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MANAGER, RECORDS & CLERY COMPLIANCE
Job Title: MANAGER, RECORDS & CLERY COMPLIANCE
Job Code: 2555
FLSA: E
Job Level: 14
Revised Date: 10/01/2019
Job Family: JF 28
Occupational Summary
Reporting to the Chief of Police, the Records & Clery Act Compliance Manager works collaboratively with various offices at the University to ensure the institution's compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and associated regulations.
Provide overall management and supervision of the records management functions for the Duke University Police Department.
Work Performed
Serve as primary systems administrator for the Police Department's records management systems (RMS) to include maintenance of system tables and user-defined codes, maintenance of geographic database, development and production of standard and customized management reports using ad- hoc query tools, training of system users and liaison with vendor personnel regarding system problems, upgrades and enhancements.
Develop and maintain standard operating procedures for records management including compliance with applicable state/federal laws and regulations, including, but not limited to, NC crime reporting regulations, and FBI uniform crime reporting regulations.
Audit and ensure quality control of Police Department crime reports and statistics; maintain ongoing communication and coordination with managers and supervisors of the department's uniform patrol and investigations divisions related to use of established crime reporting systems and forms.
Oversee special studies and analyses requested by department managers related to occurrence of crime on Duke-owned and controlled property and calls for service to the Duke Police Department.
Coordinate the proper and timely distribution of police reports to authorized managers on campus and in the medical center; review and approve requests for such information from other individuals in accordance with department policy and 74G Public Records law.
Act as the departmental Terminal Agency Coordinator for the SBI- maintained Division of Criminal Information (DCI) system, including training and testing new officers; maintain DCI policies relating to access and use of the DCI system and dissemination of confidential information.
Serve as Duke Police IT administrator for various state and federal crime and warrant databases, such as CJLEADS and NCAWARE.
Manage the Duke Police website.
Serve as the institution's designated "Campus Safety Survey Administrator," as that term is explained in the Department of Education correspondence. Coordinate the institution's Clery Act Compliance program and assist with development of the institution's Clery Compliance policies and procedures.
Prepare, publish, and distribute the Annual Security and Fire Safety Report to all students and employees. Ensure notices announcing the availability of the Annual Security and Fire Safety Report are properly developed and available to prospective students and employees.
In conjunction with the applicable offices, develop and implement Clery Act required policies, programs, and activities. Gather crime and disciplinary referral data from various internal and external sources, such as the Office of Student Conduct, local law enforcement agencies, and appropriate out of state or international police.
Work with the appropriate University Departments to identify all Campus Security Authorities for the institution and maintain lists of them for each academic year. Send annual notice of designation as, and requests for crime statistics to each, Campus Security Authority at the beginning of each calendar year. Consolidate relevant data from these sources with information and policies from across institutional Departments. Coordinate with the appropriate campus departments to ensure compliance with HEA Fire Safety regulations.
Ensure proper classification of crime incident reports based on local, North Carolina, and Federal law and, where divergent from Clery Act criteria, distinguish and categorize appropriately for statistical and daily crime log purposes. Update tables of local and North Carolina law statutes for Clery-related offenses annually.
Advise the Chief of Police, HR Communications and Emergency Management regarding Timely Warning requirements and "Emergency Notification" requirements of the Clery Act. Collaborate with the Emergency Management Coordinator and HR Communications to ensure that a test is completed each year that includes all required components to meet the HEOA definition of a test.
Train key institutional stakeholders on Clery Act requirements. Gather the institutional records on security awareness and crime prevention programs and presentations. Coordinate with Real Estate office to maintain an accurate list of buildings and properties owned and/or controlled by the institution.
Ensure compliance with the daily crime and fire log requirements. Serve as the Records Custodian for all Clery Act-associated records. Establish Clery Act compliance programs at each separate campus. Work with counseling and psychological services and Student Health Services to gather statistical data related to crimes disclosed to those offices.
Work with the Office of Student Affairs and/or Human Resources to ensure compliance with the Drug Free Schools and Safe Campuses regulations. Stay abreast of pending and final changes to the Clery Act and other laws or regulations affecting Clery Act provisions. Work with various institutional offices to ensure compliance with the provisions of the Sexual Assault Victim's Bill of Rights.
Submit annual crime statistics to the Department of Education, as required.
Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules; train new personnel.
Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Education/Training
Work requires analytical and communications skills normally acquired through a bachelor's degree in one of the social sciences. Work requires excellent oral and written communications, organizational skills and interpersonal skills.
Work requires excellent computer skills; familiarity with Microsoft office suite and databases. Work requires a North Carolina Division of Criminal Information certification.
Experience
Work requires four years of experience in public safety-related emergency communications and/or records management, or related experience, with at least two years of supervisory or management experience.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Skills
N/A
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
