CLERY CAMPUS SECURITY AUTHORITY (CSA) TRAVEL REPORT FORM
Anyone taking students on trips to off campus locations are required to complete a Clery Act travel report form if the travel meets the following guidelines from the Department of Education.
Field trips: You are not required to include statistics for crimes that occur on field trips at locations your institution does not own or control.
- Overnight, school-sponsored trips: If your institution sponsors students on an overnight trip, for example to see a play, and they rent motel rooms, you don’t have to include crimes that occur in those rooms in your Clery Act statistics because the motel rooms don’t meet the frequently-used-by-students criterion.
- Repeated use of a location for school-sponsored trips: If your institution sponsors students on an overnight trip every year and the students stay in the same hotel each year, you must include portions of the hotel in your noncampus geography. For example, students in the debate club take a trip to Washington, D.C. and stay at the same hotel every year. You must include in your statistics any crimes that occur in the rooms used by your students and any common areas used to access the rooms (lobby, elevators, etc.) for the times and dates specified in the rental agreement. Note that what matters here is repeated use of a location that is owned or controlled by the institution, not the number of days it is used or whether it is used by the same students or different students.
- Short-stay “away” trips: If your institution sponsors short-stay “away” trips of more than one night for its students, all locations used by students during the trip, controlled by the institution during the trip and used to support educational purposes should be treated as noncampus property. Note: The Department of Education has advised that renting a motel room for the above purpose is a contract and should be reported. An example is a three-week marine biology study trip to Florida. Any classroom or housing space specified in the agreement between the institution and a third-party providing the space would be noncampus property. If your institution has entered into a written agreement with a third-party contractor to arrange housing and/or classroom space for a school-sponsored trip or study program (either domestic or foreign), it is assumed that the contractor is operating on behalf of the school as the school’s agent, putting the institution in control of this space.
However, if your institution (or a contracted third party) does not have an agreement for the space used, your institution is not in control of the space and you are not required to count it. For example, there are some situations, such as sports tournaments, for which the host institution makes all of the housing arrangements for visiting students. In these situations, the visiting institutions do not have a written agreement for the use of space and are not required to disclose crime statistics for the housing in which their students are located. However, the host institution would be responsible for disclosing crime statistics for the housing since they hold the agreement for the housing. Note: The Department of Education has
- Study abroad programs: If your institution sends students to study abroad at a location or facility that you don’t own or control, you don’t have to include statistics for crimes that occur in those facilities. However, if your institution rents or leases space for your students in a hotel or student housing facility, you are in control of that space for the time period covered by your agreement. Host family situations do not normally qualify as noncampus locations unless your written agreement with the family gives your school some significant control over space in the family home. NOTE: Statistics for overseas branch campuses are collected by the University Police directly from law enforcement agencies in those countries.
Bold italics notes above are not found in the Clery Handbook, but are included to clarify.
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