Security & Secure Access

This section provides information regarding the protocol for the security card access system used by Penn-Harris-Madison Schools. The reiteration of these guidelines are important to maintaining a safe and secure school environment.

Security Access General Guidelines

  • All paid permanent staff members, and contracted employees (e.q. Joint services, Youth Service Bureau, etc.) will have access to their home- work site.
  • Building principals will have access to their schools 24/7/365, all entrances.
  • Cabinet administrators will have access to every building from 6:00 a.m. to 10:00 p.m., Monday through Friday, all entrances.
  • The following positions will have access to every building 24/7/365, all entrances: Superintendent, Chief Operating Officer, Assistant Superintendent, Director of Facilities, Assistant Director of Facilities, all maintenance staff, Custodial Supervisor, Director of Communications, all computer technicians, Telephone Systems Manager, Director of Safety, Security, and Student Services. Police and Firemen.
  • Non-PHM employees may be given access for specific times and activities. The building administrator and the Director of Safety, Security, and Student Services must approve requests for access. Access, if granted, will be terminated at the end of the activity.
  • Students and Summer help (students) will not be issued key cards.

Click here for Building Security Access Guidelines

Security Access Security Cards

The Request for Security Card/Photo ID form (click to access forms below) is required for any employee or non-employee access card or changes in an employee’s building access level and must be signed by an administrator or supervisor only! If the card is not signed by an administrator or supervisor, it will be refused and the employee returned for proper authorization.

Student teachers and non-employee coaches are assigned access cards and will have deactivation dates programmed into their cards as well as temporary changes to staff access. It is important that all student teacher and non-employee coach identification cards be collected and returned to the Director of Safety, Security, and Student Services upon the end of term.

Building administrators are responsible for collecting the photo ID/access card of any staff member, student teacher, non-employee coach or otherwise who leave the school corporation. These photo ID/access cards should then be returned to the Director of Safety, Security, and Student Services. It is important that school identification be returned at the end of their term with P-H-M Schools.

Human Resources, Youth Service Bureau, St. Joseph Health System and Sodexo staff will provide notification of all employees exiting our school system by providing immediate notification via email to the Director of Safety, Security, and Student Services. This notification is crucial in maintaining a secure and safe school environment.

Non-employees who require photo ID/access cards must complete the External Personnel/Non-Employee Request for Security Card/Photo ID and be approved by the building administrator and Director of Safety, Security, and Student Services prior to issuance. All non employees are required to conduct a Limited Criminal Background check prior to issuance of access card.

Procedures for Requesting Security Cards and Photo IDs

Building Administrators are responsible for approving card access for building employees. Administrators shall provide new employees with the request for security card/photo ID form. (Policy 3439)

  • Includes full and part time employees (See below for non-employee guidelines)
  • The building administrator or employee’s supervisor may assist the employee by completing information regarding buildings, hours of access, start and end dates. Hours of access must follow key card protocols. The administrator/supervisor must approve the request by signing the request.
  • If the position is temporary, the end date must be provided.

The employee will be instructed to take the request for security card form to the ESC between 7:30AM and 4:30 PM where the employee’s ID Photo will be taken and the access card issued. If the Request for Security ID/access card form is not signed by an administrator/supervisor, the creation of the card will be denied until proper authorization.

The building administrator or designee will provide employee training on the use of the card access and security system including:

  • School hours, weekend, holiday door schedules.
  • Entering the building when the alarm system is active.
  • Checking the alarm system for alarm status.
  • Disarming/arming the alarm system.
  • Notifying MMS Monitoring if the alarm is tripped.

Lost or stolen cards must be reported immediately to the ESC.

  • The cost of a replacement card is $5.00
  • The lost card will be disabled.

Non-employees may complete a request for security card form for non-employee upon the approval of a building administrator.

  • The non-employee will be instructed to take the External Personnel/Non-Employee request for security form to the ESC between 7:30AM and 4:30 PM where the employee’s ID Photo will be taken and the access card issued. The card will not be activated until reviewed by the Director of Safety, Security, and Student Services and has building administrator signature.
  • Non-employee access cards will be issued for specific times and duties and will expire at a predetermined end date.
  • The request form shall be forwarded to the Director of Safety, Security, and Student Services for approval after building administrator has authorized access.
  • A background check must be conducted in ALL VOLUNTEER OR VENDOR REQUESTS.
  • If approved, the access card will be activated and the person requesting will be notified.
  • All Photo ID/access cards must be returned to the office upon completion of employment or term of duty with P-H-M Schools. Returned access cards must be forwarded to the Director of Safety, Security, and Student Services immediately.

Request for Security Card Access:

Click for the District Key Control Procedure