Batavia Public School District 101
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4:170-AP3 School Security

A. Purpose

This procedure establishes consistent standards for controlling access to school buildings, identifying and authorizing visitors and volunteers, using the approved visitor-management system, issuing identification badges, and responding to unauthorized or concerning conduct.

B. Governing Standards

  1. School buildings are controlled-access environments during the instructional day.
  2. Visitors and volunteers shall use the designated entrance and obtain permission before entering areas beyond the office or secure vestibule.
  3. Access depends on verified identity, an authorized purpose, an approved destination, and compliance with staff directions.
  4. A successful electronic screening does not create a right of entry.
  5. Visitor restrictions shall be based on access, conduct, safety, and operational needs, not viewpoint or lawful expression.
  6. Staff shall not compromise personal safety to enforce an administrative rule. A threat, weapon, forced entry, or dangerous conduct requires 9-1-1 and implementation of the Emergency Operations Plan.
  7. During an Emergency Operations Plan activation, the Incident Commander controls entry, movement, accountability, and release.

C. Roles

Superintendent or Designee

The Superintendent or designee:

  1. Establishes systemwide visitor-management standards.
  2. Assigns central ownership of the visitor-management system and restricted-person alerts.
  3. Ensures coordination with Board policy, volunteer procedures, 7:150-AP, and the Emergency Operations Plan.
  4. Establishes the badge-color system and approval standards.

Principal or Designee

The Principal or designee:

  1. Implements this procedure at the school.
  2. Resolves alerts and exceptions.
  3. Confirms volunteer approval status.
  4. Authorizes access when standard verification is unavailable.
  5. Directs responses to visitor noncompliance.

Office Staff

Office staff:

  1. Receive visitors and volunteers.
  2. Verify identity and purpose.
  3. Confirm the host, destination, or approved assignment.
  4. Operate the approved visitor-management system.
  5. Issue the correct badge based on the person’s approved status.
  6. Refer alerts, exceptions, and uncertain classifications to the Principal or designee.

Host or Supervising Employee

The host or supervising employee:

  1. Anticipates or confirms the visit.
  2. Confirms the visitor’s or volunteer’s assignment.
  3. Provides supervision consistent with the badge classification.
  4. Ensures that the person remains within the approved destination and activity.

All Employees

All employees shall:

  1. Wear the required identification.
  2. Avoid admitting visitors through unauthorized entrances.
  3. Redirect or report unbadged or unauthorized individuals.
  4. Observe the access and supervision limits communicated by badge color.
  5. Disengage and seek assistance when safety may be at risk.

D. Controlled Entry and Exterior Doors

  1. Each school shall designate and monitor a primary visitor entrance during school hours.
  2. Other exterior doors shall remain secured from the outside except during supervised student movement, public events, deliveries, or other authorized use.
  3. Staff and students shall not admit visitors through unauthorized doors.
  4. A person who enters through an unauthorized door shall be redirected or reported based on the circumstances.
  5. Forced entry or conduct suggesting an immediate threat requires 9-1-1 and implementation of the Emergency Operations Plan.
  6. Building-specific entrance schedules and public-event access plans shall be maintained separately from this procedure.

E. Standard Visitor Authorization

Before allowing access beyond the office or secure vestibule, office staff shall:

  1. Confirm the visitor’s identity, normally through government-issued photo identification or another approved method.
  2. Determine the purpose of the visit and requested destination.
  3. Confirm the appointment, host, activity, or other authorization.
  4. Process the visitor through the approved electronic visitor-management system unless an exception applies.
  5. Determine whether an escort, supervision, time limit, or other condition is required.
  6. Issue a visible badge identifying the visitor, date or expiration, and approved destination or activity.
  7. Direct the visitor to remain only in authorized areas and to check out before leaving.

F. Visitor-Management System

  1. The approved visitor-management system is the official routine visitor log.
  2. The system supports identity capture, configured screening, badge production, arrival and departure records, and emergency accountability.
  3. System clearance is only one component of the access decision. Staff must still confirm purpose, destination, and authorization.
  4. A system alert is not a final legal determination. The visitor shall remain in the controlled reception area while the Principal or designee resolves the alert.
  5. During a system outage, staff shall use the approved manual log and badge process.
  6. Visits recorded manually shall be entered into the electronic system later when practicable.

G. Identification Exceptions

  1. When a visitor lacks scannable government-issued identification, office staff shall use approved alternate verification or manual system entry.
  2. The visitor shall remain in the office or secure vestibule until the Principal or designee authorizes access beyond reception.
  3. The Principal or designee may:
    • Limit the visit to the office.
    • Require an escort.
    • Use another reliable verification method.
    • Reschedule the visit.
    • Deny access.
  4. Emergency responders shall not be delayed by routine visitor processing during an active emergency.

H. Volunteers

1. General Requirements

All volunteers shall:

  1. Receive approval before serving.
  2. Complete the applicable volunteer documentation.
  3. Check in and out through the school office on every visit.
  4. Complete required screening.
  5. Wear a visible District-issued badge.
  6. Remain within the approved activity and destination.
  7. Follow the supervision limits associated with the badge issued.

All volunteers are screened against the applicable Illinois offender registries.

2. Level 1 Volunteers

A Level 1 volunteer is generally an occasional volunteer, visitor, guest speaker, or similar person whose service does not require the full approval process applicable to long-term or recurring volunteer assignments.

Level 1 volunteers:

  1. Complete or receive the information required by 6:250-E1.
  2. Are screened on site.
  3. Serve only in the approved activity.
  4. Must remain under staff supervision when in contact with students.
  5. May work with a child or small group only under direct staff supervision or in a public setting consistent with volunteer expectations.

The existing materials describe Level 1 volunteers as screened on site and provided the 6:250-E1 Volunteer Information Form.

3. Level 2 Volunteers

A Level 2 volunteer is generally a long-term, recurring, or higher-access volunteer, including volunteer coaches, sponsors, and other individuals serving over a longer period in direct contact with students.

Level 2 volunteers:

  1. Complete 6:250-E2, Volunteer Requirements and Waiver Form.
  2. Undergo the required full background check.
  3. Receive approval through the established Principal and Human Resources process.
  4. May serve only after approval is confirmed.
  5. Receive the badge classification appropriate to the approved role and permitted level of student contact.

The existing materials require Level 2 volunteers to complete the E2 process, undergo a full background check, and receive HR approval.

4. Volunteer Level and Badge Color Are Separate Determinations

Volunteer level and badge color serve different purposes.

  • Volunteer level identifies the approval and screening process required before the person may serve.
  • Badge color communicates the person’s screening status and permitted level of contact with students while on school property.

A Level 1 or Level 2 designation does not, by itself, determine badge color.

I. Identification Badge Classification

All adults, including visitors, volunteers, contractors, vendors, and employees, shall wear a District-issued identification badge as required by their role.

Badge color communicates screening status and permitted student contact.

Green Badge

A green badge indicates that the individual:

  1. Has received a full background check, including the applicable federal, State Police, sex-offender, and criminal-database checks; and
  2. According to the person’s role and duties, may have unsupervised contact with students.

Green badges may be issued to staff, contractors, or approved volunteers whose assigned role permits unsupervised student contact.

Yellow Badge

A yellow badge indicates that the individual:

  1. Has been screened against the applicable State offender databases; and
  2. Must remain under line-of-sight staff supervision when in contact with students.

Yellow badges are generally temporary and may be used for visitors and volunteers whose approved activity requires supervision.

Red Badge

A red badge indicates that the individual:

  1. Has received a background check through BPS101 or the person’s employer or contractor; and
  2. Due to the person’s role and duties, may not have unsupervised contact with students.

Red badges may be issued to vendors, contractors, or other approved persons whose work does not require unsupervised student contact.

These definitions reflect the existing 4:170-AP3 badge classifications.

Badge Rules

  1. Badge color communicates supervision and access status, not merely job title or visitor category.
  2. Printed information should identify the person’s role, destination, or approved activity.
  3. No badge provides unrestricted building access.
  4. A green badge does not authorize access outside the person’s assigned role, destination, or duties.
  5. A yellow badge requires staff supervision whenever the person is in contact with students.
  6. A red badge prohibits unsupervised student contact.
  7. Staff shall redirect or report an adult whose location, activity, or student contact is inconsistent with the badge classification.

J. Contractors, Vendors, and Deliveries

  1. Contractors, vendors, and delivery personnel shall check in as required by their role and access level.
  2. Access shall be limited to the approved work or delivery area.
  3. The correct badge shall be issued based on background-check status and permitted student contact.
  4. A contractor or vendor who has completed a full background check may receive:
    • A green badge when the approved role may involve unsupervised student contact.
    • A red badge when the role does not permit unsupervised student contact.
  5. Delivery personnel who remain in a controlled, non-student area may follow a simplified building procedure.
  6. Student-area access, after-hours access, and exceptions require approval from the Principal, Facilities, or another responsible administrator.

K. Student Release

  1. Student release shall be governed by Board Policy 7:090 and building attendance-office procedures.
  2. Visitor screening or a successful electronic check-in does not establish authority to remove a student.
  3. Staff shall confirm that the person is authorized to pick up the student before release.
  4. Students shall be released through the office rather than directly from classrooms or exterior doors, except as authorized under an emergency procedure.

L. Unidentified, Unauthorized, or Noncompliant Individuals

No Apparent Threat

Staff shall:

  1. Maintain an appropriate distance.
  2. Ask whether the person needs assistance.
  3. Direct the person to the office.
  4. Notify the office or an administrator.
  5. Avoid continuing a physical escort if the person resists or becomes agitated.

Refusal or Disruption

An administrator shall:

  1. Give a clear direction.
  2. Explain the access requirement once.
  3. Avoid debating constitutional, political, or ideological claims.
  4. Document the conduct.
  5. Request police assistance when the person:
    • Refuses a lawful direction to leave.
    • Materially disrupts operations.
    • Attempts unauthorized access.
    • Creates a safety concern.

Threat, Weapon, Forced Entry, or Dangerous Conduct

Staff shall:

  1. Disengage.
  2. Call 9-1-1.
  3. Initiate or follow the appropriate Emergency Operations Plan action.
  4. Avoid attempting routine visitor enforcement.

M. Government and Law-Enforcement Agents

  1. A government or law-enforcement agent conducting ordinary invited or public business shall follow the applicable visitor process.
  2. Any request involving the items below shall be handled under 7:150-AP:
    • Official authority.
    • Access to nonpublic areas.
    • A student or employee.
    • Student or employment records.
    • An interview, search, arrest, or detention.
    • Immigration enforcement.
    • A warrant, subpoena, court order, detainer, or other legal process.
  3. Office staff shall promptly notify an authorized administrator.
  4. Office staff shall not independently interpret legal documents or determine the scope of an agent’s authority.
  5. Office staff shall not disclose whether a person is enrolled, present, employed, or located in the building unless directed under 7:150-AP.
  6. Staff shall not physically obstruct an agent asserting immediate authority.

N. Emergency Operations

  1. Routine admissions may be suspended during HOLD, SECURE, LOCKDOWN, EVACUATION, SHELTER, or another Emergency Operations Plan activation.
  2. The Incident Commander shall determine entry and movement.
  3. Visitor records shall support accountability.
  4. Visitors shall follow staff directions.
  5. Family members, media representatives, and other visitors shall not be admitted into an active incident based solely on identification or visitor-management-system clearance.

O. Records, Training, and Review

  1. Principals shall provide annual training to office staff and other assigned employees.
  2. Training shall include:
    • Visitor check-in.
    • Volunteer levels.
    • Badge colors.
    • Supervision requirements.
    • System alerts and exceptions.
    • Unauthorized visitors.
    • Law-enforcement handoff.
    • EOP integration.
  3. Elevated incidents shall be documented using the applicable incident or 7:150-AP form.
  4. Visitor records shall be retained according to the records-retention schedule and vendor agreement.
  5. This procedure and its supporting tools shall be reviewed following significant incidents, material system changes, or changes in law, Board policy, or the Emergency Operations Plan.

Date Adopted:  November 19, 2019

Date Amended: July 30, 2026

Batavia Public School District 101