On-Campus Property
Any building or property owned or controlled by an institution within the same reasonably contiguous geographic area and used by the institution in direct support of, or in a manner related to, the institution’s educational purposes, including residence halls; and
On-campus definition citation 34 CFR 668.46(a)
Any building or property that is within or reasonably contiguous to paragraph (1) of this definition, that is owned by the institution but controlled by another person, is frequently used by students, and supports institutional purposes (such as a food or other retail vendor).
The first part of this definition states that, for Clery reporting purposes, your campus includes buildings and properties that meet all of the following criteria:
• Your institution owns or controls them;
• They are reasonably contiguous to one another; and
• They directly support or relate to the institution’s educational purposes.
Controlled by means that your institution rents, leases or has some other type of written agreement (including an informal one, such as a letter or an e-mail) for a building or property, or a portion of a building or property
Public Property
All public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the campus, or immediately adjacent to and accessible from the campus.
Public property refers to property owned by a public entity, such as a city or state government. An example of public property is a parking lot with a sign that reads, “City of Rockville Public Parking.” A parking lot with a sign that reads, “Joe’s 24-Hour Parking” is not public property despite the fact that the public can park there.
Non-Campus Property
Any building or property owned or controlled by a student organization that is officially recognized by the institution; or Any building or property owned or controlled by an institution that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the institution.
UVA Clery Act Student Travel Guidelines
University units, departments, and groups sponsoring student travel are required to complete and submit a Clery Act Student Travel Form if the travel meets the following Department of Education guidelines:
Written Agreement
If there is a written agreement, defined as a rental or lease document or other written form of agreement, directly between the university and a provider for use of academic (classroom) and/or residential/lodging space. The agreement does not need to be a formal one; anything in writing agreeing to the utilization of space by UVA suffices (including a letter, email or hotel receipt). It does not matter whether a fee is charged or if the agreement allows use of the space free of charge.
If there is an agreement, Clery-reporting requirements apply for those areas specified in the agreement as well as the common areas leading to those spaces (such as lobby, elevator, hallways, entryways, stairwells, etc.).
Field Trips
A travel form is required only for field trips that include an overnight stay and if the University enters into an agreement for any accommodations or related academic space used in conjunction with the trip. You are not required to report field trips that are not overnight stays and are at locations UVA does not own or control.
Overnight Trips or Short-Stay "Away" Trips
If UVA sponsors any short-stay "away" trips of more than one night for its students, all locations used by students during the trip, controlled by the institution during the trip (hotels and rented classroom space) and used to support educational purposes should be reported on the this travel form.
Private home stays or host families do not normally qualify as Clery-reportable non-campus locations unless UVA has some kind of written agreement directly with the provider of the space that designated UVA with significant control.
Any overnight trips organized by current students or by host families that are not covered by an any sponsoring or agreement from UVA do not qualify as a Clery-reportable non-campus location and therefore completion of this travel form is not required.
Space at other universities
If UVA has an agreement with another university to, directly or indirectly rent, lease or use a building or property or a portion of a building or property (room or floor) at the other university, a Clery travel form should be submitted.
If UVA does not have an agreement for the space used, this form is not required.
The Clery Act Student Travel Form is available online at https://forms.office.com/r/7g25FqkHaD. The ultimate determination of whether Clery-reporting is required for any particular trip is a decision that will be made by the UVA Office of Clery Compliance. If you have questions about whether to submit a Clery Travel Form or any other questions about UVA’s Clery geography, please contact the UVA Office of Clery Compliance at [email protected].