Facilities leaders across K–12 school districts and higher education campuses often face a familiar challenge: how to best allocate maintenance dollars before a fiscal year resets. | Photo Credit (all): Courtesy of Albireo Energy
By Rick Stehmeyer
Facilities leaders across K–12 school districts and higher education campuses often face a familiar challenge: how to best allocate maintenance dollars before a fiscal year resets. The pressure of “use it or lose it” budgeting often collides with limited time, staffing constraints, and the need to avoid disruption to students, faculty and campus operations.
Fortunately, not all improvements require long timelines or major construction. In fact, several targeted investments can be executed quickly while delivering immediate and long-term value. When thoughtfully applied, year-end maintenance funds can improve building performance, enhance occupant comfort, strengthen security and position institutions for future growth.
Four areas offer a fast and effective path to maximizing budgets: building automation system updates, HVAC retro-commissioning and system finetuning, critical alarm management, and cybersecurity enhancements.
Building Automation System Updates: Modernizing Campuses While Reducing Costs
For many K–12 schools and college campuses, building automation systems (BAS) are the backbone of daily operations, controlling HVAC, lighting and other essential building functions. Yet many systems remain outdated, underutilized, or unsupported — which drive up maintenance costs and energy use.
Year-end budgets present an ideal opportunity to complete BAS upgrades that may have been deferred. Modern BAS platforms enable smarter, centralized control of multiple building systems, improving efficiency while simplifying operations across entire campuses or districts.
Energy savings are often the most immediate benefit. Research from Lawrence Berkeley National Laboratory shows that modern BAS upgrades can reduce energy consumption by 10%–30% through improved scheduling, optimized equipment performance and advanced analytics. For education institutions managing tight operating budgets, these reductions can translate into meaningful utility savings that support academic priorities.
Modern BAS platforms also reduce maintenance burdens. Real-time monitoring and predictive diagnostics help facilities teams identify equipment issues before they become failures, minimizing downtime and costly emergency repairs. This is especially valuable for schools and universities operating with lean maintenance staff and aging infrastructure.
Beyond near-term gains, BAS modernization prepares institutions for future initiatives such as electrification, sustainability programs, indoor air quality monitoring and smart campus technologies. Updated systems are typically compatible with Internet of Things (IoT) devices and evolving regulatory requirements, making them a foundational investment rather than a stopgap solution.
Retro-Commissioning and Finetuning: Aligning Building Performance with Academic Needs
In both K–12 and higher education environments, how spaces are used can change rapidly. Classrooms may be repurposed, occupancy patterns shift between semesters, and new health, safety or accessibility standards emerge. Retro-commissioning and finetuning help ensure building systems keep pace with those changes.
Year-end is an ideal time to revisit system performance across HVAC, lighting, electrical, and access control systems. Through targeted testing and review, facilities teams can identify inefficiencies, correct control sequences, and ensure systems are operating as originally designed—or better. For primary schools, this process directly affects student comfort and learning outcomes. Properly commissioned systems improve temperature consistency, ventilation, and lighting quality, creating healthier and more productive learning environments. For universities, finetuning supports diverse spaces ranging from lecture halls and labs to residence halls and athletic facilities.
Commissioning also helps institutions address deferred maintenance before it becomes disruptive. Often findings in one building are applicable to the entire campus. Early identification of failing components or performance gaps allows repairs to be scheduled during academic breaks rather than instructional time. In addition, reviewing dashboards and control interfaces ensures facilities staff have clear, actionable data to support ongoing optimization.
Ultimately, commissioning and finetuning protect capital investments, extend equipment life, and reduce operational risk while making better use of existing infrastructure.
Critical Alarm Management: Reducing Noise While Improving Reliability
Facilities teams are often inundated with alarms — many of which are low priority, redundant or false. In educational settings, alarm fatigue can lead to missed alerts, delayed responses, and unnecessary after-hours callouts, particularly during holidays and academic breaks.
Implementing a critical alarm management strategy allows schools and campuses to focus attention where it matters most. By prioritizing alarms that pose real operational or safety risks, facilities teams can ensure faster response times and better use of limited personnel.
Effective alarm management systems route alerts to the appropriate staff member, confirm acknowledgment and escalate issues if no response occurs within a defined timeframe. They also provide historical and real-time data that help school facilities leaders identify recurring issues, equipment failures or operational patterns that require attention.
For education institutions, the benefits extend beyond efficiency. Improved alarm management supports compliance with safety regulations, protects critical assets such as data centers and laboratories, and reduces system downtime that could disrupt instruction or research.
Cybersecurity: Protecting Campus Infrastructure from Growing Threats
As school and campus buildings become more connected, cybersecurity has emerged as a top concern for facilities leaders. Building management systems, once isolated due to their largely non-IP networks, are now frequently connected to academic networks, making them potential targets for cyberattacks.
Recent studies indicate that a significant percentage of building management devices remain vulnerable due to outdated software, weak authentication practices or insufficient network segmentation. For schools and universities, a breach can have serious consequences, including system outages, data loss and safety risks.
Year-end maintenance funds can be strategically applied to strengthen cybersecurity posture. Key steps include conducting security audits to identify vulnerabilities, applying firmware and software updates, implementing multi-factor authentication and enforcing role-based access controls.
One increasingly effective strategy is separating operational technology (OT), such as BAS and other building systems, from traditional IT networks. Moving OT systems to a secure private cloud environment reduces exposure while simplifying management and updates.
Private cloud environments offer greater control over security policies, encryption protocols, and user access, making them well suited for institutions managing sensitive infrastructure across multiple facilities. Centralized monitoring also allows for faster deployment of security patches and threat detection tools.
Making the Most of Remaining Maintenance Dollars
With careful planning, year-end maintenance budgets can do far more than simply check a box before fiscal deadlines. Strategic investments in automation, commissioning, alarm management, and cybersecurity deliver immediate operational improvements while positioning K–12 schools and higher education institutions for long-term success.
As facilities leaders prepare for the year ahead, the question is no longer whether remaining funds should be spent — but how to spend them wisely. By focusing on high-impact, fast-to-deploy improvements, schools and campuses can enhance reliability, efficiency, and safety without disrupting academic missions.
The end of the year may be approaching quickly, but there is still time to make investments that pay dividends well into the future.
Rick Stehmeyer is a Solutions Architect with Albireo Energy.