Policies and Regulations NEPN Code: ECAB-R
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Support Services
Access to Grounds and Buildings

Unless otherwise posted, all District grounds and buildings are closed to public access between the hours of 10 p.m. and 5 a.m., except for school related activities/events.

When activities or programs are held in auditoriums, gymnasiums, or other large gathering areas outside regular school hours, access to the rest of the building will be restricted.

Public Access to Buildings
The primary school entrance and exit will be through the main entrance (Door A) at all schools. All exterior doors, except the main entrance (Door A), will be closed and locked from exterior entry at all times. Entry and exit exceptions are permitted only when authorized by the Building Administrator and when the door is monitored by school staff. After school activities are exempt. After school activities will be restricted access to the area of the activity. The building principal will assign staff members to conduct routine daily checks that doors are closed and locked.

Requests for facility use by outside entities will not be allowed in elementary school buildings between the hours of 4:00 pm and 6:30 pm, which is when Kids Inc. after school program is in session and when the clerical in the building have left as regular security protocol cannot be followed. Programs that begin by 3:45 pm and meet all security protocols will be allowed to extend beyond 4:00 pm.

Hall security monitors will be stationed to prevent unauthorized public access to the general school population for special events (such as voting) during regular school hours. The general public will be restricted to the specific event area. Coordination with the School Resource Office will be made prior to the event. The Sioux Falls School District Risk Manager will be notified of the event prior to the facility request approval. Such special events and their procedures will be reviewed for approval by the principal and risk manager.

Outside Supervision
During designated outside supervision times at all elementary schools, supervisors will be strategically placed in and around the perimeter of the area where students are located. Supervisors will be located so they can observe and interact with students and limit access to students from outside the school grounds.

Each elementary, middle, and high school supervisor on outside duty shall wear a vest that clearly identifies them as a supervisor. In addition, supervisors must carry a district issued two-way radio or cell phone for communications with office staff or emergency responders.

Visitors
All visitors are expected and directed to report their presence to the school office immediately upon entering a school facility. The District will utilize an electronic visitor management system (a sign-in log may only be used as back-up). Visitors are required to follow check in procedures, state the reason for their visit, and prominently wear a temporary visitor’s badge while in the building. A school issued photo ID may be issued for volunteers who regularly visit the school.

In order to receive a visitor’s badge, the visitor must provide a driver’s license or government issued ID that will be returned when exiting the building. Visitors without a current driver’s license or state ID may be vouched for by a school administrator if known, vouched for by a parent or authorized guardian, and must sign-in giving current address of residency.

Visitor access may be denied at the discretion of a school administrator.

Volunteers who have been issued access cards must notify the office they are in the building and when they are leaving the building.

Persons registered on the National Sex Offender Registry and those having been served with visitation restrictions must notify the administration 24 hours in advance for visitation approval at all school facilities and functions.

The visitor procedures may apply when visitors are attending an assembly, athletic event, or other school program in areas typically recognized for large group assembly of the community, such as gymnasiums, auditoriums, etc., or when parents are attending activities clearly for the purpose of parent involvement, such as open house or parent-teacher conferences.

During the school year, contractors working in schools must display a district issued ID badge or be confirmed by operational services and are required to check in through the school office.

Staff Access to Buildings - Key Control
Building access control is divided into four categories: High-security (Medeco system), card access control, mechanical key, and lockbox access.

High-Security Key System (Medeco System)
All exterior doors shall be keyed with a high-security (non-duplicable) keying system. Building high-security keys shall be issued to site administrators, the building’s lead secretary, and custodial/maintenance staff as needed.

Card Access Control System
Operational Services shall operate a computerized card access control system. This system provides entry access to various doors within a building or district-wide. This system provides access to specific doors or groups of doors at pre-arranged times during the day.

All staff designated by building administration shall receive building access control key cards. This card shall be integrated with the staff ID badge required to be worn in all District facilities.

Access cards will be provided to High School students in special programs for specific doors, times, and dates (applies to New Tech, Roosevelt, Washington, and Lincoln high schools). Student Access Card enrollment and accountability will be the responsibility of the school administrators as delegated to program managers.

The Kids Inc. program will be provided parent/guardian access control cards for the specific doors, times, and dates of the program at each school. Access card enrollment and accountability will be the responsibility of the Kids Inc. program administrators.

Mechanical Key System
Each building shall also be equipped with a mechanical keying system, which will ensure security and reasonable convenience to staff and departments occupying buildings or facilities. The system shall be comprised of individual keys, department keys, and building master keys.

Building master keys shall be issued to site administrators, the building’s lead secretary, and custodial/maintenance staff as needed. The building administrator shall determine the issuance of department master keys and other necessary keys to staff.

Lockbox System
An access control lockbox system is in place for emergency building access by police and fire personnel.

Operational Services will be responsible for:

  • Creating the keying system, which will ensure security and reasonable convenience to staff and departments occupying buildings or facilities. The system shall consist of the four components described above.
  • Maintaining a central file with up-to-date records of keying and card access control systems.
  • Fabricating all keys and issuing building keys and access control key cards. District facilities will receive original keys under new building or alteration contracts.
  • Storing an original copy of all high security and building master keys.
  • Performing all maintenance and repair work on locking systems.
  • Removing terminated employees from the card access control system immediately upon notification.

Building Administrators will be responsible for:

  • Authorizing the issuance of keys to staff as necessary and in accordance with this policy.
  • Maintaining and controlling the building key cabinet, which shall include maintaining an up-to-date file with all key issuance records and signature cards.
  • Reporting to Operational Services all access control cardholders who are terminated or who are transferring to another building or activity. Terminations shall be reported immediately.
  • Recovering all District keys and access control keys from personnel who are terminated or who are transferring to another work location. If administration is unable to recover keys and/or access control keys, Operational Services shall be contacted to determine the extent of security concerns and further actions required.
  • Recovering keys and access control keys from all staff members at the close of each school year and re-issuing keys for the following school term.

All District personnel to whom keys have been issued are responsible for:

  • Signing a key acknowledgement card for keys held.
  • Visibly displaying identification/access control card at all times while in a District facility and on duty.
  • Securing from theft identification/access control card and keys at all times.
  • Maintaining the security of the key issued. Keys should not be left on desktops or in unlocked desks or cabinets. No keys shall be loaned to students. Personnel shall not duplicate any District key. Any key that needs duplication shall be processed through the building administrator and Operational Services.
  • Securing doors when entering or leaving the facility during after hour use.
  • Turning in all keys to the building administrator upon termination, transfer, or retirement.

Special Security Keying and Changes of Keys:

  • Special security locks and keys for areas may be permitted with the approval of the building administrator and the concurrence of Operational Services.
  • No locks shall be changed without prior approval of the building administrator and Operational Services. Unauthorized locks shall be reported to Operational Services, which will remove them in coordination with the building administrator.

Loss or Theft of District Keys:
Loss or theft of District keys and/or access cards must verbally be reported immediately to Operational Services through the building administrator (leaving a voice mail is not adequate to meet this verbal requirement). Lost or stolen access cards will be immediately deactivated.

Cabinet and Furnishing Keys:
Building administrators shall have full control of locks on all cabinets and furnishings without the approval of Operational Services.

Card Access Control System – Scheduled Access Periods
Staff members will have access to appropriate buildings according to the schedule below: (Exceptions may be made at the discretion of Principals and Directors for unforeseen and special circumstances and events for limited time periods and with Operational Services coordination):

High Schools Administrators Teachers Specialists Clerical Education Assistants Cust Managers/Engineers Custodians Child Nutrition
Time 24 Hour 24 Hour 6 am-5 pm 6 am-5 pm 24 Hour 5 am-2 am 5 am-5 pm
Day Mon-Sun Mon-Sun Mon-Fri Mon-Fri Mon-Sun Mon-Sun Mon-Fri

 

Middle Schools Administrators Teachers Specialists Clerical Education Assistants Cust Managers/Cust Engineers Custodians Child Nutrition
Time 24 Hour 5 am-11 pm 6 am-5 pm 7 am-6 pm 24 Hour 5 am-1 am 5 am-5 pm
Day Mon-Sun Mon-Sun Mon-Fri Mon-Fri Mon-Sun Mon-Sun Mon-Fri

 

Elementary Schools Administrators Teachers Specialists Clerical Education Assistants Cust Managers/Engineers Child Nutrition
Time 24 Hour 5 am-11 pm 6 am-5 pm 7 am-6 pm 24 Hour 5 am-5 pm
Day Mon-Sun Mon-Sun Mon-Fri Mon-Fri Mon-Sun Mon-Fri

 

Regulation   Board Action
Approved: 10-11-10 35849
Revised: 03-12-12 36315
Reviewed: 12-14-15 37346
Reviewed: 11-14-16 37631
Revised: 01-22-18 37945
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