PK3 Buildings and Grounds: Non-School Use of Albuquerque Public Schools Facilities

PK3 Buildings and Grounds: Non-School Use of Albuquerque Public Schools Facilities

Contents

PK3 Buildings and Grounds: Non-School Use of Albuquerque Public Schools Facilities

While the primary purpose of APS facilities is to support student learning and school operations, Albuquerque Public Schools supports responsible community access when such use does not interfere with educational programs or compromise safety, staffing, or facility condition.

This procedure 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.

This procedure applies to all Albuquerque Public School-owned facilities and property except where a Joint Use Agreement is in place.  Questions regarding facilities usage shall be directed to the Albuquerque Public Schools Facilities Usage Office or www.Facilitron.com

This Procedure shall govern the operational procedures related to facility use, including applications, documentation, fee schedules, staff assignments, safety requirements, and enforcement. 

The Facilitron Calendar serves as the Master Calendar for Albuquerque Public Schools for both internal and external reservations.

 

Application Process / Reservation Process

 

All requests for community use of district facilities shall be submitted through the district’s designated facility-use platform, Facilitron. 

No verbal agreements, side arrangements, or informal bookings shall be considered valid, binding, or permitted.

All outside entities must submit their own Application/Reservation Request through Facilitron.  Reservations made by APS employees on behalf of an outside entity are strictly against district policy.

 

Applications/Reservation Requests must be submitted with sufficient advance notice.  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.

 

The District scheduling platform, “Facilitron,” shall bill user groups in accordance with the fee requirements. 

 

• Full payment for use by groups in Categories 4, 5, and 6 shall be made no later than ten (10) days prior to the use of the facility. 

• Groups with outstanding accounts shall not be permitted to use district facilities until all past due accounts are current. 

• Payments shall be made by check, cashier’s check, money order, or credit card, and shall be paid directly to “Facilitron”.  

• No payments will be accepted by Albuquerque Public Schools personnel.  No cash shall be accepted for rental fees. 

• Payments shall be either mailed directly to “Facilitron” or submitted via the “Facilitron” scheduling site.

Documentation Requirements

All applicants shall provide documentation appropriate to their user and rate category. At a 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;

• 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.

 

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.

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.

Access Priorities & Rate Categories

 

 Access Priorities

 

District facilities shall be scheduled according to the following order of priority. These priorities determine when facilities are available for use and guide scheduling decisions when conflicts arise.

1. District-Sponsored Activities – Instructional, co-curricular, and extracurricular programs conducted or overseen by the district or school sites.

2. District-Affiliated or Educational Partner Organizations – Recognized parent groups, booster clubs, or contracted partners that directly support district programs under documented approval, charter, or agreement.

3. Government Entities – Federal, state, county, or municipal agencies using facilities for civic, administrative, or public-interest purposes.

4. Community Volunteer / Open-Access Organizations – Locally organized, volunteer-run programs that are open to all students or the general public at no cost to participants and are funded primarily through donations, not user fees. These organizations are not district-endorsed and are not led, coordinated, or sponsored by APS staff.

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.  Such as youth sports, arts, and camps.

6. Private or Commercial Users – Individuals, companies, or organizations conducting proprietary, restricted, or profit-generating activities not aligned with community programming.

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.

Rate Categories

Each approved facility use shall also be assigned to a rate category established by the District or Facility Use Supervisor.

 

 

Nothing in this policy establishes or guarantees a specific rate or discount.

   Fees

Albuquerque Public Schools shall operate its facility use program in a manner that protects instructional resources.

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.

 

Definition of Costs

 

Facility use costs include, but are not limited to:

• Custodial and staffing labor (including overtime or minimum call-in periods, fringe benefits on payroll)

• Utilities (HVAC, lighting, water, etc.)

• Consumables and supplies (toilet paper, soap, trash liners, etc.)

• Abnormal wear and tear on the facility used may require an additional charge to the user to restore the facility to its normal condition.

• If special services are required, such as setting up tables and chairs or setting up projectors and other sensitive equipment, there shall be additional charges. Charges for these special services shall be billed to the user.

• Projectors, special stage lighting, and other types of sensitive equipment shall not be used unless operated by qualified district personnel. Cafeteria equipment shall not be used without specific approval of the Director of Food and Nutrition Services and unless it is operated by assigned cafeteria supervisors.

• Outside groups may not make any modifications to school facilities in order to accommodate their use of the facilities. This includes modifications to the electrical, heating, cooling, ventilation or plumbing systems, or to the structure or grounds of the facility.

• Outside organizations may not sublease school facilities to other organizations or individuals, or transfer or assign their use agreement to anyone

• It shall be prohibited for users of district facilities to pay any district employee directly for services or rental fees in cash or by any other means. Security, custodial and cafeteria personnel wages shall be computed at the employees’ overtime rate plus benefits by the Accounting Department, with the exception of Rental Fees, which are to be directed to the Facilities Usage Office.

• The school principal or site administrator shall be responsible for reporting all contractual overtime for district personnel.

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

 

User Conduct, Enforcement & Revocation

 

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. Discrimination or harassment on the basis of any protected category, such as but not limited to, race, disability, religion, and/or sex/gender, is strictly prohibited. 

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.

 

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.

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.

Right to Deny Use of Albuquerque Public Schools Facilities

 

Albuquerque Public Schools may not authorize use of district facilities in the following, but is not limited to the list below:

• When the activity is for purposes of a personal nature

• The event is sponsored by a group except those listed in the categories above

• When the superintendent, appropriate associate superintendent, and/or other appropriate member of the leadership team decides that the group requesting use of district facilities or the proposed activity is inappropriate

• When the facility will be used for private teaching for which a tuition charge is made by or paid directly to the instructor

• School facilities shall not be used for anything other than uses approved in the Facility Usage Agreement

• When schools are closed due to a scheduled school calendar day off or due to inclement weather, all facility usage shall be canceled.

• 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.

• APS Police track all facility activity through Facilitron. Unauthorized or unscheduled facility use is a safety concern and will not be permitted.

• When insurance requirements are not met.

• When payment is not received.

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.

Safeguarding School Property and Rules

• The user of the facility shall be responsible for the reasonable care of the facility and for the proper conduct of members of the group. 

• The user shall be billed for any damage resulting from improper or careless use of the facility.

• The use of said areas shall not interfere with school activities. Facilities shall be left in the same condition as found.

• The principal or site administrator shall ensure that an authorized district representative will be present during proposed use to open the facility, safeguard it during use, and to secure the facility at the end of its use. A school custodian, and/or other district employee as designated by the principal, shall be present during the activity or event. 

• District employees shall not give their building keys to an outside organization.

• Signs, banners, permits, etc., shall not be erected on school property unless the permission of the principal or his/her designee is obtained in advance, and only if such displays do not deface school property.

• Parking shall be permitted only in designated areas.

• The number of attendees shall not exceed the number authorized and must be in compliance with local fire codes.

• Use of facilities shall end at 10:00 p.m.

• If school personnel are not members of the using group, a custodian shall be assigned for purposes of building supervision.

• Smoking and alcohol are prohibited by the Board of Education policy in all district facilities and on all district property.

• Users of facilities shall comply with building access and security call-in requirements specified in the “Building Access by Employees” procedural directive.

• All foods sold at special events shall comply with New Mexico Public Education Department Nutrition Standards, as well as the Albuquerque Public Schools District Wellness Program.

Use of Kitchen Facilities

School kitchens are available for school and community groups to use for special occasions. The following items shall be required by all organizations (school or community) wishing to use a school kitchen:

• Completed and submitted application for Use of School Kitchen – available from Albuquerque Public Schools Food and Nutrition Services

• A temporary Health Permit is to be obtained by the group sponsoring/holding a function from either:

• Bernalillo County Office of Environmental Health

• City of Albuquerque Office of Environmental Health

 

• These forms shall be received by the Food and Nutrition Services Office two (2) weeks prior to the date of the use of the kitchen. 

• Food and Nutrition Services shall coordinate with the facility usage specialist regarding the use of school kitchens.

• Requests received less than two (2) weeks before the planned event may be denied due to a lack of time to make necessary arrangements. 

• A kitchen manager or Food and Nutrition Services employee shall be on duty the entire time the kitchen is being used. The function of this employee is to ensure that food safety and sanitation regulations are followed and that all equipment is used safely and correctly. These employees shall be hired by the organization and must be paid 1 1/2 times their regular hourly wage.

• The kitchen shall be cleaned by the organization to the satisfaction of the Food and Nutrition Services employee on duty.

• No one under the age of eighteen (18) may be in the kitchen. No one under the age of eighteen (18) may operate any of the equipment. Unauthorized and excessive traffic thru the food preparation area is in violation of both safety and sanitation regulations and shall be regulated.

• The handling or “mixing up” of school food used for student meals and other foods brought from outside the school shall be strictly prohibited. This pertains to foods either frozen, refrigerated, or stored in the school kitchen. No food or supplies purchased by Food and Nutrition Services shall be used by any organization.

• An inspection by the City of Albuquerque Environmental Health Department or the Bernalillo County Health Department may occur at any time before or during the event to verify proper food safety and sanitation procedures. Any citations issued shall be the responsibility of the sponsor of the event. Violations may result in the closure of the event to the public.

• Phones are not available in the kitchen.

• Kitchens shall not be used by any organization while school meals are being prepared or served.

• The organization shall be billed for any damage to the equipment, building, or any missing equipment or small wares.

• After the application has been reviewed and approved, a copy shall be sent to the applicant for use in completing any other paperwork the school district may require.

Athletic Fields

• Refer scheduling questions for district backstops and fields to the Athletic Department. 

• Albuquerque Public Schools allows City Parks and Recreation, Little League, Adult City Softball, soccer, and YAFL Football to use facilities. Albuquerque City Parks and Recreation shall comply with provisions outlined in a memorandum of understanding with the district.

• The agencies’ submitted requests and a schedule shall be distributed to principals. It is the responsibility of the various user groups to notify their participants as to time and location.

• These agencies shall provide their own liability insurance.

 

Administrative Position: 

• Deputy Superintendent of Operations
  
  

Department Director: 

• Facilities Supervisor

References:

Legal Cross Ref.:

• §22-5-17 NMSA 1978

• 6.50.17 NMAC

Procedural Directive Cross Ref.: 

• PE3 Building Access by Employees

• PE10 Food and Nutrition Services

 

NSBA/NEPN Classification: KFB

Revised: May 1995
Revised: April 1996
Revised: May 1997
Revised: June 2006
Revised: May 2007
Revised: March 2009
Reviewed: August 9, 2010
Revised: August 13, 2010
Reviewed: October 5, 2012
Revised: November 16, 2012
Reviewed: December 11, 2013

Reviewed: May 5, 2026

Revised: May 5, 2026