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Portland Public Schools is now using a new online facility request and rental system, Facilitron, designed to provide a positive user experience for all.
All fee waivers and MOU's are paused at this time.
Please refer all your questions to support@facilitron.com
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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
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Facilitron Process & Instructions
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First - How to Request a Permit
- To request/access a permit, please review the pre-recorded step by step instructions provided HERE.
Second - Submit Request
- Create an account with Facilitron, if you do not have a current Facilitron account, please create one.
- 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 via the email you provided.
- If your request is approved and final payment is made to Facilitron, a permit will be issued.
- If Payment and insurance has not been provided within 7 days of your event, your permit will be suspended.
For Facilitron access, click HERE
- To request/access a permit, please review the pre-recorded step by step instructions provided HERE.
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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.
To obtain a permit for a school or district event you will first need to have Facilitron create an account for you. When making a reservation request for a PPS related event, you will sign in using your standard PPS credentials(name@pps.net).
Making a request as a PPS employee indicates that the event is school or work related.
First - How to Request a Permit
- Please see the step by step instructions HERE to learn how to make a request.
Second - Submit Request
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If you do not already have Facilitron account, submit a request to Facilitron support for an internal PPS Facilitron account.
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Your request will be forwarded by Facilitron to the school and reviewed by CUB staff for approval. If there are questions or concerns Facilitron will contact you via the email you provided.
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Interdepartmental fee (ie. custodial fees) associated with your request should be paid through Facilitron with your account code, which has been set up within the Facilitron platform. If you are unable to find your account code, please contact the CUB office.
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If your request is approved and final payment is made to Facilitron, a permit will be issued to your account and emailed to you.
For Facilitron access:
- login to your my.pps.net account
- Once you have logged into my.pps.net click HERE
Additional Information
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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.
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Film Shoots
If you are interested in the use of a PPS Facility for a film please contact the CUB office by phone or email before making a request online. Depending on the nature of your film shoot, additional details may need to be discussed before use is permitted.
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Insurance
The district requires either the proof or purchase (through Facilitron) of insurance coverage to be in place 7 days prior to a permitted event or your permit will be suspended.
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Cancellations, no-use days
District and student events and activities will always take precedence, and PPS reserves the right to cancel use without prior notice. School closures due to inclement weather or maintenance issues may result in a permit cancellation. In this event the requester will receive a refund.
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Staffing requirements
Custodians are required to be on site for all hours of a permitted event and as required by the District for additional clean up and securing of the buildings. Depending on the event, staff representation may also be required. During times when custodians and staff are not on site, hourly staffing fees will be assessed.
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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.
