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Campus Security Authorities

Campus Security Authorities—CSAs—play an important role in supporting campus safety and helping Colby-Sawyer College comply with the federal Clery Act.

Report an Emergency or Immediate Threat

Call 9-1-1 for any emergency, crime in progress, immediate threat, serious injury, or situation requiring police, fire, or emergency medical assistance.

Campus Safety: 603-526-3300 or extension 3300
In person: Department of Campus Safety, James House

Do not use a CSA report form as a substitute for calling 9-1-1 or Campus Safety during an emergency.

CSA Resources

Questions about CSA responsibilities, training, or crime reporting should be directed to the Associate Dean of Students and Director of Emergency Management.

About the Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act—commonly known as the Clery Act—is a federal campus safety and consumer-protection law.

The Clery Act requires colleges and universities participating in federal student financial-aid programs to:

  • Collect and publish statistics for certain crimes reported within defined geographic areas;

  • Disclose campus safety, security, and fire-safety policies;

  • Maintain publicly available crime and fire logs;

  • Evaluate certain reported crimes for Timely Warnings;

  • Issue Emergency Notifications for significant emergencies or dangerous situations presenting an immediate threat on campus;

  • Provide educational programs and information concerning sexual assault, dating violence, domestic violence, stalking, and related topics; and

  • Collect and publish required information regarding hazing incidents and hazing prevention.

Colby-Sawyer College publishes an Annual Campus Security and Fire Safety Report by October 1 each year. The report includes required policy statements, crime statistics for the three most recent calendar years, fire-safety information, and fire statistics for on-campus student housing facilities.

Timely Warnings and Emergency Notifications

Prompt reporting allows the College to evaluate whether immediate protective action or campus notification is needed.

A Timely Warning may be issued when a Clery-reportable crime occurs within the College’s Clery geography and is considered to represent a serious or continuing threat to students or employees.

An Emergency Notification may be issued when the College confirms a significant emergency or dangerous situation presenting an immediate threat to the health or safety of people on campus.

Campus Security Authorities do not decide whether a Timely Warning or Emergency Notification will be issued. CSAs must promptly report available information so that Campus Safety and designated College officials can make that determination.

What Is a Campus Security Authority?

The Clery Act identifies certain individuals and organizations as Campus Security Authorities because of their campus safety responsibilities or their significant responsibility for student and campus activities.

The intent of the CSA requirement is to recognize that students and other community members may report an incident to someone other than Campus Safety or law enforcement.

An individual’s CSA status is determined by the person’s assigned functions and responsibilities—not solely by job title.

The four general categories of CSAs are:

  1. The College’s campus security department, including Campus Safety officers and administrators.

  2. Individuals responsible for campus security who are not members of Campus Safety, including individuals responsible for monitoring access to College buildings or facilities.

  3. Individuals or organizations identified by the College as people or offices to which students and employees should report crimes.

  4. College officials with significant responsibility for student and campus activities, including student housing, student conduct, athletics, student organizations, and campus activities.

Examples of Campus Security Authorities

CSAs at Colby-Sawyer College may include, but are not limited to:

  • Campus Safety officers and administrators;

  • Student Development administrators;

  • Citizenship Education personnel;

  • Residential Education professional and student staff;

  • Student Activities personnel;

  • Athletic administrators, directors, coaches, and other designated Athletics personnel;

  • Faculty and staff advisors to recognized student clubs and organizations;

  • Employees responsible for monitoring access to College buildings or facilities;

  • Certain Title IX personnel;

  • College officials responsible for student conduct or discipline;

  • Individuals designated as people to whom crimes may be reported; and

  • Contractors or student employees whose assigned responsibilities fall within a CSA category.

An employee may be a CSA because of an additional responsibility even when the employee’s primary position would not otherwise make them a CSA. For example, a faculty member may become a CSA by serving as a student-organization advisor, coach, trip leader, or conduct official.

Who Is Generally Not a CSA?

Positions that generally do not have significant responsibility for student or campus activities may include:

  • Faculty members whose responsibilities are limited to classroom instruction and ordinary academic advising;

  • Clerical or administrative support personnel;

  • Dining Services employees;

  • Facilities and housekeeping employees;

  • Information Technology employees; and

  • Other employees whose functions do not involve campus security or significant responsibility for student and campus activities.

These are general examples and not automatic exemptions. An employee’s complete set of responsibilities must be considered.

Professional and pastoral counselors are not CSAs when acting within the scope of their professional counseling or pastoral responsibilities. Other healthcare or support personnel are evaluated based on their specific College responsibilities.

Employees who are uncertain whether they are a CSA should contact the Associate Dean of Students and Director of Emergency Management.

What Must a CSA Report?

A CSA must promptly report information received in good faith about a possible Clery-reportable crime.

A crime is considered reported when information about the incident is brought to the attention of a CSA, Campus Safety, or local law enforcement.

The person providing the information may be:

  • The victim;

  • A witness;

  • A friend or family member;

  • Another College employee;

  • An unaffiliated third party;

  • Someone who learned about the incident from the victim; or

  • The person alleged to have committed the conduct.

The reporting person does not need to be affiliated with Colby-Sawyer College.

A report is considered to have been made in good faith when there is a reasonable basis to believe that the information may be true. CSAs are not responsible for determining whether the report is accurate or whether a crime legally occurred.

A CSA should report the information even when:

  • The reporting person does not want police involvement;

  • The victim or accused person is not identified;

  • The incident occurred in a previous semester or year;

  • The CSA is uncertain how the incident should be classified;

  • The CSA is uncertain whether the location is within Clery geography;

  • The information is incomplete;

  • The reporting person does not want to participate in an investigation;

  • Another College office may already know about the incident; or

  • The CSA believes the incident may not ultimately be counted in the College’s statistics.

Campus Safety and the College’s Clery compliance personnel—not the CSA—determine the appropriate crime classification, geographic category, statistical treatment, and notification requirements.

Reportable Crime Categories

Possible Clery-reportable incidents include:

Criminal Offenses

  • Murder and non-negligent manslaughter;

  • Negligent manslaughter;

  • Rape;

  • Fondling;

  • Incest;

  • Statutory rape;

  • Robbery;

  • Aggravated assault;

  • Burglary;

  • Motor vehicle theft; and

  • Arson.

Violence Against Women Act Offenses

  • Dating violence;

  • Domestic violence; and

  • Stalking.

These offenses are reportable regardless of the victim’s or accused person’s sex, gender, gender identity, or sexual orientation.

Hazing

Hazing incidents meeting applicable federal reporting definitions must be reported. CSAs should report possible hazing even when they are uncertain whether the behavior meets the legal or College policy definition.

Hate Crimes

A hate crime is a reportable offense that shows evidence that the victim or property was intentionally selected because of an actual or perceived protected characteristic.

Reportable hate-crime categories include the criminal offenses listed above and, when motivated by qualifying bias:

  • Larceny-theft;

  • Simple assault;

  • Intimidation; and

  • Destruction, damage, or vandalism of property.

Arrests and Disciplinary Referrals

The College must collect statistics for arrests and qualifying disciplinary referrals involving:

  • Weapons-law violations;

  • Drug-law violations; and

  • Liquor-law violations.

A violation of College policy is not automatically a reportable weapons-, drug-, or liquor-law violation. CSAs should report the available information and allow the College to make the final determination.

Where Must an Incident Occur?

Clery crime statistics cover incidents occurring within the College’s Clery geography.

Clery geography generally includes:

  • On-campus property;

  • On-campus student housing facilities, which are also reported as a subset of on-campus property;

  • Certain noncampus buildings or property owned or controlled by the College or by officially recognized student organizations; and

  • Public property within or immediately adjacent to and accessible from campus.

CSAs are not expected to make geographic determinations.

When reporting an incident, provide the most specific location available, including:

  • Building name;

  • Room or area;

  • Street address;

  • Residence hall;

  • Athletic field or outdoor area;

  • Off-campus trip or program location; or

  • Nearby public roadway, sidewalk, or property.

Do not delay or withhold a report because the precise location is unknown or because you are uncertain whether the location qualifies.

How a CSA Should Respond When an Incident Is Reported

Address Immediate Safety and Medical Needs

When there is an emergency, immediate threat, crime in progress, serious injury, or urgent medical concern:

  • Call 9-1-1.

  • Contact Campus Safety at 603-526-3300.

  • Move to a safe location when necessary.

  • Follow the instructions of emergency dispatchers and responders.

  • Provide reasonable assistance within your level of training.

Listen and Respond Supportively

A CSA should:

  • Listen without judgment;

  • Remain calm;

  • Avoid expressing disbelief or blame;

  • Allow the person to share what they are comfortable sharing;

  • Explain the CSA reporting obligation;

  • Ask only for information reasonably necessary to report the incident;

  • Avoid pressuring the person to provide unnecessary details; and

  • Provide information about available support and reporting options.

Explain the CSA Role

When circumstances permit, a CSA may use language similar to the following:

“Because of my role at the College, I am required to share basic information about this incident with Campus Safety and the College officials responsible for Clery Act compliance. The report allows the College to evaluate safety concerns and maintain required crime statistics. It does not automatically require you to make a police report or participate in an investigation. Publicly reported Clery statistics do not identify victims. I cannot promise complete confidentiality, but the information will be shared only with College officials who need it to carry out their responsibilities.”

A CSA should not promise complete confidentiality or anonymity.

The College will respect the privacy of the people involved to the extent possible and consistent with its legal and safety responsibilities. Public Clery statistics do not contain personally identifying information.

Obtain Basic Information

When available, the CSA should document:

  • What reportedly occurred;

  • The date and approximate time;

  • The specific location;

  • Whether the incident is ongoing;

  • Whether there is an immediate or continuing threat;

  • Whether weapons were involved;

  • Whether anyone was injured or requires medical assistance;

  • A basic description of the people involved;

  • Whether the incident was reported to Campus Safety or law enforcement;

  • Whether the incident was reported to another College office; and

  • Whether the reporting person is requesting support or assistance.

Do not endanger yourself or others to obtain information.

How to Submit or Document a CSA Report

CSAs should report incidents through the reporting process established for their role.

Campus Safety Personnel

Campus Safety personnel should follow Department of Campus Safety procedures and complete the applicable Campus Safety incident report.

A separate CSA Clery Crime Report Form is not required when the incident has been documented in the Campus Safety reporting system and is available for Clery review.

Residential Education Staff

Residential Education professional and student staff should follow Residential Education protocols, notify the appropriate supervisor, and complete the required Residential Education incident report.

A separate CSA Clery Crime Report Form is not required when the incident has been properly documented through the Residential Education reporting process and the report is available to Campus Safety and the College’s Clery compliance personnel.

Other Campus Security Authorities

CSAs who do not submit reports through an established departmental incident-reporting process should complete and submit the CSA Clery Crime Report Form as soon as possible.

The form should be used for possible Clery incidents reported to:

  • Coaches;

  • Student-organization advisors;

  • Student Activities personnel;

  • Designated administrators;

  • Employees responsible for facility access;

  • Other designated CSAs; and

  • Any CSA who does not have an approved departmental incident-reporting process.

Reports Made Through Other College Offices

When an employee reports an incident through another established College process, the employee should follow the procedures for that office and ensure that the report is routed for Clery review.

The report should identify, when known, whether the incident has also been reported to:

  • Campus Safety;

  • Local law enforcement;

  • Residential Education;

  • Citizenship Education;

  • The Title IX Coordinator;

  • Human Resources; or

  • Another College office.

This information allows the College to reconcile reports and avoid counting the same incident more than once.

When in Doubt

A CSA should not assume that someone else has submitted the necessary report merely because the reporting person says they intend to contact another office.

When uncertain whether an incident has been properly documented or routed for Clery review, contact Campus Safety or the Associate Dean of Students and Director of Emergency Management.

When in doubt, report the information or seek guidance promptly.

What a CSA Should Not Do

A CSA should not:

  • Investigate the incident;

  • Attempt to prove or disprove the report;

  • Determine whether the accused person is responsible;

  • Decide whether the conduct legally constitutes a crime;

  • Decide whether the location falls within Clery geography;

  • Require the reporting person to contact law enforcement;

  • Require the reporting person to participate in an investigation;

  • Promise complete confidentiality or anonymity;

  • Attempt to mediate between the people involved;

  • Confront the person accused;

  • Contact witnesses to gather additional information;

  • Delay reporting while waiting for more information; or

  • Discourage someone from making a report.

CSAs report alleged incidents. The College determines classification, geography, counting, warning obligations, and appropriate follow-up.

Reports Involving Sexual Assault, Dating Violence, Domestic Violence, or Stalking

A person reporting sexual assault, dating violence, domestic violence, or stalking should be informed that support and reporting options are available regardless of whether the person chooses to contact law enforcement.

Students may contact:

  • Campus Safety;

  • The Title IX Coordinator;

  • The Baird Health and Counseling Center;

  • Residential Education; or

  • Other resources identified in the Annual Campus Security and Fire Safety Report.

The Baird Health and Counseling Center can provide confidential counseling and assistance to students within the professional scope of its services.

Employees may contact:

  • Campus Safety;

  • The Title IX Coordinator;

  • Human Resources; or

  • The College’s Employee Assistance Program.

A reporting person may generally choose whether to make a report to law enforcement. This does not prevent the College from taking action when necessary to address an immediate threat or comply with another legal obligation.

Reports Involving Hazing

Possible hazing should be reported promptly, including conduct connected with:

  • Initiation into a group or organization;

  • Affiliation with a group or organization;

  • Maintaining membership or status;

  • Athletic teams;

  • Student organizations;

  • Informal or unrecognized groups; or

  • Other student activities.

A CSA should not attempt to determine whether the activity was voluntary, whether everyone participated willingly, or whether the conduct meets the legal definition of hazing.

Report the behavior, location, people involved, organization or group, and any injury or safety concern known to the CSA.

For an immediate threat, serious injury, or ongoing hazing incident, call 9-1-1 and Campus Safety.

What Happens to a CSA Report?

Campus Safety and the College’s Clery compliance personnel review CSA and departmental incident reports to determine:

  • Whether immediate safety measures are needed;

  • Whether an Emergency Notification should be considered;

  • Whether the incident may represent a serious or continuing threat requiring consideration of a Timely Warning;

  • Whether the incident occurred within Clery geography;

  • How the incident should be classified;

  • Whether the incident must be included in the College’s crime statistics;

  • Whether the report duplicates information received from another source;

  • Whether the incident must be entered in the daily crime log;

  • Whether the reporting person should receive information about support or reporting options; and

  • Whether another College office should be notified.

A Clery report does not automatically result in a criminal investigation, student conduct proceeding, or Title IX process.

Published Clery crime statistics do not include the identities of victims, reporting persons, or accused individuals.

The Associate Dean of Students and Director of Emergency Management prepares the College’s Annual Campus Security and Fire Safety Report and submits the required annual crime statistics in cooperation with Campus Safety, applicable law-enforcement agencies, and other College departments.

Paper copies of the Annual Campus Security and Fire Safety Report are available at James House or upon request.

CSA Training

Individuals designated as CSAs must complete assigned CSA training and any required refresher training.

CSA training addresses:

  • The purpose of the Clery Act;

  • CSA responsibilities;

  • Reportable crime categories;

  • Hazing reporting requirements;

  • Hate-crime reporting;

  • Arrest and disciplinary-referral reporting;

  • Clery geography;

  • Timely Warnings and Emergency Notifications;

  • Responding supportively to a disclosure;

  • Privacy and confidentiality;

  • Departmental and CSA reporting procedures;

  • Completing the CSA Clery Crime Report Form; and

  • The relationship between Clery reporting, Campus Safety, Title IX, student conduct, law enforcement, and other College responsibilities.

Employees who believe their responsibilities may make them a CSA should contact the CSA training administrator.

Additional Information and Assistance

Questions about the Clery Act, CSA designation, reporting responsibilities, the CSA Clery Crime Report Form, or online training should be directed to:

Peter Berthiaume
Associate Dean of Students and Director of Emergency Management
Colby-Sawyer College
603-526-3791
pberthia@colby-sawyer.edu