**^Chapter^ 9 Special Considerations:**

**Policies Regarding Sex Offenses and Offenders**

What are the *Clery Act* requirements regarding policies and procedures
for sex offenses? As mentioned in Chapter 8, the *Clery Act* requires
you to provide policy statements regarding sex offenses and obtaining
access to information regarding registered sex offenders in the campus
community.

Sex Offenses

The FBI's National Incident-Based Reporting System (NIBRS) edition of
the *UCR* defines a sex offense in general as *any sexual act directed
against another person, forcibly and/or against that person's will; or
not forcibly or against the person's will where the victim is incapable
of giving consent*. (See Chapter 3 for definitions of forcible and
non-forcible sex offenses.)

The *Clery Act* requires you to include a statement about your
institution's sex offense policy, procedures and programs in your annual
security report. \[Sex offense policy statement cite 34 CFR
668.46(b)(11)\] Specifically, the regulation requires a statement of
policy regarding **the institution's campus sexual assault programs to
prevent sex offenses, and procedures to follow when a sex offense
occurs.** The statement *must* include:

a.  A description of educational programs to promote the awareness of
    rape, acquaintance rape and other forcible and non-forcible sex
    offenses. \[34 CFR 668.46(b)(11)(i)\]

These programs are required by Section 485(f) of the *Higher Education
Act*. We encourage your institution to contract with experts in the area
of sex offense education to provide training to students and staff. Such
experts include rape crisis intervention specialists, local law
enforcement officials and social services personnel.

b.  Procedures students should follow if a sex offense occurs,
    including: \[34 CFR 668.46(b)(11)(ii)\]

-   Procedures concerning who should be contacted;

-   The importance of preserving evidence for the proof of a criminal
    offense; and

-   To whom the alleged offense should be reported.

Note that the *Clery Act* does not mandate whom to contact or to whom
the offense should be reported. It requires only that your institution
include this information in the procedures. Be specific with regard to
this information. For example, if students are directed to a rape crisis
counselor for support and the campus police department for reporting
purposes, provide contact information. We encourage institutions to
consult law enforcement about what constitutes "preserving evidence."

c.  Information on a student's option to notify appropriate law
    enforcement authorities, including: \[34 CFR 668.46(b)(11)(iii)\]

-   On-campus and local police; and

-   A statement that institutional personnel *will* assist the student
    in notifying these authorities, if the student requests the
    assistance of these personnel.

    Provide information so that students know what notifying law
    enforcement authorities entails. Be specific about both campus and
    local police, as applicable. The statement that your institution
    will comply with a student's request for assistance in notifying
    authorities is mandatory.

d.  Notification to students of existing on- and off-campus counseling,
    mental health or other student services for victims of sex offenses.
    \[34 CFR 668.46(b)(11)(iv)\]

    Your statement should provide specific information identifying the
    appropriate available services for victims. Be sure to include both
    on- and off-campus services, as applicable. If there are no
    on-campus services or no off-campus services, state this.

e.  Notification to students that the institution *will* change a
    victim's academic and living situations after an alleged sex
    offense, and the options for those changes if those changes are
    requested by the victim and are reasonably available. \[34 CFR
    668.46(b)(11)(v)\]

    An institution is obligated to comply with a student's request for a
    living and/or academic situation change following an *alleged* sex
    offense. The options should be identified.

    These requirements allow an institution flexibility. For example, an
    institution could permit a victim to break a housing contract with
    the institution so that the student may seek off campus housing.
    But, it would not be reasonable to expect the institution to pay for
    the rental of a private apartment for the student.

f.  Procedures for campus disciplinary action in cases of an alleged sex
    offense, *including a clear statement that*: \[34 CFR 668.46
    (b)(11)(vi)(A)&(B)\]

    i\. The accuser and the accused are entitled to the same
    opportunities to have others present during a disciplinary
    proceeding; and

    ii\. Both the accuser and the accused must be informed of the
    outcome of any institutional disciplinary proceeding that is brought
    alleging a sex offense. Compliance with this paragraph does not
    constitute a violation of the *Family Educational Rights and Privacy
    Act* (FERPA). For the purpose of this paragraph, the outcome of a
    disciplinary proceeding means only the institution's final
    determination with respect to the alleged sex offense and any
    sanction that is imposed against the accused.

    Your statement regarding procedures for campus disciplinary action
    for alleged sex offenses must include both (i) and (ii). Add any
    other procedures as appropriate for your institution. The right to
    have others present and to be informed of the outcome apply to the
    institutional disciplinary proceedings, regardless of where the
    alleged sex offense occurred. Disclosure concerning the outcome of
    proceedings must be unconditional; a victim cannot be required to
    sign a nondisclosure agreement or to otherwise agree to a
    prohibition from discussing the case.

g.  Sanctions the institution may impose following a final determination
    of an institutional disciplinary proceeding regarding rape,
    acquaintance rape or other forcible or non-forcible sex offenses.
    \[34 CFR 668.46(b)(11)(viii)\]

> Note that this does not require you simply to state that sanctions may
> be imposed. You are required to list the sanctions.

It is very important that you understand that:

-   Simply stating the topic of a policy does not meet the requirements.
    All of the required components of a policy must be included in the
    policy statement.

-   For the most part, institutions have discretion in the wording of
    these statements and how the policies and procedures are put into
    practice.

-   It is imperative that an institution's policy statements accurately
    reflect what the institution does currently to prevent sex offenses,
    and the procedures that are followed when a sex offense occurs.

**Sample Policy Statement Addressing Sex Offenses**

**Sexual Assault Prevention and Response**

The University educates the student community about sexual assaults and
date rape through mandatory freshman orientations each fall. The Police
Department offers sexual assault education and information programs to
University students and employees upon request. Literature on date rape
education, risk reduction, and University response is available through
the Office of Housing and Residential Education.

If you are a victim of a sexual assault at this institution, your first
priority should be to get to a place of safety. You should then obtain
necessary medical treatment. The University Police Department strongly
advocates that a victim of sexual assault report the incident in a
timely manner. Time is a critical factor for evidence collection and
preservation. An assault should be reported directly to a University
officer and/or to a Housing and Residential Education representative.
Filing a police report with a University officer will not obligate the
victim to prosecute, nor will it subject the victim to scrutiny or
judgmental opinions from officers. Filing a police report will

**›** ensure that a victim of sexual assault receives the necessary
medical treatment and tests, at no expense to the victim

**›** provide the opportunity for collection of evidence helpful in
prosecution, which cannot be obtained later (ideally a victim of sexual
assault should not wash, douche, use the toilet, or change clothing
prior to a medical/legal exam)

**›** assure the victim has access to free confidential counseling from
counselors specifically trained in the area of sexual assault crisis
intervention.

When a sexual assault victim contacts the Police Department, the Metro
Police Sex Crimes Unit will be notified as well. A representative from
the Office of Housing and Residential Education will also be notified.
The victim of a sexual assault may choose for the investigation to be
pursued through the criminal justice system and the University Conduct
Council, or only the latter. A University representative from the Police
Department or the Office of Housing and Residential Education will guide
the victim through the available options and support the victim in his
or her decision. Various counseling options are available from the
University through the Student Health Center, the Women's Center,
University Ministries, Employee Assistance, and the Psychological and
Counseling Center. Counseling and support services outside the
University system can be obtained through the Rape and Sexual Abuse
Center and the Victim Intervention Program of the Metro Police
Department.

University disciplinary proceedings, as well as special guidelines for
cases involving sexual misconduct, are detailed in the *Student
Handbook*. The *Handbook* provides, in part, that the accused and the
victim will each be allowed to choose one person who has had no formal
legal training to accompany them throughout the hearing. Both the victim
and accused will be informed of the outcome of the hearing. A student
found guilty of violating the University sexual misconduct policy could
be criminally prosecuted in the state courts and may be suspended or
expelled from the University for the first offense. Student victims have
the option to change their academic and/or on-campus living situations
after an alleged sexual assault, if such changes are reasonably
available.

Advising the Campus Community\
About Sex Offenders

Upon release from prison, individuals convicted of sex crimes may be
required to register with law enforcement agencies (under laws referred
to as "Megan's Laws"). If registered sex offenders are enrolled at, or
employed at a postsecondary institution, the offenders must also provide
this information to the state. The information is then provided by the
state to campus police departments or to other law enforcement
authorities in the jurisdiction where the institution is located.

Your institution must provide a statement **advising the campus
community where law enforcement agency information provided by a state
concerning registered sex offenders may be obtained, such as the law
enforcement office of the institution, a local law enforcement agency
with jurisdiction for the campus, or a computer network address.** \[Sex
offender registration information cite 34 CFR 668.46(b)(12)\]

You should know that:

-   Institutions are not required to request this information from the
    state; rather, the state must provide this information to the campus
    police department or other law enforcement authorities in the
    school's jurisdiction.

-   Institutions are required to provide the campus community with
    information that would enable them to obtain this public information
    about registered sex offenders on campus. The intention of this
    requirement is to afford a campus community the same availability of
    information about registered sex offenders as they would have in
    their home communities under Megan's Law.

-   While institutions are required to inform the campus community where
    sex offender information can be *accessed*, the institution is not
    required to disseminate sex offender information throughout the
    community.

> How FERPA Affects This Policy

Nothing in FERPA prohibits an educational institution from disclosing
information about registered sex offenders. This includes the disclosure
of personally identifiable, nondirectory information without prior
written consent or other consent from the individual. Institutions also
have authority to disclose information about registered sex offenders
that may otherwise become available to educational institutions through
the operation of state sex offender registration and community
notification programs. However, state laws could limit disclosure of
such information. Institutions are advised to contact their state
authorities for guidance on this issue. \[FERPA guidance cite
1232g(b)(7)\]

If the state in which your institution is located does not currently
register sex offenders, or does not provide campus police or your local
law enforcement agencies with this information, a statement in your
annual security report should disclose this. However, you would be
required to advise the campus community about obtaining registered sex
offender information should the state provide it at a future date.

**Sample Policy Statement Addressing Sex Offender Registration\
(For Institutions Maintaining a List of Registered Sex Offenders
On-Site)**

**Sexual Offender Registration\
**The Campus Sex Crimes Prevention Act (CSCPA) of 2000 is a federal law
that provides for the tracking of convicted sex offenders enrolled at,
or employed by, institutions of higher education. The CSCPA is an
amendment to the Jacob Wetterling Crimes Against Children and Sexually
Violent Offender Act. The federal law requires state law enforcement
agencies (in Kansas, it is the Kansas Bureau of Investigation) to
provide Dodge City Community College with a list of registered sex
offenders who have indicated that they are either enrolled, employed or
carrying on a vocation at Dodge City Community College.

Dodge City Community College is required to inform the campus community
that a KBI registration list of sex offenders will be maintained and
available at two campus locations: the Office of Campus Safety and
Security in Shelden Hall and the Office of the Associate Dean of
Students, located room 103 of the Student Union.

In addition, a list of all registered sex offenders in Kansas is
available from the Kansas Bureau of Investigation at
<http://www.accesskansas.org/kbi/ro.htm>. Dodge City is located in Ford
County and the zip code is 67801.

The CSCPA further amends the Family Educational Rights and Privacy Act
of 1974 (FERPA) to clarify that nothing in the Act can prohibit an
educational institution from disclosing information provided to the
institution concerning registered sex offenders.

This statement is provided in compliance with the Campus Sex Crimes
Prevention Act of 2000 and the Kansas Offender Registration Act (KORA)
of 2003, KSA 22-4902.

**Sample Policy Statement Addressing Sex Offender Registration\
(For Institutions Providing an Electronic Link to Registered Sex
Offender Information Maintained by an Outside Law Enforcement Agency)**

In accordance to the \"Campus Sex Crimes Prevention Act\" of 2000, which
amends the Jacob Wetterling Crimes Against Children and Sexually Violent
Offender Registration Act, the Jeanne *Clery Act* and the Family
Educational Rights and Privacy Act of 1974, the Virginia Tech Police
Department is providing a link to the Virginia State Police Sex Offender
Registry.  This act requires institutions of higher education to issue a
statement advising the campus community where law enforcement
information provided by a State concerning registered sex offenders may
be obtained.  It also requires sex offenders already required to
register in a State to provide notice of each institution of higher
education in that State at which the person is employed, carries a
vocation, or is a student.  In the Commonwealth of Virginia, convicted
sex offenders must register with the Sex Offender and Crimes Against
Minors Registry maintained by the Department of State Police.  

 The Sex Offender and Crimes Against Minors Registry (SOR) for VIOLENT
SEX OFFENDERS is available via Internet pursuant to Section 19.2-390.1 ,
(D), of the [Code of Virginia]{.underline}. Registry information
provided under this section shall be used for the purposes of the
administration of criminal justice, screening of current or prospective
employees, volunteers or otherwise for the protection of the public in
general and children in particular. **Unlawful use of the information
for purposes of intimidating or harassing another is prohibited and
willful violation shall be punishable as a Class 1 misdemeanor.**

The Virginia State Police is responsible for maintaining this registry. 
Follow the link below to access the Virginia State Police website. 

<http://sex-offender.vsp.state.va.us/cool-ICE>

**^Chapter^ 10 Getting the Word Out:**

**Distributing the**

**Annual Security Report**

You have a lot of information and may be wondering, "Now what do I do
with this?" This chapter will walk you through the steps necessary to
help you comply with *Clery Act* regulations concerning the publication
and distribution of your annual security report.

Specifically, you must:

-   Meet the deadline;

-   Publish the annual security report;

-   Determine who gets the annual security report;

-   Distribute the report; and

-   Retain the records.

**When is the deadline?** The annual security report must be published
and distributed by Oct. 1 each year. This is a firm deadline. There is
no grace period. \[Distribution cite 34 CFR 668.41 (e)\]

**What should the publication look like?** Whether the report is
produced as a separate publication or as part of another publication, it
must be contained within a single document. It cannot be published in
sections or multiple volumes. For example, the report may be published
in a campus directory that is given to all students and employees,
provided the report appears in its entirety within that publication. It
is not necessary that the report be provided to both students and
employees in the same publication. If the report is posted on the
institution's Web site, it must be clearly identified in a single,
separate part of the site.

Remember that *Clery Act* requirements must be met individually for each
separate campus. An institution may publish a single document covering
all campuses as long as information and crime statistics that vary by
campus are clearly presented.

**Who gets the annual security report?** The report must be distributed
to all currently enrolled students (including those attending less than
full time and those not enrolled in Title IV programs or courses) and
all employees by Oct. 1 each year. The report must also be provided to
any prospective student or prospective employee upon request. A
prospective student is defined as *an individual who has contacted an
eligible institution requesting information about admission to that
institution.* A prospective employee is defined as *an individual who
has contacted an eligible institution requesting information concerning
employment with that institution.*

**How should the report be distributed?** The report must be distributed
to all current students and employees in one of two ways:

1.  Directly by publications and mailings. This may be accomplished by
    giving a copy directly to each individual or by direct mailing to
    each individual through:

-   the United States Postal Service;

-   Campus mail;

-   E-mail; or

-   A combination of these methods.

2.  Posting the annual security report on an Internet or intranet Web
    site that is reasonably accessible to currently enrolled students
    and to employees. This method may be used *only* if an individual
    notice about the annual security report is distributed by Oct. 1 to
    each student and employee. This notice should not be buried in
    another document where a student or employee may be unlikely to read
    it. The notice should include:

-   A statement of the report's availability.

-   A list and brief description of the information contained in the
    report.

-   The exact address (URL) of the Internet or intranet Web site at
    which the report is posted. This means that the institution must
    provide a direct link to the annual security report. It is not
    acceptable to give the URL for the institution's Web site.

    This does not mean that all of your *Clery Act*-related items must
    be located at this URL. You may provide links from this URL to such
    items as your crime log, additional annual security reports for your
    separate campuses, etc.

```{=html}
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-   A statement that the school will provide a paper copy of the annual
    security report upon request. This request does not have to be made
    in writing. An institution may not charge fees to individuals for
    copies of the annual security report. Therefore, the annual security
    report may not be included in any publication for which a fee is
    charged.

This sample notice may be used to inform students and employees of the
availability of the annual security report.

**Sample Notice of Availability of Annual Security Report**

A copy of \[name of institution's\] Annual Security Report. This report
includes statistics for the previous three years concerning reported
crimes that occurred on-campus; in certain off-campus buildings or
property owned or controlled by \[name of institution\]; and on public
property within, or immediately adjacent to and accessible from, the
campus. The report also includes institutional policies concerning
campus security, such as policies concerning sexual assault, and other
matters. You can obtain a copy of this report by contacting \[name of
office\] or by accessing the following web site \[address of web site\].

The report must also be made available to prospective students and
employees. Prospective students and prospective employees are to be
provided with a notice containing a statement of the report's
availability, a description of its contents and the opportunity to
request a copy. This notice may be provided to prospective students and
prospective employees along with other information the institution
provides to them.

If your institution solicits applications for a faculty or an
adminstrative position through an advertisement, the institution is
required to provide a notice of the availability of the annual security
report to those individuals it interviews. However, the institution is
not required to include notification in the job advertisement, nor is it
required to notify an individual to whom it simply sent a rejection
letter based on his or her unsolicited employment application.

If the institution chooses to provide its annual security report to
prospective students and prospective employees by posting the report on
an Internet site, the notice provided to each individual must include:

-   The exact URL where the report is posted;

-   A brief description of the report; and

-   A statement that the institution will provide a paper copy of the
    report upon request.

Note that an *intranet* site may not be used to make disclosures to
prospective students and employees.

Be sure to retain the annual security report and all supporting records
used in compiling the report for three years from the latest publication
of the report to which they apply. For example, the 2004 annual security
report contains statistics for 2001, 2002 and 2003. The 2001 statistics
and supporting records must be kept until Oct. 1, 2007---in effect,
seven years.

Records to be kept include, but are not limited to, copies of crime
reports; the daily crime logs; records for arrests and referrals for
disciplinary action; timely warning reports; documentation, such as
letters to and from local police having to do with *Clery Act*
compliance; letters to and from campus security authorities;
correspondence with ED regarding *Clery Act* compliance; and copies of
notices to students and employees about the availability of the annual
security report. Make sure all documentation is dated and is easily
retrievable.

**The annual security report is not sent to ED. However, your
institution is required to submit to ED the crime statistics that make
up the report via a Web-based data collection. (See Chapter 11 of this
handbook for detailed information.)**

Chapter **11 Submitting Crime Statistics to the**

**U.S. Department of**

**Education: Web-Based Data Collection**

The Campus Crime and Security at Postsecondary Education Institutions
Survey is conducted annually by the U.S. Department of Education's
Office of Postsecondary Education (OPE). This Web-based survey is used
to collect data on alleged criminal incidents reported by over 6,700
colleges, universities and institutions of higher education in the
United States. This information is posted on a public Web site for use
by higher education consumers.

Each year in the late summer, a letter and a certificate from the U.S.
Department of Education are sent to the institution's president or chief
executive officer. The letter explains this important *Clery Act*
requirement. The certificate contains the following information
necessary to access the Web site and enter data.

-   Institution's User ID---Typically, this ID consists of an uppercase
    letter plus an 8-digit number. For example: C21370001.

-   Institution's Password---This consists of six uppercase letters. For
    example: ABCDEF.

-   Web address---To access this survey, visit
    http:/surveys.ope.ed.gov/security.

-   Campus Crime Help Desk telephone number---\
    (800) 435--5985

-   Campus Crime e-mail address--- http://CampusSecurityHelp@Westat.com.

-   Data collection dates---Aug. \_\_ to Oct. \_\_ 200\_.

A new ID and password are issued each year.

How Do You Access the Web Site?

Login

Enter the URL http://surveys.ope.ed.gov/security into your browser. The
application works best with Internet Explorer but can be accessed using
other browsers as well. The screen shown below is the first screen you
will see. Click on [Click here for login]{.underline} to continue.

![](media/image1.jpeg){width="6.239583333333333in"
height="2.229861111111111in"}

At this screen, enter your User ID and Password from the certificate
mailed to the chief administrator of your institution. Both must be
entered in uppercase. When you are finished, click "Login."

![](media/image2.jpeg){width="6.516666666666667in"
height="2.0840277777777776in"}

Registration

The institution registration screen appears next.

-   Enter the name of the individual completing this survey. This is the
    person who will be contacted if any follow up is required.

-   Complete all fields.

-   Verify that the e-mail address is correct. It is the most efficient
    method of recontacting schools when necessary. Do not put a Web
    address in this field.

-   Click "Update."

-   You will see a message on your screen that reads "Your update was
    successful."

-   Click "Continue."

> ![](media/image3.jpeg){width="6.218055555555556in" height="4.4375in"}

Institution Identification

-   Complete this entire screen.

-   Correct any inaccurate information that can be changed. Only the
    institution name field will be "read only" and cannot be changed.

-   Click "Update."

-   You will see a message on your screen that reads "Your update was
    successful."

-   Click "Continue."

![](media/image4.jpeg){width="5.547916666666667in"
height="5.905555555555556in"}

*This page intentionally left blank.*

Screening Questions

The screening questions appear next.

Institutions are required to make a good-faith effort to obtain
statistics from local law enforcement agencies. Only statistics from
*Clery Act* geographic locations provided by the local jurisdiction
should be reported. If you have combined these statistics with your
institution's statistics, answer "Yes" to the second screening question.
If statistics are not available from local law enforcement, select the
"Not Available" option. If you answer "No" to the second screening
question, the local screens will appear for you to enter the statistics.
(At any time throughout the survey, click on the word "Instructions" for
more information.)

-   Click "Campus Crime."

-   Answer all three screening questions.

-   Upon completion, click "Next Screen."

![](media/image5.wmf){width="6.269444444444445in" height="3.28125in"}

Reporting Offenses

You are now ready to enter the criminal offenses for the required
geographic areas for your institution. Separate screens will appear for
on campus (on-campus residence halls), noncampus, and public property.

-   Enter the number of alleged criminal incidents that were reported
    during the preceding calendar year for each category. (Data for the
    two prior years will be preloaded for you.)

-   Refer to Chapter 3 for the definitions of the various crimes.

-   Click on the crime (e.g., Burglary) if you would like the definition
    to appear on your screen.

-   If there are no offenses for a reporting category, enter zero (0)
    for that category. Do not leave the category blank.

-   The caveat is an optional field that allows you to provide
    additional information about the data that are reported. Because
    these data will be made available on the OPE Web site and will
    provide much needed consumer information, institutions are urged to
    provide text describing special conditions and other information
    needed to fully explain the meaning of the reported data. For
    example, an increase in the number of crimes can be explained in
    part by an even greater increase in the number of students.
    Institutions can also report reductions in the rate of crime in the
    caveat.

-   At any time, you can click on the word "Instructions" located in the
    upper right hand corner of the screen for more information.

![](media/image6.jpeg){width="6.434027777777778in"
height="3.6777777777777776in"}

Residence Hall statistics are a subset of on-campus statistics;
therefore, the numbers must be equal to or less than the numbers for on
campus.

Hate Crimes

Your institution is required to disclose data in your annual security
report on hate crimes by category of prejudice. For purposes of this
data collection, only the total number of hate crimes is required.

![](media/image7.wmf){width="6.230555555555555in"
height="4.168055555555555in"}

Arrests

Enter statistics for arrests for liquor and drug law violations and
illegal weapons possession by geographic area. A separate screen is
provided for each area.

![](media/image8.jpeg){width="6.386111111111111in"
height="2.1777777777777776in"}

Referrals for Disciplinary Action

Enter statistics for referrals for liquor and drug law violations and
illegal weapons possession. If the disciplinary action or judicial
referral is the result of an arrest, please do not double count the
offense. Count the violation as one arrest.

![](media/image9.jpeg){width="6.509027777777778in"
height="2.4590277777777776in"}

Local Screens

Contacting the local police to request crime statistics is required. The
local police may:

-   Offer statistics that may be added to your own statistics for on
    campus, noncampus and public property. (If this is the case, you
    will have answered "Yes" to the second screening question, and the
    "Local" screens will not appear.)

-   Respond that they are not able to supply statistics for the
    particular geographic areas requested. (If this is the case, you
    will have answered "Not Available" to the second screening question,
    and the "Local" screens will never appear.)

-   Respond that they have statistics for the areas requested, but they
    are unable to pinpoint the exact location. (If this is the case, you
    will have answered "No" to the second screening question, and the
    "Local" screens will appear for you to enter these statistics.)

The local screens do not require a geographic breakdown and do not take
the place of your own public property screens.

![](media/image10.jpeg){width="6.272222222222222in"
height="3.792361111111111in"}

Finishing the Survey

The following steps need to be taken to complete your survey.

Editing Reports

Once you have entered all of your data, you are ready to run the edits.

-   Click on "Perform Edits."

-   If there are no errors, the "Lock" link will appear and it will be
    underlined so that you may proceed with locking your survey.

-   If there are errors identified, you must correct the errors before
    you can proceed. The icons below describe the errors and how to
    correct them.

Icon Description

![](media/image11.png){width="0.24861111111111112in"
height="0.24861111111111112in"} **Fatal error---must fix.** This icon
will appear next to an unacceptable entry or non-entry. It must be fixed
to allow you to continue and complete the survey.

![](media/image12.png){width="0.24861111111111112in"
height="0.24861111111111112in"} **Confirm or explain.** If there is an
entry identified as a mistake or a typo, this yellow icon will appear.
Click on the icon and a box will appear in the upper left-hand corner of
your screen. Enter your explanation in this box.

![](media/image13.png){width="0.26944444444444443in"
height="0.26944444444444443in"} **Edit explanation.** This is the symbol
that appears after you have clicked on the yellow icon above and had
your explanation accepted.

None of these icons appear anywhere other than on the screen you see to
help you make the necessary corrections or to provide the necessary
explanations. Neither the icon nor your explanation will appear on the
public Web site. (See the example of an explanation box on the next
page.)

**Error Description**

+-----------------------------------------------------------------------+
| **For further assistance, please contact the Campus Crime and         |
| Security Survey HELP Desk at 1-800-435-5985.**                        |
+-----------------------------------------------------------------------+
| **Error Description**                                                 |
+-----------------------------------------------------------------------+
| The number entered, 23, is not within the expected range.\            |
| Please explain or fix.                                                |
|                                                                       |
| Explanation:                                                          |
|                                                                       |
| Verified:                                                             |
|                                                                       |
| Close                                                                 |
+-----------------------------------------------------------------------+

This is the type of box that appears in the upper left-hand corner of
your screen when you click on the yellow icons. Write your explanations
here---not in the caveat boxes. When you are done, click on "Refresh" to
save your explanation.

+-----------------------------------------------------------------------+
| +------------------------------------------------------------------+  |
| | **Surveys**                                                      |  |
| +------------------------------------------------------------------+  |
| |                                                                  |  |
| +------------------------------------------------------------------+  |
| | -   Listed in the table below are the surveys for this           |  |
| |     institution, the status of each survey, and any currently    |  |
| |     available options                                            |  |
| |                                                                  |  |
| | -   The institution identification must be completed before all  |  |
| |     applicable surveys will show in the table.                   |  |
| +------------------------------------------------------------------+  |
| | +-----------------+-----------------+-----------------------+    |  |
| | | **Campus :**    |                 |                       |    |  |
| | +-----------------+-----------------+-----------------------+    |  |
| | |                 |                 |                       |    |  |
| | |                 |                 |                       |    |  |
| | | Top of Form     |                 |                       |    |  |
| | +-----------------+-----------------+-----------------------+    |  |
| | | Survey          | Status          | Options               |    |  |
| | +-----------------+-----------------+-----------------------+    |  |
| | | [Institution    | \--             | \--                   |    |  |
| | | Ide             |                 |                       |    |  |
| | | ntification](ja |                 |                       |    |  |
| | | vascript:formPo |                 |                       |    |  |
| | | st_ident('Updat |                 |                       |    |  |
| | | e','19841901')) |                 |                       |    |  |
| | +-----------------+-----------------+-----------------------+    |  |
| | | [Campus         | Has Data (0/1   |   [Perform            |    |  |
| | | Crime](         | locks)          | Edits]{.underline}    |    |  |
| | | javascript:form |                 | [Edit                 |    |  |
| | | Post('screen.as |                 | Report](javascript:fo |    |  |
| | | p','V',1,'10')) |                 | rmPost_edit('1'))   [ |    |  |
| | |                 |                 | Print](javascript:for |    |  |
| | |                 |                 | mPost_print('1','d')) |    |  |
| | |                 |                 |                       |    |  |
| | |                 |                 | Bottom of Form        |    |  |
| | +-----------------+-----------------+-----------------------+    |  |
| +------------------------------------------------------------------+  |
+-----------------------------------------------------------------------+

Lock Your File

After the edits have been completed and there are no errors, you are
ready to lock your file. This information will be transmitted to us.

-   Click "Lock," which is now underlined.

-   Click "Continue with locking."

-   Click "Continue." This screen tells you the survey has been
    successfully locked.

Once locked, survey data can no longer be edited or changed. You must
contact the Help Desk if you need to make changes. If an institution has
multiple campuses, each campus must be locked individually.

![](media/image14.jpeg){width="6.092361111111111in"
height="2.2506944444444446in"}

Print Your File

This is the screen you will see when your survey is locked. It will read
"Complete 1/1."

Using the "Print" link, make a copy for your files.

![](media/image15.jpeg){width="6.304166666666666in" height="1.34375in"}

Tools

Using the "Campus Maintenance" function, you can add additional
campuses. An additional campus must meet the definition of a separate
campus. (See Chapter 2 for the definition of a separate campus.)

You also may request up to six additional users and passwords. Click on
"Additional Users/Passwords" to make a request.

If changes need to be made on the "Registration" screen, use the
"Registration" link included here.

![](media/image16.jpeg){width="6.220138888888889in"
height="1.4479166666666667in"}

Campuses cannot be deleted by users. This is an administrative function,
and you must call the Help Desk for assistance.

![](media/image17.jpeg){width="6.271527777777778in"
height="3.7708333333333335in"}

By going to "Help," you can access all of the links available to assist
you in finding the answers to any questions you may have.

![](media/image18.jpeg){width="6.324305555555555in"
height="1.7916666666666667in"}

Under "Reports" you can print out blank forms to assist you in
completing the survey.

You can also use "Print All Forms" on the "Login" screen to print blank
screens.

When you have completed your data entry and have locked your survey, you
can print the completed survey by selecting "Survey Forms (data)" from
the "Reports" menu. You can also select the "Print" link on the Survey
Screen.

![](media/image19.jpeg){width="6.246527777777778in"
height="1.426388888888889in"}