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University Scheduling

University Scheduling Policies

General Scheduling Policies

Most campus space is considered multi-use space; therefore, it is scheduled centrally through University Scheduling. Space will be scheduled in a manner consistent with the institution’s mission, educational priorities, and without placing undue hardship on necessary support personnel, students, and resources.

Use of space must be in accordance with all university policies and safety regulations.

Event space is allocated on an institutional mission-based priority as managed by the Space Utilization Council. Preference is given to serving our students rather than becoming a community event center.

Event monitors will be assigned when deemed necessary.

  • One of the easiest ways to find available rooms is by using the “Locations” tab in Online Scheduling. You can apply filters to narrow your search by building, date, or room features.

    Each listing includes room photos and feature details. Click the room name to view its floor plan and location.

    For additional help, please visit our Online Scheduling tab.

  • Online booking for the upcoming academic year opens on September 1. Beginning on this date, departments may use the EMS Online Scheduling system to reserve spaces and schedule events for the entire year.

    “Big Rocks” are major events that involve large venues—such as the CAC Arena, Auditorium, Aloha Center Ballroom, or Gym Arena—or require multiple facilities, coordination with several campus resources, or are intended for the university's ohana or student body as a whole.

    These events are calendared one year in advance in May during our Annual Calendaring meeting to ensure proper planning and support.

  • Per the Registrar’s Office, events involving students ARE NOT permitted during final exam week. This ensures students can fully focus on their academic responsibilities.

    The only exception is ecclesiastical events, such as Family Home Evening (FHE), Institute, and Pathway classes in their own buildings.

    All events—including ecclesiastical events—must begin after the last final exam scheduled in the building has concluded.

  • Any BYU–Hawaii department or faculty member planning to host non-BYU–Hawaii groups for activities or meetings involving individuals outside their sponsoring organization must complete the sponsorship application process outlined on the Sponsorship of Non-BYUH page on our website.

  • Academic classroom scheduling at BYU–Hawaii is centralized through the Scheduling Office. We manage all classroom assignments across campus based on course needs and availability.

    Classes are assigned in the following order:

    1. Courses with approved Academic Room Designation Forms

    2. Instructors teaching back-to-back classes

    3. All other courses

    For more information, please visit our Academic Scheduling page.

  • Reading Days are university-designated days intended to give students uninterrupted time to prepare for final exams. To support this purpose, no university-sponsored events, classes, meetings, or activities for students may be held on Reading Days.

  • All items needed for set up—such as delivery of tables, chairs, tents, or specific layout setups—must be included when reserving the space using the EMS Online Scheduling system.

    Last-minute additions must be submitted to University Scheduling at least 2 business days before the event, not to Facilities Management.

    Any request submitted outside of this process or directly to FM will be denied.

  • Monday nights are designated as Family Home Evening (FHE) nights at BYU–Hawaii to support student spiritual development and fellowship. To preserve this purpose, university-sponsored events MAY NOT be scheduled after 7:00 pm on Monday nights.

    The only exception to this policy is academic labs and tutoring sessions.

  • BYU–Hawaii is committed to protecting children and young people involved in university programs. All departments hosting youth in university-sponsored activities must ensure that participating staff and volunteers complete the Protection of Minors Training annually.