Staff credentials can all be current and the Clery calendar can still be missed. The Annual Security Report is an institutional disclosure - three years of crime statistics and required policies - distributed to enrolled students and current employees by October 1. It is not a fire permit, a background check, or an inspection tag.
This page owns those reporting dates: October 1 distribution, the survey window in that year's Department letter, the fire safety report when the institution has on-campus student housing, and hazing-transparency updates you log. Keep local fire permits on fire permit tracking, facility certificates to operate on operating permit tracking, and hire or recheck screens on background check tracking. (General information only - not legal advice. See Sources.)
Remindax tracks ASR, fire-report, survey, and disclosure dates and status you log. It does not classify crimes, write policy, compile statistics, submit the survey, store incident narratives, or give legal advice.
1. What is a Clery Act Annual Security Report?
The Jeanne Clery Campus Safety Act (Higher Education Act section 485(f)) requires aid-participating institutions to disclose campus security policy and crime statistics. The Annual Security Report (34 CFR 668.46(b)) is what the campus receives. The FSA Handbook describes three calendar years of crimes reported to campus security authorities or local police - including sexual assault, domestic violence, dating violence, stalking, and hazing - plus policy statements. The same statistics go to the Department's survey.
Track dates and status only: publish date, October 1 distribution, prospective notice, survey open and lock, and - where they apply - the fire report and hazing updates. Do not store names, narratives, or adjudications.
1.1 Six clocks around one institutional report
Annual Security Report
Three years of statistics and current security policies.
October 1 distribution
Direct delivery, or a web posting plus an exact-address notice and a paper-copy offer.
ED survey submission
Department survey on the CEO letter dates, not automatically October 1.
Annual fire safety report
Required by October 1 if the institution has on-campus student housing.
Logs and interim notices
Daily crime log if campus police or security exists; fire log if housing exists.
Permits, inspections, screens
Fire permits, operating permits, inspections, and background checks have their own pages.
Under 34 CFR 668.41, notice is one-to-one mail or email. A website posting alone is not a notice. Compliance tracking holds the owners and the proof. Education document tracking can keep the ASR off the staff-credential list.
2. What dates should a Clery coordinator actually track?
Under 34 CFR 668.41(e), by October 1 the institution distributes the security report - and the fire safety report if it has on-campus housing - to enrolled students and current employees. Prospective students and employees may request a copy.
They may be published together or separately (34 CFR 668.41(e)(6)). A combined title must name both. Separate reports must point to each other.
Appendix E uses the date in the Department's letter. The August 13, 2026 letter set the 2026 survey for September 2 through October 28, 2026, including housing fire statistics. Log the letter. Do not freeze October 28.
Post a Campus Hazing Transparency Report when there is a finding, and update it at least twice a year while findings exist. The statute set collection from July 1, 2025 and a first posting no later than 12 months after enactment.
A September 30 PDF does not lock the survey. Track both. Crime and fire logs (34 CFR 668.46(f) and 668.49) stay out of the tracker - log a review status only.
3. Why tracking Clery report dates matters
The date is famous. The proof is scattered, and the rules sit under student-aid participation:
One October 1, many owners
Several offices touch one file. Student and employee lists differ.
The survey administrator changes
The CEO letter names last year's administrator. A summer resignation leaves no owner.
A posted PDF is not distribution
The notice still needs the exact address and a paper-copy offer.
Aid participation is the backdrop
The CEO letter ties statistics to federal student aid. Confirm penalty amounts in Sources.
Start reminders in summer. A system may have a statistics package per campus. Keep this date out of the staff sheet in HR compliance tracking.
4. Who needs to track Clery Annual Security Report dates
Anyone who must prove the report went out and the survey locked:
Clery coordinators
Own the report calendar and the survey crosswalk.
Campus safety survey administrators
Register when collection opens and lock the file before the letter's end date.
Residence life & fire safety
Housing adds the fire safety report, fire statistics, and the fire log.
System compliance leads
See which campuses sent the notice and which surveys are still unlocked.
Learn MoreColleges & universities
Aid participants carry the duty. Confirm any foreign-school exclusion in the Handbook before assuming a campus is out.
Learn MorePresidents & CEOs
The annual survey letter is addressed to the chief executive, who must get it to the survey administrator.
5. What happens when ASR and reporting dates slip
A late notice, a bad web address, or an unlocked survey is what a review looks for. The Handbook says the Department may limit, suspend, or terminate aid participation and fine each consumer-information violation. The 2026-2027 edition cites up to $71,545 (HEA section 487(c)(3)(B); 34 CFR 668.84). Amounts change - use the current Handbook. Housing fire statistics are due with the crime statistics, and a combined file must be titled as both reports.
The June 26, 2024 reminder says schools that revise campus safety policies must tell the community before the next ASR distribution. Log that interim notice on its own. It does not replace October 1, and October 1 does not replace it.
6. How Remindax tracks Clery Annual Security Report dates
Remindax is date-and-status tracking with reminders - not a Clery compiler or a survey portal. Record each campus clock and it watches the dates:
Every report in one dashboard
Publish date, notices, survey open and lock, and fire-report status. A second campus gets its own row.
Staged Email, SMS & WhatsApp reminders
Alerts before October 1 and before the letter's lock date, to the owners - not the whole campus.
Multi-campus view
See which locations sent the notice and which survey records are still open.
Status exports only
Export distribution and submission status. Dates and flags only - not crime entries or incident data.
Remindax does not draft the ASR, count statistics, decide Clery geography, or submit the survey. Your institution and advisors do that work. Remindax keeps distribution, survey, fire-report, and transparency dates from arriving unnoticed. Free to start.
7. Why spreadsheets fail for Clery report tracking
A spreadsheet of "ASR: yes" marks goes stale when this year's survey window moves, the employee notice is a different send, or a hazing update falls in March. It also blurs the federal disclosure with a city fire permit or a staff background check.
- xOctober 1 buried beside unrelated renewals
- xLock date copied from last year's letter
- xFire report assumed done because the ASR shipped
- xNo reminder to the person who must lock the survey
- xGap shows up when a review asks for the notice
- ✓Every campus report, notice, and survey date in one register
- ✓Reminders before October 1 and the letter's lock date
- ✓Fire-report and hazing updates kept on separate rows
- ✓Report kept apart from permits and staff screens
- ✓Email, SMS, and WhatsApp to the date owners
8. Key takeaways
- ✓The Annual Security Report discloses three years of crime statistics and required safety policies. It is not a staff license or a local permit.
- ✓Track October 1 distribution, including the exact-address notice when the report is posted online.
- ✓Track the survey on the dates in that year's Department letter. The 2026 window (September 2-October 28) is an example, not a permanent date.
- ✓On-campus housing adds a fire safety report by the same October 1, combined or cross-referenced. Permits and inspection tags stay on their own pages.
- ✓Remindax tracks dates and status and reminds by Email, SMS, and WhatsApp. It does not write the report or file the survey. Free to start.
9. Frequently Asked Questions
The annual disclosure under the Jeanne Clery Campus Safety Act (34 CFR 668.46): three years of crime statistics and security policies, also reported to the Department. Not a staff credential or a local permit.
October 1, to enrolled students and current employees (34 CFR 668.41(e)). A web posting still needs an exact-address notice and a paper-copy offer. See Sources.
Not necessarily. The Handbook uses the date in the Department's letter. For 2026 that window was September 2 through October 28, 2026. Log the letter separately from October 1.
Yes, if it maintains any on-campus student housing facility: an annual fire safety report by October 1, and fire statistics with the crime statistics. Combine them in a title that names both, or publish them separately with a pointer each way.
No. Fire permits, equipment inspections, and background-check dates are different jobs. This page owns Clery distribution and federal reporting dates.
No. Remindax tracks dates and status you log and sends Email, SMS, and WhatsApp reminders. The report and the survey stay with your institution.
Yes. Each campus or published report can carry its own distribution, survey, fire-report, and hazing-update reminders.
Yes - a forever-free plan, no credit card required.
Sources & References
Educational summary of Department of Education and regulatory materials. Not legal advice. Confirm requirements, exclusions, fine amounts, and this year's survey letter in the sources below.
- *34 CFR 668.41 - Reporting and disclosure of information (eCFR)
- *34 CFR 668.46 - Institutional security policies and crime statistics (eCFR)
- *34 CFR 668.49 - Institutional fire safety policies and fire statistics (eCFR)
- *FSA Handbook 2026-2027, Volume 2, Chapter 6 - Consumer Information and School Reporting
- *FSA Handbook Appendix E - Institutional Reporting and Disclosure Requirements
- *Office of Postsecondary Education - 2026 Campus Safety CEO letter (September 2-October 28, 2026)
- *FSA electronic announcement - Clery Act institution responsibilities (June 26, 2024)
- *Stop Campus Hazing Act, Public Law 118-173 (Campus Hazing Transparency Report)
- *U.S. Department of Education - Campus Safety and Security Statistics (public data site)
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