During the 2019-20 school year, 98% of U.S. public schools required visitors to sign in and wear badges – meaning that almost every school in the country has some form of visitor management. But is a paper sign-in sheet and visitor badge enough?
Balancing safety and security while creating a welcoming environment can be difficult. Allowing visitors can have a lot of benefits, whether it’s a parent coming to eat lunch with their child, or a local business owner giving a presentation.
Ensuring everyone’s safety while they are on campus is a top priority and that requires knowledge of who is on campus and when. Let’s explore the importance of visitor management and the advancement of Visitor Management Systems (EVMS).
What a Visitor Management System Actually Does
Visitor Management Systems (VMS) are simply a method of intaking and tracking individuals who are not staff or students and are visiting a school. These systems can range from a basic sign-in sheet and badge printer at the reception desk to a scanning system that uses a camera to confirm the visitor’s identity.
The Partner Alliance for Safer Schools (PASS) recommends at minimum a visitor badging system. Each visitor should conduct some form of identification check and be issued a badge that includes:
- School name and logo
- Text that says “VISITOR” in large, bold font
- Name of visitor
- Expiration date and time
- Color code allowing staff to easily identify the type of visitor (e.g., parents are green, vendors are blue, volunteers are yellow)
A VMS can streamline the sign-in process and track visitor data such as who is entering the school, when they enter, the reason for the visit, and who they are visiting.
How Does Visitor Management Improve Safety?
Not only does a VMS track visitor data more efficiently, these systems also allow staff to easily identify and stop potential threats at the front door.
Stops Unauthorized Access
Most systems integrate with sex offender registries (some systems use state-level registries while others use the national-level registry) and will flag a visitor that is registered after their identification is scanned. Another option is a customizable prohibited person registry that is specific to a school or district. These registries can flag certain visitors based on custody issues, restraining orders, or a general ban/restriction.
Speeds Up Threat Response
When an unauthorized visitor attempts to sign in, the system can provide quick, and often discrete, notification to security personnel. This helps contain possible threats and allows time for security to arrive before a situation escalates. In the event of an emergency, such as a fire drill or lockdown, the VMS provides immediate access to a list of visitors on campus. Knowing exactly who is inside the school building can help administrators and first responders ensure everyone has been accounted for.
How to Get Started (Without Overcomplicating It)
Implementing a visitor management system doesn’t have to be disruptive or expensive. The key is choosing a system that is user-friendly for both front office staff and visitors, while offering the ability to scale as your safety needs evolve.
Start by evaluating your current sign-in process. If you’re still using paper logs or manually printed badges, it may be time to consider an upgrade. Look for a system that offers ID scanning, customizable alerts, and clear reporting features. Training staff and clearly communicating the process to parents and community members is also essential for a smooth transition.
School safety is a constantly evolving challenge, but ensuring visibility and control over who enters your campus is a fundamental first step. By implementing the right tools and practices, schools can welcome visitors with confidence, knowing that every person on campus has been screened and tracked appropriately.
Schedule a security assessment of your school today and take the first step to a more secure tomorrow for your staff, students, and visitors.
Please note: Assessment requests are subject to availability based on your location. If your area is outside our current service range, we will follow up to let you know as soon as possible.