DATE: December 17, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Police Department
TITLE: AMENDMENT 1 TO THE MEMORANDUM OF UNDERSTANDING WITH VISTA UNIFIED SCHOOL DISTRICT, 25-D0288-1, TO INCLUDE AERIES ACCESS FOR SCHOOL RESOURCE OFFICERS
RECOMMENDATION
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Staff recommends that the City Council approve Amendment 1 to the three-year Memorandum of Understanding (MOU) with the Vista Unified School District (VUSD) regarding School Resource Officer access to the Student Information Systems, Aeries. This amendment will allow SROs to access essential safety-related student information directly, improving response time during on-campus emergencies and reducing reliance on school staff to retrieve information.
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BACKGROUND AND ANALYSIS
On June 4, 2025, the City Council approved a MOU with the Vista Unified School District, 25-D0288-1, outlining the terms, conditions, and general list of duties for School Resources Officers (SROs). The original MOU does not reference, nor provide, Aeries access for SROs or their supervisors. Aeries is a comprehensive student information system designed to streamline school operations, enhance communication, and empower educators with actionable data. It simplifies enrollment, reporting, and financial management, fostering student success through intuitive tools and robust analytics.
Without this access, SROs must rely on school staff to locate students or retrieve critical information during safety-related incidents. That dependency can slow response during emergencies. Providing controlled, view-only access allows SROs to quickly confirm student locations, obtain guardian contact information, and respond more effectively when immediate action is required.
Amendment 1 to the VUSD MOU provides limited Aeries access to SROs and their supervisor. SROs shall have view-only access to designated student data necessary for performing their school-based duties, including but not limited to:
• Student schedules and class locations;
• Parent/guardian contact information;
• Emergency contact details;
• Attendance information; and
• Safety-related alerts or court orders (e.g., restraining orders).
Conditions for access are as follows:
• SROs may access Aeries information only for purposes directly related to maintaining campus safety, supporting emergency response, or assisting with student welfare concerns.
• Access shall be limited to the minimum information necessary to perform the task at hand.
• Routine access or broad searches of student records are not permitted.
• Access is not authorized for use in external criminal investigations unrelated to school safety or without prior coordination with the District.
All access and use of student data shall comply with:
• The Family Educational Rights and Privacy Act (FERPA);
• California Education Code provisions governing student records; and
• District Board Policy and Administrative Regulations on student data privacy and confidentiality.
These access controls are strictly limited. Each SRO receives an individual login that is monitored and auditable by the District. Access may be revoked at any time if it is misused or if an officer’s assignment changes. These safeguards ensure the amendment does not expand OPD’s investigative authority beyond school-safety functions and maintain compliance with all student privacy laws.
The term of the original VUSD MOU is dated July 1, 2025, to June 30, 2028, which may be renewed for an additional period, not to exceed one year. The addendum for Aeries access will remain in force for the duration of the MOU, unless modified or terminated in writing.
FISCAL IMPACT
There is no fiscal impact for Amendment 1 to the MOU with the Vista Unified School District, 25-D0288-1.
COMMISSION OR COMMITTEE REPORT
This amendment will be presented to the Police and Fire Commission for recommendation at its regularly scheduled meeting on December 9, 2025.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form. This amendment is limited to information necessary for on-campus safety, emergency response, and welfare-related functions consistent with FERPA and the Education Code.
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Prepared by: Whitney Fernandez, Management Analyst
Reviewed by: Taurino Valdovinos, Chief of Police
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. FY2025-28 VUSD Memorandum of Understanding
3. FY2025-28 VUSD Memorandum of Understanding Addendum