1 of 20

School Visitor Check-in update

Presentation to SASSPA – May 2022

NSW Department of Education

education.nsw.gov.au

2 of 20

2

Department of Education and Service NSW | School Check-in

Overview

Background

Service NSW engaged Department of Education to trial the COVID Safe Check-in at schools. Department of Education highlighted several pain points that visitors and staff experience when using the current manual visitor log. �To improve the ability to register visitors and collect contact tracing data, Service NSW has partnered with Department of Education to offer a seamless digital check-in solution for schools across NSW. 

Objective of the Partnership

  • Support NSW Health's contact tracing process and continue to keep schools COVID-safe
  • Digitise visitor and contractors sign in at schools
  • Support school security, probity and compliance obligations
  • Improve the relationship between school administration staff and visitors
  • Consolidate forms upon entry to a school and reduce administrative burden for staff
  • Quick and easy check-in process for visitors – less than 20 seconds.

Outcomes

  1. Safer Schools
  2. One check-in system at all DoE schools
  3. Provide schools with better access to Government services
  4. Improved sign-in experience for visitors and contractors

3 of 20

Department of Education and Service NSW | School Check-in

Experience drivers

We want parents and carers to feel that they have checked into the best education systems in the country and the finest in the world.

Parents/Carers

Contractors

School Staff

We want contractors and volunteers to know that their safety and wellbeing is important to us while on a school site

We want to remove unnecessary administrative burden at school sign in areas so staff can focus on solving problems for their community members

4 of 20

4

Department of Education and Service NSW | School Check-in

Contractor customer experience: Mobile App

                          We respect your privacy

​

Your details will be shared with the NSW Department of Education and retained for 7 years for compliance purposes. Your contact details will also be stored securely with Service NSW and will only be used to assist NSW Health in contacting you in the event of a confirmed COVID-19 Case.

Please read our full Privacy Collection Statement here.

5 of 20

Department of Education and Service NSW | School Check-in

School experience – School Check-in logbook (available on multiple devices)

6 of 20

6

School Visitor Check-in

School Check-in stats and outcomes

Mobile app: 89.9% thumbs up

Webform: 80.4% thumbs up

since 24 May 2021

Total check-ins: 

6,100,000 +

Contractor/Other: 750,000+

 Parent/Carer: 940,000+

School Staff : 4,400,000+

Note: Stats are as of 21 Feb

7 of 20

School Visitor Check-in

A recap of the project so far

Next priorities

Term 2 2022

Pilot testing of concierge device commences in 39 schools.

Term 3 2022

All schools adopt concierge devices.

Term 4 2022 and Term 1 2023

Enhancements

​

October 2021

  • School Visitor Check-in was adopted by all schools as the single digital sign-in system for visitors. It included a QR code, webform link and digital logbook.

February - March 2022

  • System no longer mandatory for staff
  • A survey* was sent out to all schools to gather information for the upcoming kiosk devices.

*See appendix for results

7

8 of 20

8

Objectives

Future enhancements such as integrated vaccination statuses, digtal whitecards and WWCCs will allow for better and more efficient risk management of visitors entering schools.

Deliver a consistent service across schools that allows for customisation for future enhancements that will benefit schools, visitors and SINSW.

Increase access to the school check-in function to all community members and all schools.

Benefits

Beneficiaries

Students

Staff

Community

Current need

The current webform is being hosted on a wide variety of devices with minimal capacity for enhancements which can benefit all stakeholders.

Community members without a mobile phone currently do not have equitable access to the school check-in function. Schools with poor reception are facing similar issues.

Current webform check-ins are on a temporary platform. There is scope to improve security.

DoE

Government

Vaccination Status

FUTURE ENHANCEMENTS

EQUITABLE ACCESS

RISK AND SECURITY

Integrated WWCCs

Digital Whitecards

Reduced risk of unidentified visitors

Improved compliance

Alignment to NSW govt objectives

Better quality of service delivery

Faster sign-ins

Consistent experience across all schools

Equitable Access

​

iPad Rollout – Overview of current need, objectives and benefits

​

9 of 20

What will schools receive?

Schools can expect to receive the following items in Term 2

Examples of the desk kiosk/wall mount and floor stands

​

  • An Apple iPad, 9th generation with a charger
  • A mounting bracket if requested in the survey
  • An invitation to the Yammer group for the pilot
  • Guidance on how to set up the iPad and mount

​

Support material will include:

    • Your own kiosk service account for WiFi login
    • Step by step set up for the kiosk mode
    • Who to reach out to for support

​

9

Foo

r

​

10 of 20

Timeline for kiosk device roll-outs

28

Mar

4 

Apr

11 

Apr

18 

Apr

25 

Apr

2

May

9

May

16 May

23

May

30

May

6

Jun

13

Jun

20

Jun

27

Jun

4

Jul

11

Jul

18

Jul

25

Jul

1

Aug

8

Aug

15

Aug

22

Aug

29

Aug

5

Sep

12

Sep

19

Sep

26

Sep

3

Oct

10

Oct

17

Oct

24

Oct

31

Oct

7

Nov

14

Nov

21

Nov

28

Nov

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

Term 2

Term 3

Term2/3

Holidays

Pilot

Issues Resolution

Full Rollout

Business as usual

11 of 20

Term 4 2022 and Term 1 2023

Enhancements

11

NSW Department of Education

education.nsw.gov.au

12 of 20

School Visitor Check-in

Work to enhance School Visitor Check-in in 2022/23

13 of 20

School Visitor Check-in

13

Improvements

School visitor check-in (Mobile App)

  • Ability for visitors to check-in & out of a school

Check Out (Webform)

  • Ability for visitors to check out of a school

Concierge app iPad rollout

  • Dedicated device for schools with in-built school visitor check-in app

School with split sites 

  • Additional school visitor check-in credentials and devices for schools with multiple sites

Corporate education offices sign-in system

  • Ability for staffs to sign-in & out of an office

Additional field to include FMWeb Job ID

  • Identify a contractor visiting a school

Improvements

Working with Children’s Check (WWCC)

  • Verify a valid WWCC when required at point of Check in

Construction White Card

  • Verify a valid Construction White Card at check in when required

Trade and contractor licenses

  • Verify a valid trade/contractor license at check in when required 

Links to tailored school site inductions

  • Include link to individual school's site induction in customer experience

14 of 20

School Visitor Check-in

Expected timings

14

Version 2.0 enhancements

T4 2021

T1 2022

T2 2022

T3 2022

T4 2022

T1 2023

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

​

Discover requirements – user workshops, interview and prototypes

Integrate WWCC*

Integrate Digital white card, Asset management Trade licences, Site induction, Contractor/visitor portal*

* Enhancements program is subject to availability of Service NSW teams

15 of 20

Where to go for help

15

Version 2.0 enhancements

16 of 20

Question and Answer

16

17 of 20

Appendix

17

NSW Department of Education

education.nsw.gov.au

18 of 20

Summary of survey results

Answering some of your questions from the survey

Split sites:

  • Schools with split sites that require multiple QR codes, logbooks and webforms will receive an additional iPad for their needs

Wi-fi concerns:

  • Schools that have indicated that they have limited or no wifi in their front office will receive an ethernet adaptor for their iPad

Non responses:

- Schools that did not respond to the survey will still receive an iPad

We have analysed the results from the survey from March 2022, here are some of our findings

18

67% of schools indicated a preference towards a kiosk

4% of schools indicated a preference towards another type of mount

​

​

29% of schools indicated a preference towards no mount

79% of schools indicated good wifi

19% of schools indicated poor wifi

1% of schools indicated no wifi

NSW Department of Education

19 of 20

Pilot schools

Group that pilot tested the School Visitor Check-in system in 2021 will test concierge devices

19

Asquith Public School

asquith-p.School@det.nsw.edu.au

North Kellyville Public School

northkellyville-p.school@det.nsw.edu.au

Barramurra Public School

barramurra-p.school@det.nsw.edu.au

Northbourne Public School

northbourn-p.school@det.nsw.edu.au

Beecroft Public School

beecroft-p.School@det.nsw.edu.au

Pennant Hills High School

pennanthil-h.School@det.nsw.edu.au

Beresford Road Public School

beresfdrd-p.School@det.nsw.edu.au

Pennant Hills Public School

pennanthil-p.School@det.nsw.edu.au

Crawford Public School

crawford-p.School@det.nsw.edu.au

Pitt Town Public School

pitttown-p.School@det.nsw.edu.au

Galungara Public School

galungara-p.school@det.nsw.edu.au

Riverbank Public School

riverbank-p.School@det.nsw.edu.au

Gledswood Hills Public School

gledswoodhills-p.School@det.nsw.edu.au

Rouse Hill High School

rousehill-h.School@det.nsw.edu.au

Glenwood High School

glenwood-h.school@det.nsw.edu.au

Ryde Secondary College

rydesc-h.school@det.nsw.edu.au

Gulgong Public School

gulgong-p.School@det.nsw.edu.au

Seven Hills High School

sevenhills-h.School@det.nsw.edu.au

Hornsby North Public School

hornsbynth-p.School@det.nsw.edu.au

Springwood Public School

springwood-p.School@det.nsw.edu.au

Hornsby South Public School

hornsbysth-p.School@det.nsw.edu.au

The Ponds High School

Theponds-h.School@det.nsw.edu.au

Ironbark Ridge Public School

ironbarkrg-p.school@det.nsw.edu.au

Toongabbie Public School

toongabbie-p.School@det.nsw.edu.au

Jordan Springs Public School

jordanspr-p.school@det.nsw.edu.au

Tuggerah Lakes Tumbi Umbi Campus

tumbiumbi-h.School@det.nsw.edu.au

Kellyville Public School

kellyville-p.School@det.nsw.edu.au

Waitara Public School

waitara-p.School@det.nsw.edu.au

Kellyville Ridge Public School

kellyridge-p.school@det.nsw.edu.au

Warrawee Public School

warrawee-p.School@det.nsw.edu.au

Lansvale Public School

lansvale-p.School@det.nsw.edu.au

Warrawong High School

warrawong-h.School@det.nsw.edu.au

Metella Road Public School

metellard-p.School@det.nsw.edu.au

Wentworthville Public School

wentwthvil-p.School@det.nsw.edu.au

Mudgee Public School

mudgee-p.School@det.nsw.edu.au

William Dean Public School

williamdea-p.School@det.nsw.edu.au

Normanhurst Boys High School

normanhurb-h.School@det.nsw.edu.au

Wyndham College

wyndhamcol-h.School@det.nsw.edu.au

Normanhurst West Public School

normanhurw-p.School@det.nsw.edu.au

​

​

NSW Department of Education

20 of 20

Communications and Change Management - underway

20

NSW Department of Education