In compliance with the Clery Act, University departments and Registered WWU Student Organizations (RSOs) are required to report the lodging location and duration if ALL trips for a specific department or RSO during a calendar year:
- Included any number of students,
- Were for educational purposes,
- The department or RSO had control of the location such as by making a hotel reservation, or has another written agreement (i.e., VRBO agreement),
- Included staying at a specific lodging facility for cumulatively seven days or longer in the current reporting calendar year, AND
- The department or RSO used the same lodging facility during the previous calendar year also for seven days or longer cumulatively.
Submit a Report
Click here to submit a report if your travel meets the above criteria.
Questions?
Contact: Stephanie Scott, Clery Coordinator
Clery@wwu.edu
Example Reporting Scenarios
Examples of lodging facility to be reported
Scenario 1
Calendar Year 2023
- Women’s basketball team travels to Boise, Idaho and stays at Best Western located at 1234 Front Street for 3 days in January.
- Men’s basketball team travels to Boise, Idaho and stays at Best Western located at 1234 Front Street for 5 days in February.
- This lodging facility has been used by the Athletics department for the past 3 years for the same amount of days.
Reportable? YES.
Why? The total days at this specific Best Western is more than 7 days at the same location for the same department and this facility was used during the 2022 calendar year therefore, it has been used for 2 or more consecutive years. This Best Western location is to be reported for Calendar Year 2023.
Scenario 2
Calendar Year 2023
A graduate student camps at Goodell Creek Campground in North Cascades National Park each month during the summer quarter in 2022 and 2023 to obtain samples for grant research. The student camps at the same campground for a total of 11 nights in calendar year 2022 and for a total of 9 nights in calendar year 2023.
Reportable? YES.
Why? The total days at the same location was for more than 7 days for the same department for two or more consecutive years. The Goodell Creek Campground is to be reported for Calendar Year 2023.
Examples of lodging facility NOT to be reported
Scenario 2 for Athletics Department
Calendar Year 2023
- Women’s basketball team travels to Boise, Idaho and stays at Best Western located at 1234 Front Street for 3 days in January.
- Men’s basketball team travels to Boise, Idaho and stays at Best Western located at 1234 Front Street for 5 days in February.
- This lodging facility has NOT been used by the Athletics department in the past.
Reportable? NO.
Why? The total days at this specific Best Western is more than 7 days at the same location for the same department and but this facility has not been used for more than 2 consecutive years. This Best Western location is not reportable for Calendar Year 2023.
Scenario 3 for Athletics Department
Calendar Year 2023
- Women’s soccer team travels to Portland, Oregon and stays at Holiday Inn located at 5678 Parkway Drive for 3 days in January.
- Cross country team travels to Portland, Oregon and stays at Best Western located at 1234 Front Street for 5 days in February.
- No other trips to Portland that year for the Athletics Department.
Reportable? NO.
Why? The total days at each specific lodging facility was less than 7 days. This Holiday Inn location is not reportable for Calendar Year 2023.
