Clery Separate Campus Administrators

Those campuses with campus police or security personnel must create, maintain, and make available a daily crime log (currently the Main, CAST, and PBC campuses).  A daily crime log records all criminal incidents and alleged criminal incidents occurring on their campus reported to campus police or security personnel or to CSAs.   

The crime log must contain the following specific categories of information: 1) the date the crime was reported; 2) the date and time the crime occurred; 3) the nature of the crime; 4) the general location of the crime and 5) the disposition of the crime, if known.  No personally identifying information should be included in the crime log. 

It is important to note that the reported crimes should be recorded on the log within two business days of the report.  Similarly, a change to an entry or a change to a disposition must be made within two business days. 

A campus’s crime log must be accessible on-site.  The log may be hard copy or electronic, and the log for the most recent 60-day period must be immediately available, open for public inspection, free of charge, upon request (note: a written request is not required) during normal business hours.  Log entries older than 60 days should be available within two business days.  

Once a crime or alleged crime has been added into the daily crime log, it cannot be deleted. If a full investigation by sworn or commissioned law enforcement personnel determines that the report is false or baseless, the disposition in the log should be changed to “unfounded”. 

Archived logs should be kept for seven years in a location where they can be accessed, if necessary. 

It is recommended that two or more employees have responsibility for creating, maintaining, and making the campus’s crime log available and that the crime log be kept in a consistent location that is readily available to all designated employees.  It is also recommended that, if no crimes are reported, a notation is made periodically (every 30 or 60 days) indicating that no crimes were reported within that particular period. 

Chapter 5 of the The Handbook for Campus Safety & Security Reporting provides additional information about Crime Log requirements.

Administrators and CSAs who become aware of a significant emergency or dangerous situation occurring on their separate campus that involves an immediate threat (i.e. an imminent or impending threat) to the health or safety of students or employees should immediately call or text 9-1-1 (if it is safe to do so).  It is imperative to provide the campus’s exact location, the caller’s name, the nature of the threat, and other relevant information that can assist the responding public safety personnel. The caller should follow the directions provided by the dispatcher and arriving first responders.  

After contacting 9-1-1, they should call UAPD at 520-621-8273, identify themselves as an Administrator or specifically designated CSA for their campus and relay all pertinent information about the immediate threat.  Alternately, they can contact UAPD via LiveSafe mobile application. UAPD will evaluate their situation to determine if a UALERT or alternate form of emergency notification should be issued.  Note: Certain campuses (currently PBC and CAST) have designated personnel with the authority to issue localized UAlerts.  Administrators and CSAs should be familiar with the designated personnel for their campus and their contact information; contact with designated personnel should be attempted prior to contacting UAPD. 

Campus Security Authority: A Campus Security Authority (CSA) is a Clery-specific role that encompasses several groups of individuals and organizations with an institution including members of a campus police or security department, individuals with campus security responsibilities, individuals who have been identified within the university’s campus security policy as individuals or organizations to which students and employees should report criminal offenses, and any official who has significant responsibility for student and campus activities. For full definition and overview of CSA responsibilities, visit clery.arizona.edu. CSAs are identified by the University Compliance Office.  

Clery Campus Administrator: A Clery Campus Administrator is a University of Arizona employee designated as an individual responsible for ensuring compliance with certain campus safety requirements under the Clery Act for their campus. Clery Campus Administrators are also considered Campus Security Authorities. 

Clery Separate Campus:  For the purposes of these requirements, an additional location should be considered a Clery separate campus if it meets all the following criteria: 

• The University owns or controls the site;

• It is not reasonably contiguous with the main campus; 

• It has an organized program of study; and 

• There is at least one person on site acting in an administrative capacity.