password again in the Confirm New Password field.
4. Select Change Password.
5. Keep a record of your new password in a secure place as it will be the password you need
each time you log in to the survey. That is, the password printed on the registration
certificate will become invalid after you create a new one, and only the new password
will allow you to re-enter the survey.

Assigning More Than One Password
You can assign multiple passwords for additional users by clicking on Edit User drop-down under
User ID in the upper right corner of the screen. Select the Add Users/Passwords option from the
drop-down. Click on Add User link and you can select up to 6 additional users. Although an
additional user will have access to your institution’s survey only the primary user will have the ability
to lock the survey upon completion. When an additional user logs in for the first time, he or she will
be prompted to change their password on the Change Password screen just as the primary user did.

Registration
You must complete this screen before you can continue with the survey.
Information you need to complete this screen:


Enter the contact information for the individual who has the primary responsibility for
completing the survey. This is the person we will contact if we have questions about the
data.



Double-check the e-mail address. If it is incorrect, it will delay the receipt of
important information about the status of your survey.



We suggest that you review/complete the Registration screen when the Campus Safety
and Security Survey site first opens so that we know you received your registration packet
and were able to log in.

Screen instruction:
This screen should contain the name and contact information of the primary person who will enter the survey data.
Review the screen and make changes, if necessary.
Directions:
1. If your institution is participating in this survey for the first time, complete the screen.
Make sure to fill in every field that is not marked as optional. If you do not enter
information in the required fields, you will not be able to proceed with the survey.
2. If your institution participated in the previous year’s survey, the screen will be pre-filled
except for the “Confirm E-Mail Address” field. Review the information and make changes if
necessary.
3. Optional: Enter additional contact information in the Comment box.
4. After you finish completing or updating the screen, select Update to continue (even if you
didn’t make any changes).
Note: If you want to edit the Registration screen after it has been updated and you have moved on to
another screen, select Edit User under the User ID at the top of your screen. Then select Registration
from the drop-down menu.

Print Registration Certificate
Once the registration screen has been successfully updated, the system will provide the Click
here for Registration Certificate link at the bottom of the screen. Save a copy of your
registration certificate for you records. Registration Certificates cannot be recreated or emailed.
Select the link to print or get a PDF of the Registration Certificate.

Survey Navigation
The Survey Navigation screen is the hub of the survey. It shows how far you’ve progressed in the
survey and what, if anything, you need to do next. It provides links to the various survey screens and
allows you to go back and review or change data.
You will be directed to the Survey Navigation screen after you complete Registration Screen. From this point
on you can access the Survey Navigation screen from other survey screens by selecting the Survey
Navigation link at the bottom of the Navigation Menu that will appear on the left side of each screen.
The Survey Navigation screen walks you through the steps in completing the survey.
Step 1: Update Campus Information: When you begin your survey, the screen will contain a link to the
Institution/Campus Identification screen. Instructions for completing the Institution/Campus Identification
screen are provided beginning on page 21, 22 & 23 of this user’s guide. Once this screen is complete it will say
“Updated” in green text.
If you have multiple campuses you will also have access to a Campus drop-down menu which is located in the
header. This drop-down will allow you to navigate between surveys for each campus. If you do not see all of
your campuses available via the drop-down menu, please call the help desk at 800-435-5985 to add the
location.
Step 2: Update Screening Questions and Complete the Survey: You must complete Step 1, the
Institution/Campus Identification screen, to access the Screening Questions. Once Step 1 is
complete, a link for Screening Questions will be available under Step 2. Instructions for completing
the Screening Questions can be found on pages 24, 25 & 26 of this user’s guide.
Once you have updated the Screening Questions, links to the remaining data entry screens for your
institution will be available under Step 2. Once these screens are updated, it will say “Updated” in
green text next to each link. If a screen has errors that need to be addressed prior to locking the
survey it will say “Updated and has errors” in red text. Instructions for completing these screens are
included in the remaining sections of this user’s guide.
Step 3: Lock the survey: Once you have completed the data entry screens, you must review your
campus description, caveats (if you have any) and your intentional fire descriptions (if you have any).
Select the appropriate link (Review Caveat/Campus Description) and follow the instructions on the
screen.
Next select the Check for Errors link in the menu. If the survey system has detected any errors they
will be listed in the report and you must fix them before you can lock the survey. Instructions for fixing
errors are located earlier in this user’s guide.
When your survey is complete and locked, a “Click here for Survey Completion Certificate” link
will appear at the bottom of the page. This link leads to a certificate of completion that can be saved or
printed for your records. Completion Certificates cannot be recreated or emailed. If your institution is
reporting for multiple campuses, you will see a confirmation certificate for each campus. If other
campuses of the institution are not yet locked, those campuses will be listed as not yet complete at the
bottom of the certificate. Remember, each campus must be locked separately. You are done only when
the surveys for all of your campuses are locked.
19

Identification
You must complete this screen before you can continue with the survey.
Information you need to complete this screen:


This screen collects general information about your institution. If your institution completed a
survey for the prior year, most of the information will be pre-filled. You can update this
information with the exception of the hard-coded institution name and address in the Institution
Information section. If the name or address of your institution has changed, please notify the
agency that accredits your institution and it will appear correctly on the following year’s
survey. You can note that the institution’s name or address changed in the Campus Description
box; however, this information will only be seen internally by the help desk. If you would like to
make this information available to the public, add a note in the caveat box on the Criminal
Offenses – On Campus screen.



We use the name of the institution’s chief administrative officer and the institution’s
address as they appear on this screen for the mailing label on the survey registration
packet we send to the institution. Please make sure this information is up to date.



Note that you can update the name or address of a campus in the Campus Information
section. If you would like to make this information available to the public, add a note in
the caveat box on the Criminal Offenses – On Campus screen.



This screen asks for contact information for your institution’s campus safety officer,
campus fire safety officer, and lead Title IX coordinator. If your institution does not have
a campus police or security department, enter the name of the person who is responsible
for security. If you do not have a fire safety officer, enter the name of the appropriate
person to whom the Department of Education could send fire safety information at a
future date.



If your campus is located outside of the United States, select the Other Country radio
button in the Campus Information section. If your campus is within the jurisdiction of
the United States, leave the State or Outlying Area button selected. (This jurisdiction
includes the following outlying areas: American Samoa, Federated States of Micronesia,
Guam, Marshall Islands, Northern Marianas, Palau, Puerto Rico, and the U.S. Virgin
Islands.)

Screen instruction:
Please enter/review all applicable information. All fields are required unless noted as optional.
Directions:
1. If your institution is participating in this survey for the first time, complete the screen.
2. If your institution participated in this survey last year, review the pre-filled information and
make any necessary changes.
3. After you complete/review the screen, select Update to record your information. If the
system does not detect any errors, you will get the message “Identification has been
updated successfully.” Select Return to Survey Navigation to continue.
Note: If you want to edit the Identification screen after it has been updated and you have moved on to
another screen, select Survey Navigation on the vertical menu bar on the left side of your screen where
you can select the Institution/Campus Identification link again to access and edit the screen.

Screening Questions
Information you need to complete this screen:


Answer the questions on these screens as they pertain to your institution for the designated
calendar year (i.e., Jan. 1st – Dec. 31st).



If you are completing surveys for more than one campus, answer the screening questions
for each campus as appropriate for that specific campus. For example, if your institution
has three separate campuses, and only the main campus has on-campus student housing
facilities, only the survey for the main campus should indicate that there are on-campus
student housing facilities.



Screening Question 1: Does your institution provide on-campus student housing facilities?
An on-campus student housing facility is any student housing facility that is owned or
controlled by the institution, or is located on property that is owned or controlled by the
institution, and is within the reasonably contiguous geographic area that makes up the
campus.



Screening Question 2: Does your institution have any noncampus buildings or properties?
Noncampus means any building or property owned or controlled by a student
organization that is officially recognized by the institution; or
Any building or property owned or controlled by an 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
institution.



Screening Question 3: Have you combined statistics that you received from the local or
state police with your institution statistics for this report?
“Local police” does not mean the campus police. Local police refer to other law
enforcement agencies with responsibility for the jurisdiction in which your school is
located. There may be multiple agencies. You must ask local law enforcement agencies
for statistics for all of your institution’s Clery Act geographic areas, not just for your
public property.

–

Select “yes” for Screening Question 3 if:
1.

The statistics you obtained from local police were for Clery Act crimes and
could be separated into on campus, noncampus (if applicable), and public
property categories, and you have combined these statistics with your
institution’s statistics for this survey. Your institution’s statistics are those
obtained from your campus security authorities (which includes your campus
police or security department if you have one). If your institution falls within
the jurisdiction of multiple law enforcement agencies, and you only receive
statistics from some of them, you should still answer “yes” to this question.
Explain in the first caveat box in the survey that only some of the agencies
provided your institution with the requested statistics.
OR

The statistics you obtained from local police were all zeros, because the 0s
should, in effect, be combined with your institution’s statistics (i.e., those
24

collected by campus security authorities including your campus
police/security, if applicable).

–

Select “no” for Screening Question 3 only if the local police gave you statistics for
crimes that occurred on your Clery Act geography, but the police could not cite the
exact location. For example, the police could not tell you whether the crimes took
place “on campus” or on your school’s “public property.” If you answer “no,” later
in the survey you will have “Local Police” screens where you should enter these
statistics. Very few, if any, schools will need to use the local police screens. If you
think you should answer “no,” please call the help desk for confirmation before
proceeding with the survey.

–

Select the first “not available” for Screening Question 3 if you requested statistics
from the local police but they could not provide you with statistics for Clery Act
geographic areas only (e.g., they could only provide you with statistics
encompassing too large an area, such as the entire city, and you were unable to
determine if any of those statistics were for your Clery Act geography).

–

Select the second “not available” for Screening Question 3 if you requested
statistics from the local police but they did not provide you with statistics.

Screen instruction:
Please answer these questions carefully. The answers you provide will determine which screens you
will be asked to complete for this data collection.
Directions:
1. Question 1: Indicate whether your campus provides on-campus student housing facilities. If
it does, enter the number of facilities that were open during the reporting period.
2. Question 2: Indicate whether your institution has any noncampus buildings or property.
3. Question 3: Indicate whether you have combined the statistics you obtained from local police
with your institution’s statistics.
When you have completed this screen, select SAVE to record your data. If no errors are detected,
the next screen will read Data saved successfully. Select NEXT to continue.

Criminal Offenses
Criminal Offenses – On Campus
Information you need to complete this screen:


On Campus means any building or property owned or controlled by an institution within
the same reasonably contiguous geographic area and used by the institution in direct
support of, or in a manner related to, the institution’s educational purposes, including
residence halls; and
Any building or property that is within or reasonably contiguous to the area identified in
paragraph (1) of this definition, that is owned by the institution but controlled by another
person, is frequently used by students, and supports institutional purposes (such as a food
vendor or other retail vendor).



Statistics for crimes reported to have occurred in on-campus student housing facilities
should be included on this screen. They must also be reported separately on the Criminal
Offenses – On-campus Student Housing facilities screen.



Clery Act regulations specify that institutions must classify crimes using definitions from
the FBI’s Uniform Crime Reporting Program’s Summary Reporting System (SRS) User
Manual for murder, rape, robbery, aggravated assault, burglary, motor vehicle theft, arson,
weapons: carrying, possessing, etc. law violations, drug abuse violations, and liquor law
violations. Institutions must use definitions from the FBI’s National Incident-Based
Reporting System (NIBRS) Data Collection Guidelines edition of the UCR for fondling,
incest and statutory rape. Institutions must use definitions from the Violence Against
Women Act of 1994 and repeated in the Clery Act regulations for domestic violence, dating
violence and stalking.



Additional information:

–

Data for 2017 and 2018 are pre-filled. If you need to correct data for 2018, change it
in the table and then explain in the caveat what data were changed and why they
were changed. You cannot correct 2017 data in the table. Instead, use the caveat box
to specify the changes and the reason for the changes. Use the following format to
explain the change: “For (YEAR), line (X) was changed from (A) to (B) because
(REASON).”

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Do not differentiate between attempted and completed crimes. The only exception to
this rule applies to attempts or assaults to murder when the victim does not die.
Classify these incidents as Aggravated Assaults rather than murders.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following criminal offenses, enter the number reported to have occurred On Campus.
Directions:
1. Enter the number of reported Murder/Non-negligent Manslaughters.
2. Enter the number of reported Negligent Manslaughters.
3. Enter the number of reported sexual assaults that were Rape.
4. Enter the number of reported sexual assaults that were Fondling.
5. Enter the number of reported sexual assaults that were Incest.
6. Enter the number of reported sexual assaults that were Statutory Rape.
7. Enter the number of reported Robberies.
8. Enter the number of reported Aggravated Assaults.
9. Enter the number of reported Burglaries.
10. Enter the number of reported Motor Vehicle Thefts.
11. Enter the number of reported Arsons.
12. Select SAVE at the bottom of the screen to record your data.

Criminal Offenses – On-campus Student Housing Facilities
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




“On-campus Student Housing Facilities” is a subset of the on-campus category. The
statistics you enter on this screen should also be included on the Criminal Offenses-On
Campus screen. Make sure that the number of crimes reported on this screen is equal to or
less than the number reported on the Criminal Offenses-On Campus screen.



Only include motor vehicle thefts on this screen if the motor vehicle was taken from a
parking garage that is physically attached to an on-campus student housing facility and
accessible from that facility. Do not include motor vehicles taken from one of your
school’s parking lots or parking garages that is simply intended for use by on-campus
student housing facility residents. That is an on-campus parking lot or parking garage
only.



Do not include statistics for faculty-only or staff-only residential facilities on this screen.



Additional information:

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
Of those criminal offenses reported to have occurred On Campus, enter the number that occurred in
On-campus Student Housing Facilities.
Directions:
1. Enter the number of reported Murder/Non-negligent Manslaughters.
2. Enter the number of reported Negligent Manslaughters.
3. Enter the number of reported sexual assaults that were Rape.
4. Enter the number of reported sexual assaults that were Fondling.
5. Enter the number of reported sexual assaults that were Incest.
6. Enter the number of reported sexual assaults that were Statutory Rape.
7. Enter the number of reported Robberies.
8. Enter the number of reported Aggravated Assaults.
9. Enter the number of reported Burglaries.
10. Enter the number of reported Motor Vehicle Thefts.
11. Enter the number of reported Arsons.
12. Select SAVE at the bottom of the screen to record your data.

Criminal Offenses – Noncampus
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:


Noncampus means any building or property owned or controlled by a student
organization that is officially recognized by the institution; or
Any building or property owned or controlled by an 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
institution.



Report noncampus statistics in an aggregate manner. That is, you do not have to specify
which crimes were reported at which location. However, you can provide a breakdown in
the caveat box if you would like.
Clery Act regulations specify that institutions must classify crimes using definitions from
the FBI’s Uniform Crime Reporting Program’s Summary Reporting System (SRS) User
Manual for murder, rape, robbery, aggravated assault, burglary, motor vehicle theft, arson,
weapons: carrying, possessing, etc. law violations, drug abuse violations, and liquor law
violations. Institutions must use definitions from the FBI’s National Incident-Based
Reporting System (NIBRS) Data Collection Guidelines edition of the UCR for fondling,
incest and statutory rape. Institutions must use definitions from the Violence Against
Women Act of 1994 and repeated in the Clery Act regulations for domestic violence, dating
violence and stalking.
Additional information:

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following criminal offenses, enter the number reported to have occurred in or on
Noncampus buildings or property.
Directions:
1. Enter the number of reported Murder/Non-negligent Manslaughters.
2. Enter the number of reported Negligent Manslaughters.
3. Enter the number of reported sexual assaults that were Rape.
4. Enter the number of reported sexual assaults that were Fondling.
5. Enter the number of reported sexual assaults that were Incest.
6. Enter the number of reported sexual assaults that were Statutory Rape.
7. Enter the number of reported Robberies.
8. Enter the number of reported Aggravated Assaults.
9. Enter the number of reported Burglaries.
10. Enter the number of reported Motor Vehicle Thefts.
11. Enter the number of reported Arsons.
12. Select SAVE at the bottom of the screen to record your data.

Criminal Offenses – Public Property
Information you need to complete this screen:


Public property means all public property, including thoroughfares, streets,
sidewalks, and parking facilities, that is within the campus, or immediately adjacent to
and accessible from the campus.



Do not over-report public property. If you want to report a larger-than-required area
because of safety concerns do not include it with your Clery Act statistics. Put non-Clery
Act statistics in a caveat and specify that they are non-Clery Act statistics.



Do not include private residences or businesses.



Do not report public property statistics for noncampus locations.



There should be very few, if any, burglaries on public property. If there are reported
burglaries on public property, there may have been a misclassification of the crime or the
location. To be a burglary on public property, there must be an unlawful entry to commit a
felony or a theft to a public structure on public property within your campus or
immediately adjacent to your campus.



Additional information:

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following criminal offenses, enter the number reported to have occurred on Public
Property.
Directions:
1. Enter the number of reported Murder/Non-negligent Manslaughters.
2. Enter the number of reported Negligent Manslaughters.
3. Enter the number of reported sexual assaults that were Rape.
4. Enter the number of reported sexual assaults that were Fondling.
5. Enter the number of reported sexual assaults that were Incest.
6. Enter the number of reported sexual assaults that were Statutory Rape.
7. Enter the number of reported Robberies.
8. Enter the number of reported Aggravated Assaults.
9. Enter the number of reported Burglaries.
10. Enter the number of reported Motor Vehicle Thefts.
11. Enter the number of reported Arsons.
12. Select SAVE at the bottom of the screen to record your data.

Criminal Offenses – Reported by Local and State Police
Information you need to complete this screen:


“Local and state police” refers to law enforcement agencies (other than your institution’s
campus police or security department) with responsibility for the jurisdiction in which
your institution is located. There may be multiple agencies.



You must ask the agencies for statistics for all of your school’s Clery Act geographic
areas, not just for public property statistics.



Use this screen only if the law enforcement agencies provided you with statistics for
crimes that occurred somewhere on your Clery Act geography, but the agencies could not
indicate the exact location, for example, “on campus” or “public property.”



Do not use this screen if:

–

The statistics you obtained from the police are all 0s. The 0s should, in effect, be
combined with your school’s statistics (i.e., those obtained from your campus
security authorities).

–

You made a good faith effort to obtain the statistics from the police but the police (1)
did not provide you with the statistics or (2) provided you with statistics for too large
an area (e.g., their entire jurisdiction or the entire city) and you cannot determine
which statistics are for your Clery Act geographic areas.

If you need to change your response to Screening Question 3, return to that screen by
selecting the Screening Questions link on the vertical menu on the left side of the screen.




Additional information:

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes was reported.

Screen Instruction:
For each of the following criminal offenses, indicate the number of reported occurrences obtained from
local and state police.
Directions:
1. Enter the number of reported Murder/Non-negligent Manslaughters.
2. Enter the number of reported Negligent Manslaughters.
3. Enter the number of reported sexual assaults that were Rape.
4. Enter the number of reported sexual assaults that were Fondling.
5. Enter the number of reported sexual assaults that were Incest.
6. Enter the number of reported sexual assaults that were Statutory Rape.
7. Enter the number of reported Robberies.
8. Enter the number of reported Aggravated Assaults.
9. Enter the number of reported Burglaries.
10. Enter the number of reported Motor Vehicle Thefts.
11. Enter the number of reported Arsons.
12. Select SAVE at the bottom of the screen to record your data.

Hate Crimes
Hate Crimes – On Campus
Information you need to complete this screen:




A hate crime is a criminal offense that manifests evidence that the victim was
intentionally selected because of the perpetrator’s bias against the victim. Under the Clery
Act, only the following eight categories of bias are reported: race, religion, gender, gender
identity, sexual orientation, ethnicity, national origin, and disability.



If a single hate crime was motivated by multiple biases, select one bias in the data table and note
the additional bias(es) in the caveat box.



Additional information:

–
–

You will need to scroll down to access your 2017 and 2018 data or to enter a caveat.

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes was reported.

Screen instruction:
For the criminal offenses listed below, first enter the total number of Hate Crimes that were reported to
have occurred On Campus. Then break down each total by category of bias (e.g., race, religion).
Directions:
1. Indicate the number of Murder/Non-negligent manslaughters that were hate crimes.
2. Indicate the number of Rapes that were hate crimes.
3. Indicate the number of Fondling incidents that were hate crimes.
4. Indicate the number of Incest incidents that were hate crimes.
5. Indicate the number of Statutory Rapes that were hate crimes.
6. Indicate the number of Robberies that were hate crimes.
7. Indicate the number of Aggravated Assaults that were hate crimes.
8. Indicate the number of Burglaries that were hate crimes.
9. Indicate the number of Motor Vehicle Thefts that were hate crimes.
10. Indicate the number of Arsons that were hate crimes.
11. Indicate the number of Simple assaults that were hate crimes.
12. Indicate the number of Larceny-Thefts that were hate crimes.
13. Indicate the number of Intimidation incidents that were hate crimes.
14. Indicate the number of Destruction/damage/vandalism of property incidents that were hate
crimes.
15. Select SAVE at the bottom of the screen to record your data.

Hate Crimes – On-campus Student Housing Facilities
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




“On-campus student housing facilities” is a subset of the on-campus category. The
statistics you enter on this screen should also be included on the hate crimes on-campus
screen.



The number of crimes reported on this screen must be equal to or less than the number
reported on the hate crimes on-campus screen.



If a single hate crime was motivated by multiple biases, select one bias in the data table and note
the additional bias(es) in the caveat box.



Additional information:

–
–

You will need to scroll down to access your 2017 and 2018 data or to enter a caveat.

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For the criminal offenses listed below, first enter the total number of Hate Crimes that were reported to
have occurred in On-campus Student Housing Facilities. Then break down each total by category of
bias (e.g., race, religion).
Directions:
1. Indicate the number of Murder/Non-negligent manslaughters that were hate crimes.
2. Indicate the number of Rapes that were hate crimes.
3. Indicate the number of Fondling incidents that were hate crimes.
4. Indicate the number of Incest incidents that were hate crimes.
5. Indicate the number of Statutory Rapes that were hate crimes.
6. Indicate the number of Robberies that were hate crimes.
7. Indicate the number of Aggravated Assaults that were hate crimes.
8. Indicate the number of Burglaries that were hate crimes.
9. Indicate the number of Motor Vehicle Thefts that were hate crimes.
10. Indicate the number of Arsons that were hate crimes.
11. Indicate the number of Simple Assaults that were hate crimes.
12. Indicate the number of Larceny-Thefts that were hate crimes.
13. Indicate the number of Intimidation incidents that were hate crimes.
14. Indicate the number of Destruction/damage/vandalism of property incidents that were hate
crimes.
15. Select SAVE at the bottom of the screen to record your data.

Hate Crimes – Noncampus
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




If a single hate crime was motivated by multiple biases, select one bias in the data table and note
the additional bias(es) in the caveat box.



Additional information:

–
–

You will need to scroll down to access your 2017 and 2018 data or to enter a caveat.

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For the criminal offenses listed below, first enter the total number of Hate Crimes that were reported to
have occurred in or on Noncampus buildings or property. Then break down each total by category of
bias (e.g., race, religion).
Directions:
1. Indicate the number of Murder/Non-negligent manslaughters that were hate crimes.
2. Indicate the number of Rapes that were hate crimes.
3. Indicate the number of Fondling incidents that were hate crimes.
4. Indicate the number of Incest incidents that were hate crimes.
5. Indicate the number of Statutory Rapes that were hate crimes.
6. Indicate the number of Robberies that were hate crimes.
7. Indicate the number of Aggravated Assaults that were hate crimes.
8. Indicate the number of Burglaries that were hate crimes.
9. Indicate the number of Motor Vehicle Thefts that were hate crimes.
10. Indicate the number of Arsons that were hate crimes.
11. Indicate the number of Simple Assaults that were hate crimes.
12. Indicate the number of Larceny-Thefts that were hate crimes.
13. Indicate the number of Intimidation incidents that were hate crimes.
14. Indicate the number of Destruction/damage/vandalism of property incidents that were hate
crimes.
15. Select SAVE at the bottom of the screen to record your data.

Hate Crimes – Public Property
Information you need to complete this screen:




Public property means all public property, including thoroughfares, streets,
sidewalks, and parking facilities, that is within the campus, or immediately adjacent to
and accessible from the campus.
A hate crime is a criminal offense that manifests evidence that the victim was
intentionally selected because of the perpetrator’s bias against the victim. Under the Clery
Act, only the following eight categories of bias are reported: race, religion, gender, gender
identity, sexual orientation, ethnicity, national origin, and disability.



If a single hate crime was motivated by multiple biases, select one bias in the data table and note
the additional bias(es) in the caveat box.



Additional information:

–
–

You will need to scroll down to access your 2017 and 2018 data or to enter a caveat.

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For the criminal offenses listed below, first enter the total number of Hate Crimes that were reported to
have occurred on Public Property. Then break down each total by category of bias.
Directions:
1. Indicate the number of Murder/Non-negligent manslaughters that were hate crimes.
2. Indicate the number of Rapes that were hate crimes.
3. Indicate the number of Fondling incidents that were hate crimes.
4. Indicate the number of Incest incidents that were hate crimes.
5. Indicate the number of Statutory Rapes that were hate crimes.
6. Indicate the number of Robberies that were hate crimes.
7. Indicate the number of Aggravated Assaults that were hate crimes.
8. Indicate the number of Burglaries that were hate crimes.
9. Indicate the number of Motor Vehicle Thefts that were hate crimes.
10. Indicate the number of Arsons that were hate crimes.
11. Indicate the number of Simple Assaults that were hate crimes.
12. Indicate the number of Larceny-Thefts that were hate crimes.
13. Indicate the number of Intimidation incidents that were hate crimes.
14. Indicate the number of Destruction/damage/vandalism of property incidents that were hate
crimes.
15. Select SAVE at the bottom of the screen to record your data.

Hate Crimes – Reported by Local and State Police
Information you need to complete this screen:




Do not use this screen if:



–

The statistics you obtained from the police are all 0s. The 0s should, in effect, be
combined with your institution’s statistics.

–



If a single hate crime was motivated by multiple biases, select one bias in the data table and note
the additional bias(es) in the caveat box.



Additional information:

–
–

You will need to scroll down to access your 2017 and 2018 data or to enter a caveat.

–

To read the definition of a specific criminal offense, select the underlined offense on
the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For the criminal offenses listed below, first enter the total number of Hate Crimes that were reported
by local and state law enforcement agencies. Then break down each total by category of bias (e.g.,
race, religion).
Directions:
1. Indicate the number of Murder/Non-negligent manslaughters that were hate crimes.
2. Indicate the number of Rapes that were hate crimes.
3. Indicate the number of Fondling incidents that were hate crimes.
4. Indicate the number of Incest incidents that were hate crimes.
5. Indicate the number of Statutory rapes that were hate crimes.
6. Indicate the number of Robberies that were hate crimes.
7. Indicate the number of Aggravated Assaults that were hate crimes.
8. Indicate the number of Burglaries that were hate crimes.
9. Indicate the number of Motor Vehicle Thefts that were hate crimes.
10. Indicate the number of Arsons that were hate crimes.
11. Indicate the number of Simple Assaults that were hate crimes.
12. Indicate the number of Larceny-Thefts that were hate crimes.
13. Indicate the number of Intimidation incidents that were hate crimes.
14. Indicate the number of Destruction/damage/vandalism of property incidents that were hate
crimes.
15. Select SAVE at the bottom of the screen to record your data.

VAWA Offenses
VAWA Offenses – On Campus
Information you need to complete this screen:




Statistics for crimes reported to have occurred in on-campus student housing facilities
should be included on this screen. They must also be reported separately on the VAWA
Offenses – On-campus Student Housing facilities screen.



The Violence Against Women Act of 1994 and the Department’s Clery Act regulations
specify the definitions to be used for domestic violence, dating violence and stalking.



Dating Violence is defined as violence committed by a person who is or has been in a social
relationship of a romantic or intimate nature with the victim. The existence of such a relationship
shall be determined based on the reporting party’s statement and with consideration of the length
of the relationship, the type of relationship, and the frequency of interaction between the persons
involved in the relationship.
Domestic Violence is defined as a felony or misdemeanor crime of violence committed —

–
–
–

By a current or former spouse or intimate partner of the victim;

–

By a person similarly situated to a spouse of the victim under the domestic or family violence
laws of the jurisdiction in which the crime of violence occurred;

–

By any other person against an adult or youth victim who is protected from that person’s
acts under the domestic or family violence laws of the jurisdiction in which the crime of
violence occurred.

By a person with whom the victim shares a child in common;
By a person who is cohabitating with, or has cohabitated with, the victim as a spouse or
intimate partner;

Stalking is defined as engaging in a course of conduct directed at a specific person that would
cause a reasonable person to—

–
–

Fear for the person’s safety or the safety of others; or
Suffer substantial emotional distress.



Additional information:

–

–
–

To read the definition of a specific crime, select the underlined crime on the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following crimes, enter the number reported to have occurred On Campus.
Directions:
1. Enter the number of reported Domestic violence incidents.
2. Enter the number of reported Dating violence incidents.
3. Enter the number of reported Stalking incidents.
4. Select SAVE at the bottom of the screen to record your data.

VAWA Offenses – On-campus Student Housing Facilities
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




“On-campus student housing facilities” is a subset of the on-campus category. The number
of crimes reported on this screen must be equal to or less than the number reported on the
VAWA Offenses - On Campus screen. The statistics you enter on this screen should also
be included on the VAWA Offenses - On Campus screen.



The Violence Against Women Act of 1994 and the Department’s Clery Act regulations
specify the definitions to be used for domestic violence, dating violence and stalking.



–
–
–

By a current or former spouse or intimate partner of the victim;

–

By a person similarly situated to a spouse of the victim under the domestic or family violence
laws of the jurisdiction in which the crime of violence occurred;

–

By any other person against an adult or youth victim who is protected from that person’s
acts under the domestic or family violence laws of the jurisdiction in which the crime of
violence occurred.

By a person who is cohabitating with, or has cohabitated with, the victim as a spouse or
intimate partner;

Stalking is defined as engaging in a course of conduct directed at a specific person that would
cause a reasonable person to—

–
–


By a person with whom the victim shares a child in common;

Fear for the person’s safety or the safety of others; or
Suffer substantial emotional distress.

Additional information:

–

to specify the changes and the reason for the changes. Use the following format to
explain the change: “For (YEAR), line (X) was changed from (A) to (B) because
(REASON).”

–
–

To read the definition of a specific crime, select the underlined crime on the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following crimes, enter the number reported to have occurred in On-Campus Student
Housing Facilities.
Directions:
1. Enter the number of reported Domestic violence incidents.
2. Enter the number of reported Dating violence incidents.
3. Enter the number of reported Stalking incidents.
4. Select SAVE at the bottom of the screen to record your data.

VAWA Offenses – Noncampus
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:


Noncampus means Any building or property owned or controlled by a student organization
that is officially recognized by the institution; or
Any building or property owned or controlled by an 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 institution.



The Violence Against Women Act of 1994 and the Department’s Clery Act regulations
specify the definitions to be used for domestic violence, dating violence and stalking.
Dating Violence is defined as violence committed by a person who is or has been in a social
relationship of a romantic or intimate nature with the victim. The existence of such a relationship
shall be determined based on the reporting party’s statement and with consideration of the length
of the relationship, the type of relationship, and the frequency of interaction between the persons
involved in the relationship.
Domestic Violence is defined as a felony or misdemeanor crime of violence committed —

–
–
–

By a current or former spouse or intimate partner of the victim;

–

By a person similarly situated to a spouse of the victim under the domestic or family violence
laws of the jurisdiction in which the crime of violence occurred;

–

By any other person against an adult or youth victim who is protected from that person’s
acts under the domestic or family violence laws of the jurisdiction in which the crime of
violence occurred.

By a person with whom the victim shares a child in common;
By a person who is cohabitating with, or has cohabitated with, the victim as a spouse or
intimate partner;

Stalking is defined as engaging in a course of conduct directed at a specific person that would
cause a reasonable person to—

–
–

Fear for the person’s safety or the safety of others; or
Suffer substantial emotional distress.



Additional information:

–

–
–

To read the definition of a specific crime, select the underlined crime on the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following crimes, enter the number reported to have occurred in or on Noncampus
buildings or property.
Directions:
1. Enter the number of reported Domestic violence incidents.
2. Enter the number of reported Dating violence incidents.
3. Enter the number of reported Stalking incidents.
4. Select SAVE at the bottom of the screen to record your data.

VAWA Offenses – Public Property
Information you need to complete this screen:




Public property means all public property, including thoroughfares, streets, sidewalks, and
parking facilities, that is within the campus, or immediately adjacent to and accessible from
the campus.
The Violence Against Women Act of 1994 and the Department’s Clery Act regulations
specify the definitions to be used for domestic violence, dating violence and stalking.
Dating Violence is defined as violence committed by a person who is or has been in a social
relationship of a romantic or intimate nature with the victim. The existence of such a relationship
shall be determined based on the reporting party’s statement and with consideration of the length
of the relationship, the type of relationship, and the frequency of interaction between the persons
involved in the relationship.
Domestic Violence is defined as a felony or misdemeanor crime of violence committed —

–
–
–

By a current or former spouse or intimate partner of the victim;

–

By a person similarly situated to a spouse of the victim under the domestic or family violence
laws of the jurisdiction in which the crime of violence occurred;

–

By any other person against an adult or youth victim who is protected from that person’s
acts under the domestic or family violence laws of the jurisdiction in which the crime of
violence occurred.

By a person who is cohabitating with, or has cohabitated with, the victim as a spouse or
intimate partner;

Stalking is defined as engaging in a course of conduct directed at a specific person that would
cause a reasonable person to—

–
–


By a person with whom the victim shares a child in common;

Fear for the person’s safety or the safety of others; or
Suffer substantial emotional distress.

Additional information:

–

–
–

To read the definition of a specific crime, select the underlined crime on the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following crimes, enter the number reported to have occurred on Public Property.
Directions:
1. Enter the number of reported Domestic violence incidents.
2. Enter the number of reported Dating violence incidents.
3. Enter the number of reported Stalking incidents.
4. Select SAVE at the bottom of the screen to record your data.

VAWA Offenses – Reported by Local and State Police
Information you need to complete this screen:


“Local and state police” refers to law enforcement agencies (other than your institution’s
campus police or security department) with responsibility for the jurisdiction in which your
institution is located. There may be multiple agencies.



Use this screen only if the law enforcement agencies provided you with statistics for crimes
that occurred somewhere on your Clery Act geography, but the agencies could not indicate
the exact location, for example, “on campus” or “public property.”



Do not use this screen if:

–

The statistics you obtained from the police are all 0s. The 0s should, in effect, be
combined with your institution’s statistics.

–



If you need to change your response to screening question 3, return to that screen by
selecting the Screening Questions link on the vertical menu on the left side of the screen.



The Violence Against Women Act of 1994 and the Department’s Clery Act regulations
specify the definitions to be used for domestic violence, dating violence and stalking.



–
–
–

By a current or former spouse or intimate partner of the victim;

–

By a person similarly situated to a spouse of the victim under the domestic or family violence
laws of the jurisdiction in which the crime of violence occurred;

–

By any other person against an adult or youth victim who is protected from that person’s
acts under the domestic or family violence laws of the jurisdiction in which the crime of
violence occurred.

By a person with whom the victim shares a child in common;
By a person who is cohabitating with, or has cohabitated with, the victim as a spouse or
intimate partner;

Stalking is defined as engaging in a course of conduct directed at a specific person that would
cause a reasonable person to—

–
–

Fear for the person’s safety or the safety of others; or
Suffer substantial emotional distress.



Additional information:

–

–
–

To read the definition of a specific crime, select the underlined offense on the screen.

–

Clery Act crimes must be disclosed by the year in which the crimes were reported.

Screen instruction:
For each of the following crimes, enter the number reported.
Directions:
1. Enter the number of reported Domestic violence incidents.
2. Enter the number of reported Dating violence incidents.
3. Enter the number of reported Stalking incidents.
4. Select SAVE at the bottom of the screen to record your data.

Arrests
Arrests – On Campus
Information you need to complete this screen:







Arrest for Clery Act purposes is defined as persons processed by arrest, citation, or
summons.
Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or
ordinances prohibiting the manufacture, sale, purchasing, transportation,
possession, concealment, or use of firearms, or deadly weapons; cutting
instruments, explosives, incendiary devices or other deadly weapons. This
classification encompasses weapons offenses that are regulatory in nature.
Include in this classification: manufacture, sale, or possession of deadly
weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).
Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor to
a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.



Additional information:

–

Screen instruction:
Enter the number of Arrests for each of the following crimes that occurred On Campus.
Directions:
1. Enter the number of arrests for Weapons: carrying, possessing, etc.
2. Enter the number of arrests for Drug abuse violations.
3. Enter the number of arrests for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Arrests – On-campus Student Housing Facilities
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




An on-campus student housing facility is any student housing facility that is owned or
controlled by the institution, or is located on property that is owned or controlled by the
institution, and is within the reasonably contiguous geographic area that makes up the
campus.
“On-campus student housing facilities” is a subset of the on-campus category. The
number of arrests reported on this screen must be equal to or less than the number reported
on the Arrests - On Campus screen. The statistics you enter on this screen should also be
included on the Arrests - On Campus screen.
Arrest for Clery Act purposes is defined as persons processed by arrest, citation, or
summons.
Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or ordinances
prohibiting the manufacture, sale, purchasing, transportation, possession, concealment,
or use of firearms, or deadly weapons; cutting instruments, explosives, incendiary devices
or other deadly weapons. This classification encompasses weapons offenses that are
regulatory in nature. Include in this classification: manufacture, sale, or possession of
deadly weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).
Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor to
a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.
74



Additional information:

–

Screen instruction:
Of those arrests for crimes that occurred On Campus, enter the number for crimes that occurred in On-campus
Student Housing Facilities for each of the following categories.
Directions:
1. Enter the number of arrests for Weapons: carrying, possessing, etc.
2. Enter the number of arrests for Drug abuse violations.
3. Enter the number of arrests for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Arrests – Noncampus
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:


Noncampus means Any building or property owned or controlled by a student
organization that is officially recognized by the institution; or
Any building or property owned or controlled by an 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
institution.



Arrest for Clery Act purposes is defined as persons processed by arrest, citation, or
summons.
Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or ordinances
prohibiting the manufacture, sale, purchasing, transportation, possession, concealment,
or use of firearms, or deadly weapons; cutting instruments, explosives, incendiary devices
or other deadly weapons. This classification encompasses weapons offenses that are
regulatory in nature. Include in this classification: manufacture, sale, or possession of
deadly weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).
Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor to
a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.



Additional information:

–

Screen instruction:
Enter the number of Arrests for each of the following crimes that occurred in or on Noncampus buildings or
property.
Directions:
1. Enter the number of arrests for Weapons: carrying, possessing, etc.
2. Enter the number of arrests for Drug abuse violations.
3. Enter the number of arrests for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Arrests – Public Property
Information you need to complete this screen:




Public property means all public property, including thoroughfares, streets,
sidewalks, and parking facilities, that is within the campus, or immediately adjacent to
and accessible from the campus.
Arrest for Clery Act purposes is defined as persons processed by arrest, citation, or
summons.
Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or ordinances
prohibiting the manufacture, sale, purchasing, transportation, possession, concealment,
or use of firearms, or deadly weapons; cutting instruments, explosives, incendiary devices
or other deadly weapons. This classification encompasses weapons offenses that are
regulatory in nature. Include in this classification: manufacture, sale, or possession of
deadly weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).
Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor to
a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.
Additional information:

–

Screen instruction:
Enter the number of Arrests for each of the following crimes that occurred on Public Property.
Directions:
1. Enter the number of arrests for Weapons: carrying, possessing, etc.
2. Enter the number of arrests for Drug abuse violations.
3. Enter the number of arrests for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Arrests – Reported by Local and State Police
Information you need to complete this screen:




Do not use this screen if:








–

The statistics you obtained from the police are all 0s. The 0s should, in effect, be
combined with your institution’s statistics.

–

If you need to change your response to screening question 3, return to that screen by
selecting the Screening Questions link on the vertical menu on the left side of the screen.
Arrest for Clery Act purposes is defined as persons processed by arrest, citation, or
summons.
Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or ordinances
prohibiting the manufacture, sale, purchasing, transportation, possession, concealment,
or use of firearms, or deadly weapons; cutting instruments, explosives, incendiary devices
or other deadly weapons. This classification encompasses weapons offenses that are
regulatory in nature. Include in this classification: manufacture, sale, or possession of
deadly weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).



Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor to
a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.
Additional information:

–

Screen instruction:
For each of the following crimes, enter the number of Arrests reported.
Directions:
1. Enter the number of arrests for Weapons: carrying, possessing, etc.
2. Enter the number of arrests for Drug abuse violations.
3. Enter the number of arrests for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Disciplinary Actions
Disciplinary Actions – On Campus
Information you need to complete this screen:


On Campus means Any building or property owned or controlled by an institution within
the same reasonably contiguous geographic area and used by the institution in direct
support of, or in a manner related to, the institution’s educational purposes, including
residence halls; and
Any building or property that is within or reasonably contiguous to the area identified in
paragraph (1) of this definition, that is owned by the institution but controlled by another
person, is frequently used by students, and supports institutional purposes (such as a food
vendor or other retail vendor).



Referred for disciplinary action is defined for Clery Act purposes as the referral of any
person to any official who initiates a disciplinary action of which a record is established
and which may result in the imposition of a sanction.



If your institution calls this process “mediation” or a similar term, as long as the process
fits the above definition, it is considered referred for disciplinary action.



Do not include referrals for violations of your school policies unless they are also
violations of law.



If an individual is both arrested and referred for disciplinary action for a single incident,
count the arrest only.



Weapons: Carrying, Possessing, Etc. is defined as the violation of laws or ordinances
prohibiting the manufacture, sale, purchasing, transportation, possession, concealment,
or use of firearms, or deadly weapons; cutting instruments, explosives, incendiary devices
or other deadly weapons. This classification encompasses weapons offenses that are
regulatory in nature. Include in this classification: manufacture, sale, or possession of
deadly weapons; carrying deadly weapons, concealed or openly; using, manufacturing,
etc., of silencers; furnishing deadly weapons to minors; aliens possessing deadly
weapons; and attempts to commit any of the above.
Drug Abuse Violation is defined as the violation of laws prohibiting the production,
distribution and/or use of certain controlled substances and the equipment or devices
utilized in their preparation and or/use. The unlawful cultivation, manufacture,
distribution, sale, purchase, use, possession, transportation or importation of any
controlled drug or narcotic substance. Arrests for violations of State and local laws,
specifically those relating to the unlawful possession, sale, use, growing, manufacturing,
and making of narcotic drugs. The relevant substances include: opium or cocaine and
their derivatives (morphine, heroin, codeine); marijuana; synthetic narcotics—
manufactured narcotics which can cause true addiction (Demerol, methadone); and
dangerous nonnarcotic drugs (barbiturates, Benzedrine).



Liquor Law Violation is defined as the violation of State or local laws or ordinances
prohibiting: the manufacture, sale, purchase, transportation, possession or use of
alcoholic beverages, not including driving under the influence and drunkenness. Include
in this classification: the manufacture, sale, transporting, furnishing, possessing, etc.,
maintaining unlawful drinking places; bootlegging; operating a still; furnishing liquor
to a minor or intemperate person; underage possession; using a vehicle for illegal
transportation of liquor; drinking on a train or public conveyance; and attempts to
commit any of the above.
Additional information:

–

Screen instruction:
Enter the number of persons referred for disciplinary action for crimes that occurred On Campus for
each of the following categories. Do not include disciplinary actions that were strictly for school policy
violations. If the disciplinary action is the result of an arrest, please do not count it here; count the
violation as 1 arrest.
Directions:
1. Enter the number of persons referred for disciplinary action for Weapons: carrying,
possessing, etc.
2. Enter the number of persons referred for disciplinary action for Drug abuse violations.
3. Enter the number of persons referred for disciplinary action for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Disciplinary Actions – On-campus Student Housing Facilities
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.
Information you need to complete this screen:




“On-campus student housing facilities” is a subset of the on-campus category. The
statistics you enter on this screen should also be included on the Disciplinary Actions - On
Campus screen.



The number of referrals for disciplinary action reported on this screen must be equal to or
less than the number reported on the Disciplinary Actions - On Campus screen.



Referred for disciplinary action for Clery Act purposes is defined as the referral of any
person to any official who initiates a disciplinary action of which a record is established
and which may result in the imposition of a sanction.



If your institution calls this process “mediation” or a similar term, as long as the process
fits the above definition, it is considered referred for disciplinary action.



Do not include referrals for violations of your school policies unless they are also
violations of law.



If an individual is both arrested and referred for disciplinary action for a single incident,
count the arrest only.



–

Screen instruction:
Enter the number of persons referred for disciplinary action for crimes that occurred in On-campus
Student Housing Facilities for each of the following categories. Do not include disciplinary actions that
were strictly for school policy violations. If the disciplinary action is the result of an arrest, please do
not count it here; count the violation as 1 arrest.
Directions:
1. Enter the number of persons referred for disciplinary action for Weapons: carrying,
possessing, etc.
2. Enter the number of persons referred for disciplinary action for Drug abuse violations.
3. Enter the number of persons referred for disciplinary action for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Disciplinary Actions – Noncampus
Note: Instructions in this user’s guide address institutions with on-campus student housing facilities
and noncampus buildings or property. Please apply the information as appropriate for your institution.
For example, if you have on-campus and public property Clery Act geographic areas only, follow the
instructions that apply to on-campus and public property categories and ignore the instructions that
apply to the on-campus student housing facilities and noncampus categories.




Referred for disciplinary action is defined as the referral of any person to any official
who initiates a disciplinary action of which a record is established and which may result
in the imposition of a sanction.



If your institution calls this process “mediation” or a similar term, as long as the process
fits the above definition, it is considered referred for disciplinary action.



Do not include referrals for violations of your school policies unless they are also
violations of law.



If an individual is both arrested and referred for disciplinary action for a single incident,
count the arrest only.



Liquor Law Violation is defined as the violation of State or local laws or
ordinances prohibiting: the manufacture, sale, purchase, transportation,
possession or use of alcoholic beverages, not including driving under the influence
and drunkenness. Include in this classification: the manufacture, sale,
transporting, furnishing, possessing, etc., maintaining unlawful drinking places;
bootlegging; operating a still; furnishing liquor to a minor or intemperate person;
underage possession; using a vehicle for illegal transportation of liquor; drinking
on a train or public conveyance; and attempts to commit any of the above.
Additional information:

–

Screen instruction:
Enter the number of persons referred for disciplinary action for crimes that occurred in or on
Noncampus buildings or property for each of the following categories. Do not include disciplinary
actions that were strictly for school policy violations. If the disciplinary action is the result of an arrest,
please do not count it here; count the violation as 1 arrest.
Directions:
1. Enter the number of persons referred for disciplinary action for Weapons: carrying,
possessing, etc.
2. Enter the number of persons referred for disciplinary action for Drug abuse violations.
3. Enter the number of persons referred for disciplinary action for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Disciplinary Actions – Public Property
Information you need to complete this screen:




Public property means all public property, including thoroughfares, streets,
sidewalks, and parking facilities, that is within the campus, or immediately adjacent to
and accessible from the campus.
Referred for disciplinary action is defined as the referral of any person to any official
who initiates a disciplinary action of which a record is established and which may result
in the imposition of a sanction.



If your institution calls this process “mediation” or a similar term, as long as the process
fits the above definition, it is considered referred for disciplinary action.



Do not include referrals for violations of your school policies unless they are also
violations of law.



If an individual is both arrested and referred for disciplinary action for a single incident,
count the arrest only.



Additional information:

–

Screen instruction:
Enter the number of persons referred for disciplinary action for crimes that occurred on Public
Property for each of the following categories. Do not include disciplinary actions that were strictly for
school policy violations. If the disciplinary action was the result of an arrest, please do not count it
here; count the violation as 1 arrest.
Directions:
1. Enter the number of persons referred for disciplinary action for Weapons: carrying,
possessing, etc.
2. Enter the number of persons referred for disciplinary action for Drug abuse violations.
3. Enter the number of persons referred for disciplinary action for Liquor law violations.
4. Select SAVE at the bottom of the screen to record your data.

Disciplinary Actions – Reported by Local and State Police
Information you need to complete this screen:




Do not use this screen if:



–

The statistics you obtained from the police are all 0s. The 0s should, in effect, be
combined with your institution’s statistics.

–



If your institution calls this process “mediation” or a similar term, as long as the process
fits the above definition, it is considered referred for disciplinary action.



Do not include referrals for violations of your school policies unless they are also
violations of law.



If an individual is both arrested and referred for disciplinary action for a single incident,
count the arrest only.



–

Screen instruction:
Enter the number of persons referred for disciplinary action for each of the following law violations.
Do not include disciplinary actions that were strictly for school policy violations. If the disciplinary
action was the result of an arrest, please do not count it here; count the violation as 1 arrest.
Directions:
1. Enter the number of persons referred for disciplinary action for Weapons: Carrying,
Possessing, Etc.
2. Enter the number of persons referred for disciplinary action for Drug Abuse Violations.
3. Enter the number of persons referred for disciplinary action for Liquor Law Violations.
4. Select SAVE at the bottom of the screen to record your data.

Unfounded Crimes
Information you need to complete this screen:


Of those Clery Act crimes that were reported to have occurred On Campus, in On-campus
Student Housing Facilities, on or in Noncampus property or buildings, and on Public
Property, enter the total number of Clery Act crimes that were unfounded.
The total number of unfounded crimes should include all criminal offenses, hate crimes, and
domestic violence, dating violence, or stalking incidents that have been unfounded.
Arrests and disciplinary referrals cannot be unfounded.



If a reported crime is investigated by law enforcement authorities and found to be false or
baseless, meaning that the crime did not occur or was never attempted, the crime is
“unfounded”. Only sworn or commissioned law enforcement personnel may unfound a crime.



Count unfounded crimes in the year in which they were originally reported.



Additional information:

–

Screen instruction:
Enter the number of crimes that were unfounded.
Directions:
1. Enter the Total number of unfounded crimes.
2. Select SAVE at the bottom of the screen to record your data.

100

101

Fires
Fires – On-campus Student Housing Facilities
Information you need to complete this screen:




–

Unintentional: A fire that does not involve an intentional human act to ignite or
spread fire into an area where the fire should not be.

–

Intentional: A fire that is ignited, or that results from a deliberate action, in
circumstances where the person knows there should not be a fire. You must provide
a brief description for each intentional fire. Do not simply write “arson.” The total
number of intentional fires that you report must be equal to or less than the number
of arsons you report on the Criminal Offenses-On-campus-Student Housing
Facilities screen. (This is because attempted arsons are included on the Criminal
Offenses-On-campus-Student Housing Facilities screen.)

–

Undetermined: A fire in which the cause cannot be determined.

The applicable causes of fire for unintentional fires on this screen include:

–
–
–
–
–
–
–
–
–

Cooking
Smoking materials
Open flames
Electrical
Heating equipment
Hazardous products
Machinery/Industrial
Natural
Other

102



Fire-related injury is defined as any instance in which a person is injured as a result of a
fire, including an injury sustained from a natural or accidental cause, while involved in
fire control, attempting rescue, or escaping from the dangers of the fire. The term
“person'' may include students, employees, visitors, firefighters, or any other individuals.

–



Include:


Individuals who are transported to a medical facility (even if they refuse
treatment at the facility).



Individuals who are treated at a temporary medical facility that is set up at the
fire site.

Fire-related death is defined as any instance in which a person (1)

Is killed as a result of a fire, including death resulting from a natural or accidental
cause while involved in fire control, attempting rescue, or escaping from the dangers
of a fire; or

(2)

Dies within one year of injuries sustained as a result of the fire.

Value of property damage is defined as the estimated value of the loss of the structure
and contents, in terms of the cost of replacement in like kind and quantity. This estimate
should include contents damaged by fire, and related damages caused by smoke, water,
and overhaul; however, it does not include indirect loss, such as business interruption.
Include the value of all property damage, even to property not owned or controlled by
your institution. Your estimate for structural damage should be based on replacement
value, not market value. Do not include any indirect losses. In addition to business
interruption, indirect losses include the cost of emergency housing, personnel costs
associated with subsequent cleanup and restoration, and lost tuition.
The applicable ranges to use are:
$0 – 99

$50, 000 – 99,999

$100 – 999

$100,000 – 249,999

$1,000 – 9,999

$250,000 – 499,999

$10,000 – 24,999

$500,000 – 999,999

$25,000 – 49, 999

>$1,000,000

103

Screen Instructions:
Enter the name, address and number of fires for each On-campus Student Housing Facility. After you
select SAVE, there will be a REPORT button across from each facility that has 1 or more fires. For
each of these facilities, select REPORT to complete the fire statistics for that facility.
If your institution did not use a facility in 2019, click the MAKE INACTIVE link for that facility.
Directions:
1. If you are entering fire statistics for the first time, enter the name and street address of
each on-campus student housing facility. Be sure to include every facility whether or not
there were any reported fires for the facility. The number of available fields matches the
number of on-campus student housing facilities that you indicated for Screening Question 1.
If you need to add a facility, select the Add a facility button on this screen. (If you have
more than 20 facilities, the button will be located on the last page of your facilities list.) If
you need to delete a facility, select the DELETE link in the “Action” column on the
applicable line. If you add or delete facilities, be sure to adjust the number in Screening
Question 1 if necessary.

2. If you previously entered fire statistics, the names and addresses of your on-campus
student housing facilities will be pre-filled. If you need to add a facility, select the Add a
facility button. If a facility has since closed or is no longer being used for student housing,
select the MAKE INACTIVE link.
104

3. After you enter the above information, select the SAVE button at the bottom of the screen.
4. Select REPORT to start to enter the number of fires reported for each facility for the previous
calendar year. A pop-up will appear that states “You don't have any fire incident.

Please click "Add Fire" to report any incident.” Select “Add Fire” in the top right of the pop-up
warning. This will bring you to the fire detail screen for the selected On-campus Student Housing
Facility.

5. Select the category of fire. If you select “Unintentional” there will be a drop-down box under
the Cause of Fire heading. Select the appropriate cause. If you select “Intentional” write a
brief description of the fire in the field under Cause of Fire. If you select “Undetermined”
you will not be asked for the cause of the fire.
6. Next, enter the number of persons with fire-related injuries in the Fire-related injuries field.
7. Next, enter the number of fire-related deaths in the Fire-related deaths field.
8. Next, use the drop-down box to indicate the estimated amount of property damage.
9. When you have completed steps 5 – 8, select the SAVE button on the bottom of the screen.

105

Fires – Summary
This is a read-only screen. It is designed to allow you to review your fire data without having to return
to each individual data entry screen. If the data on this screen are correct, select the SURVEY
NAVIGATION button. If the data are not correct, select the PREVIOUS button or the On-campus
Student Housing Facilities link in the Navigation menu on the left side of the screen. On the “Oncampus Student Housing Facilities” screen, select the applicable REPORT button to make revisions
for a particular facility.

106

Reviewing and Submitting Your Survey
Before you can lock and submit your survey, you must review it for possible errors. Depending on
your survey data, there are two possible screens to review:

Caveat Review/Campus Description

If you have entered any caveats, they will be migrated to the public website along with your data. For
this reason, the caveats cannot contain the names of individuals or messages to the help desk. Please
also review them for clarity, grammar, and spelling. If you have changed data for prior years, please
make sure your caveat conforms to the following format: “For (YEAR), Line (X) was changed from
(A) to (B) because (REASON).”
You must also review any intentional fire descriptions before you can lock your survey as they will
also be migrated to the public site along with your data. An example of an acceptable description is “A
student used a cigarette lighter to set fire to a poster on a hallway bulletin board.” An example of an
unacceptable description is “Arson.”
Next, click on the “Update and/or Confirm” button to save your changes or to confirm that no changes
are needed.
Note that if you have not entered any caveats or intentional fire descriptions, you will not have a link to the
Caveat Review/Campus Description screen.

107

108

Check for Errors/Error Report
Regardless of whether you entered any caveats or intentional fire descriptions, you must check for
errors (and correct any that exist) before you can lock the survey. To do this, go to the Survey
Navigation screen. It will show the Check for Errors link. Follow these steps:
1. Select the Check for Errors link. You will be taken to an Error Report. This report
displays a list of any errors and includes links to screens requiring updates.
2. If there are no errors, you will get the message, “The survey for (institution ID) is ready for
locking.”
3. If the system has detected any errors, you must correct them before you can lock the survey.
To correct an error, select the “Error Screen” link adjacent to the error under the Options
column. If you have an error that affects only one screen, the link will read, “Go to screen
with error.” If you have a Global error, or an error that affects more than one screen, select
the “Back to Survey Navigation” button at the bottom of the screen to return to the Survey
Navigation screen. When you correct an error, save the screen with the corrected error. The
Error Report will be updated and the associated line under the “Resolved” column will read
“Yes” when you return to the report.

109

110

4. Continue fixing your data until all errors have been resolved.

Note: If there are resolved errors on your survey, the Error Report page will show it as Resolved.

111

Locking Your Survey
A survey must be locked before it is considered complete. After you conduct the error check and there
are no errors detected by the survey system, you are ready to lock your survey. The Survey
Navigation screen will be updated to Clean and you will be able to lock your survey by clicking Lock
the Survey. The Campus Safety Survey Administrator (CSSA) is the only person who can lock the
survey.

Locking the survey creates a read-only file and prevents additional updates. It is advisable to lock the
survey only AFTER the data inputs have been thoroughly verified and deemed final.
1. Select LOCK THE SURVEY.
2. Select CONTINUE WITH LOCKING.
If you subsequently discover an error in your data and need to make changes, contact the Campus
Safety Help Desk.
Note: We strongly recommend that you keep a copy of your completed survey form for your records.

When you click on the Continue with Locking button, you will see the following instruction screen.

112

Print Campus Safety and Security Survey Completion Certificate
After you lock your survey data, go to the Survey Navigation screen to get confirmation of
completion. The survey system will not automatically send an e-mail. At the bottom of the Survey
Navigation screen is the “Click here for Survey Completion Certificate” link.

Select this link to print or save a PDF of the survey completion certificate.

113

Appendix A
Adding a Campus

114

Adding a Campus
Does the location meet all 4 criteria for being a separate campus?

No, it does not meet
all 4 criteria.

1. Is it reasonably geographically contiguous with another campus? - No
2. Does it have an organized program of study? - Yes
3. Is there administrative personnel on site? - Yes
4. Is it owned or controlled by the institution? - Yes

It is not a separate campus.
Review the parameters for a
noncampus location.
Yes, it meets all 4 criteria.

When did the campus open/first meet these requirements?

Before January 31, 2018

The new campus will have to be added
by Help Desk staff. Each campus has to
meet Clery Act requirements on its
own. This means that the new campus
should have been added to the survey
once it had been opened/eligible for a
full calendar year.

Additionally, it needs to have its own
ASR/AFSR with statistics for the past 3
calendar years, or since it opened.

Before January 31, 2019

The new campus will
have to be added by
Help Desk staff.
Each campus has to
have its own
ASR/AFSR.
The 2020 ASR/AFSR
for the new campus
should include policies
as well as 2019
statistics and any
partial year statistics
from 2018.

If the campus opened halfway through
a calendar year it should have partial
year statistics for the year, and full year
statistics for every year since.

How have you
been reporting
previous year statistics
for this location?
See Appendix B.

115

After January 31, 2019

The campus will not
be added to the
survey until the next
collection cycle, when
it will have data for a
full calendar year.
Each campus has to
have its own
ASR/AFSR. The 2020
ASR/AFSR for the new
campus should include
policies as well as any
partial year statistics
from 2019.

Adding a Campus
(Part 2)

How have you
been reporting
previous year statistics
for this location?

Combined with the main campus statistics.

Reported as a noncampus location.

1) The statistics for the separate
campus will need to be extracted
from the main campus.

1) The statistics for the separate
campus will need to be extracted
from the noncampus data fields.

2) A caveat will need to be added to
each screen to explain the changes.
Use the following format: For (YEAR),
line (X) was changed from (A) to (B),
because of (REASON).

3) The same data changes will have
to be done to the current
ASR/AFSR.

4) On the screens for the new
separate campus, enter 2019
statistics in the data fields
available. Enter previous year
statistics for this campus in
the caveat boxes of each
screen. Use the following
format: For (YEAR), line (X)
was changed from (A) to (B),
because of (REASON).

Have not been reporting
for this location.

On the screens for the
new separate campus,
enter 2019 statistics in
the data fields available.
Enter previous year
statistics for this
campus in the caveat
boxes of each screen.
Use the following
format: For (YEAR), line
(X) was changed from
(A) to (B), because of
(REASON).

4) On the screens for the new
separate campus, enter 2019
statistics in the data fields
available. Enter previous year
statistics for this campus in the
caveat boxes of each screen.
Use the following format: For
(YEAR), line (X) was changed
from (A) to (B), because of
(REASON).

You can have one ASR for multiple campuses, but you have to distinguish each campus’ statistics and applicable policies.

116

Appendix B
Changing Previous Year’s Data

117

Changing Previous Year’s Data
Why do you want to change data for previous years?
A separate campus was added and data for
previous years needs to be corrected.

See
“Adding a
Campus” in
Appendix A.

An incident was reported
correctly, but has since been
unfounded.

An incident was previously
reported incorrectly.

An incident was not reported and
should have been.

Confirm that a sworn or
commissioned law enforcement
personnel has determined through
investigation that the crime did not
occur.

The incident will need to be
extracted from the previously
reported field and added to the
correct field.

You will need to add the incident
to the year the crime was initially
reported.

If No, the data
should not change.

If
Yes….

The incident should be removed from
the survey and the current ASR.

A caveat will need to be included
on the survey screen to explain the
changes. Use the following
format: For (YEAR), line (X) was
changed from (A) to (B), because
(REASON).
This will also have to be done in
the current ASR/AFSR.

A caveat will need to be included on
the survey screen and in the ASR to
explain the changes. Use the
following format: For (YEAR), line
(X) was changed from (A) to (B),
because the incident was unfounded.
The unfounded crime should be
added to the count of Unfounded
Crimes for the year in which the
unfounded crime was originally
reported. Keep documentation of the
original crime report and its
unfounding in your records.

118

You will also need to include a
caveat on the survey screen
explaining the change in the
following format: For (YEAR), (X)
should have been reported for line
(Y), because (REASON).
This will also have to be done in
the current ASR/AFSR.

File Type	application/pdf
File Title	Users Guide for the Campus Safety and Security Web-based Data Collection
Subject	Instructions for completing the U.S. Department of Education's Campus Safety and Security web-based data collection
Author	Westat
File Modified	2021-02-11
File Created	2020-10-27