EIU Office of Internal Auditing

#156.2 - Clery Act Reporting

Approved: May 28, 2024

Monitor: Vice President for Student Affairs

Eastern Illinois University is committed to campus safety. The Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act (hereinafter “Clery” or “Clery Act”) is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. The U.S. Department of Education conducts reviews to evaluate an institution’s compliance with the Clery Act requirements. Access to Clery reviews are available at the Federal Student Aid website.

Responsibilities

Eastern Illinois University has established the Campus Clery Committee to oversee compliance with the Clery Act. A separate committee oversees compliance with the State of Illinois Campus Security Enhancement Act, the Higher Education Opportunity Act of 2008 and Violence Against Women Act.

Prevention and awareness programs on dating violence, domestic violence, sexual assault, and stalking is offered to new and current students and employees on an introductory and ongoing basis in a format and schedule determined by the Campus Clery Committee.

The Director of Public Safety is the official responsible for managing and coordinating Clery compliance at the university. The Director of Public Safety will serve as the chair of the Campus Clery Committee.

The University Police Chief is responsible for maintaining the Daily Crime Log, issuing timely warnings when a Clery crime occurs within Clery geography and poses a serious or ongoing threat, and publishing the Annual Security Report, Clery Map, Daily Crime Log, and Daily Fire Log (Director of Environmental Health and Safety Responsibilities) to the University Police Department website. Additionally, the University Police Chief will undergo annual Clery Act training and is responsible for ensuring Clery Act trainings and the Incident Report Form are up-to-date for CSAs, students, faculty and staff. For more information regarding how Eastern alerts students, parents, faculty and staff about emergencies, please refer to the Emergency Notification section below.

The Director of Environmental Health and Safety is responsible for maintaining the Daily Fire Log.

Human Resources Department will be responsible for updating the CSA list and ensuring CSA responsibilities and training requirements are added to the applicable employee onboarding processes, resources, and records.

Emergency Notification

Eastern Illinois University has established five means of communication with which to notify the campus community in the event of an emergency situation. Eastern will provide a timely warning via the following systems for emergency notification:

1. Alert EIU, a text-messaging system that alerts subscribers, via their cell phones, to emergency situations, including when a Clery crime occurs within Clery geography and poses a serious or ongoing threat. For more information about Alert EIU, including registration (enrollment) for parents, please visit the Alert EIU webpage.
2. A siren/public address system will sound a pulse tone, followed by a public address message, if need. The pulse tone notifies all students, faculty and staff to check their EIU-assigned email and/or Eastern's website for important information.
3. An email message to all students, faculty and staff will provide information about the emergency.
4. A "phone tree" will help notify key individuals in departments/programs on campus; they, in turn, will post this emergency information in accessible locations (where possible) for general public awareness.
5. Information will be available via local media.

All systems of emergency notification are tested regularly. The campus emergency sire/public address system is tested on the first Tuesday of every month first at 10 a.m. by the Coles County Emergency Services severe weather service and again at 10:30 a.m. by the Alert EIU system.

How to Report a Crime or Emergency

Campus safety depends upon the prompt reporting of criminal actions and other emergencies occurring on or within EIU’s Clery geography. EIU encourages all members of the EIU community to report all crimes and emergencies occurring on campus to the EIU Department of Police.

An individual may report a Clery crime occurring at the EIU campus.

• Reporting to Police Agencies - Individuals are encouraged to report all crimes accurately and promptly to the EIU Police or the appropriate police agency, including when the victim elects to, or is unable to, make such a report.
• Reporting to CSA - Individuals are encouraged to report all crimes to a CSA. The list of CSA positions is available online.
• Emergency Phones - Emergency phones are located throughout campus to aid in the case of a perceived or real threat/emergency. Emergency phones are located in tall blue towers and are easily identifiable by the ever lit blue light. A push of the button activates the phone and causes the blue light to flash. A dispatcher will answer and if police, fire, or medical authorities are needed. Regardless of it there is a voice answer, an EIU UPD officer is dispatched immediately to the activated phone. These phones are for emergency use only and prank activation will result in prosecution of the offender. For locations and map, see the Emergency Phones webpage.

Incident Report Form

Campus Security Authorities are encouraged to report all crimes to the University Police Department. Incidents can be reported here: Eastern Illinois University :: Dean of Students - index , select the "Submit a Report" tab.

Relevant terms are defined as follows:

• Campus: Any building or property owned or controlled by EIU within the same reasonably contiguous geographic area and used by EIU in direct support of, or in a manner related to, EIU’s educational purposes, including residence halls; and any building or property that is within or reasonably contiguous to the area identified above, that is owned by EIU but controlled by another person, is frequently used by students, and supports EIU purposes (such as a food or other retail vendor).
• Campus Clery Committee: A committee composed of various individuals with Clery-related responsibilities who meet throughout the calendar year to discuss Clery-related matters. The Director of Public Safety chairs the committee. University Police Chief, Vice President for Student Affairs, Dean of Students, Director of Environmental Health & Safety, Director of Athletics, Director of Human Resources, OCR, Associate Director of Residence Life.
• Campus Security Authority (CSA): A term defined by the Clery Act and designated by the Director of Public Safety for individuals or organizations that are required to report in a timely manner suspected or actual Clery crimes they witness or become aware of that occurred on or within the university's Clery geography.
• Clery Act: The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, signed in 1990, is a federal statute codified at 20 U.S.C. § 1092 (f), with implementing regulations in the U.S. Code of Federal Regulations at 34 CFR 668.46.
• Clery Crimes: The following four categories of crimes:
• Primary crimes, which includes murder, nonnegligent manslaughter, manslaughter by negligence, rape, fondling, incest, statutory rape, robbery, aggravated assault, burglary, motor vehicle theft and arson;
• Arrests and referrals for disciplinary actions, which includes arrests for liquor law violations, drug law violations, and illegal weapons possession, and also persons who were not arrested but were referred for campus disciplinary action for liquor law violations, drug law violations and illegal weapons possession;
• Hate crimes, which include all primary crimes, larceny-theft, simple assault, intimidation and destruction/damage/vandalism of property, which were determined to be hate crimes;
• Dating violence, domestic violence and stalking.
• Clery Geography: Clery geography includes:
• Buildings and property that are part of the EIU campus
• EIU non campus buildings and property
• Public property within or immediately adjacent to and accessible from the campus
• Daily Crime Log: A written log of crimes that occurred daily within the university's Clery geography and EIU Department of Police and Public Safety's patrol jurisdiction.
• Daily Fire Log: a written and easily understood record of any fire that occurred in an on-campus student housing facility. The log must include the nature, date, time, and general location of each fire. Fires must be recorded in the log within two business days. Institutions must make the fire log for the most recent 60-day period open to public inspection, and any portion of the log older than 60 days available within two business days of a request for public inspection.
• Director of Public Safety: The official responsible for managing and coordinating Clery compliance at the university.
• Emergency Notification: An announcement called an “EIU Alert” to inform the campus community of a significant emergency or dangerous situation occurring on the campus involving an immediate threat to the health or safety of students or employees.
• Non-campus building or property: Any building or property owned or controlled by a student organization that is officially recognized by EIU; or any building or property owned or controlled by EIU that is used in direct support of, or in relation to, EIU's educational purposes, is frequently used by students and is not within the same reasonably contiguous geographic area of EIU.
• Public property: All public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the campus, or immediately adjacent to and accessible from the campus.
• Timely Warning: An announcement called a "Safety Warning" to inform the campus community of Clery crimes occurring on or within the university's Clery geography, which pose a serious or continuing threat to students and employees.