Inside the National Model: Introducing the First-of-its-Kind Model Facility Use Policy and Toolkit
Session 2 of Facilitron University 5 rolled up its sleeves and got to work.
In this dynamic session, CMO Trent Allen and Head of Implementation Cheryl Galloway returned to the stage for a deep dive into the nuts and bolts of Facilitron’s new National Model Facility Use Policy, not just what it says, but how it works, why it’s needed, and how districts can put it into action.
From the start, Allen emphasized that policy isn’t just about documents. It’s about consequences. He cited real data from Facilitron partners, including over $215 million in rental requests declined, adjusted, or canceled in just the past 10 months, and billions in uncalculated subsidization across the country. Yet, many districts still have outdated, permissive policies full of loopholes that leave room for inconsistent decisions, inequitable access, and hidden costs.
Galloway, drawing from her experience overseeing facilities, safety, and energy for a California school district, underscored the practical need for clarity. “Boards want answers,” she said. “If we don’t provide them with clear, defensible language, they’ll default to ‘just give it to them.’” The National Model Policy was designed to give boards the language they need, and operations teams the structure to implement it with confidence.
That structure includes what Facilitron calls the “four layers” of policy implementation: board policy, administrative regulations, a local school guide, and terms and conditions for users. Together, these pieces create a system that aligns vision with execution without requiring constant board intervention to manage day-to-day use.
But not all districts are built the same. One of the most engaging portions of the session came as Galloway described the three most common governance models: decentralized (where sites operate independently), shared (where authority is split between sites and the district), and district-controlled (where rentals are centrally managed after hours). Understanding which model your district follows, and which it should follow, is the starting point for modernizing policy, and no matter the model, the National Policy can be customized to support it.
The panel then tackled one of the most complex but critical areas of the policy: rate categories. Rather than relying on nonprofit status or IRS designations, the model introduces six clearly defined categories based on actual behavior, including who is served, whether fees are charged, and how closely a group aligns with the district’s educational mission. This reframing allows districts to move away from tax-status assumptions and into a more equitable, transparent, and logical pricing structure.
Cost recovery emerged again as a cornerstone. As Allen put it, “This isn’t about profit. It's about sustainability.” Galloway added a key phrase: no subsidization without deliberation. If a district chooses to support certain groups financially, that decision should be intentional and visible and not a default.
Other important policy clarifications were highlighted: the end of verbal agreements and side deals, the requirement that all usage flow through a digital system of record, and the recognition that checked boxes and digital terms now constitute legally binding contracts. In short, no more informal approvals, undocumented use, or “principal-only-knows” systems.
The policy also grants districts the authority to enforce conduct standards and revoke use when appropriate, something that many districts either assume is implied or avoid altogether. And perhaps most critically, the policy calls for annual reporting to the board, not just on revenue, but on usage trends, community engagement, and the scale of subsidization. Few districts currently provide this level of transparency, but as Galloway noted, “If your board doesn’t know what’s happening, how can they defend your decisions?”
Facilitron is helping change that, and the team is ready to co-present or build customized decks for leadership, cabinet, or board approval meetings.
As the session wrapped, the message was consistent with the rest of FU5: this policy isn’t just guidance. It’s a toolkit. It’s designed to be plug-and-play, modular, and customizable. Whether a district wants to replace outdated language, create a path to cost recovery, or simply get better at saying “no”, the policy is ready, and Facilitron is ready to help.
At the end of the day, governance isn't just about rules. It's about giving districts the tools to lead with clarity, consistency, and confidence.