Overview description

The School Visitor Check-In system is a digital platform used across NSW public schools and selected education offices to manage and monitor on-site visitor access. It supports school safety, compliance, and operational efficiency by providing a secure and streamlined process for logging visitor details.

Key Features

1. Digital Sign‑In — Visitors check in using the iPad kiosk or their mobile device, capturing their name, contact details, and visit purpose.

2. Real‑Time Visibility — School staff can instantly see who is currently signed in via logbook, improving on‑site awareness.

3. Compliance Support — The system aligns with departmental privacy, security, and site‑access requirements.

4. Audit Trail — Visitor records are securely stored to support investigations, reporting, and accountability.

5. Evacuation View — Staff can quickly see who is on‑site during an evacuation and access their contact details.

Who Should Use School Visitor Check‑In

School Visitor Check‑In (SVCI) must be used by all visitors entering the school site for school‑related purposes. This includes:

1. Parents and carers, except when attending morning assembly or dropping off students

2. Volunteers / Parent volunteers

3. Contractors, including cleaners, maintenance workers, and specialist service providers

4. Service providers attending for school‑related activities

5. Other visitors such as guest speakers or community members

School staff are not required to use SVCI. However, to help support emergency management and provide greater visibility of who is on-site, school staff are welcome to sign in and out using SVCI.

When visitors must check in

Visitors are required to check in:

1. During school hours

2.Outside school hours when attending school‑related activities (e.g. P&C meetings, scheduled maintenance, contracted cleaning, major captial work, tutoring)

If a visitor does not have a mobile device, the school must provide access to iPad Kiosk or webform at reception to support check‑in.

Visitor Categories and How to Select the Right One

Parent / Carer
A parent, carer, or close relative visiting or assisting with their own child (no special duties).

Volunteer / Parent volunteer
Volunteering with children — for example: canteen, reading groups, Scripture/Ethics, mentoring.

School staff / DoE staff
DoE school staff including teachers, aides, SLSOs, SASS, sports coaches/music tutors (paid by DoE), and Education Support Staff (corporate).

Casual teacher
A casual or relief teacher/SASS, or an exam invigilator paid by the school.

Child‑related contractor
A contractor with direct child contact — e.g. tutor, coach, allied health provider, mentor — and paid externally.

Maintenance contractor
A maintenance tradesperson or non‑child‑related worker such as a plumber, electrician, vendor, or specialist cleaner (e.g. asbestos hygienist).

Cleaner
A cleaner who is DoE‑managed or a school pre‑qualified contractor.

Other visitor
A guest speaker, community member, or event attendee.

Who Is Exempt from Using School Visitor Check‑In

Some visitors and sites are not required to use School Visitor Check‑In (SVCI). These exemptions apply when the visit is not related to school operations

Parents and carers attending morning assembly or drop-off

Parents and carers are not required to use SVCI when attending morning assembly or briefly entering the school site to drop off students.

Parents and carers must use SVCI when remaining on-site for another school-related purpose.

Community users

Individuals or groups accessing school facilities for non‑school‑related purposes, such as community events or private bookings.

Non‑DoE operated sites

Schools or centres not operated by the NSW Department of Education and that already have their own visitor sign‑in processes. Examples include:

1. Hospital Schools

2. Youth Justice Centres

3. Environmental Education Centres (EECs)

4. Shared Space

Note: EECs may choose to use SVCI. Visitors should check with the site’s administration to confirm local requirements..

Visitors outside school hours for non‑school activities

Visitors attending activities that are not run by the school and occur outside standard school hours. Examples include:

1. Outside School Hours Care (OSHC) programs

2. Preschools that are not run by the Department of Education

3. Playgroups

4. Sports clubs

5. Markets

6. Election‑related activities

These groups operate independently and manage their own attendance processes.

Education Offices

Some Education Offices may use SVCI, while others may rely on their own visitor management systems.

Visitors should confirm with the local office administration whether SVCI is required at that site.