Hawaii State Department of Education
Protocol for School Events and Welcoming the Public
Welcome!
This information is to help schools ensure that all guests -- from public officials to community members -- are welcomed on campuses during daily business and special school activities. The general protocol tips are to assist schools with event planning.
The Board of Education encourages parental and community involvement in Hawaii's public schools through such policies as "Public Service & User Friendly Schools" (#1110-8, below), and "Parent/Family Involvement" (#2403), which states in part: "Parents are welcome in the school, and their support and assistance are sought."
Public Service & User Friendly Schools Policy
The Hawaii State Department of Education is supported by public funds to serve the educational needs of the people of Hawaii. Its direct customers are the parents and the children of our State. It indirectly serves all the citizens of Hawaii.
All members of the Board of Education and all employees and volunteers in the Department of Education view themselves as public servants and endeavor to treat members of the public in a courteous and responsive manner.
The Superintendent of Education shall undertake to make all schools and Department of Education programs "user friendly" through the use of departmental communications, training, and positive incentives.
BOE Policy 1110-8
Invitations
Whenever schools hold public ceremonies -- such as graduations, May Days, and celebrations of achievement -- invitations should be extended as a matter of routine courtesy to Board of Education members, area legislators, and community partners who have a continuing interest in the school.
For formal ceremonies, schools should submit plans and guest lists to their complex area office at least one month prior to the event. For invitations to the Governor, the complex area office will coordinate as to the form and protocol and prepare transmittal memos for the Superintendent to the Governor's Office.
Forms of Address
In writing invitations or letters, the following format is suggested for (1) the inside address, and (2) salutation or greeting:
Elected Officials
U.S. Congress Member
(1) The Honorable (First Last)
(2) Dear Senator/Representative (Last)
Governor
(1) The Honorable (First Last)
(2) Dear Governor (Last)
Board of Education Member
(1) The Honorable (First Last)
(2) Dear Mr./Mrs./Ms./Dr. (Last)
State Legislators
(1) The Honorable (First Last)
(2) Dear Senator/Representative (Last)
Others
Adults
(1) Mr./Mrs. (First Last)
(2) Dear Mr./Ms. (Last)
Children
(1) Mr./Miss. (First Last)
(2) Dear (First)
Priests
(1) Father (First Last)
(2) Dear Father (Last)
Ministers
(1) Reverend (First Last)
(2) Dear Reverend (Last)
Medical doctors
(1) Dr. (First Last)
(2) Dear Dr. (Last)
Academic doctors
(1) Dr. or Professor (First Last)
(2) Dear Dr. or Professor (Last)
Unknown
(2) Dear (the title)
Do not use "Gentlemen" or "Sir"
Sample Invitation
(school letterhead; formal inside address)
Dear (Name):
On behalf of (school), I am pleased to invite you to (event or ceremony), to be held from (start time to end time) on (day and date) at (location of activity).
Please call me at (phone number) to inform us whether or not you will be able to attend. We hope that your schedule permits you to join us on this special occasion.
Sincerely,
(Name), Principal
(School)
*Should you require accommodations due to a disability, kindly contact me at (phone number) or via relay at least 10 days prior to the event.
Parking
Special guest parking may be appropriate for a school event. Information regarding parking passes, directions, or designated areas may be noted in the invitation.
State Seal
The state seal may be used for any official DOE program, activity, or document, including those of individual schools. It is not to be used for commercial purposes.
Introductions
Generally, dignitaries and guests should be introduced in the following order:
- U.S. President and cabinet members
- Governors (home state first)
- U.S. Congress officers & members
- Board of Education officers & members
- State Legislature officers & members
- Mayors (home county first)
- City Council officers & members
- Superintendents (state, AS, CAS)
- Community/business leaders
- School principal
- School staff
- PTSA/school council members
- Student leaders
Speaking Order
Speakers appear in the reverse order, with the highest ranking speaker presenting last.
Flag Tips
The United States flag should always be displayed stage right (audience's left). The State of Hawaii flag and any other flag should be stage left (audience's right).
For additional flag etiquette, see the U.S. Flag Code and complete flag handling information on the American Legion's web site, http://www.legion.org.
Welcoming the Public
Every parent and community member should feel comfortable and welcome during phone and in-person contacts with our schools. The principles of customer service and professionalism apply to all of our interactions with the public. Encourage meaningful public involvement in school affairs, and share aloha with every member of the school community.
- Phone Tips. Answer calls by the third ring with a friendly, energetic voice. Respond to messages
promptly. Avoid use of voice-mail during office hours, and multi-level answering machine menus.
- Front Office. Greet every office visitor and address their concerns in a polite and professional manner. Office
staff are the school's and system's front-line ambassadors. First (and all) impressions count.
- Signage. School signage should be welcoming and informative. Help your visitors find their way to the office, where they can be greeted and assisted.
More Information
Contact the DOE Communications Office, P.O. Box 2360, Honolulu, HI 96804; phone (808) 586-3232, fax (808) 586-3234; or e-mail the communications director.
From pamphlet RS 08-1272 (Revision of 05-1269) May 2008
Office of the Superintendent
Department of Education • State of Hawaii
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