Several key compliance areas are coming into sharper focus. Firstly, background check requirements are becoming more stringent. Many states are expanding the scope of checks to include volunteers, contractors, and even parents assisting with school events. Secondly, data privacy regulations, like the Children’s Online Privacy Protection Act (COPPA) and state-level student data privacy laws, impact how visitor information is collected, stored, and used. Schools need to ensure their visitor management systems are COPPA compliant and adhere to all relevant state laws regarding student data. Thirdly, emergency preparedness and reunification procedures are under review, with visitor management playing a crucial role in accounting for everyone on campus during a crisis.
Here are some actionable insights for schools to prioritise:
- Review and update visitor policies: Ensure policies clearly outline procedures for check-in, identification verification, background checks (where applicable), and emergency protocols.
- Implement a digital visitor management system: Manual sign-in books are no longer sufficient. Digital systems offer features like automated background checks, real-time reporting, and integration with emergency notification systems.
- Provide staff training: All staff members who interact with visitors need comprehensive training on visitor management policies and procedures.
- Ensure data security: Implement robust data security measures to protect visitor information from unauthorised access and breaches. This includes secure storage, encryption, and access controls.
Staying ahead of these compliance challenges requires ongoing vigilance and a commitment to best practices. We recommend schools conduct a thorough review of their current visitor management procedures and invest in solutions that enhance security, streamline processes, and ensure compliance with all applicable regulations. A proactive approach will not only mitigate risk but also demonstrate a dedication to the safety and wellbeing of the school community. Consider scheduling a comprehensive security audit to identify vulnerabilities and develop a tailored action plan.
