Fire Safety Report and Fire Log

34 CFR 668.41(a)34 CFR 668.41(e);34 CFR 668.49

By October 1 of each year (beginning with the October 1, 2010, report containing data from the 2009 calendar year), a school that maintains any on-campus student housing facility must distribute an annual fire safety report, or notice of the report, to all enrolled students and current employees. If the school distributes the report by posting the report on its website, it must provide a notice by October 1 that includes a statement of the report's availability, the exact electronic address at which the report is posted, a brief description of the report's contents, and a statement that the school will provide a paper copy upon request.

Schools must provide a notice to prospective students and prospective employees that include a statement of the report's availability, a description of its contents, and an opportunity to request a copy. If the school posts the report on its website, the notice must include the exact electronic address at which the report is posted and a statement that the school will provide a paper copy upon request.

A school may combine the publication of the first safety report and the security report if the title of the combined report clearly states that both reports are included.  If the security and fire safety reports are published separately, each report must include information about how to access the other report.

The fire safety report must include, for each on-campus student housing facility:

  • Statistics for the three most recent calendar years (three year requirement begins with the October 1, 2012 report) for which data are available for:
    • The number of fires and the cause of each fire
    • The number of persons who received fire-related injuries that resulted in treatment at a medical facility, including at an on-campus health center
    • The number of deaths related to a fire, and
    • The value of property damage caused by a fire
  • A description of each housing facility fire safety system, including the fire sprinkler system
  • The number of fire drills held during the previous calendar year
  • Policies or rules on portable electrical appliances, smoking, and open flames
  • Procedures for evacuation
  • Policies regarding fire safety education and training programs provided to students and employees, including the procedures students and employees follow in case of a fire
  • For the purposes of including a fire in the statistics, the titles of each person or organization to which students and employees should report that a fire occurred.
  • Plans for future improvements in fire safety, if determined necessary by the school.

The three-year requirement will be phased in.  The October 1, 2010 report must include statistics for the 2009 calendar year.  The first report to contain three years of data will be the October 1, 2012 report.

The statistics must also be submitted to the U.S. Department of Education.

Office Responsible

Safety and Security

How Disclosed

The crime and fire log is a combined document that is available in the safety and security office and open to public inspection. Entries are made into the log within 2 business days of the receipt of information. Entries for 60 days prior to the date of inspection are available. Prior entries can be accessed within 2 business days. The specific content for the Crime Log and Fire Log are consistent with the requirements set forth in 34 CFR 6668.46 Institutional Security Policies and Crime Statistics and the Higher Education Opportunity Act Public Law 110-315 respectively.

http://www.philau.edu/security/CleryReport2013.pdf