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Creating Clery Reports

← Reports - Clery Reports
If your agency is associated with a college or university, then use the Clery Report screen to prepare your Clery report. Clery reports list statistics for the types of incidents associated with your campus for the last three years.

To open the Clery Report screen, from the menu bar, select Reports > Clery Reports.

By default, the Clery Report screen displays the incidents that occurred in the last full year. For example, if the date was February 23, 2015, then the Clery Report screen would display incidents for 2014.

The screen also displays summaries of the number of reportable incidents for the three years included in the report. For example, if the year 2014 is selected, then summaries for the years 2014, 2013, and 2012 are displayed. Each summary shows how many valid and invalid Incident records are reported in each year, with a status icon that indicates the overall status of the report for that year.

To select a different year, click the Prev or Next button, or select a year from the drop-down list. The summaries and incidents displayed on the Clery Report screen are updated.

The Instructions area provides brief instructions about submitting Clery reports.

Viewing reportable incidents

The areas on the Clery Report screen are labeled according to the categories used in the Clery report. Each area lists the reportable incidents related to that category. Some incidents are listed in multiple areas because they fit into multiple Clery report categories. For example, if an incident is considered a criminal offense and a hate crime, then it is listed in both the Criminal Offenses and Hate Crimes areas.

Each incident in each area must be valid before the Clery report is ready for submission. This helps to make the Clery report as complete as possible. To make the incident valid, certain fields on the Incident record must be completed. See the article "Understanding the Fields Used in Clery Reports."

Each area contains the following columns:
  • Status: Displays a status icon to indicate whether the Incident record is valid or invalid. Click the status icon to view more information. In the Arrests and Referrals For Disciplinary Action area, if a Clery location type is set, but the disposition and clearance codes are not valid, then the status icon for a warning is displayed.
  • Incident: Displays the nature and disposition of the incident, as well as the Incident Number. To edit the Incident record, click the link in this column to open the Incident record in a separate browser window.
  • When Occurred: Displays the date and time the incident occurred.
  • Location: Displays the Clery location type from the Incident record.
Most areas contain the following column:
  • Responsible Officer: Displays the name of the responsible officer from the Incident record.
For information about additional columns in an area, see the Related Articles below.

Refreshing and generating the report

When information in the report changes, such as when an Incident record is edited to correct errors, the report should be refreshed by selecting Actions > Refresh. 

To generate the report or a preview of the report at any time:
  1. Select Actions > Generate Report.
    If there are incidents with errors in the report, then the Generate Clery Report dialog box opens, asking for confirmation to generate the report.
  2. Click Yes to continue. Otherwise, click No. 
    The Clery Report preview is displayed.
  3. To print the report, click Print. Otherwise, click Return to return to the Clery Report screen.

Viewing non-reportable incidents

Clery reports only include certain types of incidents. However, the Clery Report screen can display the non-reportable incidents. It is recommended to review the non-reportable incidents before the report is submitted to catch any incidents that were not entered correctly.

To view the non-reportable Incident records:
  1. Click the Show Non-Reportable Incidents button.
    The Non-Reportable Incidents area appears.
  2. To view an Incident record, click the link in the Incident column to open the Incident record in a separate browser window.
Related Articles:
"Using the Criminal Offenses Area on the Clery Report Screen"
"Using the Arrests and Referrals for Disciplinary Action Area on the Clery Report Screen"
"Using the Hate Crimes Area on the Clery Report Screen"
"Using the Domestic Violence Area on the Clery Report Screen"
"Using the Dating Violence Area on the Clery Report Screen"
"Using the Unfounded Reports Area on the Clery Report Screen"
"Understanding the Fields Used in Clery Reports"

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