Tutorial for Campus Security Authorities

• Campus Security Act Overview
• How to Compile CSA Statistics
• Filling out the Campus Security Authority Crime Report
• Filling out the Clery Act Crimes Tally Sheet
• Campus Security Act Definitions
• Campus Security Authority Training
• Documents Available for Download

Campus Security Act Overview

Jeanne Clery, a 19-year-old Lehigh University freshman, was assaulted and murdered in her dorm room in April 1986. The Jeanne Clery Act was enacted in the belief that crime awareness can prevent campus victimization. The law requires colleges and universities receiving federal funding to prepare, publish, and distribute, by October 1 of each year, campus security policies and crime statistics. These campus security policies and crime statistics must be distributed through appropriate publications or mailings, to all current students and employees, and made available to any applicant for enrollment or employment upon request. "Safety Counts" serves as the campus security report for the UC Berkeley Campus.

What this means is the University of California, Berkeley must publish a Campus Security Report each year that contains a number of policies related to campus security as well as crime statistics from the University of California Police Department, local law enforcement, and from "Campus Security Authorities." The Jeanne Clery Act defines a Campus Security Authority (CSA) as: a campus police department, individuals with campus security responsibility, individuals designated by the campus, and officials with significant responsibility for student and campus activities. For detailed descriptions please see the CSA definitions below.

It is important that the identified CSAs comply with the Jeanne Clery Act reporting requirements. Each Clery Act compliance violation or misrepresentation could result in $25,000 fines and the Department of Education could suspend any or all federal financial aid for the University.

All CSAs are responsible for collecting and reporting certain crimes that are reported to them by students and employees. UCPD will be collecting this information on an annual basis and a statistical report must be forwarded by each CSA (or designated CSA liaisons for large departments) to the University Police Department. This web site has been prepared to assist UC Berkeley CSAs in complying with the Clery Act reporting requirements. The University Police will be responsible for compiling the statistics. Claudia Archer, Services Division ( (510) 642-9113 or ccp@berkeley.edu ), is responsible for assisting departments in classifying crimes and filling out the statistic reports.

What Does This Mean for a CSA?

The CSA will be required to fill out:

1. A Campus Security Authority Crime Report form for each incident reported to them.
2. A Clery Act Crimes Tally Sheet which compiles the statistics from the report forms. They capture information for the designated previous year
3. Both forms are to be sent to the campus Police Department, 1 Sproul Hall, MC# 1199, attn: Claudia Archer, Services Division.

How to Compile CSA Statistics

CSAs are responsible for collecting and reporting certain crimes (murder, forcible sex offenses, non-forcible sex offenses, robbery, aggravated assault, simple assault, burglary, motor vehicle theft, manslaughter, and arson) that are reported to them by any person (faculty, staff, student, or non-affiliated person). We recommend that departments with multiple CSAs designate a CSA contact (liaison). This liaison would collect the CSA report forms from individual CSAs and compile the Clery Act Crimes Tally Sheet (Microsoft Excel document, 27 KB) for the department.

• When a crime is reported to a CSA, first ask the victim if they would like to report it to the police.
• If so, contact the UCPD at (510) 642-6760. The Police Department is located at Rm. 1 Sproul Hall.
• If not, the Campus Security Authority Crime Report Form (Microsoft Word document, 24KB) should be filled out.
• The completed form should be kept in your department files or forwarded to designated CSA liaison of the department.

The CSA is responsible for keeping a file of Crime Report forms.

• A file should be kept for each calendar year. Reports should be filed in the year the crime was reported to the campus security authority.
• The files should be retained for three years.

Filling out the Campus Security Authority Crime Report

This report must be filled out when a person reports a crime to any CSA if the crime occurred in reportable locations defined by the Clery Act (please consult the location definitions).

• Have the victim read the top portion of the report form.
• Ask if they have reported or are going to report the crime to the police. Advise them that reporting an assault to the police does not commit them to filing charges.
• The location of the crime must be reported. The building name or parking lot number should be given (the room number is not necessary). If the crime occurred on a street, a close address, the "100 Block" (i.e., the 2300 block of Telegraph) or the nearest cross streets should be given.
• A brief description of the crime should be given. This is to determine exactly what crime has occurred. It is important to note any injuries sustained or weapons used. The victim should indicate it if they feel the crime occurred because of any prejudice (racial, sexual, ethnic, etc.) and what leads them to believe this.
• Classify the crime by checking the appropriate box on the form. Consult the crime definitions for explanations of the listed crimes. If the crime reported does not fit any of the definitions, it is not reportable.
• Determine whether the crime is a hate crime or not.
• Liquor, drug and weapons offenses are reported both when an arrest is involved or a referral for campus disciplinary action is in. Liquor, drug and weapons violations require the number of participants involved.
• Determine the Clery Act geographical location category (campus, residence hall, public property, or non-campus) of the crime. Consult the location definitions, the contiguous campus map and the listed non-campus locations.
• List your name, the department you work for (where this report will be stored), and the date.
• The victim may be given a copy of the report, if so desired. Please keep this form in department files for future reference and audit purposes.

If in doubt, contact Claudia Archer, Services Division ( (510) 642-9113 or ccp@berkeley.edu )

Filling out the Clery Act Crimes Yearly Tally Sheet

The Clery Act Crimes Yearly Tally Sheet (Microsoft Excel document, 22 KB) should be filled out by each department or a liaison. Even if the reported statistics are all zero, a report is required. Fill in the contact information at the bottom of the form.   You may duplicate the blank Clery Act Crimes Tally Sheets as needed.

All crime reports for the calendar year should be collected in a file and stored in your department. If a crime is reported one year but occurred in a previous year, it should be counted in the statistics for the year it was reported and stored in the file for the year it was reported.

The Campus Security Authority Crime Report Form (Microsoft Word document, 24KB) should be compiled for the calendar year and the statistics tallied and placed in the appropriate column of the Clery Act Crimes Tally Sheet. Please use numbers not tick marks. If there are no crimes reported for a category, use the number zero and do not leave a blank.

If you have any questions about these forms, or tallying crimes, please contact Claudia Archer, Services Division ( (510) 642-9113 or ccp@berkeley.edu )

Campus Security Act Definitions

Campus Security Authority - The following are defined by the Jeanne Clery Act as Campus Security Authorities.

• Campus Police Department
• Individuals with Campus Security Responsibility - Any individuals who have responsibility for campus security but who do not constitute a campus police department or a campus security department, such as an individual who is responsible for monitoring entrance into institutional property. Examples of this category are: parking enforcement staff, event security staff and bicycle patrol staff.
• Individuals Designated by the Campus - Any individual or organization specified in an institution's statement of campus security policy as one to which students and employees should report criminal offenses. Examples include: Chancellor's Office, Ombuds Office and Office of Student Life.
• Officials with Significant Responsibility for Student and Campus Activities - An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline, and campus judicial proceedings. If such an official is a pastoral or professional counselor as defined below, the official is not considered a campus security authority when acting in those capacities. Examples of this category are: Deans of Students, Student Housing Officials, Students Discipline Officials, Students Judicial Affairs Officials, Officials who oversee a student center, Officials who oversee student extracurricular activities, Director of Athletics, Team Coaches and Faculty Advisors to student groups.

Crime Definitions

Murder and Non-negligent Manslaughter – The willful (non-negligent) killing of one human being by another.

Negligent Manslaughter – The killing of another person through gross negligence.

Sex Offense Forcible (F) – Any sexual act directed against another person, forcibly and/or against that person's will; or not forcibly or against the person's will where the victim is incapable of giving consent: forcible rape; forcible sodomy; sexual assault with an object; and forcible fondling.

Sex Offense Non Forcible (N) – Unlawful, non-forcible sexual intercourse: incest; statutory rape.

Robbery - The taking or attempting to take anything of value from the care, custody, or control of a person or persons by force or threat of force or violence and/or by putting the victim in fear.

Aggravated Assault – An unlawful attack by one person upon another for the purpose of inflicting severe or aggravated bodily injury. This type of assault is usually accompanied by the use of a weapon or by means likely to produce death or great bodily harm. It is not necessary for an injury to result when a gun, knife or other weapon is used in the commission of the crime.

Simple Assault – Assaults and attempted assaults where no weapon was used and which did not result in a serious or aggravated injury to the victim. (Currently, this crime category only applies to hate crimes.)

Burglary – The unlawful entry of a structure to commit a felony or a theft. For reporting purposes this definition includes: unlawful entry with intent to commit a larceny or felony; breaking and entering with intent to commit a larceny; housebreaking; safecracking; and all attempts to commit any of the aforementioned.

Motor Vehicle Theft – The theft or attempted theft of a motor vehicle. (Classify as motor vehicle theft all cases where automobiles are taken by persons not having lawful access even though the vehicles are later abandoned-including joyriding.)

Arson – Any willful or malicious burning or attempt to burn, with or without intent to defraud, a dwelling house, public building, motor vehicle or aircraft, personal property of another, etc.

Liquor Law Violation – The violation of laws or ordinances prohibiting: the manufacture, sale, transporting, furnishing, possessing of intoxicating liquor; maintaining unlawful drinking places; bootlegging; operating a still, furnishing liquor to a minor or intemperate person; using a vehicle for illegal transportation of liquor; drinking on a train or public conveyance; or any attempts to commit any of the foregoing violations. Note: this list does not include public drunkenness and driving under the influence.

Drug Law Violation – Violations of State and local laws related to the 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 (Demerol, methadone(s); and dangerous non-narcotic drugs (barbiturates, Benzedrine).

Weapon Law Violation – The violation of laws or ordinances regulating weapons.

Hate Crimes – Any crime that manifests evidence that the victim was intentionally selected because of the victim's actual or perceived race; religion; gender; sexual orientation; ethnicity or physical/mental disabilities.

Disciplinary Referrals – incidents in which a student was not arrested but was referred for campus disciplinary action for liquor law violations, drug law violations, and illegal weapons possession.

Location Definitions

Campus – (i) 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
(ii) any building or property that is within or reasonably contiguous to the area identified in paragraph (i) 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 or other retail vendor).

Non-Campus – (i) Any building or property owned or controlled by a student organization that is officially recognized by the institution; or
(ii) 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.

Housing – Residence Halls or other university-owned residences. The University Albany Village site is classified as a non-campus location because it is not considered contiguous to the main campus.

Public Property–"public property" is defined by the Clery Act regulations as all public property including thoroughfares, streets, sidewalks, and parking facilities that is within the campus, or immediately adjacent to and accessible from the campus.   Include the sidewalk across the street from your campus, but do not include public property beyond the sidewalk. 

Campus Security Authority Training Sessions

UCPD has developed a Powerpoint presentation to help Campus Security Authorities understand the Clery Act, why they have been designated as a CSA, and what is required of them as CSAs.   To assist you in better understanding the requirements, definitions and procedures involved with compliance to the Clery Act UCPD’s Services Division will meet with CSAs to hold training sessions.  Please contact Claudia Archer at (510) 642-9113 or ccp@berkeley.edu to receive training.

You can also download the Clery Act Campus Security Authority Powerpoint Presentation (Microsoft PowerPoint, 4.03MB)

Documents Available for Download

Clery Act Crimes Yearly Tally Sheet (Microsoft Excel document, 22 KB)

Campus Security Authority Crime Report Form (Microsoft Word document, 24KB)