The Building Blocks of School Security
The following article appeared in the June, 1999 issue of School Business Affairs.
Awareness of the role and importance of security has probably never been higher. In response, new technologies are constantly arriving in the marketplace to expand the range and sophistication of security systems available to schools. But with the number of vendors and products appearing almost limitless, the process of selection can seem daunting.
Faced with an ocean of choices and a limited budget, how can school business officials make the right decisions? The answer lies in isolating the basic building blocks of a security system.
Keeping it Simple
Few schools command the funding to shift from having little or no security to possessing state-of-the-art equipment complete with closed-circuit television (CCTV), metal detectors at every entrance, and comprehensive access control, all monitored by a network of well-trained guards. For those who can afford this level of preparedness, it's critical to address integrating each part into one coherent whole to achieve high performance. However, for districts that do not have such ample security budgets, it is necessary to immediately upgrade security without breaking the bank.
Security identification offers an irreducible minimum level of school security via ID cards, which provide a rapid method of identifying those who belong on campus (students and staff). By means such as color coding, ID cards permit easy classification and channeling of the student body according to age, subject studied, or academic performance. By integrating security identification with administrative systems, attendance and other vital statistics can easily be tracked.
A security ID program can also be upgraded into a full-access control system, complete with card readers. By placing readers at all entrances, students and staff have a secure means of entry while visitors are forced to enter a central office to obtain temporary passes.
The ABCs of Security Identification
For many years, security ID programs consisted of film-based cameras and photo ID cards. This method of security, though, had several drawbacks. Dealing with film and card manufacturing, for example, can be time-consuming and messy. Students can also end up with several different cards (one for access, one for lunch, one for library, etc.), increasing the chance of loss.
In recent years, however, due to technological breakthroughs, ID cards have moved from the Stone Age to the 21st century. School-specific digital imaging ID systems and multifunctional cards have come onto the market. These new products make it possible to achieve high-quality security at low cost, while opening the door to a host of other benefits.
Digital Imaging
The latest digital imaging technology combines photography with computers. Systems consist of a digital camera, a monitor, a computer, software to coordinate all activity, and a card printer. These printers can either be PVC or ink jet depending on the budget.
Digital imaging reduces ID card issuance to three steps. First, enter variable ID data, either by typing it or importing it from another database. Next, capture the individual's picture through a digital camera. In many cases, the photo may also be imported from a CD supplied by the school's photographer. The system then prints a customized card. As it is PC-based, film is entirely eliminated from the process. And as information can be stored electronically, pictures are available for use at a later date.
Data may be stored in a database located on the PC or file server and can be used to print various security management reports or to communicate with access control systems. Depending on budget and intended use, a variety of card materials and colors are available. Additional benefits of digital imaging include flexibility in initial badging, speed and ease of reissue, ability to preview portraits / cards prior to printing, and automatic tracking of card history for each individual.
The Multifunctional Card
The typical ID card contains a photo, name and ID number. Students often own a collection of these cards for a variety of functions such as vending, cafeteria, library, special events, and sporting activities. A multifunctional card, however, does much more. It makes it possible to supply students with one all-encompassing card that performs all functions. One system can therefore track cafeteria activity, attendance figures, or school property sign-out data.
Multifunctional cards range from "smart cards" with built-in chips, to photo IDs with magnetic stripes, bar codes, or proximity sensors. At the high end, the memory capabilities of a smart card allow it to store information such as a log-in sequence for a PC, or financial data for making purchases. For example, some schools use smart cards for school-related purchases.
But even without this level of sophistication or cost (smart cards can cost as much as $20 each), other multifunctional cards, costing anywhere from $1 to $10 depending on the technology employed, provide a means of integrating all school services and security needs into one small piece of plastic.
In the Lancaster, Pennsylvania school district, for instance, multifunctional cards are used in 13 elementary schools, 2 middle schools, and 1 high school. "We use the card for food service, bus pass and attendance," said Gene Miller, supervisor of food service and transportation for the district. "In the cafeteria, scanners at the registers read the bar code and determine if the meal is free, reduced or paid. If there is money on account, it debits the right amount electronically."
Miller finds the cards helpful because a student can only use the card for one meal per day, eliminating the need to issue and police ticket usage. The cards are also used to determine who should be on which bus and for administrative purposes with late students.
The use of multifunctional cards also eliminates duplicative student database entries because all systems share the same information. Rather than facing a mountain of paperwork and repetitive data entry that may employ several individuals, once information is entered by school officials, it is available to others. As well as facilitating greater control over attendance, cafeteria statistics, and funding issues, schools employing multifunctional cards are taking an important first step toward creating a safe environment. The cards allow the administration to first establish a security identification program and then, once the funding is in place, upgrade to a full-blown access control system by adding card readers that are compatible with the existing cards.
Security Management Enhances School Programs
Digital-based identification systems with multifunctional cards are finding their way into many schools. At North Carolina's North Stanly High School, for instance, the school administration added such a system with the intention of augmenting existing programs and coordinating an incentive program to improve grade point averages (GPAs).
As part of its traditional student ID program, North Stanly had in place a student recognition program that awarded students with three achievement levels--gold, silver and bronze--based on their GPAs. This highly successful "Renaissance School Program" is having an extremely positive impact on students, instilling a sense of pride and positive peer pressure among students. Overall grades improved within one year.
In order to reinforce these gains, North Stanly Principal Jimmy Trull introduced IDenticard's IVIS Plus digital imaging system hoping that it would bring about a further increase in overall student GPA. With the addition of IVIS Plus, the school now stores student achievement data in one centralized system and encodes student ID cards with icons that reflect the discount level (tied to academic performance) they can receive from participating merchants, such as music and video stores, pizza shops, and clothing stores.
Due to the new system's flexibility, North Stanly stores a variety of data along with the student photos, encoding this data into the cards to create value-added ID cards. For example, the school can track families that are prepaid band boosters to allow free entry to sports events, or each student's bus number can be displayed on the card to ensure correct boarding. Multifunctional cards can also be encoded with credits toward lunches in the school cafeteria, enabling students to swipe their cards through a reader and not worry about carrying cash.
North Stanly employs a wide range of badging colors and designs, making it easy to distinguish between student grade levels, staff members, and visitors. Overall, the school finds the system flexible, easy to use, and extremely cost-effective.
Know Before You Buy
The needs of each school vary greatly, and there is no one system that fits all campuses. That's why there's no substitute for taking a thorough look at the big security picture before making any purchases. Remember to involve all those who will use the system, monitor it, or be affected by its installation in defining your district's needs. Some, for instance, may be lobbying for metal detectors while others seek a comprehensive security management system that can monitor attendance. A consensus must be reached before you begin shopping for a new system.
Don't forget to plan for future expansion. Five years from now, will the current system be able to cope with anticipated growth? Card reader systems, for example, may only be good for a small number of cards. If a school expects to exceed that figure within a short time, a more expensive card reader system, able to cope with a greater number of cards, might be a better long-term choice. Additionally, factors such as open database connectivity (ODBC) compliance, ability to integrate with an access control system, and capacity to include other functions (such as library usage) should be considered.
Once needs are defined, assess available products. The important issues are ease of use and cost. One sure way to determine ease of use is to visit similar facilities that have installed the access control and security products being considered. On such visits, be sure to ask staff, students, and administrators about the system's functionality. Or have vendors come on-site to demonstrate their wares.
The Final Step: Training
It's critical to train users in system operation. The entire purpose of installing a new system can be quickly defeated if no one knows how to use it, and soon, the system could fall into disuse. Those administering or monitoring a security system must be thoroughly familiar with its use. And even those who do no more than show a card must be briefed on all aspects of the system in order to prevent abuses. This will facilitate the participation of everyone in ensuring that a security perimeter is established within which the school can concentrate on the business of learning.
Conclusion
In these days of funding being linked to school lunch programs and attendance, few schools can do without an efficient means of monitoring these activities. Based on the building blocks of multifunctional cards and digital imaging technology, safety, security and perhaps even funding assistance can be brought together under one system. For more information, click here or call 800-233-0298. |
