Sample Check-In and Check-Out Procedure

School name: ________________________________

Procedure owner: ____________________________

Effective date: ______________________________

Purpose

This procedure describes how the School uses its digital school operations system to support student arrival, dismissal, check-in, check-out, pickup, drop-off, confirmation, and related recordkeeping.

The system supports School procedures. It does not replace staff supervision, human verification, professional judgment, or child protection practices.

Roles

School administrator

• Maintains student, parent, guardian, driver, staff, and authorization records
• Configures branches, classes, and check occasions
• Reviews reports, exceptions, and unresolved confirmations

Scanning staff

• Scans QR codes
• Verifies visitor and student details
• Records check-in and check-out events
• Escalates exceptions

Parent / guardian / authorized person

• Uses their own account or authorization credential
• Keeps contact and authorization details up to date
• Does not share QR codes, passwords, or account access

Morning drop-off procedure

1. Scanning staff sign in before arrival begins. 2. Scanning staff select the correct branch and drop-off occasion. 3. Parent, guardian, or driver presents their QR code. 4. Staff scan the QR code. 5. Staff verify visitor name, role, student name(s), and photo if used. 6. Staff confirm the scan only if the details match. 7. The system records the drop-off event. 8. Exceptions are escalated and logged.

Afternoon pickup procedure

1. Scanning staff select the correct pickup occasion. 2. Authorized person presents their QR code. 3. Staff scan and verify visitor and student details. 4. If parent confirmation is required, staff wait until confirmation is complete. 5. Staff release the student only after School policy requirements are met. 6. The system records the pickup event and confirmation status. 7. Exceptions are escalated and logged.

Manual check-in or check-out

Manual check-in or check-out may be used only when permitted by School policy and the staff member's role.

Examples may include:

• QR code cannot be scanned after reasonable troubleshooting
• Phone battery is dead
• Approved emergency exception

Before using manual check-in, staff must verify identity according to School policy and record the reason if required.

Exceptions requiring escalation

Escalate immediately when:

• Visitor is not recognized or not authorized
• Student name does not match
• Parent confirmation is declined or unavailable
• Custody, restriction, or safety concern is present
• Visitor becomes aggressive or refuses verification
• Staff are unsure whether release is allowed

Records and review

Administrators should review check events, confirmations, manual overrides, and exception logs regularly. Records should be reviewed in context and corrected where appropriate according to School policy.

Emergency communication

The digital system should not be the only method used for emergency or safety-critical communication. The School should maintain separate emergency communication procedures.

Template note: This sample is provided for general onboarding and operational support. Schools should review and adapt it to their own policies, legal requirements, and local regulations before use.