Campus Incident Reporting

Campus Security Authorities Responsibilities and Resources

As part of the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC § 1092(f)), otherwise known as the Clery Act, qualifying incidents reported to University Police, from various sources including Campus Security Authorities, are required to be annually published and made available to the campus community. One purpose of the Clery Act is to encourage the reporting and collection of accurate campus crime statistics to promote crime awareness and enhance campus safety. The intent of including non-law enforcement personnel in the Campus Security Authority (CSA) role is to acknowledge that some community members and students in particular may be hesitant about reporting crimes to the police, but may be more inclined to report incidents to other campus-affiliated individuals.


Who must report qualifying crimes?

CSAs include members of the campus police department or campus security department of an institution, any person(s) who has the authority and the duty to take action or respond to particular issues on behalf of the college/university, any individual(s) who has significant responsibility for students and campus activities. At Davis & Elkins College, the following individuals are designated as Campus Security Authorities:

  • Vice presidents, department/division chairs, directors and coaches;
  • Any faculty member responsible for supervising any activities or programs that include direct contact with students outside of the classroom (includes all faculty advisors to student groups and organizations);
  • Any staff member whose primary job description includes providing academic advice to students; 
  • Residence hall staff; and, 
  • Office of Student Life staff.

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 is considered a CSA. College CSAs have an obligation to promptly report allegations of Clery Act defined incidents which occurred on campus, on public property bordering campus and in non-campus areas which the College leases or otherwise controls. These incidents include:

  • murder and non-negligent manslaughter
  • negligent manslaughter
  • robbery
  • aggravated assault
  • burglary
  • motor vehicle theft
  • arson
  • sexual offenses (report this offense to the Title IX coordinator)
  • domestic violence (report this offense to the Title IX coordinator)
  • dating violence (report this offense to the Title IX coordinator)
  • stalking (report this offense to the Title IX coordinator)
  • arson
  • persons arrested or referred for campus disciplinary action for liquor law violations, drug-related violations and illegal weapons possession violations

In addition, the Clery Act requires institutions to report statistics for certain hate crimes (bias-motivated incidents).


Crime Reporting Process

If a Clery Act qualifying crime or an incident that may be a crime is reported to a CSA, the CSA is obligated to record the information using the CSA Incident Report Form. The reporting CSA should ensure that he/she completes all information on the form based on the information in their possession. CSAs completing the CSA Incident Report Form should not include any personal identifying information of the reporting party or other individuals in the report. CSAs should not investigate the crime or attempt to determine whether a crime, in fact, took place. Davis & Elkins College Office of Public Safety personnel may later contact the reporting CSA to gather additional information if needed. When in doubt a report should be completed and submitted. Do not assume someone else will file a report.


Crime/Emergency and Non-Emergency Reporting

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 the Office of Public Safety. For incidents requiring immediate attention, dial 911 or use one of the “Blue Light” Police Emergency Phones (call boxes) located throughout campus.


Click here to complete the CSA Incident Report Form online.

Click here to complete an Incident Report Form online for non-Clery violations.