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Visitor Management System

Visitor Management System Safety Enhancement

As part of an ongoing effort to strengthen campus safety, we are pleased to announce the roll out of a new visitor management system at several of our schools, including Broad View Elementary, Hillcrest Elementary Schools, Oak Harbor Elementary and Hand-in-Hand/HomeConnection/OHVA campuses. The new visitor management system is part of a phased roll out of safety enhancements across Oak Harbor Public Schools. 

Keeping our students and staff safe means knowing who is in our school buildings at all times in the unlikely case of an emergency. The new visitor management system  will allow us to electronically screen visitors, contractors, and volunteers coming into our schools. The system replaces the old paper visitor sign-in sheets. All visitors will be asked during regular school hours to present a form of identification to enter school grounds or to check a student out of a school site.

How it Works

When you enter the front office you will be asked to present a preferred form of identification, such as a government-issued picture ID (i.e., driver’s license).If a parent or guardian does not have a government-issued ID, staff may be able to accept other forms of identification. If no identification is available, the parent or guardian will not be allowed past the front office. 

Once an entry is approved, the system will issue a temporary access badge that identifies the visitor, the date, and the purpose of their visit. A visitor’s badge will not be necessary for those who visit our schools to drop off an item in the office or pick up paperwork. Please note, volunteers must still complete an application and receive a badge from the District Office. More information on updates to our volunteer application process will be shared with the community soon. For now, please find information on how to obtain a volunteer badge on the district website

We strive to provide a welcoming and warm environment for our families, students, and staff while communicating a culture of safety and security to the community. Thank you for your understanding and support in enhancing the school safety protocols in our schools.

Frequently Asked Questions

All parents/guardians have a right to participate in their child’s education. If you have questions about the new visitor and volunteer management system, please contact a member of our administrative team. 

  • We are now using a new visitor management system called “SafeVisitor Solutions” in several of our schools.  It enhances school security by reading a visitor's driver's license (or other approved government-issued ID) and will complete basic background checks on all visitors entering our campus. It will alert a school administrator if anything is found on the background check. Once cleared through the system, a visitor badge is produced that includes a photo, name of the visitor, date & time, and destination. The new system is designed to permanently replace a paper sign in. 

  • The system enhances and automates visitor management. By proactively alerting personnel to certain potential threats, it allows school administrators and site law enforcement to take appropriate steps to keep our students, employees, and visitors safe. 

  • The safety of our students and staff is our highest priority. Keeping our students and staff safe means knowing who is in our school buildings at all times in the unlikely case of an emergency. The new visitor management system will provide a consistent, standardized system to track all visitors. 

  • Yes. School officials have a right to know who is in the building and why they are there; particularly when a student is involved (e.g. early pickup.) School officials need to be able to confirm that an individual has the authority to have access to the student or our campus.

     

     

  • Yes. You will need to bring an approved form of identification every time you would like to visit our schools during regular school hours.

  • It is important to note that the system completes a basic background check on all visitors to our campuses. Information is not collected or stored, and the system is not connected to any other database, such as the Department of Motor Vehicles, local police department, or the Department of Justice. Any additional information on the ID is not visible or accessible to users, and the data we screen is not shared or communicated. This is NOT a background search - no other criminal information, immigration status, or financial background is searched or provided to school personnel.

  • The checkout process doesn’t involve scanning the card again. The receptionist would simply find the name of the person who is signing out and click a 'sign out' button. This provides a record of entry, departure and time on any campus. The visitor badge should be returned to the receptionist and destroyed. 

  • The staff member scanning the ID will contact an administrator immediately to confirm the information is correct. No identified visitor with a hit in the system will be permitted onto the campus without an escort. 

  • The system will only be used during regular school hours, Monday through Friday. 

  • No, this process is only for persons wishing to enter the campus past the front office.
     

  • The system is able to scan all U.S. government issued licenses, identification cards, permanent resident cards, and active military cards.  If no such identification is available, the parent or guardian will not be allowed past the front office.