Managing and Understanding the Daily Crime Log

The purpose of the Daily Crime Log (DCL) is to provide the campus community with timely and accurate information regarding criminal and alleged criminal incidents reported to or identified by the Grand Rapids Community College Police Department (GRCC PD) within Clery Act geography or GRCC PD patrol jurisdiction.

GRCC PD is primarily responsible for maintaining the Grand Rapids Community College (GRCC) DCL. The Clery Compliance Specialist (CCS) or designee is tasked with adding/updating entries to the DCL. The Chief’s administrative assistant and day shift dispatcher serve as the designated back-up to the CCS.

GRCC maintains a single DCL for all campuses where GRCC maintains a police or security presence, including the Main/Devos, Leslie E. Tassell M-TEC, and the GRCC Lakeshore Campuses.

All reported crimes must be added to the DCL within two (2) business days after the crime is reported to GRCC PD. For purposes of the DCL, a crime is considered “reported” when it is brought to the attention of GRCC PD, a CSA, or local law enforcement personnel by a victim, witness, alleged offender, or third party. 

CSAs are required to promptly forward all crime reports to GRCC PD to ensure compliance with DCL requirements, emergency communication assessments, and annual statistical disclosures.

Any changes to the incident disposition must be made within two (2) business days of the change being reported to GRCC PD, provided the change occurs within 60 days of the initial report.

Crimes shall be listed in chronological order based on the date reported to GRCC PD, with the most recent entries appearing at the bottom of the log.

Once an entry is added to the DCL, it may only be updated and not deleted. If a crime classification changes, the updated classification shall be added and the original classification shall be placed in parentheses.

All criminal offenses reported during a single incident shall be included within the same or separate DCL entry. Unlike annual Clery statistical reporting, the “Hierarchy Rule” does not apply to the DCL. All applicable offenses associate with an incident must be documented. For example, an incident involving an aggravated assault and domestic violence shall be classified as both aggravated assault and domestic violence.

DCL classifications may differ from Clery statistical classifications used in the Annual Security Report (ASR). Clery statistics are compiled using the FBI Uniform Crime Reporting (UCR) Program definitions which are included in Appendix A to 34 CFR § 668.46. Where differences exist between the FBI UCR definitions and Appendix A, the definitions in Appendix A shall be used. The Daily Crime Log may also include Michigan Crimes Code definitions and National Incident-Based Reporting System (NIBRS) classifications.

Each DCL entry must include:

• Date Reported: Is the date the crime was reported to GRCC PD. Crimes must be logged regardless of how much time has passed since the incident occurred. 
• Date and Time Occurred: Should reflect the known or estimated timeframe of the incident. If the exact date and time is unknown, a range or “unknown” may be used. Every reasonable effort should be made to determine the timeframe.
• Classification: Classification of crimes shall use Michigan Crime Code definitions and National Incident-Based Reporting System (NIBRS) classifications. Incidents that do not meet Michigan statutory definitions but meet Clery Act definitions will be recorded in the DCL using the applicable Clery classification (e.g., “Clery Stalking”) for purposes of Clery Act reporting compliance.
• Location: Use terminology meaningful to the campus community, such as building names, addresses, street names, or general outdoor descriptions such as “Outside the northwest corner of [Building Name].”
• Disposition: Shall use only the approved disposition definitions contained within this procedure.

The CCS or designee shall review crime reports daily. Entries will be made on the Google Drive “Internal Crime Log” for every crime reported to GRCC PD. If a crime is not reported, an update will not be made to the DCL. Entries added to the “Internal” log” shall automatically populate the “External” displayed on the GRCC PD website. 

A hard copy of the DCL will be made available for public inspection at each campus where GRCC maintains a police or security presence.

A printed hard copy of the DCL shall be maintained under the appropriate month in the “Crime Log” binder located at Dispatch. Do not shred old copies. The CCS will file hardcopies in the Clery audit file as a good faith compliance effort. Staff at the Lakeshore Campus and Leslie E. Tassell M-TEC shall review the GRCC Police (Crime Log) website daily, after 12:00 PM, when changes occur, they will print a new copy and place it in the binder. The old copy shall be shredded.

The DCL must be available for public inspection immediately upon request during normal business hours. Staff shall not request or require identifying information from any individual requesting to review the DCL and shall not inquire about the purpose of the request. 

While the DCL must be made available for inspection, GRCC is not required to provide printed copies for individuals to retain. 

GRCC shall maintain DCL records in accordance with Clery Act record retention requirements. The most recent 60 days of entries shall be immediately available for public inspection during normal business hours.

GRCC PD, Student Conduct, Title IX, and other applicable offices shall periodically reconcile records, as necessary, to ensure Clery-reportable crimes, arrests, and referrals are accurately documented and not duplicated or omitted.

GRCC PD and applicable institutional offices shall maintain documentation and records sufficient to support DCL entries, Clery statistical disclosures, referrals, disposition updates, and reclassifications.

Federal law permits institutions to withhold any required field of a Daily Crime Log entry, including the nature, date, time, location, or disposition of a crime, if disclosure would:
The disclosure is prohibited by law;

• If disclosure would jeopardize the confidentiality of the victim;
• If disclosure would jeopardize an ongoing criminal investigation or the safety of an individual;
• If disclosure would cause a suspect to flee or evade detection; or
• If disclosure would result in the destruction of evidence.

The following is an explanation of the Disposition section of the DCL:

• Open: The case is currently being investigated by GRCC PD.
• Closed. Unfounded: The case is determined through investigation to be false or baseless. No offense occurred nor was attempted.
• Closed. Conduct Referral: The case has been forwarded to the Office of Student Life and Conduct. That office is responsible for reviewing the case and for determining whether or not the student(s) involved will be charged with a violation(s) of the GRCC Student Code of Conduct.
• Closed. Victim Declined to Cooperate: The victim decided not to press charges or follow through with criminal process.
• Closed. Arrested: The subject(s) has been arrested by either GRCC PD or the appropriate local law enforcement agency.
• Closed. No Suspects or Witnesses: Case has no solvability.
• Closed. Reclassified: The original incident report classification has been changed to accurately reflect the appropriate classification, based on the results of the investigation.
• Closed. No further action: No further investigative action is required or lack of investigative leads.
• Closed. Civil Citation: City municipal civil infraction, or other civil infraction issued.
• Closed Warrant Denied: The case was presented to the prosecutor or city attorney who review the facts and did not issue a warrant.
• Closed. Warrant Obtained: The case is referred to the prosecutor’s or city attorney’s office and a warrant was authorized. Subject is not yet in custody. Warrant in LEIN/NCIC.
• Closed. Title IX: The case has been forwarded to the Title IX Office for review and determination of appropriate next steps.