|Protocol for School Events
Hawaii State Department of Education
Protocol for School Events and Welcoming the Public
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."
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:
U.S. Congress Member
Board of Education Member
(school letterhead; formal inside address)
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.
*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.
Special guest parking may be appropriate for a school event. Information regarding parking passes, directions, or designated areas may be noted in the invitation.
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.
Generally, dignitaries and guests should be introduced in the following order:
Speakers appear in the reverse order, with the highest ranking speaker presenting last.
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.
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
© Hawaii State Department of Education, P.O. Box 2360, Honolulu, HI 96804; Physical address: 1390 Miller St, Honolulu, HI 96813; phone: 808-586-3230; fax: 808-586-3234. All rights reserved. For problems/questions concerning this web site, please email the webmaster. Links to other web sites should not be considered an endorsement. DOE is not responsible for the content of external web sites.