Facilitron's National Model School Board Policy: A Modern Standard for Community Use of School Facilities

Version 2.0 — Released April 2026

Preface: About the Facilitron National Model Policy for Community Use
A Modern Standard for Governance and Community Access

The Facilitron National Model School Board Policy on Community Use of School Facilities is a governance-centered Board Policy designed to help school districts modernize how they manage community use of facilities. It reflects national best practices, real district experience, and the operational realities of today’s environment — from safety and liability to cost recovery, financial sustainability, equity, and transparency.

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Why We Created It

Most facility use policies are outdated, vague, or overly permissive. They leave districts exposed to risk, create inconsistency across sites, and make cost recovery or enforcement nearly impossible. The Facilitron model provides the clarity, structure, and accountability districts need to govern effectively.

What This Policy Is

• A strong, prescriptive framework for modern governance of facility use
• A flexible blueprint districts can adopt, adapt, or integrate into existing policies
• A strategic foundation that pairs with Administrative Regulations and operational tools

The Four-Layer Structure

The policy is intentionally concise because it is only the top layer of a larger governance system:

1. Board Policy (BP) – Establishes authority, priorities, categories, and cost recovery principles
2. Administrative Regulations (AR) – Defines operational rules, processes, classifications, and documentation
3. Local School Guide / Site Administrator Manual (LSG/SAM) – Translates ARs into site-level responsibilities
4. Terms & Conditions (T&Cs) – Renter-facing agreement that operationalizes policy at the point of use

How to Use It

Districts may:

• Adopt the model policy in full
• Strengthen weak sections of their existing policy using components of the model
• Combine it with local language
• Use it to anchor governance reform and policy modernization

This policy is a national standard that brings clarity, consistency, and accountability to a part of school district operations that has long needed structure.

Section 1: Policy Purpose, Governance & Legal Authority

1.1 Purpose

The Board of Education recognizes that school facilities are public assets—funded by taxpayers and vital to the educational and civic life of the community. While the primary purpose of these facilities is to support student learning and school operations, the Board supports responsible community access when such use does not interfere with educational programs or compromise safety, staffing, or facility condition.

This policy establishes a governance-based framework for community use of facilities—one that ensures equitable access, fiscal responsibility, operational sustainability, and alignment with the district’s educational mission.

1.2 Governance & Legal Compliance

The Board retains full and final authority over the use of all district facilities. The Superintendent or designee is responsible for administering this policy and may approve, deny, or revoke facility use requests in accordance with established regulations.

This policy shall comply with all applicable federal, state, and local laws governing facility use, including but not limited to:

• Equal access and nondiscrimination requirements
• State education laws, codes, and statutory provisions governing facility use governing civic or community use (e.g., California’s Civic Center Act, Texas GKD Legal, or other relevant state-specific regulations)
• Liability and safety standards applicable to public property

Districts are encouraged to consult applicable state education laws and local legal counsel to ensure full alignment with jurisdiction-specific mandates.

1.3 Administrative Regulations

The Superintendent or designee shall maintain and publish administrative regulations aligned with this policy. These regulations shall govern the operational procedures related to facility use, including applications, documentation, fee schedules, staff assignments, safety requirements, and enforcement. Regulations may be updated more frequently than this board policy.

Section 2: Access Priorities, User Classifications & Rate Categories

2.1 Access Priorities and User Classifications

District facilities shall be scheduled to prioritize the District’s educational mission while providing fair and consistent access to the community.

The following user classifications establish both the priority of access to District facilities and the framework for evaluating and categorizing all facility use.

1. District Internal Use – Activities directly organized, operated, and supervised by the District as part of official operations, including instructional programs, athletics, and extracurricular activities for current students. These activities are conducted by District employees acting within the scope of their employment and are covered under District liability insurance.
2. District Expanded – Organizations formally recognized by the District that operate in direct support of school programs and do not exist independently of the school or district program they support. These organizations operate under documented District oversight, approval, or agreement as school-connected groups.
3. Government, Civic, and Community Benefit Use – Government entities using District facilities for civic, administrative, or legally authorized public purposes, as well as community-based organizations providing programs or activities intended for public benefit and open access, including those offered without participant fees and typically supported through volunteer or community-based efforts.
4. Community Program Providers – Organizations offering structured programs, classes, leagues, camps, services, or similar activities on District property in which participants register, enroll, or pay a fee, tuition, admission, or required donation to take part, regardless of nonprofit or for-profit status.
5. Community Program Providers (Fee-Based) – Nonprofit or for-profit organizations that offer programs, services, or events for which participants or attendees are charged a fee, admission, or registration cost.
6. Private or Commercial Use – Individuals, businesses, or organizations conducting proprietary, restricted-access, or revenue-generating activities on District property, including events, services, or uses that are not structured as participant-based programs and are not intended primarily for open community benefit.

When conflicts occur within the same priority level, scheduling precedence shall be determined by the district based on operational needs, community impact, and submission date.

2.2 User Classification Assignment

Each organization requesting use of District facilities shall be assigned a user classification based on its organizational structure, purpose, and relationship to the District, as defined in Section 2.1.

Once assigned, an organization’s user classification shall be applied consistently across its facility use and shall not vary based on individual events or facility requests, unless formally reclassified by the District based on updated information or material changes in the organization’s structure or activity.

Classifications shall be based on the organization’s actual structure, purpose, and relationship to the District, and shall not be determined solely by nonprofit status, tax designation, or self-representation.

The Superintendent or designee shall establish and maintain detailed classification definitions consistent with this policy.

2.3 Rate Categories (Cost Recovery Philosophy)

The District shall establish rate categories that define how facility use is funded or how costs are recovered.

Rate categories shall be structured within a cost recovery framework that reflects the District’s financial and operational costs, as well as its community access priorities.

This framework shall include the following cost recovery approaches:

• District-Funded Use – Activities for which facility costs are fully covered through District funding and no usage fees are charged. These activities are conducted as part of official District operations and are supported through District resources, including applicable liability coverage.
• Intentionally Subsidized Use – Activities for which the District elects to provide reduced rates based on user classification, defined public benefit, community access, and alignment with District priorities.
• Operational Cost Recovery – Activities for which fees are set to recover the direct and indirect costs associated with facility use, including staffing, utilities, maintenance, and administrative support.
• Fair Market Value Use – Activities for which rates are aligned with market conditions, reflecting the value of the facility and preventing public subsidy of private or revenue-generating use.

The Superintendent or designee shall establish and maintain, and update as necessary, detailed rate structures and fee schedules consistent with this framework.

2.4 Relationship Between Classification and Rate Category

User classification and rate category serve distinct but related functions within the District’s facility use program.

User classification reflects the nature of the organization requesting access and establishes priority of use. Rate category reflects how the District applies its cost recovery framework to a specific facility use.

While an organization’s user classification will generally inform the applicable rate category, the District retains the authority to consider the nature, scale, and operational impact of a proposed use when determining final rates and requirements.

All determinations shall be made in a manner that is consistent, transparent, and aligned with this policy.

Section 3: Cost Recovery & Financial Sustainability

3.1 Cost Recovery Philosophy

The District shall operate its facility use program in a manner that protects instructional resources and ensures long-term financial sustainability.

Community access to district facilities is encouraged when it aligns with the district’s educational mission and does not impose uncompensated costs on school programs or operations.

Facility use fees are intended to recover the reasonable direct and indirect costs associated with such use while maintaining transparency, equity, and fiscal accountability across all user groups.

3.2 Definition of Costs

Facility use costs include, but are not limited to:

• Custodial and staffing labor (including overtime or minimum call-in periods)
• Utilities (HVAC, lighting, water, etc.)
• Consumables and supplies (cleaning materials, toilet paper, soap, trash liners, etc.)
• Administrative overhead (permit processing, scheduling, invoicing, and program management)
• Contracted services and operational support (e.g., outsourced maintenance, security, or specialized services)
• Insurance and risk-related costs associated with facility use
• Capital costs, including facility depreciation, equipment replacement, and long-term maintenance associated with community use
• Wear and tear or extraordinary maintenance associated with high-impact or specialized uses (e.g., fields, gyms, auditoriums)

Administrative regulations may define default rate schedules or conditions under which certain costs are waived, discounted, or escalated.

The Superintendent or designee shall maintain documentation supporting these cost components and align rate development with current labor contracts, utility rates, and operational conditions.

3.3 Rate Development and Review

Rates and service charges shall be developed from documented costs and operational data, applied consistently across rate categories, and reviewed regularly to ensure accuracy and fairness.

The Superintendent or designee shall:

• Maintain a schedule of rental rates and associated service fees
• Review and update rates at least once every two years
• Adjust rates as needed to reflect changes in operational costs, labor agreements, or policy updates

When an event or program is supported by dedicated funding (such as elections, emergency operations, or state- or grant-funded initiatives), the District should seek reimbursement or cost-sharing through interagency agreement before approving reduced or waived fees.

3.4 No Subsidization Without Deliberation

The District shall not subsidize community, government, or commercial use of facilities unless such subsidy has been:

• Explicitly authorized by the Board
• Tied to a documented public benefit or strategic initiative
• Reviewed for potential cost offsets, grants, or funding sources

(Procedures for requesting and documenting board-approved fee waivers are defined in the Administrative Regulations and supporting implementation materials.)

Approved subsidies shall be specific to the authorized use and shall not establish precedent for future facility use or ongoing eligibility for reduced rates.

Any approved subsidies shall be recorded, tracked, and reported annually in accordance with Section 6 of this policy.

3.5 Transparency and Accountability

The Superintendent or designee shall maintain facility use fee schedules and ensure that associated costs are communicated to users in a clear, consistent, and accessible manner.

Principles in this section are implemented through corresponding Administrative Regulations, which detail rate-setting procedures, cost documentation, and reporting requirements.

Section 4: Application & Documentation Requirements

4.1 Application Process

All requests for community use of district facilities shall be submitted through the district’s designated facility use system. No verbal agreements, side arrangements, or informal bookings shall be considered valid or binding. Applications must be submitted with sufficient advance notice as defined in the district’s Administrative Regulations. Late or expedited requests may be subject to additional review, fees, or denial based on operational feasibility. Only complete applications — including all required documentation — will be eligible for review and approval. Payment, where required, shall be made in accordance with timelines defined in the Administrative Regulations after approval of the request.

4.2 Documentation Requirements

All applicants shall provide documentation appropriate to their user and rate category. At minimum, each application shall include:

• Certificate of general liability insurance meeting district-established minimum coverage thresholds and naming the district as an additional insured
• Event description, dates, times, and estimated attendance
• Contact information for the designated on-site responsible party or event supervisor
• Disclosure of any participation fees, admission charges, or fundraising activities associated with the event
• Safety and supervision plan, including emergency procedures
• Any additional documents required by the district (e.g., program materials, rosters, or proof of organizational status)

The district reserves the right to request supplemental information to determine appropriate classification, staffing requirements, or risk level.

4.3 Verification and Approval

District personnel are authorized to verify application details, confirm user eligibility, and determine the appropriate rate category. Incomplete, inaccurate, or misleading applications may be denied, reclassified, or revoked. Use of district facilities without an approved permit constitutes unauthorized access and may result in suspension of privileges or financial liability for resulting costs or damages.

4.4 Permit Validity and Conditions

A facility use permit becomes valid only when the application has been approved by the district, all required documentation has been received and verified, applicable fees have been paid according to district timelines, and required insurance coverage remains active through the event date. Permits are non-transferable; users may not assign, sublet, or allow other organizations to use district facilities under their name or permit. Violations may result in immediate termination of the event and loss of future access privileges.

4.5 Digital System of Record

All facility use applications, requests, schedules, permits, communications, and payment records—including those associated with internal District use—shall be processed and maintained within the District’s designated digital system of record.

This system shall serve as the official record of facility use activity and support transparency, accountability, and institutional memory across changes in staff or leadership.

Procedures for submission deadlines, insurance verification, and appeal processes are detailed in the Administrative Regulations.

Section 5: User Conduct, Enforcement & Revocation

5.1 Standards of Conduct

All users of district facilities shall conduct themselves in a manner consistent with the values, policies, and legal responsibilities of a public school district. Expected conduct includes respectful behavior toward staff, students, guests, and neighbors; responsible stewardship of facilities, equipment, and grounds; and compliance with all posted rules, safety protocols, and district directives.

The possession or use of alcohol, tobacco, vaping products, illegal substances, weapons, or hazardous materials is prohibited. Disorderly, unsafe, disruptive, or discriminatory behavior is likewise prohibited. Violations may result in immediate removal from district property and loss of future access privileges.

5.2 Supervision & On-Site Responsibility

Each approved user group shall designate an on-site responsible party or event supervisor who must be present for the entire event. The event supervisor shall maintain control over participants and spectators, ensure compliance with district policy, and serve as the point of contact in the event of an emergency, damage, or complaint. Failure to provide adequate supervision may result in suspension or revocation of use privileges.

5.3 Enforcement Authority

District personnel—including custodial staff, security officers, and designated event supervisors—are empowered to enforce the terms of this policy and all associated regulations. They may request corrective action, document violations, or suspend activity on-site if conditions warrant. Serious incidents or repeated violations shall be referred to district administration and, when appropriate, to law enforcement.

5.4 Infractions & Consequences

Violations of this policy or related administrative regulations may result in one or more of the following actions, depending on severity and prior history:

• Immediate suspension or termination of the event
• Assessment of financial liability for damages, staff time, or remediation
• Temporary or permanent revocation of current or future facility-use privileges
• Referral to the Superintendent or Board for further action in cases of egregious misuse or repeated noncompliance

All incidents shall be documented in the district’s digital facility-use system to maintain accountability and support consistent enforcement across sites.

5.5 Appeals

Users may submit a written appeal to the Superintendent or designee within 10 business days of any denial, suspension, or revocation of access. Appeals shall be reviewed based on available documentation, prior use history, and alignment with the intent of this policy. The Superintendent or designee shall issue a written decision within a reasonable timeframe, which shall be considered final.

Implementation details, including incident-reporting procedures, coordination with district security, and documentation protocols, are set forth in the Administrative Regulations.

Section 6: Transparency, Reporting & Continuous Improvement

6.1 Public Access to Information

The District shall make information about community use of facilities readily available to the public upon request, ensuring that applicants and community members can access accurate and up-to-date information about facility use policies and procedures.

6.2 Annual Facility Use Report

The Superintendent or designee shall prepare and present an annual facility-use report to the Board of Education or an appropriate Board committee responsible for facilities oversight.

At a minimum, the report shall include:

• Total number of facility-use requests and approved events by category
• Total revenue generated and total fees waived or subsidized
• Summary of incidents, violations, or claims related to facility use
• Observations on operational trends, challenges, and successes

The report shall be documented and made available in a manner consistent with District transparency and governance practices.

6.3 Policy, Program and Audit Review

The Board shall review this policy, and the Superintendent or designee shall review related Administrative Regulations and the overall facility-use program, at least once every two years—or more frequently as needed—to ensure alignment with law, operations, and community needs.

This review shall include analysis of usage data, cost recovery performance, and equity of access across sites and user categories. The Superintendent may also commission a Facility Use Audit or equivalent evaluation to assess program effectiveness, policy compliance, and opportunities for improvement.

Findings from such reviews shall be presented to the Board or an appropriate Board committee and used to inform future updates to policy, rates, and operational practices.

6.4 Commitment to Continuous Improvement

The District shall use facility-use data, staff feedback, and community input to continually refine its governance and operational practices. Findings from annual reports and periodic audits shall inform updates to rate structures, user classifications, and administrative procedures. Any resulting policy or procedural changes shall be communicated publicly to maintain transparency and trust.

6.5 Integration with Strategic Planning

Facility-use reporting and review cycles should align, where practical, with the District’s annual budget and strategic-planning processes. This alignment ensures that community-use operations support the District’s broader educational and fiscal goals.

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Licensing & Attribution Guidance

The National Model Facility Governance Framework and its component documents—including the National Model School Board Policy on Community Use of School Facilities and the Modular Policy Toolkit—are licensed by Facilitron, Inc. under the Creative Commons Attribution 4.0 International License (CC BY 4.0).

This license allows districts to:

• Use the policy language as-is
• Adapt it or modify it to meet local needs
• Incorporate portions into existing board policies
• Share it publicly in board packets, agendas, and district websites

We ask that attribution to Facilitron remain intact.

Suggested attribution examples include:

“Language adapted from the Facilitron National Model School Board Policy on Community Use of School Facilities (© 2025-2026 Facilitron, Inc., CC BY 4.0).”

or

“Portions of this policy are derived from the Facilitron National Model Facility Governance Framework (CC BY 4.0).”

Attribution may be placed in a footnote, at the end of a policy, or in a reference section.

This approach ensures openness and accessibility while maintaining clarity about authorship and preserving a consistent national standard.

For guidance on implementation or alignment with supporting governance documents, districts may consult internal leadership teams or qualified advisors.