Facility Use Overview
Board Policy GKDA (Local) permits public use of school facilities by non-school groups for educational, recreational, civic, or social activities, when these activities do not conflict with school use or Board Policy. Non-school groups are organizations other than school-sponsored groups (e.g., student clubs, school teams) and school support groups (e.g., PTAs, booster clubs).
The district utilizes Facilitron to process all facility use requests. Facilitron is an online facilities management platform that streamlines facility scheduling and the rental request process.
If you have any questions on creating an account or how to submit a request, Facilitron provides 24/7 customer support and can be reached by calling them at 800-272-2962, by email at support@facilitron.com, or through online chat. Facilitron also has an online support site with articles and videos as additional training resources: Renter Solutions.
Rental Process
- Organizations requesting use of school facilities must submit a request via Facilitron three (3) weeks prior to the date of the event to the school principal or designee for approval and signature.
- The principal approves or declines the request and the Facility Use Team receives the information from Facilitron to assist with the approved request.
- The principal or designee enters a work order to ensure HVAC is scheduled for after-hours events and works with the scheduled custodian to support the facility use request for the event to run smoothly.
- The Facility Use Team sends the applicant notification of the approval or disapproval of the facility use request via Facilitron. The organization will then be prompted to provide payment due to cover the cost of the event and upload their insurance documents. Current AISD insurance requirements can be found below.
- Policy requires all building and custodial fees be collected in advance so the Austin ISD budget is not negatively affected.
Conditions of Application
In making this application, it is understood and agreed that the Rules and Regulations Governing the Use and Rental of School Facilities as adopted by the Board of Trustees of the Austin Independent School District be adhered to in every instance. A complete copy of these Rules and Regulations is available in the Department of Planning and Asset Management, or online under Board Policy GKD.
Reporting Issues During Rentals
Call the Austin ISD Help Desk at (512) 414-2199 for any after-hours concerns regarding building access, HVAC or facilities maintenance issues. If someone is in immediate danger, call 9-1-1 or Austin ISD Police at 512-414-1703.