Visitor Aware

Beginning in 2024–25, MMSD will be using a new tool called Visitor Aware to allow guests access to our schools and buildings. Visitor Aware is a digital platform that manages visitors by electronically documenting their visit. In addition to eliminating the need for traditional pen-and-paper sign-in sheets, this new software allows us to:

Improve visitor accountability: By requiring all visitors to sign in and out electronically, we can accurately track who is coming into our buildings in real time. Visitors must also indicate where they are going in a building.
Enhance emergency preparedness: In the event of an emergency situation, real-time visitor information is crucial for any safety response, especially in evacuation or lockdown situations.
Strengthen staff and visitor communication: The system will facilitate clear and timely communication between front office staff, principals and visitors. If a visitor is not recognized or needs to be reviewed by the principal, a discrete notification will immediately be shared that will prompt front office staff to connect with their building principal and/or the Office of School Safety.

Think of it as similar to a person using their image to unlock their mobile phone. Visitor Aware uses this same technology to ensure those accessing each school building are documented and approved for entry.

After initial check-in or pre-registration, visitors will typically be able to check in with only their photo, as Visitor Aware utilizes facial recognition – just like unlocking a mobile phone using a person’s image – in order to match an existing visitor profile with the photo taken during their check-in. The facial recognition system is comparison-based, which means it matches a live photo to an ID photo or previous photo, rather than storing facial templates .

Note: In order to check in using the system, there must be a 95% or higher match of the face analysis from previous visits and a current photo. In the event a visitor is not recognized, they will be prompted to check in using identification or front office staff will cross check their information with our Infinite Campus system.

FAQs

Visitor Sign-In and Registration

Is pre-registration available?

Yes. To avoid the added step of registering visitor ID and information at the school, visitors can use a pre-registration link. Each school has their own URL to allow visitors to register before they arrive the first time. Remember, registration is only required once. Afterward, each time a visitor returns to the school, they simply need to sign-in through Visitor Aware.

Please view the Pre-Registration and Sign-In Visitor Guide. Use this document for school specific links.

Do students and staff need to register and sign in?

What do I need to register?

Visitors are asked to use their state-issued identification to sign into the system because it is the most efficient way to accurately document visitors. IDs will only be requested the first time a visitor registers. Afterward –just like unlocking a mobile phone using a person’s image – Visitor Aware uses that same technology to quickly validate visitors on all future visits.

What happens if an individual does not have an ID?

What if an individual does not have a current address?

How will staff know a visitor is valid?

What if a visitor forgets to check out?

Do non-school age children need to register or sign-in?

Data Collection

What data is collected during the initial check in or when pre-registering?

What is this information used for?

Visitor information is used to create a secured visitor profile to associate visits with existing data after an initial visit and screening. Information is only used for the purpose of helping a school identify and document visitors.

Visitor information is also cross-checked with sex offender registries and national watch lists. Visitor information is not checked against any other personal, legal or criminal justice systems. Citizenship status will never be reviewed or identified by this system. If information is flagged by the system, a discrete message will be sent to the front office staff, who will contact the school principal to discuss options and next steps.

Who can see the information collected and what happens to that information?

Visitor profiles may only be viewed by users specifically granted access by a school administrator. Profiles are not available outside the Visitor Aware administration area (including on check-in devices).
Data is stored in encrypted databases and individual data is separately encrypted to ensure security. Only recent photos are stored because any photos from previous visits as well as information from check-in devices are deleted at check-out.
Information is never sold, transferred or accessible by any person or service outside Visitor Aware.

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