New CUB Permitting Platform

Dear colleagues,

I am pleased to announce that, on August 1, 2024, the Civic Use of Buildings (CUB) office will be launching a new online facility permitting platform, Facilitron, designed to provide a positive user experience for all and also allow the CUB to implement many best practices in the permitting of PPS facilities.

With the new platform, facility use requests can be submitted easily and efficiently. Customers, both internal and external, will be able to access photos and descriptions, see real-time availability, get cost estimates, and pay online.

In teaming with Facilitron, Portland Public Schools will be launching customized use for each school. Although the process of requesting/approval/management of facility requests will be managed through Facilitron, the new system will continue to be governed by Portland Public Schools’ board policies relating to facility use, and district staff will make the final decisions on all facility use.

As of August 1, the only way to request use of a district facility is by creating a Facilitron account and submitting a reservation request online through the platform. Requests will no longer be accepted through the CUB office. Please click HERE for an introduction on how to make a reservation.

Here’s what will be changing:

• An application fee will no longer be required.

• Facilitron will charge a processing fee of between 7% (for non-profits) and 12% (for for-profit organizations) depending on your group type (non-profit, commercial etc.) on your total bill.

• Submittal of your proof of insurance coverage (not just your attestation of coverage) will be required seven days prior to a permitted event by either uploading your certificate of insurance to your Faciltron account or the purchase of a policy through Facilitiron’s insurance carrier.

• In order to qualify for non-profit fees, proof of your non-profit status will be required by providing your EIN number.

Here’s what will not change:

• The fees for fiscal year 2024/25 will not increase. (Typically, they would increase by 3%.)

• The CUB office will remain intact, and Patty and Debbie will continue to manage the permit approval process, in addition to assisting Facilitron.

Facilitron staff will be conducting training and Q&A sessions via Zoom. If you are interested in joining the first one-hour training and Q&A session on Monday, July 22nd at 12 p.m., please add this Zoom link to your calendar. This session will also be taped for future reference and additional training will be scheduled in August and September.

Dan Jung

Dan Jung | Chief Operating Officer | djung@pps.net