The technology

How it works

Watch our video to see how simple and streamlined School Visitor Check-in is!

Visitors, contractors and staff will check-in using their Service NSW app or through a webform in much the same way they check-in using current COVID-safe check-in procedures.

The school that you are checking into will receive your information and issue you with your visitor ID.

About the Service NSW app

School Visitor Check-in is a tool on the Service NSW app, accessible by scanning the School Visitor Check-in QR code on your phone.

You can also navigate to the tool by opening the Service NSW app and scrolling to the School Visitor Check-in tool under the ‘services’ section.

Every school will have its own School Visitor Check-in QR code for you to scan and check-in with.  

Webform

Every school will have a webform link for check-in via a school device. This means that if you do not have the Service NSW app installed on your phone, you will be taken to a webform to fill out your details. It also means that you can use a school device to check-in via the webform if you do not have a smartphone.

Logbook

The School Visitor Check-in Logbook receives visitor records from Service NSW. The Logbook was created by the Department; is accessible on multiple devices; and is available only to delegated school staff.

Once a visitor or staff member has checked in the school will receive the record of visit in their School Logbook. 

School Visitor Check-in will be ready from 18 October onwards. If you have any difficulties checking in, you can ask the school staff at reception to help you.

If you have any concerns about School Visitor Check-in, please contact your school.

Data, privacy and access

School Visitor Check-in has been developed to connect every school across NSW with a single, secure and compliant digital solution.

The School Visitor Check-in system has been built with data integrity in mind. This means that every single school record will be maintained with accuracy and consistency.

In order to maintain an accurate visitor log, all sign in information (contact details, visitor type, check-in time, date and location, reason for visit) captured by School Visitor Check-in and accessed through the School Visitor Check-in Logbook will be stored by the NSW Department of Education on a secure database.

This information will be kept for 7 years in line with record keeping requirements. Toward the end of the 7-year period, the records will be identified for destruction, after which the Department of Education will review the records before making a decision to destroy them at the 7-year mark. This process is consistent with the Department of Education’s records management procedures. 

Some sign in information (contact details, check-in time, date and location) will also be captured and stored on a secure NSW Government database for COVID-19 contact tracing purposes. This information can only be accessed by authorised personnel in Service NSW and NSW Health and will only be used by NSW Health for the sole purpose of COVID-19 contact tracing.  

The sign in information stored for COVID-19 contact tracing will only be retained for 28 days on the NSW Government database, after which time it will be destroyed. 

Any sign-in information that is used by NSW Health for COVID-19 contact tracing purposes may be retained for more than 28 days in accordance with the Public Health Order.

Access to the visitor contact details (name and phone number) that are captured and stored on the NSW Government database for COVID-19 contact tracing purposes, is restricted to authorised personnel in Service NSW and NSW Health. 

NSW Government regulatory bodies are also able to view the total number of COVID Safe Check-ins for any registered COVID Safe business. Regulatory bodies do not have access to visitor contact details. 

You can read for details in the School Visitor Check-in collection statement which is available in the Service NSW app and the webform at check-in.

Access to School Visitor Check-in Logbook records 

Only the school principal and school staff with access to the Logbook will have access to visitor records.

Departmental staff (e.g., School Infrastructure and Information Technology Directorate) will have access to the Logbook for support and compliance purposes.

ServiceNSW and other external bodies do not have access to the Logbook.  

School Visitor Check-in will be ready from 18 October onwards. If you have any difficulties checking in, you can ask the school staff at reception to help you.

If you have a question about School Visitor Check-in, please email your school.

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