Incident Reports: Clery Act

• Fire Safety Report
• Hazing Transparency Report
• Troubleshooting (Clery reports)

Fire Safety Report

This article outlines the setup and use of compliance and reporting features designed to be fully congruent with "The Jeanne Clery Campus Safety Act, at 20 U.S.C. § 1092(f)" The primary purpose of these tools is to allow institutions to map existing local incident codes and campus buildings into broader federal reporting classifications without complicating standard data entry. This guide is intended for OPSCOM administrators.

Setup & Configuration

The configuration of these compliance features requires mapping your campus geography and incident categories using the administrative portal.

Location Types Configuration

Location types allow you to classify campus locations according to Clery Act geography requirements (e.g., On-Campus, Public Property, Non-campus, etc.). This is also critical for Fire Safety Report, which groups data by building. Your installation may already have location data, all modules use the same list.

1. Hover over System Configuration, Manage Locations.

2. Review the default classifications provided by the system.

3. Click the Edit icon to rename a type, or click Add New to create a custom classification.

4. Click the Archive button to hide a classification you do not need. Archiving removes it from dropdowns without deleting historical data.

5. Hover over Locations and click Locations List.

6. Click the Edit icon next to a specific building or location.

7. Click the Location Type drop-down menu and choose the appropriate classification for that building.

If no location type exists for a particular location, it will not display on the Fire Safety Report or the Annual Crime Statistics Report. Sub-locations will automatically have the same location type of the main location.

Category Types Configuration

Category types group your specific incident categories into broader regulatory buckets (usually defined by legal statutes). Your installation may already cover your needs, you can check the category types and edit them by doing the following;

• Hover over System Configuration, Incidents, and click Categories.
  
• Customize the default list by adding, editing, or archiving types to match your reporting framework.
  • You can also configure sub categories by clicking the "Sub" icon, next to each category

You can make an incident category eligible for the Fire Safety Report by checking that box when editing the category. Once you click save, any new incident created with the category you checked the box for, will include the Fire Safety form at the bottom.

Ensure the appropriate form checkboxes are enabled for each incident category you wish to use them with. Disabling a form for a specific incident type will make it unavailable when generating reports.

Using this Feature

Create a new incident and select the category you enabled the "Fire form" for, as well as a subcategory.

1. Scroll down the incident edit page to view the supplemental form if the chosen category triggers the Fire Safety form.

2. Enter the required data, including the cause of the fire, number of injuries, number of deaths, and value of property damage.

3. Save the incident to log the compliance data.

Generating Compliance Reports

Once an incident exists with a Fire Safety form filled out, that information is submitted to the Fire Safety Report.

• Hover over Incidents, Reports, and click on the Fire Safety Report to view fire statistics grouped by building, based on a selected date range.
  

• Click the Export to Excel button on either report screen to download the formatted data.

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Best Practices & Considerations

• Always ensure every active location is assigned a Location Type. If an incident occurs at a location missing this metadata, it will not properly map to your Clery geography or the Fire Safety Report.

• Categories lacking a Category Type will still report. If you flag a category for reporting but forget to assign a Category Type, the system will group those incidents under an "Uncategorized" header to ensure data is never silently dropped.

• Reports feature zero-count transparency. Every configured crime type or location will always show a row on your reports, even if the count is zero.

• Color shading in reports indicates volume. When reviewing the Annual Crime Statistics Report, pay attention to the red shading in the cells; darker red visually highlights problem areas relative to the highest single count in your dataset.

• Tip: If a specific crime type is missing from your Annual Crime Statistics report, immediately check that both the Include in Reports switch on the Category and the Reporting switch on the Sub-Category are enabled.

Hazing Transparency Report

This article outlines the setup and use of compliance and reporting features designed to be fully congruent with "The Jeanne Clery Campus Safety Act, at 20 U.S.C. § 1092(f)" The primary purpose of these tools is to allow institutions to map existing local incident codes and campus buildings into broader federal reporting classifications without complicating standard data entry. This guide is intended for OPSCOM administrators.

Setup & Configuration

The configuration of these compliance features requires mapping your campus geography and incident categories using the administrative portal.

Location Types Configuration

Location types allow you to classify campus locations according to Clery Act, or other regulatory geography requirements (e.g., On-Campus, Public Property, Non-campus, etc.). This is also critical for the Hazing Transparency report, which groups data by location. Your installation may already have location data, all modules use the same list.

1. Hover over System Configuration, Manage Locations.

2. Review the default classifications provided by the system.

3. Click the Edit icon to rename a type, or click Add New to create a custom classification.

4. Click the Archive button to hide a classification you do not need. Archiving removes it from dropdowns without deleting historical data.

5. Hover over Locations and click Locations List.

6. Click the Edit icon next to a specific building or location.

7. Click the Location Type drop-down menu and choose the appropriate classification for that building.

If no location type exists for a particular location, it will not display on the Hazing Transparency report or the Annual Crime Statistics Report. Sub-locations will automatically have the same location type of the main location.

Category Types Configuration

Category types group your specific incident categories into broader regulatory buckets (usually defined by legal statutes). Your installation may already cover your needs, you can check the category types and edit them by doing the following;

• Hover over System Configuration, Incidents, and click Categories.
  
• Customize the default list by adding, editing, or archiving types to match your reporting framework.
  • You can also configure sub categories by clicking the "Sub" icon, next to each category

You can make an incident category eligible for the Hazing Transparency report by checking that box when editing the incident category. Once you click save, any new incident created with the category you checked the box for, will include the Hazing Transparency form at the bottom.

Ensure the appropriate form checkboxes are enabled for each incident category you wish to use them with. Disabling a form for a specific incident type will make it unavailable when generating reports.

Using this Feature

Create a new incident and select the category you enabled the Hazing Transparency form for, as well as a subcategory.

1. Scroll down the incident edit page to view the supplemental form if the chosen category triggers the Hazing Transparency form.

2. Enter the required data, including the Student organization(s) involved in the hazing incident, relevant dates, and Description of the hazing incident. 

3. Save the incident to log the compliance data.

Generating Compliance Reports

Once an incident exists with a Hazing Transparency form filled out, that information is submitted to the Hazing Transparency report. To view this report, do the following;

• Hover over Incidents, Reports, and click on the Hazing Transparency Report to view university Hazing statistics grouped by building, based on a selected date range.
  

• Click the Export to Excel button on either report screen to download the formatted data.

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Best Practices & Considerations

• Always ensure every active location is assigned a Location Type. If an incident occurs at a location missing this metadata, it will not properly map to your Clery geography or the Hazing Transparency Report.

• Categories lacking a Category Type will still report. If you flag a category for reporting but forget to assign a Category Type, the system will group those incidents under an "Uncategorized" header to ensure data is never silently dropped.

• Reports feature zero-count transparency. Every configured crime type or location will always show a row on your reports, even if the count is zero.

• Color shading in reports indicates volume. When reviewing the Annual Crime Statistics Report, pay attention to the red shading in the cells; darker red visually highlights problem areas relative to the highest single count in your dataset.

• Tip: If a specific crime type is missing from your Annual Crime Statistics report, immediately check that both the Include in Reports switch on the Category and the Reporting switch on the Sub-Category are enabled.

Troubleshooting (Clery reports)

This article provides OPSCOM administrators with a quick troubleshooting checklist to diagnose and resolve common reporting and form configuration issues following the Clery Act documentation features. It helps administrators efficiently identify misconfigured locations, missing reporting switches, and unassigned categories across the system.

Setup and Configuration

To ensure compliance and accurate reporting, make sure that initial configurations are properly mapped within the admin console before generating reports. You can find the documentation to follow for specific reports under these wiki pages:

• Fire Safety Report
• Hazing Transparency Report

Always verify your category settings and reporting switches after making system updates. Regularly auditing your configurations prevents missing data in critical reports and ensures forms trigger correctly during incident logging.

Troubleshooting Issues

Review the scenarios and step-by-step resolution paths below to resolve common display and reporting errors within the application.

• Fires or crimes not showing up correctly on a report: Check that the building has a Location Type assigned. Buildings lacking a defined location type may be omitted from specific safety or statutory reports. Navigate to the location settings, verify the designated classification, and ensure a valid Location Type is selected.

• A crime type is missing from the Annual Crime Statistics report: Check both Reporting switches for that Category and Sub-Category. If either switch is toggled off, the data will be filtered out of annual summaries. Open the category configuration menu, locate the reporting toggles, and enable both settings.

• A crime type is showing up under Uncategorized: Assign that Category a Category Type on its edit form. Incidents or crimes missing explicit categorization fallback to a generic classification. Access the category's edit page via the management console and choose an appropriate Category Type from the available options.

• The Hazing or Fire form is not appearing on an incident: Check the Category's Trigger Hazing Form or Trigger Fire Form switch. If these toggles are disabled, the dynamic sub-forms will not render when an administrator logs a qualifying incident. Update the category configuration to enable the corresponding trigger switch.

• An organization is missing from the hazing form dropdown: Check that the organization has not been archived. Archived groups are automatically filtered out of active form selections. Locate the organization profile in the administrative directory and restore its status if it should remain active.

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Best Practices and Considerations

• Standardize Naming Conventions: Keep categories, sub-categories, and location types clearly labeled to prevent configuration oversights during audits.

• Conduct Periodic Audits: Routinely review your incident categories and reporting switches ahead of compliance deadlines to ensure all fields map accurately to required outputs.