Campbell Union High School District

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CUHSD Implements New Visitor Management System for Increased School Safety

 

As part of an ongoing effort to strengthen campus safety, we are pleased to announce we are now using a new visitor management system called “Raptor Visitor and Volunteer Management system” in our schools. The safety of our students and staff is a top priority. Our mission is to make our schools a place where students are safe, supported, and valued, and the new visitor management system is intended to serve as another layer of safety.


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 during regular school hours are required to present a form of identification to enter school grounds or to check a student out of a school site.

 

The preferred form of identification is a government-issued picture ID (i.e., driver’s license). If a parent or guardian does not have a government-issued ID, staff can accept other forms of identification such as a work ID, medical insurance card, school ID, bank-issued card (debit or credit), library card, or any type of membership card which bears their name and photo (i.e. a store card or a gym membership card) and manually enter the person’s name into the system. If no such identification is available, the parent or guardian will be asked to provide their full name and their date of birth, to activate the manual entry process.

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It is important to note that the system only scans the visitor’s name, date of birth, and photo for comparison with the national database of registered sex offenders. 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.

 

Once an entry is approved, the system will issue a temporary access badge that identifies the visitor, the date, and the purpose of his/her 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.

 

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 district.

 

 

Frequently Asked Questions

 

What is the new visitor management system?

 

CUHSD is now using a new visitor management system called “Raptor Visitor and Volunteer Management system” in our schools.  It enhances school security by reading a visitor's driver's’ license (or other approved government-issued ID) and compares information against a sex offender database to alert school administrators if a match is found. 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 paper sign in.

 

How does the new visitor management system work?

 

The system compares government-issued ID information to a database that contains registered sex offenders from 50 states as well as internal flags placed by a school site. In the event of a match, it alerts designated school officials.  If there are no flags alerted, the system prints visitor badges that include the visitor’s name, photo, date, and destination. Those badges enable personnel within the building to quickly determine if visitors are in areas where they should, or should not be.

 

What is the purpose of the new visitor management system?

 

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.

 

Why is the Campbell Union High School District using this system?

 

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.

 

Does the school/District have the right to require visitors, even parents, to produce identification before entering the school?

 

Yes. In accordance with California Penal Code 627, school officials need 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.

 

What types of IDs will work in the new visitor management system?

 

The system is able to scan all U.S. government issued licenses, identification cards, concealed handgun licenses, matricula consular ID cards, permanent resident card, active military cards, and passport ID cards (not the full passport). If a parent or guardian does not have a government-issued ID, staff can accept other forms of identification such as a work ID, medical insurance card, school ID, bank-issued card (debit or credit), library card, or any type of membership card which bears their name and photo (i.e. a store card or a gym membership card) and manually enter the person’s name into the system. If no such identification is available, the parent or guardian will be asked to provide their full name and their date of birth, to activate the manual entry process.

 

What other information is the school taking from visitors?

 

The system is only scanning the visitor’s name, date of birth and photo from their ID card for comparison with a national database of registered sex offenders and any private alerts at the school, such as restraining/ custody orders. 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.

 

Is an ID card scan necessary each time a person comes in the building?

 

No. After the first scanning at each campus, the office staff would simply find the visitor’s name in the system (first or last name look-up) and use the record of the previously-scanned ID to sign the visitor in and print a visitor’s badge. The school receptionist is able to view the ID card picture in the new system to make a visual verification of the person signing in.

 

What is the checkout process for visitors leaving the building?

 

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.

 

What if a 'hit' on the system occurs? What is the protocol?

 

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

 

Will the new system be used for after-school activities or large events such as award assemblies?

 

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

 

 

Will I be required to complete this process if I am simply dropping off an item in the office for my child?

 

No, this process is only for persons wishing to enter the campus past the reception desk.

 

 

Where can I obtain a Government-issued form of identification?

 

For a CA License visit a local DMV office or go to www.dmv.org. For a Military ID card please go to www.cac.mil/uniformed-services-id-card/ For a Permanent Resident Card please go to www.uscis.gov/i-90

 

 

All parents 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.