Campus Security Authorities
Building a Safer, More Informed GovState Community
Keeping Governors State University safe is a shared responsibility. The Department of Public Safety works with departments, faculty, staff, and other members of the Jaguar community to make sure safety concerns and reportable crimes are identified, documented, and addressed.
One important part of that effort is compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, commonly known as the Clery Act.
The Clery Act requires colleges and universities to collect and disclose information about certain crimes reported on or near campus. It also requires institutions to have processes for identifying individuals who may receive reports of crime and ensuring those reports are included in the University's Clery reporting process.
The important role that helps GovState meet these responsibilities are the:
- Campus Security Authorities (CSAs) are individuals who have federally defined responsibilities to report certain crimes brought to their attention.
The sections below explain this role and what they mean for the GovState community.
Campus Security Authorities
Campus Security Authorities play an important role in helping Governors State University understand what is happening across the campus community.
The Department of Public Safety encourages everyone to report crime directly to law enforcement whenever possible. However, students and employees may sometimes choose to tell a faculty or staff member, advisor, coach, administrator, or another trusted person about an incident.
When that individual is a Campus Security Authority, they have a responsibility under the Clery Act to report certain crimes to the University.
A CSA's role is not to investigate the incident or determine whether a crime occurred. Instead, the CSA serves as an important connection between the person making the report and the University's campus safety and Clery reporting process.
Who is a Campus Security Authority?
The Clery Act identifies several categories of individuals who may be Campus Security Authorities.
At GovState, this may include individuals who fall into one or more of the following categories:
1. Campus Police and Public Safety Personnel
Members of the Governors State University Department of Public Safety and other individuals whose primary responsibilities involve campus security.
2. Individuals Responsible for Campus Security
Non-police employees or other individuals who have security responsibilities or control access to University property.
Depending on their duties, examples may include individuals responsible for:
- Building or facility security;
- Access control;
- Security operations;
- Campus events; or
- Other functions specifically related to campus safety.
3. Officials with Significant Responsibility for Student and Campus Activities
This is one of the most common areas where employees may qualify as CSAs.
An individual may be a CSA when their position gives them significant responsibility for student or campus activities and the authority or responsibility to take action or respond to particular issues involving students.
Depending on their responsibilities, this may include:
- Deans and academic administrators;
- Student affairs professionals;
- Staff responsible for student activities;
- Athletic administrators and coaches;
- Advisors to student organizations;
- Officials responsible for student conduct;
- Individuals responsible for campus programs or activities;
- Faculty or staff who lead University-sponsored student travel; and
- Other employees whose responsibilities place them in a position to receive reports of criminal activity from students or members of the campus community.
4. Individuals or Organizations Identified by University Policy
The University may also identify individuals or organizations to whom students and employees should report criminal offenses as part of its campus security policies.
Who is generally not a Campus Security Authority?
Not every employee is a CSA.
An employee whose responsibilities do not fall into one of the categories established by the Clery Act generally does not have CSA reporting responsibilities.
Examples may include:
- Administrative or clerical employees whose responsibilities do not involve students or campus activities;
- Faculty members whose responsibilities are limited to classroom instruction and who do not have significant responsibility for student or campus activities;
- Employees whose only responsibility is supervising student employees, when they have no other duties that would make them a CSA; and
- Licensed or professional counselors and other individuals whose primary role is to provide confidential counseling or care, when they meet the applicable requirements for an exempt professional counselor or pastoral counselor.
Whether an individual is a CSA depends on their actual job responsibilities, not simply their job title.
If you are unsure whether you or someone in your department is a CSA, contact the University's Clery compliance contact or Department of Public Safety.
What Does a CSA Need to Report?
Campus Security Authorities are required to report Clery-reportable crimes that are brought to their attention or that they personally witness.
A CSA does not need to determine whether an incident meets the legal definition of a crime. When in doubt, report it.
Clery-reportable crimes include:
- Murder and non-negligent manslaughter;
- Manslaughter by negligence;
- Sexual assault, including rape, fondling, incest, and statutory rape;
- Robbery;
- Aggravated assault;
- Burglary;
- Motor vehicle theft;
- Arson;
- Domestic violence;
- Dating violence;
- Stalking; and
- Hazing, as required under applicable federal law.
Certain additional offenses and categories, including hate crimes and arrests or disciplinary referrals involving alcohol, drug, and weapons violations, are also addressed through the University's Clery reporting process.
What information should a CSA collect?
CSA should make a reasonable effort to gather enough information for the University to understand and classify the report.
Helpful information includes:
- When the incident occurred;
- Where the incident occurred;
- What happened, including information that may help identify the type of incident; and
- Any other information the reporting person is comfortable providing.
The reporting person may not know all of these details. That is okay.
A CSA should document the information that is available and submit the report rather than delaying or attempting to fill in missing information.
What a CSA should NOT do
CSAs are not investigators.
A CSA should not:
- Conduct an investigation;
- Interview witnesses in an effort to establish what happened;
- Determine whether the incident was actually a crime;
- Challenge or question the reporting person's account;
- Attempt to identify or locate a suspect; or
- Promise that an incident will remain confidential.
The CSA's responsibility is to listen, document, report, and connect the individual with appropriate resources.
How CSAs Submit a Report
When a Clery-reportable incident is brought to the attention of a Campus Security Authority (CSA), the CSA should report it as soon as possible through one of the following locations:
Select the reporting location most appropriate for the nature of the incident. If you are unsure where the report should be submitted, contact the Department of Public Safety for guidance.
A report should be submitted even when:
The reporting person does not know all the details.
The reporting person does not want to identify themselves.
The reporting person does not want to contact the police.
The CSA is unsure whether the incident qualifies as a Clery-reportable crime.
The CSA is unsure whether the incident occurred within the University’s Clery geography.
When in doubt, submit the report and allow the University’s Clery compliance personnel to make the determination.
Does the Reporting Person Have to Contact the Police?
No.
A person who reports an incident to a CSA should be given the option to contact the Department of Public Safety or another appropriate law enforcement agency.
However, a person’s decision not to contact the police does not eliminate the CSA’s responsibility to submit a required Clery report through one of the reporting locations listed above.
The CSA’s report is used for Clery compliance and campus safety assessment. Submitting a report does not automatically mean that a police investigation will be opened.
What Should I Tell Someone Who Reports an Incident?
If someone tells you about a crime or safety concern and you are a CSA, be clear about your role before collecting information.
A CSA might say:
"Thank you for telling me. Because of my position at Governors State University, I may be required to report certain information about this incident to the University for campus safety and Clery reporting purposes. I am not here to investigate what happened, and you do not have to provide information you do not know. I can also help connect you with appropriate University resources and explain your reporting options."
It is important that CSAs do not promise confidentiality unless they are specifically authorized to provide confidential services.
A CSA should also avoid suggesting that reporting the incident will automatically result in disciplinary action, a police investigation, or a campus-wide notification.
The University will review the information and determine what actions, if any, are required.
What Happens After a CSA Report Is Submitted?
Once a CSA report is received, the appropriate University personnel review the information.
The University may use the report to:
- Determine whether the incident is a Clery-reportable crime;
- Determine whether the incident falls within the University's Clery geography;
- Include qualifying information in the University's annual crime statistics;
- Evaluate whether a timely warning or emergency notification may be appropriate;
- Identify patterns or safety concerns;
- Connect individuals with appropriate resources; and
- Meet federal reporting requirements.
A CSA report does not determine whether a crime occurred. It provides information that allows trained University personnel to make the appropriate Clery and campus safety determinations.
The University also takes steps to protect personally identifiable information and does not include personally identifying information about victims in publicly disclosed Clery statistics.
Understanding the Clery Act
Why Clery Matters
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law designed to ensure that students, employees, and prospective members of the University community have access to information about campus crime and safety.
The law is named for Jeanne Clery, a college student who was raped and murdered in her residence hall in 1986. Her family advocated for greater transparency about campus crime, ultimately leading to federal legislation requiring colleges and universities to disclose information about campus safety and crime.
At Governors State University, Clery compliance is about more than meeting a federal requirement. It is part of the University's commitment to transparency, preparedness, and the safety of the Jaguar community.
What Does the Clery Act Require?
Among other requirements, the Clery Act requires colleges and universities to:
- Collect and classify certain campus crime reports;
- Maintain required crime and safety records;
- Publish an Annual Security and Fire Safety Report;
- Report qualifying crime statistics to the U.S. Department of Education;
- Issue timely warnings when certain Clery crimes may represent an ongoing threat;
- Issue emergency notifications for significant emergencies or dangerous situations when required;
- Provide information about campus safety policies and procedures; and
- Disclose other required information related to campus safety and security.
GovState provides these resources through its Campus Safety program and Annual Security and Fire Safety Report.
Identifying CSAs in Your Department
Who in Your Area May Be a CSA?
When reviewing your department, don't focus only on job titles.
Instead, consider what the person actually does.
Ask:
- Does this person have significant responsibility for student activities?
- Do students regularly look to this person for assistance with problems or concerns?
- Does this person supervise or coordinate student activities, organizations, programs, athletics, or events?
- Does this person advise or support a student organization?
- Does this person lead University-sponsored student travel?
- Does this person have responsibility for campus security or access to University facilities?
- Is this person identified by University policy as someone to whom students or employees should report crimes?
If the answer to one or more of these questions is yes, the individual may be a CSA.
When there is uncertainty, contact the University's Clery compliance contact for guidance.
Keeping Your CSA List Current
Departments should review their CSA information regularly and whenever staffing or responsibilities change.
A department should notify the appropriate University contact when:
- A new employee assumes responsibilities that may make them a CSA;
- An existing employee takes on new responsibilities involving students or campus activities;
- A CSA transfers to another department;
- A CSA leaves the University; or
- A CSA's responsibilities change significantly.
Don't wait for an annual review to report a change.
Keeping CSA information current helps ensure that individuals receive the appropriate information and training for their roles.
Non-Campus Property
What Counts as Non-Campus Property?
Clery reporting is not limited to the University's main campus.
Certain buildings or properties located away from the main GovState campus may be considered non-campus propertyunder the Clery Act.
Generally, a property may fall into this category when it is:
- Owned or controlled by the University;
- Used in direct support of, or in relation to, the University's educational purposes;
- Frequently used by students; and
- Located outside the reasonably contiguous geographic area of the main campus.
The University's Clery compliance process considers these locations when determining the University's annual crime statistics.
What Should Departments Report?
Departments should notify the appropriate University Clery contact when they:
- Lease or control property away from the main campus;
- Frequently use a particular off-campus facility for University programs;
- Establish a recurring location for student activities; or
- Enter into an agreement that gives the University control of a property or specific space.
Departments should report the location even if they are unsure whether it meets the federal definition of non-campus property.
The University will make the appropriate determination.
University-Sponsored Student Travel
Overnight Travel May Create Clery Reporting Responsibilities
University-sponsored student travel can also create Clery reporting obligations.
A trip may need to be considered for Clery purposes when:
- Students are traveling as part of a University-sponsored program or activity;
- The University arranges or controls the lodging; and
- The students stay overnight.
Examples might include:
- Academic field programs;
- University-sponsored conferences;
- Athletic travel;
- Student organization trips;
- Study-related travel; and
- Other University-sponsored programs involving overnight accommodations.
What Should Be Reported?
Information should be provide about University-sponsored overnight student travel through the University's designated reporting process.
Helpful information includes:
- Destination;
- Hotel or lodging name;
- Street address;
- Dates of the stay;
- Department or program sponsoring the trip; and
- The nature of the University-sponsored activity.
Day trips generally do not create the same Clery reporting obligation associated with overnight lodging.
If a student independently chooses and pays for their own lodging without the University arranging or controlling the accommodation, the circumstances may be different.
When in doubt, report the travel information so the University's Clery compliance personnel can make the appropriate determination.
What Happens With Travel and Property Information?
Information submitted by departments helps the University identify locations that may need to be included in its Clery reporting process.
For qualifying locations, the University may contact the appropriate law enforcement agency to request crime statistics for the relevant location and time period.
For example, if GovState sponsors an overnight student program at a specific hotel and the University has the required control or arrangement over the lodging, the location may need to be evaluated as a Clery-reportable non-campus location.
If the location qualifies, the University may request applicable crime statistics from the law enforcement agency with jurisdiction over that location.
This information can then be incorporated into the University's annual Clery crime statistics.
What If My Department Has Nothing to Report?
That's okay.
Not every department will have:
- A position that qualifies as a CSA;
- Non-campus property;
- University-sponsored overnight student travel; or
- Other information that needs to be reported.
Even when there is nothing to report, the University's Clery team may contact your department periodically to confirm that information remains accurate.
A "nothing to report" response is valuable because it helps the University maintain complete and accurate records.
CSA Training
Be Prepared to Recognize and Report
Employees designated as Campus Security Authorities should complete the University's required Clery training.
Training helps CSAs understand:
- What makes someone a CSA;
- What crimes must be reported;
- How to respond when someone shares information about an incident;
- What information should be collected;
- How to submit a CSA report;
- What not to do when receiving a report;
- How Clery reporting differs from a police investigation; and
- Where members of the GovState community can find additional support.
CSA training is intended to give employees the confidence and information they need to respond appropriately when someone comes to them with a safety concern or report of crime.
When in Doubt, Report
You do not need to be a Clery expert to be a good CSA.
If someone tells you about an incident and you are unsure whether it qualifies as a Clery crime, location, or reporting situation, submit the report and let the University's Clery compliance personnel make the determination.
Your role is to:
Listen.
Document.
Report.
Connect.
You are not expected to investigate the incident or determine what happened.
Questions About Clery?
The Department of Public Safety is available to help members of the GovState community understand their responsibilities and reporting options.
For questions about:
- Campus Security Authority responsibilities;
- CSA reporting;
- Clery geography;
- Non-campus property;
- University-sponsored travel;
- CSA training; or
- Other Clery compliance questions,
contact the Governors State University Department of Public Safety.
Governors State University Department of Public Safety
C Building, Room 1375
1 University Parkway
University Park, IL 60484
708.534.4900
For emergencies, call 911.
The Department of Public Safety provides police services 24 hours a day, 365 days a year and is committed to a community-oriented policing philosophy centered on the safety, dignity, and well-being of the GovState community.
Together, we can help keep GovState informed, prepared, and safe.