BYU-Idaho/Web-Content huggingface dataset:
Risk Assessment FAQ | BYU-Idaho

# Risk Assessment FAQ

Frequently asked questions concerning Risk assessment and Risk management.

## General Questions

If you received an email requesting that you complete the questionnaire, then yes! Specific individuals have been identified by their supervisors to complete the questionnaire. If you have been asked to complete a questionnaire, it is becuase you have been identified as a key participant in an area that may pose a risk to the University. It is important to complete the questionnaire so we have an accurate picture of the risks that your area and the University are facing.

In order to complete the questionnaire, you are required to log on using your NetID and password. We would like you to personally complete the questionnaire although there may be times that you need to contact others in your area to get the information necessary to answer some of the questions.

The time necessary to complete the questionnaire will vary greatly. Some areas will complete the questionnaire in a matter of minutes. For others, it may take hours.

Yes. Please feel free to save your questionnaire and come back to it when you have more time or have had the chance to do research for any questions to which you may not know the answer.

We need you to be as honest and open as possible when completing the questionnaire. We are not doing this risk assessment to get anyone in trouble or to create problems. We understand that there are issues that need to be addressed and know we will be able to resolve some of these issues through the risk assessment process. We will be as understanding and discrete as possible with the information that we are given. If you still have concerns, please call Shane Webster (ext. 1971) or Tyler Andreasen (ext. 1972).

If you don't know the answer to some of the questions, ask others in your area that may be more familiar with that part of the questionnaire. In order for this risk assessment to be effective, we need as much information as possible. If you don't know the answer, do what you can to find the answer for your specific area. If you still don't know, simply answer the question to the best of your knowledge.

Not all questions will apply to your area. If a question doesn't apply, please respond accordingly.
Personal Safety | University Operations Safety Office | BYU-Idaho

# Personal Safety

Keep yourself and others safe from crime with these personal safety guidelines.

## Personal Safety Guidelines

1. Always lock your car and trunk. Store valuables out of sight in your trunk.
2. Never leave keys in your car or "hide" a spare key in a wheel well or bumper.
3. Never leave your car/apartment keys, purse, backpack, or other personal items unattended.
4. Carry car keys separately from house keys. Never put your name or address on your keys.
5. Lock your bicycle in racks outside campus buildings (not to trees or railings); use a U lock or case-hardened lock and chain. Take easy-to-steal items (helmet, pump, bottles, quick-release seat, etc.) with you.
6. Engrave your bike frame and wheels with your driver's license number to discourage theft.
7. Use well-lit walkways at night, walk in pairs or groups, or call University Police at extension 3000 for an escort to your car.
8. Report suspicious activities or persons to University Police at extension 3000 or use the emergency phone.
9. Lock the outside door of apartment when (a) leaving, (b) the apartment will be unoccupied during the day, or (c) home alone at night or on weekends.

## Additional Personal Safety Resources

BYU-Idaho Public Safety

Get help with jumpstarts, building let-ins, locked keys in car, and safety escorts.

Get Involved

Parking Services

Find authorized areas to park.

Get Involved
Hours | Ropes Course | BYU-Idaho

# Ropes Course Hours

Find available hours for the Ropes Course.

Crate stacking reservations may click the button below. For private/class/team building reservations please call (208) 496-3120. 
 
Open Registration

Spring/Summer/Fall Hours

****Approximately Late March - November**** 
Mon - Sat: 8 a.m. - 9 p.m. 
 
****Open Registration**** 
Mon, Thurs, Fri: 4 p.m. - 7 p.m. (Closing at 9 p.m.) 
Sat: 12 p.m. - 7 p.m. (Closing at 9 p.m.) 
**Early spring and late autumn closing times may vary.** 
 
****Private Reservations/Team Building**** 
Mon, Thurs, Fri: 8 a.m. - 4 p.m. 
Tues, Wed: 8 a.m. - 9 p.m. 
Sat: 8 a.m. - 12 p.m.

Winter Hours (Indoor)

****Approximately Late November - March**** 
Mon - Sat: 8 a.m. - 9 p.m. 
 
****Crate Stacking**** 
Mon, Fri, Sat: 5 p.m. - 9 p.m. 
 
****Private Reservations/Team Building**** 
Mon, Fri, Sat: 8 a.m. - 5 p.m. 
Tue, Wed, Thurs: 8 a.m. - 9 p.m. 
**Availability may vary.**
Scheduling Office | BYU-Idaho

# Scheduling Office

The Scheduling Office coordinates use of space, security, calendar events, catering, and more at the BYU-Idaho campus.

Students

Employees

Campus Wards & Stakes

## Campus Event Scheduling Approval

Select the applicable form below. The Campus Use Council reviews requests to avoid conflicts regarding space, resources, or other scheduled events and ensure events fit campus guidelines. Upon approval from the Campus Use Council, these forms will be sent to the President's Council for final approval.

Campus-wide or Large Scale Event

****(For Campus Department Use Only)****

Get Involved

Campus Departments Hosting External Groups

Students

Community Requests

Students
Calendar Submission | Scheduling Office | BYU-Idaho

# Calendar Submission

Post your event on myBYUI to reach students all over campus.

The myBYUI calendar event listing is an excellent marketing tool for your events. It automatically displays events scheduled through the EMS scheduling database, which is managed by the Scheduling Office. Remember, this list is exclusively for university-sponsored events.

Plan

Think through what you need for your event (see Event Planning). Depending on your target audience, you may need additional approvals as noted on the Student Event Request form. If your event involves a speaker, you must also adhere to the university Speaker Clearance Policies.

Schedule

Contact the BYU-Idaho Scheduling Office to schedule your event at 208-496-3120 or scheduling@byui.edu. Be sure to let us know if you want the event to appear on the campus calendar.

myBYUI Events Calendar

To add your event to the myBYUI Events Calendar, follow these steps: 

1. Email your event description and image to scheduling@byui.edu.
2. Provide a clear, detailed description--think about what new students need to know. Pro tip: Use AI tools like Google Gemini or Microsoft Copilot. Visit GenAI to learn more.
3. Use the myBYUI Event Image Template for your image.
4. If working with University Communications, ask them for a correctly sized image for the calendar.

Contact us with any questions!

Societies

Your society's events and meetings are automatically added to your myBYUI group, visible only to members. To enhance your listing, email a detailed description and image to scheduling@byui.edu. If no custom content is provided, we'll use the generic group image and event title as the description. For more info on managing your content, check the MYBYUI CALENDAR section. For academic societies info, visit Academic Societies Leadership.
Community Event Scheduling FAQs | Scheduling Office | BYU-Idaho

# Community Event Scheduling FAQs

Space availability, catering, prices, and scheduling information for community events.

## Community Frequently Asked Questions

The primary use of BYU-Idaho facilities is the education and experience of our own students. However, if there are unique circumstances (see Community Use Policy) where community needs can be met on campus, then yes. A Non-University Organization Scheduling Request form may be submitted for review up to 90 days in advance.

Yes, if available, rooms can be requested. All catering on campus is provided by University Catering. No outside caters (with the exception of wedding cakes) are permitted on the BYU-Idaho Campus.

Yes. However, if the room is used in association with a meal catered through University Catering, the room rental is waived if the total food purchase is twice the rental rate (a minimum food order of $100 is required). Ask the Scheduling Office for specific pricing.

The maximum time for community request submissions is 90 days prior to the event. The minimum time is two business days in advance. All scheduling is subject to change if university needs should arise.

No wedding ceremonies may be performed on the BYU-Idaho campus. Wedding receptions may be held in two locations: The Special Events Room in the Manwaring Center and the Garden Gazebo in the Thomas E. Ricks Gardens (no weather back up locations are available on campus). Wedding brunches or dinners may be scheduled in the Manwaring Center similar to other community catered meals. Like all community use, requests may be submitted up to 90 days in advance.

Scheduling can be requested by visiting the Scheduling Office, e-mailing scheduling@byui.edu, phoning (208) 496-3120. All community requests must include a completed Non-University Organization Scheduling Request form.

BYU-Idaho has centralized scheduling. The availability of the resource is just as critical to scheduling as finding open space. You should submit your request for custodial setups, audio/visual support, catering, etc. at the same time as you request your room. Support limitations may be applied.

We live in a world of change. You will be assigned an event coordinator who will counsel you through your event planning. Changes can be made if there are available resources (manpower and space). No changes can be made within two business days of your event to enable support staff to appropriately plan their own workload. Thinking critically while planning your event will help mitigate late changes.

## Community Event Scheduling Resources

Community Event Scheduling

Get started on learning how BYU-Idaho can host your community event.

Get Involved

Community Event Policies

Policies about reserving space at BYU-Idaho.

Get Involved
Community Event Policies | Scheduling Office | BYU-Idaho

# Community Event Policies

Policies that govern community events held on the BYU-Idaho campus.

## Space Use Policies for Community Events

In addition to the general guidelines, the following policies apply to community use:

BYU-Idaho, through the Strategic Management Council, will consider community requests to schedule university facilities when the following apply:

1. The requested facility is unique and not available in the community.
2. Requested use does not displace planned student activities or interfere with institutional needs.
3. Requester pays appropriate costs. As a private institution sponsored by The Church of Jesus Christ of Latter-day Saints, BYU-Idaho will not subsidize commercial, private enterprises, and other external entities' use of university facilities.
4. Wedding ceremonies may not be performed on campus. Wedding receptions, however, can be scheduled in the Manwaring Center Special Events Room and in the gazebo of the Thomas E. Ricks Garden.
5. Governmental agencies can be permitted to use university facilities for informational meetings and hearings following approval from Strategic Management Council.
6. Community organizations or employers requesting space to recruit students must work through an official office of the university, e.g., employers would work through the Internship and Career Services office.

If all of the above apply to your desired community use and if you agree to the general guidelines, you may submit a request for a reservation up to 90 days prior to the date being requested. Please complete the Community Scheduling Request form and submit it to the Event Management Scheduling Office.

## Community Event Scheduling

Community Event Scheduling

Get started on learning how BYU-Idaho can host your community event.

Get Involved

Community Event Scheduling FAQs

Questions about prices, catered meals, audiovisual support, room scheduling, and more.

Get Involved
Community Event Scheduling | Scheduling Office | BYU-Idaho

# Community Event Scheduling

BYU-Idaho welcomes the Rexburg community to use campus facilities for special events and activities.

## Reserve Event Space at BYU-Idaho

BYU-Idaho facilities are used primarily for educational purposes. However, facilities and services are available to the community for unique circumstances. Contact the Scheduling Office to reserve space for a community event.

Community Scheduling Guidelines

Get started with these simple guidelines: 
 
1. Read our Community Policies. 
 
2. Think through what you want your event to be. The Event Planning Tips worksheet will help you understand your responsibilities and what we will help you with. Browse available campus building spaces open for the date and time you need. 
 
3. Contact the Scheduling Office for pricing and submit your request. For convenience, use the online Community Scheduling Request form to submit your needs up to 90 days prior to the event. Save a copy of the completed form before submitting it as an email attachment to scheduling@byui.edu.

## Community Event Scheduling Resources

Community Event Scheduling FAQs

Questions about prices, catering meals, audiovisual support, room scheduling, and more.

Get Involved

Community Event Policies

Policies about reserving space at BYU-Idaho.

Get Involved
Staff | Scheduling Office | BYU-Idaho

# Staff

Let us help you plan your next event!

## Contacts

Trish Carvajal

**University Scheduling Manager** 
 
****Email:**** carvajalt@byui.edu 
****Phone:****(208) 496-3121

Christine Webb

**Event Scheduling Specialist** 
 
****E-mail:**** webbch@byui.edu 
****Phone:**** (208) 496-3123

Jennifer Brizzee

**Calendar and Event Registration Specialist** 
 
****E-mail:**** brizzeej@byui.edu 
****Phone:****(208) 496-3126
Employee Scheduling | Scheduling Office | BYU-Idaho

# Employee Scheduling

Save time and hassle by scheduling your event with Virtual EMS.

## A Centralized Service for Your Scheduling Needs

Save time by centralizing your scheduling needs. The Event Management System (EMS) software provides single entry data for scheduling rooms, adding resources, and publishing your event to the public BYU-Idaho online calendar. 
 
****Keep in mind:**** 

1. University policies apply to all events on campus. Familiarized yourself with the General Guidelines for facility use.
2. Know what you are planning. Event resources are just as critical as finding an open event space. Use the Event Planning tips and checklist to ensure you have everything you need for your event.
3. Contact the Scheduling Office to initiate your event request.

****NOTE:****If your event includes an audience beyond your normal stewardship (e.g. high school students, campus-wide BYU-Idaho students, or the Rexburg community) or you are proposing to co-sponsor an event with an outside entity, additional clearance is required. Use the Questions for Hosting External Groups list and Non-University Organization Request form to submit your plans. 
 
Schedule a Room

## Employee Scheduling Resources

Employee Scheduling FAQs

Questions about how and when to schedule a room and additional support.

Get Involved

Employee Virtual EMS Tips

Helpful videos about event ticketing, ushering, and event publishing.

Get Involved

EMS & Outlook Integration

Videos about how to integrate EMS with Outlook to save scheduling time.

Get Involved
EMS and Outlook Integration | Scheduling Office | BYU-Idaho

# EMS and Outlook Integration

Save time by integrating Virtual EMS with calendar functions on Outlook.

## Event Planning Options

Use room scheduling functions in Virtual EMS with the calendar features on Microsoft Outlook to save time. Contact the Scheduling Office (496-3120) for the appropriate process.

There are two planning options:

## Virtual EMS:

Virtual EMS and Outlook Integration

## Outlook:

Outlook Integration with Virtual EMS

The Virtual EMS access can be used on any computer at scheduling.byui.edu.

Outlook access is only available to PCs and requires an additional installation by following these instructions (PDF). You need not print the document, just read the text and links.

****CAUTION:**** To avoid breaking the connection between EMS and Outlook, events originating as a Virtual EMS reservation must be edited through the EMS access; events started in Outlook, must be edited through Outlook. See EMS & Outlook Integration FAQs for more details.

If you are authorized to work on a calendar on behalf of another employee:

- Have the owner grant you ****Editor**** permission and check the ****"Folder owner"**** checkbox
- Be designated as a ****delegate**** within Virtual EMS by requesting permission through the Scheduling Office.

Access to rooms is customized. If you have unique needs or questions, please contact the Scheduling Office.

## Employee Scheduling Resources

Scheduling Your Event

Get started by planning in advance with the Scheduling Office.

Get Involved

Employee Scheduling FAQs

Questions about how and when to schedule a room and additional support.

Get Involved

Employee Virtual EMS Tips

Helpful videos about event ticketing, ushering, and event publishing.

Get Involved

EMS & Outlook Integration FAQs

Add locations to an occurrence, change locations, dates, and more.

Get Involved
Virtual EMS and Outlook Integration FAQs | Scheduling Office | BYU-Idaho

# Virtual EMS and Outlook Integration FAQs

Questions about editing reservation occurrences in Virtual EMS and Outlook.

## If I made a single or reoccurring reservation:

****Yes.**** On the **Reservation Summary** page, selectthe **Edit Booking** icon, then select **Add Location.**

****Yes.**** On the**Reservation Summary** page, select the **Edit Booking**icon, then select the **Edit** icon next to the room.

****Yes.****On the **Reservation Summary**page, select the **Edit Booking** icon, then select the **Edit**icon next to the room. Choose an available room, and then select **Update Booking(s)**. The booking status will change from your conflict status to your approved/confirmed status.

****Yes.**** On the**Reservation Summary** page, select the **Edit Booking** icon and then select "the X" next to the room. You may be prompted to provide a cancellation reason and additional notes.

****Yes,**** ****but times must be changed for all locations in that occurrence.**** Both locations (bookings) are considered part of one Outlook occurrence and therefore cannot have independent time changes. A meeting with multiple locations in multiple time zones is an illustrative example of why time changes cannot be independent.

****No.**** For more information, contact the Scheduling Office.

****Yes.****On the **Reservation Summary** page, select the **Edit Booking** icon, enter or select the new date, and then select **Update Booking(s).**
Employee Virtual EMS Tips | Scheduling Office | BYU-Idaho

# Employee Virtual EMS Tips

Add event ticketing details and request additional support with Virtual EMS.

## Setup Event Details with Virtual EMS

Learn how to add event ticketing, ushering, and cashier attendants, and publish event descriptions to the BYU-Idaho Calendar.

Event Ticket Services added through Virtual EMS

## Employee Scheduling Resources

Scheduling Your Event

Get started by planning in advance with the Scheduling Office.

Get Involved

Employee Scheduling FAQs

Questions about how and when to schedule a room and additional support.

Get Involved

EMS and Outlook Integration

Videos about how to integrate EMS with Outlook to save scheduling time.

Get Involved
Event Planning | Scheduling Office | BYU-Idaho

# Event Planning

Plan a successful event by developing a strong relationship between event sponsors and event management.

## Planning and Responsibilities

Plan successful events with firm objectives and time to prepare and plan. Each detail is critical. Though resources like space, facilities, equipment, and furniture are limited, identifying what resources you need for your event when you submit a request is very important. Use the Checklist for Events to organize your needs and objectives as a guide to your event planning. Plan in advance for success so you can enjoy the fruit of your labors.

Event Planning Brochure (PDF)

## Successful Events are a Shared Responsibility

Successful events require cooperation between the Event Sponsor (you) and the Event Management (Scheduling Office).

## Your Responsibilities As Sponsor

Sponsors might include BYU-Idaho departments, church units, study groups, or individuals. Basic responsibilities apply only to on-campus and community users. 

- Request a date and location (community request forms may be submitted 90 days prior to the event date for consideration)
- Identify target audience (estimate number of attendees and the type of guests attending)
- Determine event content and talent (must adhere to speaker clearance policies)
- Identify an adequate budget to host an event
- Produce printed programs, invitations, or promotional material (Print & Copy services are available)
- Gain copyright permissions
- Assure food safety (see regulations from Eastern Idaho Public Health)
- Order specific items such as flowers or food (e.g. buffet or served meal through University Catering)
- Host guests and provide seating charts
- Provide program outline and conducting notes, if applicable

## Event Management Responsibilities

Scheduling Office

- Verify the event complies with all university policies and gain appropriate level of approval including verification of speaker clearance, if applicable
- Confirm date, space, and resource availability
- Connect event to online BYU-Idaho calendar and reports for resource services (use calendar image template)
- Event registrations
- Final invoicing and budget settlement

Event Services

- Coordinate and host pre-production meetings for university resources
- Custodial and room and staging setups
- Audio/visual needs (lights, sound, teleprompter, microphones, video)
- Security and parking
- Ticketing and ushers
- Manage house at event including ushering and emergency services (required if over 1,000 guests in attendance)

***Academic course scheduling has priority for space. All scheduling is subject to change if University needs arise.**

**Compliance with food safety regulations is required. For more information, see**Eastern Idaho Public Health.
General Scheduling Guidelines | Scheduling Office | BYU-Idaho

# General Scheduling Guidelines

General guidelines for using campus space for an event.

## Scheduling Guidelines

Most campus space is considered multi-use space and is scheduled centrally through the Scheduling Office. Space is 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 Strategic Management Council. Preference is given to serving our students rather than becoming a community event center.
- Furniture, chairs, pianos, and other assets should not be moved to other rooms.
- All food and/or beverage catering services will be handled by University Catering; external catering services are not allowed on campus. Non-catered food and beverages may be brought into all buildings. (Food safety regulations apply: see Eastern Idaho Public Health.)
- The Ticket Office will manage all ticket sales and money collection.
- Event coordinators will be assigned when deemed necessary.