The forms and documents are listed by subject, in alphabetical order.
Accounting
Manual of Business Methods in Church Affairs - From The Episcopal Church, provides information and advice on sound, practical internal controls, accounting guidelines, and business practices.
Records Management - Records Retention and Management policies from The Episcopal Church.
Alcohol Policy
Policy: Alcohol Policy - Bishop Robert Fitzpatrick reminds all congregations of the expectation to follow the alcohol policy.
Background Checks: Background checks will be conducted on all clergy. Churches are strongly encouraged to conduct background checks of their employees and volunteers in order to verify the absence of any current or past Sexual Misconduct allegations, criminal record, professional misconduct or paraphiliac behavior.
Churches are responsible for running their own background checks on non-clergy employees, volunteers, etc. We recommend Oxford Documents or Praesidium. It’s a background check that’s includes criminal (national, state AND local), sexual predator, SSN trace, and a reference check. If the job requires driving for anything (ex: errands), a driving check is required. If the job requires dealing with or handling money, a credit check is required. Please work with either Oxford Documents or Praesidium to set up your account for conducting background checks. Please contact The Rev. Cn. Sandy Graham with any questions regarding background checks.
2020 Supply Clergy Compensation - A breakdown of the pertinent section of the 2020 Minimum Clergy Compensation Benefit Policy approved at the 51st Annual Meeting of Convention on October 26, 2019.
2021 Supply Clergy Compensation - A breakdown of the pertinent section of the 2021 Minimum Clergy Compensation Benefit Policy approved at the 52nd Annual Meeting of Convention on October 24, 2020.
Clergy Housing Allowance Designation (Own Home) - Sample resolution for adoption by Vestry/Bishop's Committee.
Sample Clergy Housing Allowance Designation (Rent Home) - Sample resolution for adoption by Vestry/Bishop's Committee.
Additional information is also available on the Diocese's "Church Pension Fund" page.
Communion: Click here for the Diocesan Guidelines for Receiving Holy Communion
Dealing with Outside Contractors - Helpful suggestions and recommendations to help reduce construction and maintenance risks. Issued by the Church Insurance Agency.
Construction Addendum - This addendum is to be used if you receive a bid/proposal/quote, but no actual contract from the contractor, and attached to bid/proposal/quote.
Construction Agreement (over $50,000) - The agreement form (including exhibits and provisions) between The Episcopal Church in Hawai`i and a Contractor.
Church Directory - Downloadable by Clergy, Church Administrators, and Vestries/Bishop's Committees. Please note: a password is required to open this document. Please contact Denise for your password.
Clergy Directory- Downloadable by clergy only. Please note: a password is required to open this document. Please contact Denise for your password.
2020 Grant Submission Deadlines: Fri, Feb 21; Fri, Mar 27; Fri, Apr 24; Fri, May 22; Fri, June 26; Fri, July 24; Fri, Aug 21; Fri, Sept 25; Fri, Oct 23; Fri, Nov 20; Fri, Dec 18
Handbooks
Disaster Preparedness Handbook - The Diocese's Disaster Preparedness Handbook. Forms and leaflets at the back of the Handbook can be used for implementing the plan.
Employee Handbook for the Diocesan Support Center - Churches may adapt it for their own use, but the final version should be checked with an employment attorney.
Vestry Resource Guide - Available from the Episcopal Church Foundation and recommended for every vestry and Bishop's Committee member. Topics covered include leading a community of faith, origins of conflict, stewardship, and navigating transitions in clergy leadership.
Insurance, Medical - Medical insurance coverage is required of all employees working 20 or more hours per week.
Medical Premium 2020-2021 - Medical Premium rates will take effect Sept. 1, 2020. Plan changes – i.e., among the PPP, HPH, and Dental HMO to/from PPP (can only be done during open enrollment which ended June 15, 2020). Benefit Plan Comparisons are included in this letter.
Insurance, Property
Also check the "Contracts for Construction and Repair" (above) and "Leases" (below) sections for insurance information as it relates to them.
Risk Management and Insurance Basics - Do you need Directors' & Officers' Liability Insurance? What is excess or umbrella liability insurance? Learn about risk management and insurance basics from this document published by Church Insurance Agency.
Fine Arts Appraisal - A tool to help churches understand how to catalog and value their fine arts inventory.
Parish Inventory - A risk management tool to help congregations list and track assets, from furnishings and vestments to brass and silver.
Emergency Evacuation Plan and Insurance - A guide with an Emergency Management Action Plan and Fire Safety Plan, including what actions to take after a fire.
Journals - For Journals for past Annual Meetings of the Diocesan Convention, please visit the "Past Meetings of Convention" page.
Leases and Licenses - If you'll be licensing or leasing space to activities or programs that involve children, please contact Rae Costa, Business Manager, for additional information and paperwork.
Checklist for Licenses or Leases - A checklist to help remind you of the required documentation prior to submitting for approval.
License Agreement Template - The legal agreement to be used when allowing use of church property on a non-exclusive, regular, on-going basis. Click here for instructions
Template for Lease - Please contact Rae Costa or call 536-7776, ext. 326 for this template.
Rental Agreement - The standard rental agreement form from the Hawai‘i Association of Realtors.
Legacy Society:Ho`ike Ulu Legacy Society (brochure) - Have you remembered an Episcopal ministry (church, program, etc) in your estate plan? If so, you are a member of the Diocese's Ho'ike Ulu Legacy Society. Learn more about Planning Giving.
Legal - Legal documents for the Episcopal Church in Hawai'i (TECH), which is the legal, corporate name of the Diocese.
Declaration of Intention for Marriage - In the Diocese of Hawai'i, all couples are expected to complete and sign the Declaration of Intention form. When either or both of those entering into marriage have gone through a divorce, the clergyperson submits a copy of this form to Bishop Fitzpatrick, along with the Request to Officiate at and Bless a Marriage (below) and other documenting paperwork.
Request to Officiate at and Bless a Marriage - If one or both of those being married have been divorced, this form is to be completed by the clergyperson who will perform the ceremony. Submit it with a copy of the signed Declaration of Intention for Marriage (above) and other documenting paperwork.
"The Celebration and Blessing of a Marriage", page 423 from the Book of Common Prayer - rite may be used at officiating clergyperson's discretion
Employee Guide - contains the various investment options and the beneficiary form. This guide is mailed to an employee’s home once they are enrolled into the plan by Fidelity Investments.
Employer Guide (for the Defined Contribution Plan) - Contains the Employee Application form and the Adoption Agreement.
Supply Clergy: Please visit the Supply Clergy page.
Thrift Shop: This Thrift Shop Memo explains laws limiting what church thrift shops may sell/re-sell regarding children's products. There is no exception for charities, including church thrift stores.
Travel
For travel-related reimbursements, please see the "Reimbursements" section, above.
Youth Travel Scholarship Application – To be completed by youth applying for a scholarship to help pay for the cost of inter-island airfare to events within the Diocese.
Form to Complete - This online form must be submitted at least 60 days in advance of the scheduled Visitation.
Guidelines - Guidelines to help you plan for the Bishop's Visitation.
Visitation Checklist - A checklist of the documents the Bishop reviews during the Visitation.
Diocesan Customary - A memo from the Bishop regarding the Rites and Liturgies, Holy Baptism and Holy Communion, the authorized Lectionary, and meetings that could be scheduled during the Visitation.
Waiolaihui'ia
Application - Waiolaihui‘ia (“Gathering of the Waters”) is our Diocese’s local formation program for those seeking ordination as a Vocational Deacon or Priest. Learn more about this program on the Waiolaihui'ia webpage.