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Sweetwater Un HSD |  AR  3515  Business and Noninstructional Operations

Campus Security   

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The Superintendent or his/her designee shall ensure that campus security procedures are developed which are consistent with the goals and objectives of the district's comprehensive safety plan and site-level safety plans.

(cf. 0450 - Comprehensive Safety Plan)

These procedures shall include strategies and methods to:

1. Secure the campus perimeter and school facilities in order to prevent criminal activity. These strategies shall include an analysis of the building security system, lighting system, and campus fencing. Procedures to ensure unobstructed views and eliminate blind spots caused by doorways and landscaping shall also be considered. In addition, parking lot design may be studied, including methods to discourage through traffic.

2. Secure buildings from outsiders and discourage trespassing. These procedures may include requiring visitor registration, requiring staff and student identification tags, and patrolling places used for congregating and loitering.

(cf. 1250 - Visitors/Outsiders)

(cf. 3515.2 - Disruptions)

(cf. 5112.5 - Open/Closed Campus)

3. Discourage vandalism and graffiti. These methods may include plans to immediately cover graffiti as well as campus beautification projects and shall also include students and the community in these projects.

(cf. 3515.4 - Recovery for Property Loss or Damage)

(cf. 5131.5 - Vandalism, Theft and Graffiti)

4. Control access to keys and other school inventory.

(cf. 3440 - Inventories)

5. Detect and intervene with school crime. These procedures may include the creation of a school watch program crime stoppers, an anonymous crime reporting system, analysis of school crime incidents, and collaboration and communication with local law enforcement agencies.

All staff shall receive training in building and grounds security procedures.

(cf. 3515.3 - District Police/Security Department)

(cf. 4131 - Staff Development)

(cf. 4231 - Staff Development)

(cf. 4331 - Staff Development)

These procedures shall be regularly reviewed and updated in order to reflect changed circumstances and to assess progress in achieving safe school objectives.

The following is provided to assist principals and/or division/department heads in meeting responsibilities for the security of respective buildings and/or workspaces.

General Security and Safety Precautions

1. Entrances and windows should not be shielded by shrubs or trees.

2. Custodians shall make a careful security check each night to determine that all doors and windows are securely locked.

3. Combustible materials shall be locked in a secure place.

4. Periodic inspections by the maintenance director shall be conducted and deficiencies reported on periodic safety check or maintenance check forms.

5. In addition to controls in issuance and use of keys established in Regulation 3520.2, principals and division/department heads shall verify, annually, all persons who have been issued master keys.

6. Inventory records of tools and equipment shall be kept up to date.

7. Roof hatches shall be securely fastened from inside while providing easy access to roof for emergency purposes.

8. A minimum of equipment shall be kept in portable buildings or isolated facilities.

9. Equipment not in constant use shall be stored where there is good security with an adequate check-out system.

General Building/Working Space Security

1. Office Security

a. Each staff member is responsible for office security

b. If employee must leave his/her office unattended the office should be locked

c. The safe shall be closed or locked except when an authorized person is obtaining valuables

d. At the end of the workday, staff members shall lock windows and doors, and turn out light

2. Custodial Responsibility

a. After closing buildings each day, custodians shall inspect respective work areas for locked windows and doors

b. Custodians shall request identification from individuals carrying out equipment or large boxes

3. Personal Responsibility (Employees and Non employees)

a. Personal Property

(1) Personal items are the responsibility of the individual owner and shall be under his/her control at all times

(2) Cars shall be locked to prevent theft of personal property

b. District Equipment

(1) Loan of district equipment to individuals or to other organizations without prior approval of the principal is prohibited

(2) Any employee may request identification from unknown individuals carrying equipment or large boxes out of a building. Reasonable judgment should be used.

Security after School Hours

1. At the beginning of each school year, the principal shall assign responsibility for opening and closing the school building daily at stated times. This supervisor shall be held responsible to the principal for having the buildings securely locked when not in use.

2. The principal shall designate an alternate person to perform such security duties in absence of the regularly assigned employee.

3. Principals may use lights (inside and outside), located strategically, to discourage unwanted activity around otherwise dark areas.

4. When buildings/facilities are used by non school groups:

a. The principal, upon receipt of a copy of a district application and Permit for Use of School Facilities and Grounds (Form No. 6900-86) authorizing a non school agency to use a school facility, shall designate an employee to open the building, be in charge during after school use, and close the building after use in accordance with District Policy 1300 and related regulations.

b. The school employees designated pursuant to paragraphs above are empowered to take all necessary means to enforce rules and regulations governing use of school property by non school groups in accordance with District Policy 1300 and related regulations.


Questions or concerns regarding this regulation shall be referred to the director of maintenance.

Security of District Buildings/Facilities/Insurance-Control of Keys

The following guidelines/procedures shall apply in providing security of school district buildings and property through issuance and control of keys.

School Sites

1. Site Security Responsibility: The principal of each school site is responsible for the security of school buildings and contents and, therefore, is to be held accountable for all keys issued to members of his/her respective staff.

2. Issuance and Control of Keys

a. Master keys shall not be issued to any individual unless specifically provided for in this regulation.

(1) Should an exception be sought, the request, with substantiating reasons, shall be forwarded to the director of maintenance.

(2) Only with the approval of the director of maintenance will a master key be issued unless otherwise provided for in this regulation.

(3) The director of maintenance shall be notified when any master key has been lost or stolen and must authorize key replacement.

b. All master keys shall be retained by the individual to whom issued, and shall never be loaned, even briefly.

c. Issuance of master key(s) shall be at the discretion of the principal and shall be limited to the following persons who need access to the entire district.

(1) Principal

(2) Assistant Principal

(3) Administrative Assistant

(4) ASB Advisor

(5) Site Security Resident

(6) Head custodian and/or other custodial personnel whose assigned duties are school wide.

(7) Campus Assistants

(8) Police

d. One additional master key shall be issued to each school site and shall be kept locked in the safe.

e. Requests for approval of additional master keys shall be submitted by the site principal to the director of maintenance.

f. Submaster keys (keys to one building or area) may be issued to other members of the staff when it is absolutely essential that they have access to a building or room after hours on a regular basis.

g. Teachers may be assigned keys to their room on an annual basis.

h. Substitute teachers may be assigned keys to their room on a daily basis.

i. Keys shall not be issued to anyone who is not a member of the school staff, i.e., walk-on coaches.

j. When terminating assignments, employees with keys must turn them in to the principal at the site for which the key was issued.

k. Requests for rekeying locks for more than one (1) room at any school site shall be forwarded to the principal for review and approval. Upon receiving approval and securing funds for the work, a work order shall be forwarded to the maintenance department for approval. Requests for rekeying a large number of rooms may require further justification.

Administration Center

1. Division/Department Security Responsibility: Each division or department head is responsible for the security of keys for spaces assigned.

2. Control of Keys

a. The director of maintenance has the responsibility for the control of keys.

b. Division/department heads:

(1) Shall be held accountable for all keys issued to their respective divisions and departments; and/or,

(2) Shall approve all written requests for keys by persons in their respective units, prior to forwarding such requests to the director of maintenance.

c. Duplicate keys shall not be procured except through the director of maintenance utilizing the Key Request Form (Exhibit 1). The Key Request Form is also available through First Class.

d. Missing keys and circumstances surrounding each loss, shall be reported immediately to the director of maintenance.

Issuance of Keys

1. The division or department head verifies need, approves employee's request for key(s) and submits work order with appropriate budget number to the director of maintenance.

2. Master keys are issued only to those persons requiring access to the entire district and shall be issued at the discretion of the director of maintenance.

3. Using the Key Request Form, the director of maintenance or his/her designee, approves work orders for each key to be issued, signs and forwards to the locksmith, authorizing issuance of key(s).

4. The locksmith issues key(s) to the ultimate recipient and:

a. Delivers key to the requesting office;

b. Obtains signature of recipient for records; and,

c. Obtains signature of the division/department head.

Return of keys

1. The division or department head returns key(s) to the locksmith when key(s) are no longer needed.

2. The locksmith then:

a. Marks appropriate record showing date returned; and,

b. Provides receipt for key; and,

c. Notifies the maintenance department for clearance of department records.

The division or department head, upon transfer or termination of an employee to whom a key has been issued, may reissue the key to another employee utilizing the Key Request Form.

Duplicate/extra keys shall not be obtained through outside sources.

1. Duplicate/extra keys shall be secured through the maintenance department.

2. Any badly worn or broken key may be replaced, but at the time of replacement shall be exchanged for the new key.

Reports and Records

Missing keys and circumstances surrounding each lost key shall be reported immediately to the maintenance department.

Security Problems

Problems related to noncompliance with these regulations shall be resolved by the chief operating officer or his/her designee.


Modifications to the system herein prescribed shall be made only by the director of maintenance.

Alarms and Alarm Installation and Monitoring

The district will allow the installation of intrusion alarms provided that they meet the current district design standards and are approved by the director of maintenance.

Requests for intrusion alarms, closed circuit television systems and time-lapse recording systems must be submitted to the director of maintenance for approval.

1. The requesting site/department shall pay for any alarm system not installed in the original construction of the building/buildings. Related work such as electrical circuits and phone lines must be completed by submitting funded work orders to the maintenance or information technology departments.

2. All additional costs for maintenance and monthly monitoring charges will be the responsibility of the individual site or department.

3. All installations are subject to review and inspection by the maintenance department, and must comply with this administrative regulation.

4. Security system vendors must be reviewed and accepted by both the maintenance and purchasing departments.

Alarm Security Codes

1. Security codes for intrusion alarms shall not be issued to any individual unless specifically provided for in this regulation.

2. All security codes must be obtained from the director of maintenance who will coordinate issuance with the vendor providing monitoring services.

3. The director of maintenance shall be notified when any security code has been lost, compromised or stolen.

4. Security codes shall be retained by the individual to whom it is issued, and should never be shared.

5. Using another person's security code shall be grounds for disciplinary action.

6. Issuance of security codes shall be at the discretion of the principal or department head. These requests must then be forwarded to the director of maintenance for final approval and issuance. Issuance of codes should be limited to the following personnel who require access to buildings utilizing electronic security systems.

a. Principals and assistant principals.

b. Directors and department heads.

c. Maintenance department supervisors.

d. Administrative assistants.

e. Head custodian and/or other custodial personnel whose assigned duties require them to enter areas protected by alarm systems.

f. Campus assistants and security residents.

g. Police.

h. Contractors may be issued temporary security codes at the discretion of the director of maintenance.

7. Security codes shall not be issued to any individual who is not a member of a regular district staff, i.e., walk-on coaches or substitutes.

8. When terminating assignments, employees with security codes must notify their site administrator. The site administrator must then notify the director of maintenance, who will have the code deleted from the corresponding security system/ systems. Replacement employees will be issued new codes by the director of maintenance as needed per policy.

Incident Call Out Lists

Each site administrator or designee shall provide the director of maintenance with an incident call out list. This list shall contain the names and phone numbers of site personnel who can be contacted by the monitoring security vendor or police when an alarm is received.

The contact list should be prioritized in numerical order in which site personnel are to be contacted.

False Alarms and Police Response

1. It shall be the responsibility of the site principal or administrator to instruct staff on the proper operation of electronic security systems to insure adequate security and reduce the incidences of false alarms.

2. Sites that fail to control excessive false alarms may be liable for fines levied by local law enforcement or emergency respondents.

Legal Reference:


32020 Access gates

32211 Threatened disruption or interference with classes

32280-32288 School safety plans

38000-38005 Security patrols


469 Unauthorized making, duplicating or possession of key to public building

626-626.10 Disruption of schools

Management Resources:


Safe Schools: A Planning Guide for Action, 1995


Protecting Our Schools: Governing Board Strategies to Combat School Violence, 1995


approved: November 17, 2008 Chula Vista, California