Welcome to the 2023-2024 Punahou PFA Leadership Team and your new edition of the Leadership Handbook. In addition to this year's leadership roster and calendar of PFA dates, the handbook also includes updated Policies and Procedures, Digital Media resources, and other helpful reference material.
While the Handbook is designed as a resource for you in your leadership roles, it cannot anticipate every question or situation that may arise. We therefore hope you will feel confident in reaching out to your fellow leaders as we connect with one another at the summer Peer to Peer sessions and throughout the year.
The many school events, PFA gatherings, and treasured traditions would not be possible without every one of you.
Thank you so much for being an essential part of our PFA community!
Punahou PFA Leadership Team
PFA COORDINATOR
LeeAnn Ichimura
PUNAHOU PFA 2023 to 2024 Leadership Roster
BOARD OF DIRECTORS
PHONE NUMBER
EMAIL ADDRESS
PRESIDENT Michael Lee 808-388-6222 mglee@punahou.edu
PRESIDENT-ELECT Emmie Kia 808-224-7743 emmalei88@mac.com
JUNIOR SCHOOL PARENT NOMINATING Taryn Kumamoto 808-387-3564 tarynkumamoto@gmail.com
MIDDLE SCHOOL PARENT NOMINATING Hanna Nakamura 808-233-9627 yemimihp@gmail.com
ACADEMY PARENT NOMINATING Lori Fujimoto 808-220-1015 lfujimoto@gmail.com
JUNIOR SCHOOL FACULTY NOMINATING Darcie Hoshide 808-782-9470 dhoshide@punahou.edu
MIDDLE SCHOOL FACULTY NOMINATING Mia-Amor Porreca 808-227-0096 mporreca@punahou.edu
ACADEMY FACULTY NOMINATING Keith Cockett 808-225-6385 kcockett@punahou.edu
PFA Monthly Gatherings
2023 - 2024
“Where Our Punahou Community Meets”
PFA Monthly Gatherings occur monthly and are open to all Punahou parents and faculty. Monthly gatherings are intended as a time for parents and faulty to come together to hear from school leadership, learn about what’s happening in the Punahou community, and to connect with others in our community. Attendance at Monthly Gatherings are not required but encouraged.
Friday, Sept. 8, 2023 11:30 a.m. - 1:00 p.m.
Friday, Oct. 6, 2023 11:30 a.m. - 1:00 p.m.
Friday, Nov. 3, 2023 11:30 a.m. - 1:00 p.m.
Friday, Jan. 12, 2024 11:30 a.m. - 1:00 p.m.
Friday, Feb. 16, 2024 11:30 a.m. - 1:00 p.m.
Thursday, Mar. 7, 2024 5:30 p.m. - 7:00 p.m.
Friday, Apr. 12, 2024 11:30 a.m. - 1:00 p.m.
Friday, May 3, 2024 11:30 a.m. - 1:00 p.m.
2023 - 2024
PFA Leadership Meetings occur quarterly and are intended for a time of training, checking-in and fellowship. All PFA nominated leaders, including appointed leaders, committee chairs and coordinators are invited to attend PFA Leadership Meetings. We encourage all PFA Leadership to attend these interactive and fun meetings!
Leadership Fall Gathering
Friday, October 13, 2023
11:30 a.m. - 1:00 p.m.
Leadership Holiday Gathering
Friday, December 8, 2023
11:30 a.m. - 1:00 p.m.
Mid-Year Mingle
Friday, January 19, 2024
9:00 a.m. - 10:30 a.m.
Mahalo & Aloha Gathering
Friday, May 10, 2024
11:30 a.m. - 1:00 p.m.
PFA Board Meeting Dates
2023- 2024
PFA Board Meetings occur monthly and are intended for a time for Board Members to meet to discuss PFA business. All nominated Board Members are invited to attend monthly Board Meetings.
Thursday, July 27, 2023
8:15 a.m. – 10:00 a.m.
Thursday, August 24, 2023
8:15 a.m. – 10:00 a.m.
Thursday, September 28, 2023
8:15 a.m. – 10:00 a.m.
Thursday, October 26, 2023
8:15 a.m. – 10:00 a.m.
Thursday, November 16, 2023
8:15 a.m. – 10:00 a.m.
Thursday, January 4, 2024
8:15 a.m. – 10:00 a.m.
Thursday, February 8, 2024
8:15 a.m. – 10:00 a.m.
Thursday, February 29, 2024
8:15 a.m. – 10:00 a.m.
Thursday, April 4, 2024
8:15 a.m. – 10:00 a.m.
Tuesday, April 23, 2024
8:15 a.m. – 10:00 a.m.
IMPORTANT DATES
IMPORTANT DATES
19 Mid-Year Mingle, 9:00am
2 & 3
PARENT FACULTY ASSOCIATION
POLICIES AND PROCEDURES
These Policies & Procedures of the Punahou Parent Faculty Association (“PFA”) are adopted for the purpose of implementing provisions of the Bylaws of the PFA and furnishing procedures for the Board of Directors, Committees, Grade Representatives, Grade Level Chairs, Room Parents, Team Parents, Advisory Parents and Faculty Representatives of the PFA in the performance of their respective duties.
SECTION 1: GOVERNANCE
A. Board of Directors. The Board of Directors of the PFA is comprised of the officers of the PFA and Faculty Representatives, as set forth in the Bylaws of the PFA. The immediate PastPresident of the PFA, Chair of the Nominating Committee and the PFA Coordinator shall serve as non-voting members of the Board of Directors. The Trustees of Punahou School may designate one or more of its members to serve as non-voting Trustee Representatives on the Board of Directors.
B. Duties and Responsibilities of the Board of Directors. The Board of Directors shall manage and carry out the business of the PFA.
C. Terms of Office. Any person who has served for three consecutive years in any elected Board of Directors position shall not be eligible to be nominated for an elected Board of Directors position the following year, with the exception of the Treasurer who normally serves for 2 years.
D. Nominating Committee. There shall be a Nominating Committee which shall nominate individuals to serve as Officers and in Elected Positions, as those terms are defined in the ByLaws of the PFA. No current member of the Board of Directors, including the PFA Coordinator, should sit on the Nominating Committee, in either an officio or ex-officio capacity, except in extenuating circumstances. The Nominating Committee shall strive to be comprised of parent members who have experience as a PFA Board member or Grade Representative, or in a Carnival leadership role. The nominating process should be as open and transparent as feasible.
E. Qualifications of Potential Slate Candidates: For every position, certain leadership qualities and/or skills are desired and preferred. These qualities include but are not limited to communication and organizational skills, reliability, flexibility, temperament, big picture perspective, an ability to get along with many personalities and a tolerance for different volunteer styles. Availability, interest and competing time commitments must also be considered. Potential slate candidates shall be selected from current members of the PFA. Faculty Representation may include any current member of the faculty, administration or staff of Punahou School
F. Execution of Agreements and Contracts. All agreements and contracts involving the PFA should be presented to and reviewed by the PFA President. The PFA President is authorized to form a committee to review said agreements and contracts. The PFA President is further authorized to hire legal counsel to assist in the review of all agreements and contracts involving the PFA. All agreements and contracts involving the PFA shall be executed by the PFA President or its designee to be binding on the PFA.
G. Special Committees. The Board of Directors may establish special committees to address specific issues or projects. The members of the special committees are appointed by the President and approved by the Board of Directors. Once the special committee has completed the designated term or specific task given, the special committee is discharged.
SECTION 2: CONFLICT OF INTEREST POLICY
A. Purpose. The purpose of the Conflict of Interest Policy is to protect the interests of the PFA and to ensure these interests are not compromised when individual Board Members have separate competing interests. This policy is intended to supplement, but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit associations.
B. Policy. All members of the Board of Directors shall avoid conflicts of interest between the interests of the PFA on the one hand and personal, professional, and business interests on the other. This includes avoiding potential and actual conflicts of interest and perceptions of conflicts of interest. Additionally, no member of the Board of Directors may further personal gain through the use of confidential information gained by reason of an official PFA activity or position. Members of the Board of the Directors may be asked to sign a statement acknowledging they have no such conflicts of interest and will not use such confidential information. See Conflict of Interest Policy (Appendix A). An original executed acknowledgment of every member of the Board of Directors shall be maintained by the PFA’s Administrative Vice President.
C. Disclosure. In connection with any actual or possible conflict of interest, an interested person should disclose all material facts to the Board of Directors. The remaining members of the Board of Directors shall decide if a conflict of interest exists, and decide the appropriate action.
D. Recusal from Voting. The members of the Board of Directors should abstain or recuse themselves from voting on any matter where there is an actual conflict of interest or a perceived appearance thereof.
SECTION 3: FINANCIAL MATTERS
A. General. The purpose of the Financial Matters Policy is to document the policies and procedures governing the PFA’s financial practices.
B. Management of Funds. Punahou School has a ledger account designated for the PFA funds. Any donations paid to the PFA shall be deposited with Punahou School into the account designated for the PFA. Most of the expenses for the operation of the PFA are paid by the school’s general account. There are a few disbursements that are paid from the designated PFA account and shall be approved by the PFA Coordinator and processed by Punahou School. The disbursement of any amounts beyond the approved annual budget must be approved by resolution of the Board. The PFA Treasurer may open and maintain a separate PFA checking account for special events and limited purposes as approved by the Board. Authorized signatures for any separate PFA checking account are those of the President, President-Elect, and Treasurer.
C. Reporting. An annual Financial Report shall be prepared and distributed to the Board of Directors each year. The annual Financial Report shall include financial statements for the preceding year.
D. Budget. The annual budget of the PFA shall be prepared and distributed to the Board of Directors each year. The budget should reflect anticipated receipts and expenses of the PFA for the following year.
E. Donations to PFA. The PFA accepts monetary donations and non-monetary donations on a case-by-case basis. If the PFA decides to accept a non-monetary donation, the donor shall be asked to complete a Non-Monetary Donation Form. (See Appendix B).
F. Designation of PFA Gifts. Approval of PFA gift(s) as noted in Minutes of the PFA Board of Directors Meeting should serve as authorization for Punahou School to transfer funds from PFA to recipient programs/departments. No other notice should be required.
G. Honoraria for Invited Speakers to PFA Events. When applicable, honoraria in equal amounts should be offered to all invited speakers and workshop leaders Education Fair. (Note: please note the difference between speaker’s fees (contracted amounts) and honoraria (voluntary tokens of appreciation)). All honoraria made to faculty should be handled according to school policy. The PFA Board of Directors shall decide on the amount of honoraria as appropriate.
SECTION 4: COMMUNICATION GUIDELINES & PRIVACY CONSIDERATIONS
A. General: This policy establishes guidelines for successful internal and external communications of the PFA. The PFA adopts and follows Punahou’s guidelines regarding communications. In addition, the PFA follows the guidelines below.
B. Privacy Considerations in Communications. All members of the Board of Directors, Committees, Grade Representatives, Grade Level Chairs, Room Parents, Team Parents, Advisory Parents and Faculty Representatives of the PFA shall take precautions to protect the privacy of parents, legal guardians, and students in PFA communications and activities. This includes but is not limited to:
i. Email communications. The PFA may send email communications about PFA related events, activities or other matters to parents and legal guardians who have not opted out of receiving email communications from the PFA. When using email addresses for a group email, the “bcc” line should be used to prevent unintentionally sharing someone’s email address. Emails generated on behalf of the PFA should NOT include personal information, photos, and non-approved content.
ii. Documents Containing Confidential Information: All documents containing confidential information such as, but not limited to, parent information, class lists, or confidential class information shall be maintained by the PFA Office, and access to this information shall be limited to appropriate Grade Level Chairs, Grade Representatives, Lead Room Parents and/or Advisory Parents.
iii. Photos/Video. Photos and videos used in PFA communications should capture PFA and parent volunteers.
iv. On-line Photos and Class Directories. The PFA and Punahou School are in agreement that creation and/or sharing of on-line directories and photos that are not part of a teacher’s official website are inappropriate.
C. Grade Level Communications. All PFA Grade Representatives, Chairs, and Committee Chairs should use the PFA email address assigned to them for grade level communications on behalf of the PFA. At the start of each school year, the PFA Digital Media Chair works with Punahou’s IT staff to provide PFA email addresses for Grade Reps. The PFA Grade Representatives are responsible for monitoring their PFA email accounts given to them for the school year. When PFA Grade Representatives need to communicate across the entire class of parents they will use Blackbaud going through MyPunahou to create the communication as a push page. Training will be offered to all PFA Grade Representatives, Chairs, and Committee Chairs before the start of each school year. PFA Grade Representatives will also communicate to their Room Parents throughout the school year using the PFA email account assigned to them. When they communicate to all of the Room Parents via email, they should BCC room parent email addresses.
D. Communication Outlets. The PFA Today is an emailed newsletter that is released at the beginning of the month and is used as the primary source of communication for the PFA. The PFA Today provides information for parents and guardians about PFA events and volunteer opportunities and is a communication tool to promote events and volunteer requests. The PFA Communication team works closely with the PFA Coordinator and Punahou School Communications Department to present the most up-to-date information for parents and guardians. The newsletter is emailed to parents and guardians using their preferred email accounts.
A PFA Push Page or e-mailed flier is also an option for promoting PFA events and highlighting volunteer opportunities. Pushpages are produced and sent out with the approval of PFA Communications in conjunction with Punahou Communications.
Hale Signs are specific signage areas on campus to promote events. This media is usually used for schoolwide functions.
The PFA Website landing page (public availability) and PFA Tile (for parents and guardians only under myPunahou) are used as communication tools. Images of past events, PFAgenerated stories featured in the Bulletin, volunteer links, and event information can be found here and utilized by the PFA Leadership team.
Any artwork, graphics, and language used in PFA Communications must be original. Outside sources not sanctioned by Punahou School are not appropriate such as clipart, music, or photographs. Please consult the PFA Communications team for support. Due to licensing agreements, Movie Mania is a notable exception.
E. Leadership Team Drive. The PFA also maintains a Google Team Drive for PFA Leadership and a Google Team Drive for PFA Board files. Each Board member, Committee Chair, Grade Level (delete level) Chair, and Grade Representative should store key documents for their respective leadership position within the Team Drives during their term. Any files uploaded to the Team Drive cannot be deleted except by the PFA Digital Media Chair.
F. PFA Leadership Group. The PFA leadership group page can be accessed through the myPunahou account. This is a group page, located in a drop-down next to your child’s name, and is sanctioned for current PFA Leadership team members. PFA Leadership members can find access and links to PFA resources and forms.
SECTION 5: SOCIAL MEDIA
A. General. The PFA adopts and follows Punahou’s guidelines regarding Social Media. In addition, the PFA follows the guidelines below.
B. PFA Social Media Policy. These guidelines are intended for all PFA leadership members who manage or contribute to official Punahou PFA social media channels, which are defined as channels that speak on behalf of the organization. These include: Twitter,
Facebook, YouTube, and Instagram. Most official PFA social media posts are handled by the PFA Communications Team. These include posts of PFA events and activities, and reposting of events and activities by Punahou School.
C. Guidelines for Official PFA Posts.
i. Requests to post something of interest on any of the PFA channels should be submitted through the Publicity Request Form to the PFA Communications Team, which will create the post.
ii. Content shared via official PFA social media channels, as well as pages or accounts that these channels like or follow, should reflect the mission and values of the PFA. Official PFA accounts should refrain from posting content and liking or following users or pages that reflect personal interests or that may be in conflict with the PFA’s mission or values.
iii. Official PFA accounts should encourage engagement and interaction with and among followers; however, the PFA reserves the right to remove content that is spam, commercial, obscene, harassing or derogatory.
iv. Official PFA posts should not disclose personal information or anything that should not be shared publicly. All photos of individuals on a PFA social media site should not publish a name without that individual’s permission. Photos should also be inspected closely before publication to make sure no confidential, personal information can be seen, and should not include copyrighted images or content without properly crediting the source or gaining permission from the source prior to use.
v. Scheduling and Posting on a PFA social media site should be approved by the PFA Social Media Chair with oversight from the PFA Communications VP.
vi. Also refer to PFA Photo Guidelines. (see Appendix C).
SECTION 6: PFA ACTIVITIES AND AWARDS
A. General. The PFA may sponsor various activities and events throughout the year, including Monthly Gatherings and Teacher Talks, Parent Coffees, the Flaming “P” Keiki Games and Activities, New Families Welcome Event, Family Movie Night, and various Craft Fairs and Bake Sales.
B. Recognition of PFA-Sponsored Activities. Any PFA-sponsored activity or event, along with related publicity and hand-out materials, should clearly and prominently note (in writing or introducing and/or closing an event) that the event was “supported (or sponsored) by donations to the Punahou PFA”.
C. Support of Post-Graduation Party. The PFA is responsible for coordinating and providing
adult supervision for the post-graduation party for the graduating senior class, immediately following Commencement. The PFA sponsors this event by organizing volunteers, collecting fees from students, planning the event (invitations, food, entertainment, and decorations) and paying expenses of the event. The event should be financially self supporting and break even.
D. Use of PFA Logo. In order to maintain the integrity of the PFA’s logo, authorization to use the PFA logo for any materials related to PFA events and activities must be obtained from the VP of Communications.
E. Resources Available in PFA Office and Meeting Locations. The PFA Office has various resources available to assist in facilitating PFA activities and events. Use of such resources shall be in accordance with the PFA Office Best Practice (Appendix D).
F. Fundraising. With the exception of Carnival, PFA should not promote school development fundraising activities.
G. PFA Awards: Various awards, including the Above & Beyond Award, may be presented by the PFA. The PFA President, in consultation with the Board of Directors, selects the awardees.
i. The Above & Beyond award is based on significant leadership and positive contribution to the PFA, including at least two out of three of the following criteria: (i) multiple Board of Directors terms, (ii) other leadership in Carnival (Division Heads, Committee Chairs), and (iii) other PFA leadership experience. The PFA President and PFA Coordinator may recommend that unique PFA volunteers, who do not meet these criteria but have made significant positive contributions to the PFA, be selected for the Above & Beyond Award. Any such selection shall be approved by the Board of Directors.
H. PFA Publicity: Notices and reminders of PFA events will be emailed at the beginning of each month from Punahou Publicity through Punahou School Communications Department directly to all PFA members at their preferred email addresses. In addition, the PFA may send additional notices and reminders to parents and legal guardians throughout the month via email or U.S. mail.
I. Non-PFA Related Events. On a case-by-case basis, recognized school groups promoting nonPFA related events may make announcements about their activities or events at PFA meetings. Any such requests for announcements should be directed to the PFA President.
J. PFA Leadership Monthly Reports. (see Appendix E).
SECTION 7: POLICIES FOR ROOM, TEAM AND ADVISORY PARENTS
A. Purpose: The overall purpose of Room Parents, Team Parents and Advisory Parents is to provide support for teachers during the school year.
B. Room Parents
i. Description: Room Parents are volunteers who provide support for class activities, as requested by the teacher, for classes in Grades K-5. Unless otherwise requested by a teacher or dean, it is expected that each class shall have two Room Parents who shall serve the term of a school year.
ii. Duties: The duties of a Room Parent may include assisting the teacher in class activities and helping to organize events as requested by the teacher, communicating with parents in the class, and working and communicating with the PFA Grade Representatives and Grades K-1 Chair (or Grades 2-5 Chair), as may be applicable.
C. Team Parents
i. Description: Team Parents are volunteers who provide support for activities for the Team Spaces in Grades 6-8. Unless otherwise requested by a teacher or dean, it is expected that each Team Space shall have four Team Parents who shall serve the term of a school year.
ii. Duties: The duties of a Team Parent may include assisting the teachers in team activities, helping to organize events, communicating with parents in the Team Space and working and communicating with the PFA Grade Representatives and the PFA Middle School Chair.
D. Advisory Parents
i. Description: Advisory Parents are volunteers who provide support for activities for the Advisories in Grades 9-12. Unless otherwise requested by an Advisory teacher or dean, it is expected that each Advisory shall have two Advisory Parents who shall serve a four-year term.
ii. Duties: The duties of an Advisory Parent may include assisting the Advisory teachers in Advisory activities, helping to organize events, communicating with parents in the Advisory and working and communicating with the PFA Grade Representatives and the PFA Academy Chair.
E. General Guidelines Regarding Selection:
i. Room Parents, Team Parents, and Advisory Parents are selected from volunteers within a particular class, team space or advisory, who have indicated a willingness to serve in that role for the applicable term. If more than the required number of individuals volunteer to be a Room Parent, Team Parent, or Advisory Parent for a particular term, the teacher and/or dean shall determine whether more volunteers may serve in that role, or which volunteers shall serve, after applying the guidelines below.
ii. Unless there is a shortage of volunteers, the following guidelines shall apply to Room Parents, Team Parents and Advisory Parents:
a. Members of the Board of Directors and Grade Representatives should not serve as Room Parents, Team Parents or Advisory Parents.
b. A Room Parent, Team Parent or Advisory Parent should only serve in that capacity for one class at a time.
c. If both parents or legal guardians wish to serve as a Room Parent, Team Parent or Advisory Parent, they should serve together for only one child per school year.
d. If one parent or legal guardian is serving as a Grade Representative, the other parent or legal guardian should not serve as a Room Parent, Team Parent or Advisory Parent in that grade.
F. Distribution of Class Contact Information: The PFA adopts and follows Punahou’s guidelines regarding communications. In addition, the PFA follows the guidelines relating to class contact information below.
i. In each Class, Team Space and Advisory, there may be designated a Lead Room Parent, Lead Team Parent or Lead Advisory Parent for communication, who will be the recipient of the contact information for the parents and legal guardians within the Class, Team Space or Advisory, and primarily responsible for communicating with them.
ii. In Grades K-8 and except as otherwise directed by the teachers or deans, only the Lead Room Parent or Lead Team Parent should receive the contact information. The contact information should not be shared or distributed to any other individual (including the Non-Lead Room Parent and Non-Lead Team Parent), or used for any other purpose other than communication regarding activities of the class or Team Space.
iii. In Grades 9-12 and except as otherwise directed by the teachers or deans, the Lead Advisory Parent should receive the contact information and share the
contact information with the Non-Lead Advisory Parent(s) within the same Advisory. The contact information should not be shared or distributed to any other individual, or used for any other purpose other than communication regarding activities of the Advisory.
iv. It is understood that email is the primary method of communicating with parents and legal guardians and that contact information, including email addresses, should not be disclosed or distributed to anyone other than as set forth above. When sending out an email, the sender should not include a list of all email addresses in the “to” or “cc” fields, but rather, this information should only be included in the “bcc” field of the email.
G. General Gift Policy:
i. Room Parents, Team Parents and Advisory Parents should adhere to the Punahou School policy on Gifts to Punahou Employees which currently states: “The school wishes to nurture the spirit of goodwill, but it feels that gifts to teachers and other employees must be carefully controlled. Accordingly, gifts at any time of the year are discouraged, but may be offered if made by a student, or if purchased at a small cost as a token gift.”
ii. Christmas and Holiday Gifts: Room Parents, Team Parents and advisory Parents should not organize monetary collections or donations for Christmas or Holiday gifts for faculty or staff.
iii. Teacher Appreciation: Coordination of a class activity or gift during Teacher Appreciation Week is optional and participation is voluntary and it is important to make this very clear in all communications. If a Room Parent, Team Parent, or Advisory Parent chooses to organize a class activity or gift during Teacher Appreciation Week, recognition should be limited to ONE day during that week (which is the first week of May) and should be for the teacher from the students, not a family/parent or class event. Suggestions for recognition include simple special snack or non-monetary items, such as hand-written cards from students. Grade-wide or Team-wide breakfast or lunch receptions for teachers should not be coordinated. Any proposed activities must be submitted for approval to Grade Representatives with a copy to the Grade Level Chair, who will consult the appropriate Administrative Dean
iv. Year End Gift for Teachers: Coordination of a class Year End gift for teachers is optional and participation is voluntary. If a class Year End gift is coordinated, it must be made clear to parents and legal guardians that such donation to the gift is strictly voluntary. The amount requested should not exceed $5 per student.
For Kindergarten and First Grade, where there are two full-time teachers per class, the amount requested should not exceed $5 per teacher per
student.
For Second, Third, and Fourth Grades, where there is a floater teacher who assists with two classes, it is recommended that the Room Parents of the two classes coordinate the gifts for the two teachers and the floater teacher to ensure that any donation should not exceed the maximum $5 per student guideline.
For Fifth Grade, it is recommended that room parents of the switch classes coordinate the gifts for their two teachers, and any donation should be by homeroom, using the maximum $5 per student guideline.
For Grades 6, 7 and 8, there should be no coordinated donation for class gift for the end of the year for teachers, pursuant to Middle School Supervisors’ instructions.
For Grades 9 through 12, there should be no coordinated donation for class gifts for teachers, except a gift may be coordinated for the Advisory teacher at the end of the four-year Academy term, provided the donation does not exceed the maximum $5 per student guideline.
v. Holiday, Birthdays, and Celebrations: Please follow the instructions of the grade level/division and teacher/Administrative Dean. K-5 has a no gift/treat policy (see K-5 Family Guide for details). Please do not send gifts/treats to school. Special snacks and celebrations must be arranged through the teacher/Lead Room Parent/Dean
Appendix B
(Non-Monetary Donation Form)
Appendix
C (PFAPhoto Guidelines)
PFAPhoto Guidelines
Thank you for volunteering to take photos on behalf of the PFA and giving us the permission to use them in our PFA publications. Here are a few guidelines that will assist you when taking and submitting photos:
1) Please be mindful and respectful of others privacy and do not take their photo if they are not comfortable with you doing so.
2) Please remember that you are working solely on a volunteer basis and will not receive any compensation for the photos that you take.
3) Photos should not be placed on sharing sites.
4) You should be familiar with the people in your photo. If your photo is submitted and then selected to be used in any of the PFA publications, you will need to get permission from the people within the shot to use the photo.
5)There are certain events where photography is prohibited.
a.Any production in Dillingham Hall - The Punahou Communications photographer is the only authorized person allowed to take photos at these events.
b. Holoku/May Day - You are allowed to take photos of your own child from your seat for your own personal use. The Punahou Communications photographer is the only authorized person allowed to take photos for publications and will be granted access to taking photos on the floor.
6) Wide shots of large groups can always be used without permission if individuals cannot be readily identified.
Appendix E
(PFA Leadership Monthly Reports)
Punahou Parent FacultyAssociation
PFA Monthly Reporting Instructions
PFA Monthly Reports are used to document PFA leadership activities.
PFA Goals for PFA Monthly Reports
1) Document monthly PFA leadership activities for presentation to the PFA Board.
2) Create a system that allows for consistency in reporting and documentation of PFA leadership activities.
3) Serve as reference and provide historical timeline for position successors.
All PFA Leadership positions will complete PFA Monthly Reports in Google Forms, including the PFA Board, Grade Representatives, and Standing & Ad Hoc Leadership Committees
Monthly Reports will be solicited by the PFA Secretary monthly, at least one week prior to the scheduled PFA Board Meeting.
Please report on activities completed in the month since your last report. We suggest:
● High level report with monthly highlights, challenges, and next steps (short bullets)
● Share key processes and updates (e.g., room parent selections, event planning, social media posts, etc.). Use PFA Key Process Document.
● Maintaining a timeline and list of your activities as you go (for example, in a Word or Excel file)
Please save a copy of your monthly report in your PFA Leadership folder to provide a historical timeline for your successor.
Grade Reps, Standing & Ad-Hoc Leadership Committees should submit a copy of their reports to their Board Liaisons 3 days prior to each PFA Board Meeting
PFA Board members will report at monthly PFA Board meetings on behalf of leadership positions and committees that fall under them.
● If you are unable to attend a PFA Board meeting, please send your monthly report / update to the PFA President and PFA Secretary.
07/21
For questions, please contact the PFA Secretary
Punahou Parent FacultyAssociation
PFA
Reporting Instructions
HOW TO COMPLETE MONTHLY REPORT:
1 Open Google Form link emailed by PFA Secretary
2 Complete required fields:
a Name
b Email
c. PFA Position for the Current School Year
d. Report for month(s): Please mark the month of the PFA Board Meeting you are reporting for.
3. Complete optional fields that apply:
a. Activities and Projects: Please summarize your activities since the last report (or over the last month).
b. Key Documents: Please list Key Process Documents relating to these activities.
c. Successes: What successes did you achieve?
d. Challenges: What were some of your challenges?
e. General Recommendations: What general recommendations do you have?
f. Additional Comments: Please provide any additional comments.
g. Shout-outs: Please acknowledge noteworthy volunteers.
4. Request time to discuss your needs or present at a:
a. PFA Board Meeting
b. PFA Monthly Meeting
5. Click button to “Send me a copy of my responses”.
6. Click “Submit” button.
7. Save copy of your monthly report (and key process documents) to your PFA Leadership Folder.
8. Forward a copy of your monthly report (and key process documents) to your PFA Board Liaison, if applicable
07/21
For questions, please contact the PFA Secretary
Punahou Parent FacultyAssociation
PFA Monthly Reporting Instructions
07/21
For questions, please contact the PFA Secretary
Punahou Parent FacultyAssociation
PFA Monthly Reporting Instructions
07/21
For questions, please contact the PFA Secretary
Punahou Parent FacultyAssociation
PFA Monthly Reporting Instructions
07/21
For questions, please contact the PFA Secretary
Punahou Parent FacultyAssociation
PFA Monthly Reporting Instructions
PFA KEY PROCESS DOCUMENT:
PFA Position or Committee:
Key Process For:
Date Written:
Purpose: The purpose of the [general description of this event or task for which Key Process is written].
Please label your report: “Position Title or Committee – Process Name / Date (YYYYMM)”
07/21
For questions, please contact the PFA Secretary
Digital Media Resources
Punahou
PFA
PFA GOOGLE SHARE DRIVE
PFA Leadership Team
The PFA Leadership Google Share Drive provides instant access once leaders are added to the drive and provides leaders with storage space for their PFA files and to pass on any documents, forms, pictures, etc. to their successors.
05/23
Any questions, please contact: PFA Digital Media Chair pfaweb@pfa.punahou.edu
Digital Media Resources
Punahou Parent Faculty Association
PFA GOOGLE SHARE DRIVES
PFA Board Members
PFA Board Members will have access to PFA Board Files Drive and PFA Leadership Files. PFA Board Files will contain Board Meetings Minutes and Handouts.
Access to PFA Leadership and Board Files
All PFA Leadership (PFA Committee Chairs and PFA Board Members) will gain access to the PFA Leadership File by the PFA Digital Media Chair. In PFA Leadership Files, folders are sorted by volunteer position. Within each folder, sub folders are organized by past school years. In the Share Drive you can access files, upload material, and edit. You will not have access to delete files. To request files to be moved or deleted, please contact the PFA Digital Media Chair.
05/23
Any questions, please contact: PFA Digital Media Chair pfaweb@pfa.punahou.edu
Digital Media Resources
PFA LEADERSHIP GROUP
Don’t know where to start?
Visit our PFA Leadership Group Page where you can access the following resources.
● PFA Google Share Drive
● Sign-up.com
● PFA Leadership Events
● PFA Leadership Roster
● PFA Publicity Requests
05/23
Any questions, please contact:
PFA Digital Media Chair pfaweb@pfa.punahou.edu
Punahou Parent Faculty Association
SignUp.com Instructions
SignUp.com is the online sign-up platform that the PFA utilizes to bring parents together for whatever event you are organizing!
PFA Goals for SignUp.com
1) Keep all events organized by the PFA in ONE location for ease of use by parents.
2) Create a system that allows for consistency in approach, approval and publicity.
TERMINOLOGY
PFA Signup.com Group Page:
The PFA has a Group Page which is a custom landing page where you can keep your SignUp.com activities in ONE place, giving your parents a ONE-stop shop for all PFA activities.
Plan Administrator: PFA Volunteer Service Chair
The PFA Volunteer Service Chair will serve as the Plan Administer and be responsible for maintaining, posting, and updating the PFA Group Page and sign-ups.
Plan Organizers: ALL PFA Committee Chairs
All PFA Committee Chairs are responsible to plan, write up and submit their request to their PFA Board VP for approval. They are also responsible for checking their sign-ups regularly and contacting volunteers in a timely manner.
Sign-Up:
Any individual activity or event where people can sign-up to join a committee, sign-up for event shifts, or sign-up to bring items to an event.
Punahou Parent Faculty Association
SignUp.com Instructions
HOW TO CREATE AN ACCOUNT:
1. Register at https://signup.com/
2. If you already registered an account
a. Go to ‘Sign in’
b. Add your credentials
3. If you don’t have an account
a. Go to ‘Register’
b. Sign up with your preferred email address and password
4. Click on your name (upper right hand corner) and then ‘Profile’
5. Go to ‘Additional Information’ then ‘Account Type’
6. Click on the ‘Upgrade to Premium or enter Promo Code’
7. Enter Punahou PFA Promo Code: N4K85B9Z
HOW TO CREATE A REQUEST:
1. Go to 23-24 PFA SignUp.com Request to make a SignUp.com request at least 7 days prior to desired posting date
2. Please be ready with this information:
a. Committee name
b. Committee Chair making request: name, email address (associated with signup.com), phone number. You will have access to edit as needed once it has been posted.
c. Assistant organizer if applicable (This person will also have access to edit information) name, email address (associated with signup.com), phone number.
d. Date you would like request posted by
e. Type of sign up (recurring, one time event etc)
f. Welcome message (Parents will see this as the descriptor for your event. Information will be posted as written)
g. Location
h. Time slots & Activities (Please be as detailed as possible. Info will be posted as written)
i. How many volunteer slots to include
Punahou Parent Faculty Association
j. Optional information you would like from volunteers (phone number, child’s name etc.) First and Last names are required
k. Any other important information you’d like to include
PUBLICITY FOR YOUR EVENT
There are several options for volunteer sign-ups to be communicated to the Punahou Community.
1. The PFA Today is a monthly newsletter that is sent to Punahou parents/guardians, faculty, and administration.
Punahou Parent Faculty Association
2. Under myPunahou and the PFA Tile
3. Grade-level PushPages and emails
On behalf of the PFA, the PFA Grade Chairs and Grade Representatives may work with PFA Communications and Punahou Communications to send out grade-level emails to all parents/guardians in their respective grades. These are approved on a case-by-case basis and must be approved by Punahou Communications.
06/23 For questions, please contact the PFA Volunteer Service Chair (pfavolunteer@pfa.punahou.edu) 4
PFA Social Media
2023- 2024
Follow PFA social media on all three platforms: Instagram, Facebook and Twitter for the latest updates, upcoming events and to see your fellow parent and guardian volunteers!
To submit photos for Social Media, please send to pfaweb@pfa.punahou.edu. Include the event the photo captures and a brief one sentence description of the event so we know how to feature the photo on the social media platforms. All images must be in .jpeg format and focused in on parents. If students are in the images, parent permission must be obtained.
Instagram: @punahoupfa
Facebook: Punahou PFA @ punahoupfa
PFA Publicity Request Form 2023 - 2024
To promote your upcoming PFA event to be featured in the PFA Today, PFA Calendar, Pushpages, Flyers, Hale Signs and/or on Social Media, please submit an online Publicity Request Form to the PFA Communications Team
A publicity request form must be submitted for each event or activity that you would like to publicize. DEADLINE for publicity requests is the 10th of the PREVIOUS month messaging needs to go out
Please submit the FULL COPY/CONTENT of the event for the collateral to be developed.
PFA Publicity Request
https://forms.gle/az3dU5HL85EduGnW
If you need VOLUNTEERS for your event, please email Raina Fujitani, PFA Volunteer VP directly at pfavolunteer@pfa.punahou.edu
Commented [1]: @lichimura@punahou.edu at least the dates need to change - i'm not sure what else and then I need the link to populate the PFA Leadership Group with new link _Assigned to Lee Ann Ichimura_ Commented [2]: @lichimura@punahou.edu picture needs to change to this year _Assigned to Lee Ann Ichimura_
If you need VOLUNTEERS for your event, please email Raina Fujitani, PFA Volunteer VP directly at pfavolunteer@pfa.punahou.edu
