Student Trip Report Form
Clery Act Domestic and International Student Trip Documentation
Pursuant to the Clery Act, the University is required on an annual basis to disclose certain crime statistics that occur during University-sponsored domestic and international student trips. In accordance with the foregoing, please use the Student Trip Form to provide a list of University-sponsored trip locations that meet ALL of the following requirements:
1) The University must have control over the trip or program accommodation and/or academic space. 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 renting hotel rooms, leasing apartments, leasing space in a student
housing facility or academic space on another campus and even an e-mail agreement for use of space free of charge.
Hostels are not normally reportable unless the written agreement gives the University control over the space within
the accommodation.
2) The same location is used on a regular basis (i.e., the University has a long-term agreement or practice of using
the same space for a particular program), OR the trip or program is longer in duration than 2 nights.
3) The University controlled space must be used in direct support of, or in relation to, the institution’s educational
purposes.
4) The space must be frequently used by students.
Why Does University Police Need this Information?
University Police, in addition to obtaining Clery Act incident information from University affiliated individuals is also responsible for contacting and requesting Clery Act incident information from local law enforcement agencies that have jurisdiction in locations associated with Clery qualifying University-sponsored trip locations.
Non-Reportable Student Trips
University written agreements with third parties to arrange University sponsored trip or program accommodation and/or academic space does not meet this requirement and as such these trips, and any crimes occurring on these trips, need not be reported for Act purposes. * Note, other University / Departmental internal crime reporting requirements may still exist on any Act reportable or non-reportable student trips.
Also, if students book their own hotel rooms and make their own arrangements, then the student trip and any crimes occurring on trip need not be reported to University Police for Act purposes. This is so even if the students are subsequently reimbursed by the institution (or even advanced money to arrange their own travel). To meet the technical definition, the University has to make arrangements the end provider and have a written or electronic agreement with the trip accommodation / academic space provider so as to make a student trip reportable.
Questions
If you have any questions on the Clery Act or as to whether your trip or program should be reported, please contact the Northwestern University Clery Act Coordinator, David Schultz, (847) 491-3752 or d-schultz3@northwestern.edu. See the CSA Crime Report Form to report Clery qualifying crimes online or contact University Police at 847-491-3752. In an emergency, dial 911 or, if outside the United States, contact the local law enforcement agency.