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SP 19-20a – Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act

Colorado Community College System / System Procedure

SP 19-20a

APPROVED: March 27, 2015
EFFECTIVE: March 27, 2015
REVISED: February 9, 2022
RENUMBERED: February 9, 2022

REFERENCE: Board Policy 19-20, Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act

APPROVED:

/ Joe Garcia /
Joseph A. Garcia, Chancellor

APPLICATION

This procedure applies to the Colleges within the Colorado Community College System (CCCS).

BASIS

Pursuant to Board Policy (BP) 19-20, College Presidents shall designate a Clery Compliance Officer. The Clery Compliance Officer shall work with appropriate College committees or departments to develop and implement procedures regarding the College’s Clery Act obligations.

DEFINITIONS

For definitions applicable to this procedure, refer to Appendix A.

PROCEDURE

College Responsibilities:

  1. All faculty, staff, and students must promptly and accurately report all suspected Clery Act Crimes and significant emergencies or dangerous situations occurring on Clery Geography to campus safety/security.
  2. The Clery Compliance Officer is responsible for establishing a process to designate CSAs and to collect crime reports for inclusion in the ASR.
  3. The Clery Compliance Officer is responsible for establishing a process to identify and update all Non-Campus Property.
  4. The College must designate one or more departments to maintain all Clery Act related documentation for seven (7) years, in accordance with federal law.

Campus Security Authority (CSA) Responsibilities:

  1. CSAs must complete annual training.
  2. CSAs must report suspected Clery Act Crimes that are brought to their attention or that they personally witness, regardless of whether the victim or alleged suspect are associated with the campus. CSAs are encouraged to report any other alleged criminal incident regardless of whether it is reportable under the Clery Act.
  3. CSAs must complete and submit a CSA Crime Report Form.

Office of Student Affairs/Services Responsibilities:

  1. Student Affairs/Services personnel designated as CSAs must promptly report any Clery Act Crimes to campus police or safety/security department employees.
  2. Student Affairs/Services must submit any liquor, drug, or weapon violations resulting in discipline to campus police or safety/security department employees for inclusion in the ASR.
  3. Student Affairs/Services at Colleges with on-campus student housing shall coordinate with campus police or safety/security department employees to issue a Missing Student Notification within 24 hours.

College Housing Responsibilities:

  1. For Colleges with on-campus student housing, College Housing must notify all College Housing residents that the resident may provide a Missing Student Notification contact.

Facilities and/or Contracts Department Responsibilities:

  1. The Facilities and/or Contracts Department must provide the Clery Compliance Officer updates to Clery Geography in a timely manner for inclusion in the ASR.
  2. The Facilities and/or Contracts Department may annually review the Clery Geography and building list and update as appropriate with representatives of campus police or safety/security department employees.

Human Resources Responsibilities:

  1. Human Resources must include language in all job postings regarding how to access the College’s ASR.
  2. Human Resources shall annually provide to the Clery Compliance Officer any liquor, drug, or weapon violations resulting in discipline for an employee.

Office of Admissions Responsibilities:

  1. The Office of Admissions must include language in materials to prospective students on how to access the College’s ASR.

Campus Police and Safety/Security Department Responsibilities:

  1. Campus Police and Safety/Security must compile and disclose statistics of reports on the types of Clery Act Crimes that occurred on Clery Geography.
  2. Campus Police and Safety/Security must collect reports of Clery Act Crimes made to campus police or safety/security department employees, local law enforcement, and CSAs.
  3. Campus Police and Safety/Security must complete the Department of Education annual Campus Safety and Security Survey, which is available at http://ope.ed.gov/security. Colleges must submit statistics for the three previous calendar years.
  4. Campus Police and Safety/Security must disclose to the campus community and the public, an Annual Security Report, by October 1st of each year, including:
    • Clery Act Crimes data by type;
    • College policies and procedures in place to protect the community;
    • Information on the handling of threats, emergencies and dangerous situations; and
    • Policy statements as required by VAWA.
  5. The Clery Compliance Officer must notify, via email, all currently enrolled students and all employees of the availability of the ASR, providing:
    • A statement of the report’s availability;
    • A list and brief description of the information contained in the report;
    • The exact URL (a direct link) for the website at which the report is available; and
    • A statement that a paper copy of the ASR is available without fee upon request, written or otherwise.
  6. Campus Police and Safety/Security must ensure annual training is provided for all CSAs.
  7. Campus Police and Safety/Security must determine, on a case-by-case basis, whether and when to issue Timely Warning alerts to inform the campus community (and surrounding communities, if appropriate) about Clery Act Crimes, depending on when and where the incident occurred, when it was reported, and the amount of information known by the campus police or safety/security department employees. Campus safety/security may issue a Timely Warning whenever a serious crime or series of crimes on Campus Property and in College-owned or controlled properties poses a continuing risk to students or employees.
  8. Campus Police and Safety/Security will determine, on a case-by-case basis, whether and when to issue Emergency Notifications to the campus community and surrounding community. Campus police or safety/security department employees may issue a text alert if a situation poses a verified, imminent, or ongoing potential threat to the safety, security, or health of students or employees, and to expedite emergency response and/or evacuation procedures.
  9. Campus Police and Safety/Security shall coordinate with appropriate Student Affairs/Services personnel and College Housing to issue a Missing Student Notification within 24 hours.
  10. Campus Police and Safety/Security must maintain a Daily Crime Log and make the Daily Crime Log available for public review.
  11. Campus Police and Safety/Security shall work with the campus departments to establish Clery Act related educational programs and promotion of safety awareness programs.Specifically, campus police or safety/security department employees shall work with the campus departments to establish primary prevention and awareness programs for incoming students and employees and ongoing prevention and awareness campaigns for students and employees for VAWA that must cover domestic violence, dating violence, sexual assault, and stalking. All educational programs for VAWA must:
    • Identify domestic violence, dating violence, sexual assault and stalking as prohibited conduct;
    • Define what behavior constitutes domestic violence, dating violence, sexual assault, and stalking pursuant to Colorado law;
    • Define what behavior and actions constitute consent to sexual activity in the State of Colorado;
    • Provide safe and positive options for bystander intervention that may be carried out by an individual to prevent harm or intervene when there is a risk of domestic violence, dating violence, sexual assault, or stalking against a person other than the bystander;
    • Provide information on risk reduction so that students and employees may recognize warning signs of abusive behavior and how to avoid potential attacks; and
    • Provide information on the procedures that the College will adhere to after a sex offense occurs.
  12. For Colleges with on-campus student housing, the Campus Police and Safety/Security Department must maintain a Fire Log and make the Fire Log available, upon request, for public inspection.
  13. For Colleges with on-campus student housing, the Campus Police and Safety/Security Department must prepare the Annual Fire Safety Report and distribute the report by October 1st of each year. This report can be incorporated within the ASR.
  14. For Colleges with on-campus student housing, the Campus Police and Safety/Security Department must notify, via e-mail, all currently enrolled students and all employees of the availability of the Annual Fire Safety Report, providing:
    • A statement of the report’s availability;
    • A list and brief description of the information contained in the report;
    • The exact URL (a direct link) for the website at which the report is available; and
    • A statement that a paper copy of the Annual Fire Safety Report is available without fee upon request, written or otherwise.
  15. For Colleges with on-campus student housing, the Campus Police and Safety/Security Department must work with the Clery Compliance Officer to provide annual fire statistics for the Department of Education survey, which is available at http://ope.ed.gov/security.

REVISING THIS PROCEDURE

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.

APPENDIX A

Definitions

 “Annual Fire Safety Report”: A required annual report that discloses fire safety policies and procedures for on-campus student housing and statistics for fires in on-campus student housing.

“Annual Security Report (ASR)”: A required annual report reflecting current policies which contain statistics for Clery Act Crimes and disciplinary referrals for drug, alcohol, and weapon offenses by type, location, and year; statistics for fires in on-campus student housing; campus security and safety policy statements; policies and procedures for dealing with dating violence, domestic violence, sexual assault, and stalking pursuant to the Violence Against Women Reauthorization Act (VAWA); procedures for issuing to the campus community Timely Warnings of potentially dangerous criminal and emergency situations; campus evacuation procedures; a list of Campus Security Authorities; and locations for obtaining information concerning registered sex offenders from state law enforcement agencies.

“Campus Security Authority (CSA)”: Any individual who meets the following criteria at the College:

  • Campus police officers or safety/security department employees;
  • Individual(s) who have responsibility for campus security but who are not affiliated with campus police or campus safety/security;
  • Any individual or organization specified in the campus safety and security policy statements as an individual or organization to which students and employees should report criminal offenses; and
  • Any official of the campus who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline and campus judicial proceedings, and who has the authority and the duty to take action or respond to particular issues on behalf of the campus (except that pastoral or professional counselors are not considered CSAs).

“Clery Act Crimes”: Certain crimes specified in the Clery Act on which the campus must compile statistics of reports made to campus safety/security, CSAs, and local law enforcement, including: aggravated assault, arson, burglary, motor vehicle theft, murder and non-negligent manslaughter, negligent manslaughter, robbery, forcible and non-forcible sex offenses (rape, fondling, incest, and statutory rape), hate crimes, domestic violence, dating violence, stalking, and drug, liquor, and weapons arrests and disciplinary referrals.

“Clery Compliance Officer”: The official who the College President designates to coordinate the College’s Clery Act compliance program.

“Clery Geography”: A map depicting the Core Campus and surrounding area that identifies On-Campus Property, Non-Campus Property, and Public Property.

  • Non-Campus Property – (1) Any building or property owned or controlled by a student organization that is officially recognized by the College; or (2) any building or property owned or controlled by the College that is used in direct support of, or in relation to, the College’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the campus.
  • On-Campus Property – (1) Any building or property on the Core Campus; and (2) any building or property on the Core Campus that is owned by the College but controlled by another person, is frequently used by students, and supports campus purposes (such as a food or retail vendor). On-Campus Property includes, for example, College buildings; residence halls; College owned land /real property; College streets, sidewalks, and parking lots; property leased by the College that is part of the Core Campus; property owned by the College but controlled by a third party.
  • Public Property – All public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the reasonably contiguous geographic area of the Core Campus. Public Property includes, for example, city streets and sidewalks that are within the Core Campus or immediately adjacent to and accessible from the Core Campus.

“Core Campus”: The same reasonably contiguous area of buildings or property owned or controlled by the College that the campus and its students consider to be, and treat as, an integral part of the main campus; that are directly supported or related to the campus’ educational purposes; and that are covered by the same security and safety policies.

“Daily Crime Log”: A log maintained of any and all alleged criminal incidents reported to the College police or public safety/security department employees that occurred within Clery Geography.

“Emergency Notification”: An announcement to inform the campus community of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees on the campus.

“Fire Log”: A daily log maintained by Colleges that have on-campus student housing of any report to a campus official of a fire occurring in on-campus student housing.

“Missing Student Notification”: For Colleges with on-campus student housing, a notification issued to a student’s designated confidential contact, parent or legal guardian, and the local law enforcement agency with jurisdiction, following the determination that a student who resides in on-campus student housing has been missing for 24 hours.

“Pastoral Counselor”: An employee of an institution who is associated with a religious order or denomination, recognized by that religious order or denomination as someone who provides confidential counseling and who is functioning within the scope of that recognition as a pastoral counselor.

“Professional Counselor”: A campus employee whose official responsibilities pursuant to the job description include, providing psychological counseling to members of the campus community and who is functioning within the scope of their license or certification.

“Timely Warning”: An announcement to inform the campus community of Clery Act Crimes on Clery Geography that are reported to CSAs or local law enforcement when the reported crime may pose a serious or continuing threat to students and/or employees.