Not all off-campus student activities and travel needs to be reported. To be Clery reportable, the activity must meet certain requirements.
First, the university must have control over the space used for the student activity and/or travel. Control, as defined by the Clery Act, means that there is a written agreement (no matter how informal) directly between the university and the end provider for use of the space. Some examples of a written agreement include reserving hotel rooms, leasing apartments, leasing space for athletic purposes, or an agreement for academic space. Even if the agreement is in email form, and there is no charge associated with the agreement, the space may still qualify as Clery reportable.
Second, the controlled space must be used in direct support of, or in relation to, the institution’s educational purposes and frequented by students. At IU, “frequently used by students” is defined as meeting at least one of the following two criteria:
- More than one night.
- Repeated use of the same location—either during the same calendar year or annually.
If an agreement for space and/or a lodging reservation is made directly by the individual(s) using the space and/or lodging, then the activity is not Clery reportable.