Every year, colleges and universities across the U.S. must meet a critical federal deadline: October 1. By this date, institutions must publish and distribute their Annual Security Report (ASR) to remain in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act — better known as the Clery Act.
Missing the mark doesn’t just risk fines of up to $69,733 per violation; it can damage your institution’s reputation, reduce trust among students and parents, and jeopardize federal funding.
Whether you’re a Clery Coordinator, campus police chief, or compliance officer, this checklist will help ensure your campus is ready and fully compliant.
1. Review & Update Your ASR
The Annual Security Report (ASR) is the heart of your Clery compliance efforts.
- Include crime statistics for the past three calendar years.
- Ensure all required policy statements are current — covering crime reporting, safety procedures, sexual assault prevention, and drug/alcohol policies.
- Verify that every crime is correctly classified under Clery crime categories.
Tip: Start your ASR update in early summer to allow time for reviews and approvals during the fall rush.
2. Keep a Complete & Accessible Crime Log
Clery regulations require a public daily crime log that displays the most recent 60 days of incidents.
If someone requests older records, your institution must provide them within two business days. These logs must be retained for a full seven years, making accurate recordkeeping essential.
While many higher education public safety agencies now use digital logs for convenience, physical versions are still acceptable — provided they’re easy for the public to access and review.
3. Update Policies for 2025 Changes
This year, the Stop Campus Hazing Act (SCHA) introduced new Clery reporting requirements.
- Hazing incidents are now classified as reportable offenses.
- Institutions must include hazing prevention policies, reporting procedures, and disciplinary measures in the ASR.
If your state has additional campus safety requirements, ensure they’re reflected in both your Clery statistics and policy statements.
4. Identify and Train CSAs
Campus Security Authorities (CSAs) are key to capturing and reporting accurate crime data. This group typically includes campus police, security personnel, and certain faculty or staff with significant responsibility for student activities.
Review and update your CSA list each year to reflect staffing changes, and provide annual training that covers Clery-reportable crimes, proper documentation procedures, and the process for submitting reports to the compliance office. Well-trained CSAs ensure that no incident slips through the cracks.
5. Test Your Emergency Notification Systems
The Clery Act differentiates between timely warnings — alerts about specific Clery-reportable crimes that pose an ongoing threat — and emergency notifications, which cover broader threats to campus health or safety.
Both systems should be tested before the academic year begins to confirm they function as intended. Test every communication channel you rely on, whether it’s email, SMS alerts, app-based notifications, or public address announcements, to make sure you can reach your community quickly in a crisis.
6. Coordinate with Local Law Enforcement
Clery requires that institutions report certain crimes occurring on:
- Campus
- Non-campus buildings or property
- Public property within or immediately adjacent to campus
Request crime statistics from local law enforcement early to avoid delays. Keep documentation of your outreach and their responses — auditors often request this proof.
7. Conduct a Pre-Submission Review
Before your ASR is finalized and distributed, conduct a thorough review to catch any errors or omissions.
This may involve an internal audit or a third-party compliance review to ensure accuracy in your statistics, completeness in your policy statements, and proper formatting for distribution.
Many institutions are turning to compliance software to centralize their data, automate workflows & calculations, and minimize the risk of human error — freeing up time for proactive campus safety initiatives.
How ARMS Simplifies Clery Compliance
Clery reporting doesn’t have to mean late nights and endless spreadsheets. With ARMS, you can:
- Automate data collection and classification from your CAD/RMS system.
- Generate customized Clery reports in just a few clicks.
- Streamline CSA reporting and approval workflows.
- Integrate with other campus safety systems for complete, real-time visibility.
This means less manual work, fewer errors, and more time to focus on proactive campus safety.
Get Ahead & Make Compliance Effortless!
October 1 may seem far away, but compliance preparation takes time. By starting early, keeping policies current, and leveraging automation, your institution can meet Clery requirements confidently — and focus on fostering a safer learning environment.
Ready to make Clery compliance easier? Schedule a demo with ARMS and see how our automated tools can help you meet every requirement before the deadline.
