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Las Virgenes Unified School District

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Visitor Access Policy

  • LVUSD Visitor Access Policy and Procedures

    The Las Virgenes Unified School District has adopted the use of the Raptor system. This program is a new visitor tracking system that will enhance school safety by improving access management on our campuses.  The system records identification information from visitors, providing them with a uniform temporary ID badge and checking the visitors against sex offender databases. This system has been installed at all of our school campuses.

    Raptor is an internet based program and allows schools to take the drivers license of individuals, scan through a reader, and automatically log the visitor’s name, address, and partial driver’s license number into a visitor database. This program, at the same time, searches all registered sex offenders databases in 50 states and will return with any potential matching offenders along with a picture of the registered sex offender, if it is available. This search is done by name and date of birth only, so it may give a potential match of an individual with the same name and date of birth but may not be the same individual visiting the school.

    General Procedures:

    1. The receptionist will obtain the driver’s license of the individual or photo identification of the individual and scan it through the reader. If the visitor does not have acceptable  (state identification, driver’s license, military identification card, or passport) photo identification available, the campus administrator or designee on duty will be called to assess the situation. If he or she determines the visitor is known, the visitor’s information can be manually entered by the campus administrator. However, a visitor can be manually entered no more than twice before being denied entry.
    2. If the visitor is not a registered sex offender no action will be taken by the system and a badge will be printed. The data scanned from the driver’s license will be stored in the program’s database.
    3. If the individual is a registered sex offender and a positive response is received the  operator of the program must answer the below questions:
      1. Is the photo of the sex offender being displayed to them the same individual attempting to get a visitor pass.
      2. If they answer “NO” then the visitor will be issued a pass and allowed to enter the school.
      3. If the photo does match the visitor the receptionist will acknowledge on the computer by clicking “YES”.
      4. The program will ask the receptionist again, “Are You Sure” and the receptionist will click “YES” again. Texts and emails will be generated to school personnel, school administration, district personnel, and possibly the sheriff.

    Frequently Asked Questions:

    Why is Las Virgenes Unified School District using this system?
    Safety of our students is our highest priority. LVUSD employees need to be sure of who is in our schools and for what purpose. A visitor management system will provide a consistent mechanism for tracking visitors and volunteers across the district while keeping away people who may present a danger to students and staff members. The system quickly prints visitor badges that include a photo, the name of the visitor, time, date, and purpose or visit destination. This will allow all district employees who see visitors to quickly know who they are and where they should be in our school. Any visitors in other locations will be directed to their proper destination and anyone not wearing a badge will be escorted to the office to acquire one.

    How does the system work?
    Full name, date of birth, photo ID and the first four digits of a drivers’ license number is compared to a database that consists of registered sex offenders from all 50 states. If a match is found, school administrators and law enforcement personnel can take appropriate steps to keep the schools safe. If no match is found, the system will log the time, date, and check-in and checkout times of the visit and print a custom visitor label.

    What visitor information is stored in the Raptor database?

    The database stores the following visitor information:
    · Full name
    · Date of birth
    · First four digits of ID
    · ID Photo

    It is noteworthy that ID photo images are stored in a separate location than data identifying visitors (name, birthdates, first four digits of ID). A key combination is required to connect these two chunks of data. Without this key combination there is no way to match photos with visitor records.

    Will Raptor be used before or after school hours or during evening conferences?
    The Raptor system will only be used during school hours and when children are present.

    Do vendors and contractors need to be scanned with the Raptor system?
    Yes, all visitors need to be scanned.

    Will the district scan police officers, firemen and other uniformed or similar governmental officials into the system?

    If the visitor is a known, uniformed, government employee, no. If the visitor is not a known, and uniformed, government employee, yes. Again, this is to allow us to know who is in our schools at all times and to not assume people are who they say they are without providing proper identification. However, law enforcement personnel visiting a campus on official business can be given the option to have their information entered manually by presenting their badge or state-issued identification.

    Are there less invasive ways to track visitors, who are usually moms, dads, and grandparents, without requiring them to scan their driver’s license to gain access to one of our public school buildings?

    The Raptor system strives to require as little information as possible from visitors while still being able to provide the school with the information needed to uniquely and accurately identify entrants and provide for enhanced safety at the school. In order to screen out sex offenders from entering the campus, the minimum information required is: full name, date of birth, first four digits of ID, and photo. Without this data, a screen for registered sex offenders cannot be performed. In order to uniquely identify entrants and ensure that the entry of one “John Smith” is not confused with the entry of a different “John Smith,” the Raptor system uses the first four digits of the entrant’s ID, but does not store the entire license number. As a result, these data minimums are the only data required from entrants. No other data is collected from the ID and no copy of the ID is taken.

    Is the system data secure?
    Raptor Technologies utilizes some of the most advanced technology for Internet security available. Secure Socket Layer (SSL) technology protects the data using both server authentication and data encryption, ensuring that the data is secure and only available to the subscribing school or facility. The protected data is inaccessible to anyone not authorized to view the information. Strict access policies, 256-bit encryption, firewalls, and private secure bandwidth are in use to ensure the highest standards for our security requirements. Data is stored on the Raptor servers behind a firewall which requires a unique ID and password, through an operating system, which requires a second unique ID and password, and inside a database which requires a third unique ID and password.