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Review of Maxient Configuration and Procedures for Clery Act Compliance

Stafford & Associates provides an array of consulting services related to configuring Maxient for Clery compliance purposes. These services can be tailored to meet the unique needs of client institutions and can be bundled with other consulting services (such as Clery Act assessments and/or Student Conduct Consulting Services).   

Post-Implementation System Clery Review (for existing Maxient clients)

Stafford & Associates can conduct an off-site review of the current configuration of Maxient and the practices/processes for using the system from a Clery compliance perspective.  The review would include, but not necessarily be limited to, an examination of existing:

  • Clery Locations;
  • Incident Locations (in all IR Layouts and in the Configuration Menu);
  • Charges/Issues;
  • Clery Associated Charges; and
  • General Maxient workflow as it pertains to the creation and review of cases for Clery-reportability.  

The goal of the review would be to make recommendations for how the institution can enhance its existing configuration and use of Maxient to ensure that incidents recorded in Maxient are identified for review and, when categorized correctly by institutional officials, are included in the proper Clery Geography location(s) for Clery Act statistical reporting purposes. 

To accomplish this goal, D. Stafford & Associates will request the institution provide information from the Administrative menu in Maxient as well as the results of certain Analytics to determine how each institution has configured Maxient and to determine what changes are necessary to promote compliance.  

Stafford & Associates will also conduct off-site interviews (via telephone or videoconferencing) with relevant stakeholders and review pertinent documents or other information to make recommendations for how the institution should configure and utilize Maxient for optimal Clery compliance purposes. The result of the consultation will be a written report with a detailed explanation of findings and recommendations as well as a draft Standard Operating Procedure/Protocol (SOP) outlining recommended workflow steps for creating and reviewing cases for Clery-reportability.

Following submission of a draft report and SOP, D. Stafford & Associates will conduct up to a 1-hour Q&A session (conducted via videoconferencing) with appropriate institutional officials. The session will provide institutional officials an opportunity to ask questions regarding the draft report as well as how to identify, review, and categorize cases in Maxient for Clery compliance purposes.  A final report will be submitted to the institution following this training and will be inclusive of any questions or issues identified during the Q&A session.

Deliverables:

  • Final report with a detailed explanation of findings and recommendations
  • Draft Standard Operating Procedure/Protocol outlining recommended workflow steps for Clery reportability

Pre-Implementation System Clery Configuration (for new Maxient clients)

D. Stafford & Associates will assist clients with identifying institution-specific information that is germane to Clery reporting, including:

  • On-Campus, Public Property, Noncampus, and On-Campus Student Housing Facility locations that will be provided to Maxient as “Clery Locations” at the time the institution’s system is configured; 
  • “Incident Locations” to be populated on the general or custom incident report(s) the institution plans to make available; 
  • “Charges/Issues” to be input into the system (with special attention to charges pertaining to liquor, drug and weapons offenses to distinguish among Clery-reportable violations of law and other violations of the law or institutional policy that are not Clery-reportable); and
  • “Clery Associated Charges” that will assist in identifying which cases will be (re)reviewed for Clery classification purposes based on the charges assigned at case creation.

The goal of the review would be to make recommendations for how the institution should configure and use Maxient, once implemented, to ensure that incidents recorded in the system are identified for review and, when categorized correctly by institutional officials, are included in the proper Clery Geography location(s) for Clery Act statistical reporting purposes. 

To accomplish this goal, D. Stafford & Associates will request information from the institution, including the Charges/Issues and Incident Locations that the institution intends to provide to Maxient, so that these items can be reviewed from a Clery compliance perspective prior to being finalized and submitted to Maxient by the institution. 

D. Stafford & Associates will also conduct off-site interviews (via telephone or videoconferencing) with relevant stakeholders and review pertinent documents or other information to make recommendations for how the institution should configure and utilize Maxient for optimal Clery compliance purposes. The result of the consultation will be a written report with a detailed explanation of findings and recommendations concerning what information to provide Maxient as the institution’s system is being built as well as a draft Standard Operating Procedure/Protocol (SOP) outlining recommended workflow steps for creating and reviewing cases for Clery-reportability.

Following submission of a draft report and SOP, D. Stafford & Associates will conduct up to a 1-hour Q&A session (conducted via videoconferencing) with appropriate institutional officials. The session will provide institutional officials an opportunity to ask questions regarding the draft report as well as how to identify, review, and categorize cases in Maxient for Clery compliance purposes.  A final report will be submitted to the institution following this training and will be inclusive of any questions or issues identified during the Q&A session.

Deliverables:

  • Final report with a detailed explanation of findings and recommendations
  • Draft Standard Operating Procedure/Protocol outlining recommended workflow steps for Clery reportability

D. Stafford & Associates is available to conduct training (in-person or virtual) regarding how to configure and/or use Maxient for Clery compliance purposes. Training can be customized to meet the needs and interests of the institution or system requesting training. Topics can include, but are not limited to, the following:

  • Adding or updating relevant Clery configuration items in Maxient, such as Incident Locations and/or Charges/Issues;
  • Steps involved in creating, reviewing, and classifying cases in Maxient for Clery Act purposes;
  • Using built-in analytics as internal controls to ensure all reports have been reviewed, classified, and categorized (by location) for Clery Act purposes;
  • Special considerations for classifying and categorizing (by location) the VAWA offenses of Dating Violence, Domestic Violence, and Stalking;
  • Using Maxient for other Clery compliance purposes (such as creation of a Daily Crime Log, intake and processing of Campus Security Authority reports, etc.)

Optional add-on services (for new or existing Maxient clients): 

Service Option 1: On-site review of the Clery Geography pertaining to the institution’s Main Campus location (to include a walking/driving tour of the campus, creation of a draft Clery Map and a corresponding Clery Geography list)

Service Option 2: Assist with the identification (in concert with institutional officials) of state and local laws and ordinances pertaining to the following types of law violations for which institutions must report both arrests and referrals for disciplinary action:

      • Liquor Law Violations
      • Drug Law Violations
      • Illegal Weapons Possession

Following identification of applicable laws, D. Stafford & Associates can assist the institution in identifying appropriate Charge Titles for use in Maxient (in accordance with applicable laws and the institution’s Student Conduct Code).

Service Option 3: Creation of custom incident report forms, such as an online CSA reporting form for institutions that wish to use Maxient to collect crime reports from Campus Security Authorities

Service Option 4: On-site (or virtual) 1-day training tailored for student conduct administrators regarding how to classify and count offenses for Clery Act purposes

Service Option 5: Review and/or documentation of general workflow in Maxient (informed by, but not limited to, Clery Act compliance) to enhance efficiency and effectiveness of the institution’s use of Maxient for the management of student conduct and well-being cases

Service Option 6: Institutions may also place D. Stafford & Associates on retainer (for a nominal fee) following the consultation to address any emergent Clery Act compliance questions, especially those related to use of Maxient for student conduct or Clery Act statistical reporting purposes

To obtain a scope of work that includes a description and cost of any of these services, or to invite D. Stafford & Associates to respond to a Request for Proposals (RFP) to provide these services, contact info@dstaffordandassociates.com or call (302) 544-5809 to discuss any of these services and/or a customized scope of work.