Industries
Private & Independent School Facilities
Families judge a campus the moment they walk it. The condition of the buildings shapes enrollment decisions before the first admissions meeting.
The campus is the first thing a family evaluates.
Private and independent schools run aging multi-building campuses on tuition revenue: classrooms, a gym, a cafeteria, administrative space, and often a chapel or athletic facility. Deferred maintenance competes with academic budgets every year, and the facilities role is usually stretched across other duties or does not exist at all. The result is incremental decline that staff stop noticing and prospective families see on a tour. The link between a well-kept campus and an enrollment decision is documented in how facility standards affect private school enrollment.
Proportional FM provides a layer of structured oversight that runs independently of daily operations. A Facility Condition Assessment establishes an observable-condition baseline the head of school and the board can carry into capital planning and budget conversations. For campuses without a dedicated facilities director, fractional facilities management delivers that oversight without a full-time salaried hire.
A campus touches many trades, and managing them directly pulls administrators away from the school's mission. Vendor coordination consolidates that work into one point of accountability and one documented record. Schools leasing part of their space should also confirm who carries HVAC and repair responsibility under a Texas lease before a system fails.
What Proportional FM addresses
- Facility Condition Assessments: observable-condition, photo-documented, priority-tiered, board-facing
- Scheduled Recurring General Maintenance across classrooms, gym, cafeteria, and administrative buildings
- Vendor coordination: one point of accountability across every trade on campus
- Fractional facilities management for schools without a full-time facilities director
- Capital planning support: condition data to inform board and budget decisions
- Condition baseline for an acquired or added campus before capital is committed
Assessment scope limitations
- ·Equipment age, remaining useful life, make, model, or serial numbers
- ·Roof age, electrical capacity, or ventilation performance measurement
- ·Code compliance opinions, ADA review, or life-safety certification
- ·Regulatory compliance review of any kind
How the engagement works
A Facility Condition Assessment establishes the baseline. Recurring onsite visits keep the campus in the condition the assessment documented, between assessments.
Layer 1
Facility Condition Assessments
A visual assessment of every accessible system, surface, and assembly across the campus. Photo-documented, priority-tiered, and delivered as a board-facing report that documents observable condition at the time of the visit.
The report gives the head of school and the board a defensible starting record for capital planning. Equipment age and remaining useful life are drawn from specialist input and seller or construction records, not from the visual assessment.
Per-square-foot pricing across cadence options. Confirmed in writing before the first visit.
Layer 2
Scheduled Recurring General Maintenance
Scheduled onsite visits that address the wear a busy campus generates: sticking doors and hardware, classroom and restroom fixtures, light fixture and plumbing repairs, and the general upkeep of high-traffic buildings between assessments.
The visits handle what surfaces between assessments and coordinate the trades for items that need a specialist. Work is scheduled around the academic calendar and school hours where possible to reduce disruption.
Flat monthly rate based on scope and campus size. Confirmed in writing before the first visit.
Contact for a proposal specific to your campus, building count, and square footage.
Request a proposalFrequently asked questions
Why do private schools need a Facility Condition Assessment?
A private school campus is a recruiting asset. Families form judgments about the institution from the condition of the buildings before any admissions conversation happens. A structured, photo-documented assessment establishes an observable-condition baseline across classrooms, gym, cafeteria, and administrative buildings: what is in good shape, what needs attention, and in what order. That baseline gives the head of school and the board a defensible reference point for capital planning and budget decisions, and it documents deferred items before they compete with academic priorities as emergencies.
What are the scope limitations of a private school facility assessment?
All assessments are non-invasive and visual only. The report documents observable condition at the time of the visit. It does not measure or certify equipment age, remaining useful life, make, model, or serial numbers, roof age, electrical capacity, or ventilation performance; those come from a licensed specialist or from seller and construction records. The scope also does not include code compliance opinions, ADA assessments, life-safety certifications, or regulatory compliance reviews of any kind. The deliverable is a documented, prioritized condition report.
How does Proportional FM support a school without a full-time facilities director?
Many private schools run aging multi-building campuses with a facilities role that is stretched across other duties, or with no dedicated role at all. Proportional FM provides fractional facilities management: the oversight of a facilities director, sized to a campus that does not need a full-time salaried hire. Assessments, recurring maintenance, and trade coordination are handled as a structured program rather than as reactive requests absorbed by staff who already have a job to do.
Can Proportional FM coordinate trades across a multi-building campus?
Yes. A campus with classrooms, a gym, a cafeteria, administrative space, and sometimes a chapel or athletic facility touches many trades. Proportional FM coordinates those contractors as a single point of accountability, so the school works from one relationship and one consolidated set of documentation rather than managing a roster of self-reporting vendors directly.
We are acquiring or adding a campus. Can you establish a facility condition baseline?
Yes. A school acquiring a building or adding a campus needs an observable-condition baseline before it commits capital. The assessment documents the visible condition of the buildings and site so ownership and the board can plan reserves and sequence work with a clear starting record. Equipment age and remaining useful life are drawn from seller records and specialist input rather than from the visual assessment.
Our school leases part of its space. Who is responsible for HVAC and repairs?
It depends on the lease. Under many commercial and triple-net arrangements, a substantial share of maintenance and repair cost sits with the tenant, not the landlord. Schools leasing space should confirm where that responsibility falls before a system fails. A documented condition baseline supports that conversation, and Proportional FM coordinates the work regardless of which party carries the obligation.
Give the board a documented picture of the campus.
Request a facility assessment. We serve single-campus and multi-building private and independent schools across Dallas–Fort Worth.
Request a facility assessment