The overall intent of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) is to encourage the reporting and collection of accurate campus crime data and to promote crime awareness and enhance campus safety. As part of the Clery Act, certain categories of crime, arrests and referrals occurring at Act reportable locations (see below), are required to be reported in an Annual Security Report (published by October 1st each year).
Another key requirement of the Clery Act is the issuance of crime alerts to the campus community on crimes considered to be a serious or continuing threat to Campus community members that are reported to Campus Security Authorities (CSAs) or local law enforcement agencies and that are reported to Campus Safety.
What is a Campus Security Authority (CSA)?
The Clery Act identifies certain categories of students, Campus employees, and contractors as CSAs who have federally mandated responsibilities to report crimes that they witness or are reported to them.
The intent of including non‐law enforcement personnel in the role of CSA is to acknowledge that some community members and students, in particular, may be hesitant about reporting the crime to the police, but may be more inclined to report incidents to other campus‐affiliated individuals.
To review information on reportable Clery Act crimes, reportable disciplinary referrals and/or the Clery Act incident occurrence locations that are reportable, please reference Clery Act Crime Definitions and Reportable Locations. CSAs have an important role in complying with the Clery Act, which was enacted to help create a safer campus community. Timely reporting of crimes by CSAs allows the Campus the opportunity to review whether or not a community crime alert should be issued and assists in maintaining accurate crime data.
CSA Crime Reporting Obligation
A Clery Act crime is considered “reported” when it is brought to the attention of a CSA, Campus Safety or local law enforcement personnel by a victim, witness, other third party or even the offender. The crime reporting party need not be Campus affiliated.
While CSAs are only obligated to report Clery Act qualifying crimes that are reported to them which occurred in Clery reportable locations, CSAs are encouraged to report all crimes reported to them to Campus Safety. Student Affairs affiliated student employees are directed to report all non-emergency criminal incidents to their direct supervisor.
If a CSA receives Clery Act qualifying crime information and believes it was provided in good faith, meaning that there is a reasonable basis for believing that the information is not rumor or hearsay, then, the crime is Clery Act reportable. What you must report, therefore, are reports of alleged criminal incidents.
How a CSA Responds When a Crime is Reported
- Regardless of your status (CSA or non-CSA), all community members are encouraged to promptly report all campus related criminal incidents, and other public safety related emergencies, to Campus Safety or law enforcement.
- If it is not an emergency, the CSA should ask the individual reporting the crime if they would like to report the incident to Campus Safety. If they do, then the CSA should coordinate reporting and contact Campus Safety via phone at 507-280-5050 or in person at the Campus Security Office located on Main Campus in room CF102.
- CSAs are encouraged to use the following statement when speaking with the crime reporting party:“As part of my position on campus, I am a federally mandated crime reporter for RCTC. I am required to report this incident to Campus Safety for data gathering. If you request confidentiality, the report form will not include your name or that of any other involved individuals. My report will contain only the information you provide. Do you have any questions? Would you like to help me fill it out?“
- If the reporting party is a student victim of a sex offense and Campus Safety is not involved, the student shall also be encouraged to contact the Olmsted County Victim Services (507.328.7270, 24 hours 507.289.0636).
- As noted above in the CSA statement, the CSA should explain that they are a federally mandated crime reporter and are required to submit a crime report for statistical purposes and that the crime report can be submitted without identifying the crime reporting party and/or victim if the reporting party would like to remain anonymous.
- If the CSA has firsthand knowledge/confirmation that the reporting party already filed a campus or police report, then the CSA is not obligated to complete and submit a CSA Crime Report Form. However, if the reporting party says they will file a police report, but the CSA has no firsthand knowledge/confirmation that a report was filed, then the CSA must complete and submit a Crime Report Form. When in doubt, a Report Form should be completed and submitted.
- CSAs should not investigate a crime reported to them or attempt to determine whether in fact a crime took place. CSAs should simply report the crime on a timely basis to Campus Safety or law enforcement.
- It is very important that CSAs report crime on a timely basis to Campus Safety as a reported crime may warrant a crime alert to the Campus community.
What is done with CSA Report Forms?
Campus Safety reviews Report Forms and makes a determination if an incident warrants issuance of a crime alert / emergency notification to the Campus community and whether it is a qualifying (reportable) Clery Act crime to be included in the Campus Annual Security Report (ASR). The Campus Security Coordinator consolidates crime data from multiple sources, reports qualifying crime data to the federal Department of Education, publishes campus ASRs and informs the campus community when and where ASRs are available. Rochester Community and Technical College ASRs can be found on their Campus Safety website. Hard copies are available from the Campus Safety office upon request.
How are CSAs Identified?
The law defines the following four categories of CSAs:
- Campus Safety personnel and department administrators.
- Non-police people or offices responsible for campus security—community service officers, campus contract security personnel, parking enforcement staff, personnel providing access control and/or security at campus facilities, athletic events or other special events, safety escort staff, residential community assistants and other similar positions.
- Officials with significant responsibility for student and campus activities—an Official is defined as any person who has the authority and the duty to take action or respond to particular issues on behalf of RCTC. To determine which individuals of organizations are CSAs, consider job functions that involve relationships with students. Look for Officials (i.e., not support staff) whose functions involve relationships with students. If someone has significant responsibility for student and campus activities, then they would be considered a CSA. Some examples of CSAs in this category include, but are not limited to: academic deans; student affairs / residential life officials; coordinator of Greek affairs (or related positions); athletic administrators, including directors, assistant directors and coaches; student activities coordinators and staff; student judicial officials; faculty and staff advisors to student organizations; student center building staff; student peer education advisors; and administrators at branch campuses.
- Any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses (Campus Safety / Title IX Coordinator).
Who is Not a CSA?
The following non-CSA positions and functions include, but are not limited to:
- faculty member without responsibility for student and campus activity beyond the classroom
- physicians/nurses in Student Health who only provide care for students
- clerical or administrative support staff
- cafeteria staff
- facilities maintenance staff
- information technology staff
- licensed mental health or pastoral counselors when acting within the scope of their license or certificate
- roles with like functions listed above
Additional Information and Assistance
Questions about the Clery Act, the role, and responsibilities of a CSA and/or CSA online training should be directed to the Camps Safety Coordinator.