HE Safety and Security Audit Toolkit

2.3 The Written HE Audit Report

Using the information from the HE District Facility Safety and Security Audit Checklist (completed as part of the onsite visit) as well as information from the document review, the audit team should prepare a written report of the audit findings. This is an internal report of audit findings for use by the college district and is not for submission to the Texas School Safety Center. Once completed, the report should then be submitted to the president, chancellor or administrator assigned to coordinate the audit. A copy of the report should be kept in accordance with current district document retention policies. The report should include the following sections:

  1. Demographics The report should begin with the demographic information that was gathered in the demographic section of the HE District Facility Safety and Security Audit Checklist.

  2. Results of Entrance Conference, Interviews, and School Climate Surveys Summarize the concerns of administrators, staff, faculty, and students that were voiced at the entrance conference and from the staff/student climate surveys, including a sample of the open-ended comments that were made.

  3. Document Review The report should then cover the document review with specific information about what documents were available and the usefulness of those documents.

  4. Safety and Security Audit Components This portion of the report should cover each section from the HE District Facility Safety and Security Audit including any checklists used, while identifying specific areas of concern.

  5. Commendations and Recommendations The report should summarize the findings with a list of commendations and recommendations.

Identifying Commendations and Recommendations

A commendation indicates the campus/facility has made safety a priority in this area and previously made plans, improvements, or developed policies to ensure student and staff safety. Areas of commendation may be identified by the items marked "YES" on the HE District Facility Safety and Security Audit Checklist. Be specific in letting the campus/facility know the things they are doing well.

Items marked "NO" on the HE District Facility Safety and Security Audit Checklist should be considered as possible areas of improvement depending upon the district’s priorities and applicability to the item on the checklist. The audit team should reflect on the following:

  1. Does the data indicate a need for this criterion to be in place at the campus or facility?
  2. Is this criterion considered a best practice in campus or facility safety?
  3. Is this criterion already in process on the campus or facility?
  4. Will the addition of this criterion make the campus or facility a substantially safer place?

The audit team should prioritize the needs of the facility when making recommendations for improving facility safety. Cost/benefit analysis may be considered when deciding what recommendations may be made to improve an area of concern.

Submitting Audit Information to the TxSSC

The district is required to complete and submit the Junior College Audit Report (JCAR) electronically to the Texas School Safety Center. Prior to submittal, the JCAR information should include a signed acknowledgement by the president and a copy should be retained by the district in accordance with current district document retention policies. TEC 37.108(C) requires that the results of the safety and security audit be reported to the district’s board of trustees. This would include both internal detailed audit results as well as the JCAR that is to be submitted to the TxSSC. Only the JCAR is required to be signed by the president of the junior college district. The audit checklist is an important component of the audit and provides information for the internal audit report. These documents should also be retained per the district record retention policies and would only be submitted to the TxSSC upon request. Additional information about the JCAR follows in this toolkit.