Campus Security Authorities

• Report Clery Act qualifying crimes on the CSA Crime Report Form.
• Obtain information on CSA online training or access online training if you have already been provided a username and password.
• Direct questions to the Director of Campus Safety at x3675.

Introduction

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, arrest and referrals at certain locations (on or adjacent to College property) are required to be reported in an Annual Security Report (published by October 1st each year) and is made available to the campus community.

Another key requirement of the Clery Act is to issue campus alerts to the campus community on crimes considered to be a serious or continuing threat to College 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 or CSA?

The Clery Act identifies certain categories of students, College employees and contractors as Campus Security Authorities (CSAs) who have federally mandated responsibilities to report crimes that 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 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 the Annual Security Report .

CSA Online Training

CSAs have an important role in complying with the Clery Act, which was enacted to help create a safer College community. Completing the online training module (approximately an hour and 15 minutes) will help CSAs better understand their federally mandated crime reporting responsibilities, how timely reporting of crimes allows the College the opportunity to review whether or not a CSCAlert should be issued and assists in maintaining accurate crime data.

If you have questions or think you are a CSA and need to be provided access to the CSA online training program, contact CSA training administrator Peter Berthiaume at pberthia@colby-sawyer.edu.

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 College affiliated.

While CSAs are only obligated to report Clery Act qualifying crimes that are reported to them which occurred on Clery reportable locations, CSAs are encouraged to report all crimes reported to them to Campus Safety. Student Development 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 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 to Campus Safety.

1. When a crime is reported, the CSA should always first handle emergencies and call 911 or use one of the “Blue Light” Emergency Phones (call boxes) located throughout both campuses.

2. 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 603-526-3675 or in person by going to James House.

   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 the College. I am required to report of 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 are not involved, the student shall also be encouraged to contact the Baird Health and Counseling Center (BHCC) at extension 3621. Students can receive confidential advocacy services and referrals through BHCC. College employee can receive counseling support through Colby-Sawyer's contracted employee assistance program.

3. 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.

4. If the CSA has firsthand knowledge/confirmation that the reporting party already filed a report with Campus Safety, then the CSA is not obligated to complete and submit a CSA Crime Report Form (PDF). However, if the reporting party says they will file a report with Campus Safety, but the CSA has no firsthand knowledge/confirmation that a police 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.

It is very important that CSAs report crime on a timely basis to Campus Safety as a reported crime may warrant a College issued timely warning to the College community.

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.

What is done with CSA Report Forms?

Campus Safety reviews Report Forms and makes a determination if an incident warrants timely warning/emergency notification of the College community and whether it is a reportable crime in the Annual Security Report (ASR). The Director of Campus Safety 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. The Colby-Sawyer College ASR can be found here. Paper copies are available at James House or upon request.

How are CSAs Identified?

The law defines the following four categories of CSAs:

1. Department of Campus Safety - officers and department administrators.

2. Non-Campus Safety people or offices responsible for campus security— personnel providing access control and/or security at campus facilities like the Hogan Desk Monitors.

3. 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 the College. 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:

   • student development administrators

   • residential education staff

   • athletic administrators, including directors, assistant directors and coaches

   • student activities staff

   • citizenship education administrators

   • faculty and staff advisors to student clubs/organizations

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

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/counselors in BHCC who only provide care for students

• clerical or administrative support staff

• Dining hall staff

• Facilities / Housekeeping staff

• information resources staff

• 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 Associate Dean of Students and Director of Emergency Management at x3791 or pberthia@colby-sawyer.edu.