Data Collection and Record Retention

Data Collection
The Emory Police Department (EPD) is required to obtain, compile, and publish statistics regarding reports of identified Clery Act Crimes that occur on On-Campus Property, Non-Campus Property, or Public Property. EPD publishes information on reports of Clery Act Crimes made to EPD, local law enforcement and to CSAs that are reported to have occurred within Emory’s designated Clery Act Geography. EPD assists in the collection and compilation of the statistics, information and other data required for the publication of the Annual Security and Fire Safety Report and, for inclusion in the annual submission of crime and fire statistic data to the Department of Education via the on-line data collection survey tool, in accordance with applicable statutory and regulatory requirements.

The following areas provide statistical reports reflecting the occurrence of Clery Act reportable disciplinary referrals and other offenses reported to each office as occurring within the University’s Clery reportable geography. The reports are required to be submitted via the reporting process established by
the Office of Clery Act Compliance.

• Emory Continuing Education
• The Emory Clinics
• Emory Campus Life Office of Student Conduct
• Emory University Human Resources
• Emory Healthcare Human Resources
• Office of International and Summer Programs
• Oxford College Office of Residential Education and Services
• All University and Healthcare affiliated Public Safety / Security Departments
• All Graduate/Professional Schools

Record Retention
Clery Act related records are required to be retained for a period of three (3) years from the latest publication of the Annual Security Report to which they apply (i.e., for a total of seven (7) calendar years in compliance with established Clery Act record retention requirements).

All University and Healthcare Schools / Divisions / Departments in possession of Clery Act related records shall retain respective records in compliance with this standard. Such records include, but are not be limited to: reports of Clery Act reportable crimes reported to CSAs; student and employee conduct disciplinary referrals; identification of CSAs; on-campus residential facility fire safety and statistical information; Drug Free Schools and Communities Act compliance including the Drug and Alcohol Abuse Prevention Program and Biennial Review process; identification of University owned/controlled properties; primary and ongoing prevention and awareness programs made available to all current and incoming employees and students that are designed to prevent VAWA-related incidents; review and classification of reported Clery Act crimes; distribution of Timely Warnings (Public Safety Notices); distribution of Emergency Notifications; implementation of Emergency Response and Evacuation Drills, and records related to the publication and distribution of the Annual Security Report and Annual Fire Safety Report.

These types of records are primarily maintained by the following entities/departments, but also may be maintained by other offices:

• The Department of Title IX
• Emory College of Arts and Sciences
• Emory Continuing Education
• The Emory Clinics
• Emory Campus Life
• Emory University Human Resources
• Emory Healthcare Human Resources
• Emory Ombuds Office
• Emory Police Department
• Office of Critical Event Preparedness and Response
• Office of Fire Safety
• Office of International and Summer Programs
• Oxford College Office of Residential Education and Services
• All University and Healthcare affiliated Public Safety / Security Departments
• All Graduate/Professional Schools