As the 2025–26 school year approaches, facilities teams face a familiar challenge: balancing day-to-day operations with long-term capital planning. Whether you're managing a small district or a state-wide network of schools, a solid plan ensures buildings are safe, efficient, and ready to support student success.
The Ultimate Facility Planning Checklist for the 2025–26 School Year
This comprehensive facility planning checklist will help you identify priorities, streamline workflows, and make data-driven decisions, allowing you to spend less time reacting and more time leading.
1. Review Your Facility Condition Data
- Conduct or update your Facility Condition Assessment (FCA).
- Verify that asset data, maintenance records, and building system conditions are accurate and up-to-date.
- Identify deferred maintenance projects and rank them according to their urgency.
Pro Tip: Intellis's Foundation Condition Assessment system provides a comprehensive, data-driven view of every building in your portfolio, making it easier to prioritize projects.
2. Update Your Capital Improvement Plan
- Review existing capital projects and adjust timelines based on funding, urgency, and school calendar constraints.
- Incorporate findings from your FCA to address high-priority needs.
- Align your plan with available grants, bond measures, and budget cycles to ensure optimal utilization of resources.
Pro Tip: The Foundation Capital Planning System can model multiple budget scenarios, enabling you to make informed and transparent decisions.
3. Prepare for Seasonal Maintenance
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Schedule summer break projects early to secure contractors and materials in advance.
- Plan HVAC inspections, roofing repairs, and lighting upgrades before the peak usage period.
- Complete exterior work while weather conditions are optimal.
4. Ensure Compliance with Regulations
- Review ADA accessibility requirements and local building codes to ensure compliance with relevant regulations.
- Prepare for safety inspections (fire alarms, sprinklers, emergency exits).
- Update documentation for environmental compliance (asbestos, lead, energy efficiency reporting).
5. Optimize Space Utilization
- Evaluate classroom, lab, and athletic facility use to identify overcrowding or underutilized areas.
- Plan for temporary modular units if enrollment changes are anticipated.
- Use space analysis to support long-term facility expansion or consolidation strategies.
6. Plan for Technology Upgrades
- Audit classroom technology, Wi-Fi coverage, and security systems to ensure optimal performance and reliability.
- Budget for interactive boards, audio systems, and intelligent building controls.
- Coordinate upgrades with IT and instructional technology teams.
7. Build Resilience into Your Plan
- Assess your emergency preparedness and recovery strategies to ensure you are well-equipped for any potential emergencies.
- Update backup power systems and ensure redundancy in critical infrastructure.
- Plan for climate resilience — from mitigating extreme heat to preventing floods.
8. Communicate with Stakeholders
- Share planning updates with administrators, teachers, and community members.
- Use visual reports and dashboards to make complex data understandable.
- Build transparency and trust by demonstrating how decisions align with the needs of students and the community.
The 2025–26 school year is a chance to make meaningful progress on your facility goals, but only if you have a structured, data-informed plan. By following this checklist, you can prepare your facilities for the year ahead while setting the stage for long-term success.
Ready to streamline your school facility planning?
Schedule a demo of the Foundation System today and see how data-driven planning can help you get the most from every dollar, every square foot, and every school day.
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