SafeGrounds was designed to assist with the documentation, reporting, and compliance with the requirements of the Clery Act, in the following ways:

Involved Parties Case Types are now associated with individual Involved Parties (rather than just the case) in order to more effectively identify how each party is involved in an incident. This also assists us in identifying how many individuals may have committed a Clery Crime, and how many times to count each crime for reporting purposes.

Case Type(s) All Clery Crimes have been added as distinct Case Types. Make sure you familiarize yourself with the definitions of these crimes, and select the most accurate Case Type(s) for each Involved Party when entering or reviewing a report. Additionally, the Clery case type should be added to incidents that need to be reviewed for Clery count. The Clery case type is added automatically to incidents that come into SafeGrounds through Just Report It.

Attributes In addition to University and ODOS response practices around Bias-motivated incidents, hate crimes are also reportable under the Clery Act. Attributes assist in effectively identifying these crimes for both response and data collection/reporting.

Notifications SafeGrounds sends email notifications to identified users based on both selected Case Type(s) and Attribute(s). The Clery Compliance Coordinator will now be notified by email when certain Clery Crimes are selected by the user entering or reviewing a case. This will assist in conducting Clery crime review and Timely Warning Analysis (see below) in a timelier manner, but remember, it is still your obligation to call Gabe Gates in the case of all reports of violent Clery crimes if you are on call!

Clery Review On a regular basis, staff from the central ODOS office will review all cases and conduct an initial Clery review, to determine whether the reported incident/concern is a Clery Crime, which must be reported under Clery Act compliance requirements. ODOS staff members will make sure that the correct Case Type(s) and Attribute(s) are selected, Involved Parties are correctly listed, and that location is correctly selected (including Indoor/Outdoor). The Dean on Call will not be responsible for completing Clery Review, but will know when it is complete because the box under Steps to Complete (circled below) will be checked green.

The Clery Case Type/Classification is automatically added to the following case types:

  • Clery (Clery)

  • Sexual Assault (PC)

  • Sexual Exploitation (PC)

  • Intimate Partner Violence (PC)

  • Stalking (PC)

  • Sexual or Gender-Based Harassment (PC)

  • Retaliation (PC)

  • Complicity (PC)

  • Hazing (Hazing)

  • Theft (NonPC)

  • Burglary (NonPC)

  • Motor Vehicle Theft (NonPC)

  • Disorderly Conduct (NonPC)

  • Property Damage (NonPC)

  • Homicide (NonPC)

  • Arson (NonPC)

  • Illegal Weapons Possession (NonPC)

  • Physical Assault (NonPC)

  • Aggravated Assault (NonPC)

  • Harassing/Threatening Behavior (NonPC)

  • Disclosed Substance Use Concern (NonPC)

  • Student Death (NonPC)

  • Illness/Injury (NonPC)

  • UAP Arrest or Referral

  • DIP Arrest or Referral (NonPC)

  • DUI Arrest or Referral (NonPC)

  • Fake ID Arrest or Referral (NonPC)

  • Alcohol Illness Transport or No Transport (NonPC)

  • Drug Possession Arrest or Referral (NonPC)

  • Drug Distribution Arrest or Referral (NonPC)

  • Other (NonPC)

  • Just Report It (JRI)

  • Physical Attack (TAT)

  • IPV/Dating Violence (TAT)

  • Communicating Threats (TAT)

  • Stalking/Unwanted Pursuit (TAT)

  • Property Damage (TAT)

  • Weapons Involvement (TAT)

  • Aggressive Acts (TAT)

  • Harassment (TAT)

Clery Assessment/Timely Warning Analysis After Clery Review has been completed, a Clery Compliance staff member will complete a full Clery Assessment, which will officially determine whether an incident must be counted in the University's Annual Security Report. If an incident is being evaluated for a Timely Warning to the University Community, the Timely Warning Analysis Matrix will be completed by Gabe Gates. Dean on Call staff will not have the ability to edit or complete Clery Assessment, but will know that it has been completed because the box under Steps to Complete (circled below) will be checked green. Deans can view the Clery Assessment and/or Timely Warning Analysis by clicking on the Clery Assessment tab of the Case Menu (see arrow below). The Clery Compliance staff will conduct this review on a regular basis, but remember, it is still your obligation to call Gabe Gates in the case of all reports of violent Clery crimes if you are on call so that a Timely Warning Analysis can take place immediately!