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Visitors to the District

Everman ISD Visitor & Volunteer Guidelines

In Everman ISD the safety of our students and staff is our highest priority. As a result, each campus and district facility must adhere to procedures and guidelines that will ensure safe learning environments and facilities. All visitors are expected to demonstrate the highest standards of courtesy and conduct.  Any behavior that is disruptive to the learning environment will not be permitted.  

All visitors, upon arriving at the campus, are required to first report to the campus main office to complete the visitor check-in process. In addition, visitors must also check out at the front office upon leaving the campus. All visitors are required to adhere to all campus procedures while visiting. Failure to adhere to district guidelines and procedures may result in denial of the campus visit or result in a visitor being asked to leave the campus.

Visitor Check-In Requirements (Non-Everman ISD Employees)

  • ALL VISITORS that are not employees of Everman ISD will be required to provide a valid form of photo identification (State issued driver’s license, state-issued identification card, passport, military identification card, matricula consular, etc.) to office staff each and every time they visit a campus.

  • Office staff will review and verify the identification to ensure that the visitation is authorized. This will include the use of the Student Data Management System as well as the Raptor Visitor Management system to ensure authorization and clearance. 

  • Following approval, visitors will be issued a visitor pass. Visitor passes are required to be clearly visible and displayed to staff on the outer clothing at all times. 

  • Visitors must check out at the front office and exit the main entrance doors.

  • Visitors will have to follow check-in and check-out procedures each time he/she visits a campus. For example, if you visited the campus in the morning and returned in the afternoon you will be required to reprocess your visit with the front office. 

  • Delivery drivers for the child nutrition department will check in and out with child nutrition staff at the kitchen area.

Check-In Requirements For Everman ISD Employees

  • All Everman ISD employees are required to wear their district identification badge clearly visible at all times. 

  • EISD employees whose task requires access inside of a campus must sign in and sign out in the front office of the campus each visit.

Lunch Visits

  • Parents and authorized visitors must adhere to the check-in and check-out procedures for visitors to the campus.

  • Lunch visitors must sit in designated areas.

  • Lunch visitors are restricted to parents, grandparents, guardians, and non-school-age siblings (accompanied by a parent).

  • Lunch visitors are allowed to bring food for their child only. Food should not be shared with other students.

Holiday Parties/Celebrations

  • Parties or celebrations are not allowed during the lunchtime frame. 

  • Homemade items cannot be brought into the classroom due to food safety requirements.

  • All food items served to students must be sealed items purchased from a supermarket.

  • Although a parent may provide food to share for a school-designated function or student’s birthday, please be aware that children in the school may have severe allergies to certain food products. Therefore, discussing any classroom allergies with the teacher before bringing food to share is imperative.

  • Occasionally, the school or a class may host functions or celebrations tied to the

               curriculum that involves food. The school or teacher will notify students and parents of

               any known food allergies when soliciting potential volunteers to provide food. 

Classroom Visits

  • Visits to individual classrooms during instructional time shall be permitted only with the principal's and teacher's approval to give priority to instruction and eliminate disruptions to the classroom environment. In accordance with student privacy law, visitors are not permitted to take photographs or video recordings while visiting any Everman ISD school or facility.

  • Parents/Guardians who wish to visit their child’s classroom must make arrangements at least 24 hours in advance with the principal.

  •  Parents/Guardians in classrooms are there as observers and should not become involved in discussions or classroom activities unless invited to do so by the teacher.  If there is a need for a conversation with the teacher, a conference must be scheduled outside of the instructional time with 24-hour advance notice.

  • To maintain an orderly educational environment, parents/guardians should not bring siblings or other children with them for classroom observations and when volunteering.  

  • Cell phones and other electronic devices must be turned off while in instructional settings.


The purpose of the district’s volunteer program is to promote a partnership between the school and the community in order to provide the best educational experience for all children. The volunteer’s role is to complement and supplement the work of the staff as they pursue the goals, mission, and vision of the school and District. A school volunteer is a person who willingly gives time, without compensation, to work in a school in support of students, office staff, teachers, and administrators.  A school volunteer is a person who is willing to work under the direction of an administrator, staff member, or teacher to enhance and enrich the learning experience of our students.  A school volunteer is a parent, family member, senior citizen, or community partner who chooses to donate time to support some aspect of the school experience. 

Volunteers are expected to: 

  • Have a genuine love and concern for all students

  • Must have a friendly, cooperatively, and professional attitude

  • Be Punctual and dependable

  • Exhibit trustworthiness

  • Interact with staff in a positive manner.

  • Model respect for all students.

  • Dress attire and grooming must be clean, neat, and suitable for the volunteer’s assignment.


  • 18 years of age or 21 if applying for a volunteer driver.  

  • Complete an application with consent for a background check 

  • Current photo identification issued by U.S. Government

  • Attend an orientation session provided by the school or the district and, if necessary.


  1. Volunteer completes an application. 

  2. Application is automatically sent for background check clearance.

  3. Volunteer receives confirmation to advise her/him of approval status from the campus.  

    • A volunteer with non-clearance status will be directed to the Chief of Human Resources to find out the reason for non-clearance.  

    • Volunteers with an “approved” status will be directed to the school for placement and orientation.

  4.  Volunteers must re-apply annually.

Policies and Procedures

  • Volunteers must follow the guidelines for visitor check-in and check-out each day.

  • Volunteers may not discipline any child. They can consult with an administrator instead.

  • Volunteers should notify staff if they are going to be absent. 

  • Volunteers should not bring children.

  • Mobile phone use  or texting is not permitted while volunteering

  • Volunteers may not administer any medication.

  • Volunteers may not take photos or videos of any student.

  • Volunteers must not discuss in the presence of students or in public areas. Instead, speak with the administrator.

  • Frequently Asked Questions 

  • What is the Raptor system?
    Raptor is a visitor management system that enhances school security by reading visitor drivers’ licenses (or other approved state-issued ID) and comparing information to a sex offender database by alerting school administrators. Once cleared through the system, a visitor badge is produced that includes a photo.

  • How does Raptor work?
    Raptor compares state-issued ID information to a database that contains registered sex offenders from 50 states. In the event of a match, Raptor alerts designated school officials.

  • What is the purpose of the Raptor system?
    Raptor helps our schools keep unwanted visitors out and track visitors that have been allowed in. By proactively alerting personnel to certain potential threats, Raptor allows school administrators and law enforcement personnel to take appropriate steps to keep the students, employees, and visitors safe. For valid visitors, the system also prints visitor badges that include the visitor’s name, photo, date, and destination. Those badges enable personnel within the building to quickly determine if visitors are in areas where they should, or should not, be.

  • Why is Everman Independent School District using this system?
    The safety of our students is our highest priority. Raptor will provide a consistent system to track visitors and volunteers while keeping away people who present a danger to students. The system quickly prints visitor badges that include a photo, the name of the visitor, destination,  time, and date. 

  • Does the school/district have the right to require visitors, even parents, to produce identification before entering the school?
    Yes. School officials need to know who is in the building and why they are there. school officials have the authority to control activities on school property, including denying: access to parents, in order to maintain order and prevent disruption of school.  This authority includes reasonable limitations on classroom visits and other parental activities on campus.

  • What types of IDs will work in Raptor?
    The scanner is able to scan all state licenses, state identification cards, concealed handgun licenses, consular ID cards, green cards, active military cards, and passport cards (not the full passport). It does not officially scan other countries’ identification cards.

  • What other information is the school taking from driver’s licenses?
    Raptor is only scanning the visitor’s name, date of birth and photo for comparison with a national database of registered sex offenders and any private alerts at the school. Additional visitor data will not be gathered and no data will be shared with any outside company or organization. 

  • What is the checkout process for visitors leaving the building?
    The checkout process doesn’t involve scanning the card again. The receptionist or designee will simply find the name of the person who is signing out and click a “sign out” button. The badge must be returned when leaving the building. This provides a record of entry and departure and time on any campus.

  • What are the privacy protocols for this information?
    Raptor Technologies, Inc. (Raptor) warrants that the confidentiality of data from our clients will be maintained according to all Federal and State laws, and any local policies that are communicated to us. Raptor acts as an agent and representative for the client in the storage, import, and/or analysis of data. Access to personally identifiable data will not be allowed for anyone other than Raptor staff directly responsible for the storage, import, and/or analysis of the data. Data will be provided by Raptor only to persons or entities authorized by the client. Data will be used by Raptor only according to the terms of our signed agreements.

NOTE: In accordance with Education Code 37.105, the District has the right to refuse entry to or eject a person from property under the District’s control if the person refuses to leave peaceably upon request and:

  1. The individual poses a substantial risk of harm to any person; or
  2. The individual continues to behave in a manner inappropriate for the school setting after having received a verbal or written warning to cease the inappropriate behavior.

A person ejected from or refused entry to District property under this provision may appeal this action by filing an appeal under FNG(LOCAL) or GF(LOCAL) and shall be permitted to address the Board in person within 90 days of the commencement of the appeal if the grievance is not resolved at a previous level. [See the links listed below.]

Volunteer Application - English

Volunteer Application - Spanish
NOTE: The Volunteer application for 2023-2024 is closed, effective 3/22/24. The application will open in August 2024.

FNG (Local)
GF (Local)