Fentress Blog

Security Best Practices for the School Main Office

Written by Morgan Sears | Jul 10, 2025

The first line of defense for schools begins at the main office. As a security assessor, I start assessments by entering through the main doors and vestibule, focusing on safety measures throughout the main office. A well-designed, secure, and efficient main office area speaks volumes about a school's commitment to safety.

The school’s main office is not only an administrative hub but also a vital component for security, serving as the primary point of contact for visitors, students, and staff. A well-designed office ensures smooth operations while enhancing safety within the school.

In this blog, we’ll discuss best practices for layouts of the main office – including offices for administration – that strike a balance between security, efficiency, and a welcoming atmosphere.

The Main Office: A Security Barrier

The main office should be located near the school's entrance, providing staff with a clear view of the entrance, parking lot, and main hallways. Large interior windows or glass partitions can help eliminate blind spots and enhance awareness of visitors approaching the entrance.

An audiovisual intercom should be installed outside the main entrance, allowing visitors to be seen and heard as they state the reason for their visit. The main entrance doors should remain locked at all times, and clear signage should direct visitors to use the intercom to contact the main office before gaining entry.

After initial verification, visitors should enter a secure vestibule, a designated area established for visitor sign-in systems. ID scanners can alert personnel working in the vestibule if an individual is listed on the sex offender registry or if they do not have legal custody or visitation rights for a child in the school. This security measure enables school employees to quickly and efficiently screen visitors, before contact is made with students or staff members.

Once the visitor’s information is screened, then they are allowed to enter the reception area of the main office through a secured door to the reception desk before being granted access to the rest of the school. Personnel within the main office should have the ability to unlock these doors and manage visitor movement remotely.

Reception and Visitor Management

The reception area of the main office should be designed to create a safe and welcoming atmosphere. The reception desk or counter should face the main entrance, and shatter-resistant partitions should be used to separate employees from visitors.

A lockable entrance door should be near the reception desk to secure the administrative areas of the office, preventing unauthorized access to employee offices by visitors. Additionally, the door to the main part of the school must remain locked, with remote access granted only after visitors have been thoroughly vetted.

Panic buttons or silent alarms should be installed at reception desks and other crucial locations for discreet use during emergencies. Employees should have clear access to these alarms in areas where they can monitor visitor movement or interact with individuals at the desk. The alarm system should be tested quarterly, and ongoing training should be provided to employees to ensure they know how to use it effectively during emergencies.

Office Layout for Administration

Best Practice:  Layout for Main Office and Office Suite

The office suite, located behind the secretarial area, should be designed to promote efficient work while maintaining security. Office equipment, files, and supplies should be arranged to minimize the need for staff to move around. Open sightlines throughout the office space allow staff to communicate and observe activity effectively. Additionally, the office suite should have a second exit door located toward the back for emergency egress.

Conference rooms should be at the rear of the office suite, providing a private area for sensitive conversations (e.g., counseling or discipline). This area should be free of any excess materials and objects. The main door to the conference room should remain locked, with access granted only to authorized employees when the room is needed.

Offices for principals and assistant principals should be situated within the suite area. The furniture layout should be arranged to allow visibility of the outside parking lots, the entry walkway, and the office door. As a best practice, the principal should also have an alternative exit leading to the private conference room in case a hostile situation arises in their office.

Office blueprints should be shared with local first responders and dispatch centers whenever the layouts are updated.

Final Thoughts

A well-thought-out main office layout is just one step of a school’s security strategy. A comprehensive threat risk and vulnerability assessment can help schools identify vulnerabilities and improvement strategies to address them. 

If a school is planning to update its main office or embark on new construction, now is the ideal time to evaluate how the design aligns with best practices. By doing so, schools can implement changes that strengthen security and improve operational efficiency, creating a main office that not only protects students and staff but also provides a welcoming environment for families and visitors.