Building Use (Civic Use of Buildings) - Portland School District

Please refer all your questions to support@facilitron.com

Civic Use of Buildings (CUB)

Welcome to the Portland Public Schools facilities reservation website.

Individuals and community groups may schedule the use of PPS facilities during non-school hours by obtaining a permit through the Civic Use of Buildings (CUB) office permitting platform, Facilitron. Facilities are available as school schedules permit with permission of the school principal and/or site administrator and granted by the CUB District office. Use fees are paid in full through the Facilitron platform prior to a permit being issued. Firearms, alcohol, marijuana, tobacco and illegal drugs in any form are strictly prohibited in school buildings and on school grounds.

Contacts

FACILITRON

Customer Service Support

1-800-272-2962

support@facilitron.com

Becca Nehse

CUB Administrative Clerk

CUB Department Phone and Email

503-916-3436

cub@pps.net

General Public

First - Create your Account

Click Here to create your account with Facilitron
For a step-by-step guide on how to create your account Click Here

Second - Submit a Request

All Facility use requests must be submitted through the PPS Facilitron Site
For a video tutorial on hoe to submit a request, Click Here
Your request will be forwarded by Facilitron to the school and CUB staff for approval. If there are questions or concerns Facilitron will contact you vis the email you provided
If your request is approved by the CUB office, Facilitron will issue your permit.
If payment and insurance has not been provided within 7 days of your event, your permit will be suspended. Please provide this sample COI to your insurance Provider to ensure your COI is properly formatted.

If you need assistance, please see our Frequently Asked Questions page.

PPS Employees

Any activity that is held in a school or district building during non-school hours will need a CUB permit issued to a person or group who will be responsible for the event. This includes use by PPS staff for school or personal use. If a PPS employee would like to have an event at a PPS building that is not school or work related, they will need to create a personal account within Facilitron and pay all associated fees.

Making a request as a PPS employee indicates that the event is school or work related.

First - Request a PPS Facilitron Account

Contact Support@facilitron.com to have Facilitron create an account for you.
Sign in to your PPS Facilitron account using these instructions.

Second - Submit Request

If you are new to the platform, please watch this training video for PPS Staff. If you will serve as a school site pre-approver or athletics Director, please see the pre-approver training.
For a quick intro to submitting requests, click here.
Once your request has been submitted, your request will be forwarded by Facilitron to the school and reviewed by CUB staff for approval. Once your permit request is approved, Facilitron will issue your permit.
Interdepartmental fees (i.e. Custodial fees) associated with your request must be paid via budget code. If a budget code is not provided in the application questions of your permit, your request may be denied.

For any questions regarding custodial fee or the permit process for PPS events, please see the Frequently Asked Questions page for staff.

Frequently Used Links

Sample Certificate of Insurance

District School Map

Link to PPS Facilitron Page

Facilitron Support Site

FAQ - For Renters

FAQ - For Staff

Training Recording for Pre-Approvers

PPS Staff Fee Waiver

Additional Information

Custodial Fee Waiver For Title1, TSI, CSI Focus Schools

District custodial services shall be provided for all permitted indoor use of the District facilities when a District custodian is not otherwise scheduled at the site. During a PPS fiscal year (July toJune), PPS Title 1 Schools, PPS Comprehensive Supports and Intervention (CSI) Schools, and PPS Targeted Supports and Interventions (TSI) Schools shall be provided one fee waiver for up to eight consecutive hours (six hours for one or more events on a single day plus an hour before and after the event(s) for custodial opening, preparation, cleaning, and closure procedures) of overtime custodial coverage for PTA/PTO/Booster Club (Sponsor) sponsored event/s. During the six hour event(s) period, total attendance may not exceed three hundred (300) at any point in time. The school must have Title I, CSI, or TSI status at the time of the event(s) for this fee waiver to apply. The request for a fee waiver shall be made by the Sponsor when submitting the CUBpermit request and shall be subject to the availability of custodian staff and the approval by the school. Fees for custodial coverage for one-time events in excess of eight hours will be charged to the User. Contact the CUB Office if you are not sure if your school applies to this waiver.

Film Shoots

Insurance

Cancellations, no-use days

Staffing requirements

Internet and Technology

The Information Technology department conducts systems maintenance once a month over a weekend. Please take these dates into consideration when scheduling events on Friday evenings and weekends in PPS facilities.

Internet access and other technology services may not be available on these dates.

To view their calendar, please visit the IT website at: https://www.pps.net/otis

If there are questions or concerns, or would like to discuss the possibility of IT support during your event, please have a PPS staff member contact the IT ServiceDesk at: support@pps.net or call 503-916-3375.