FORMS & DOCUMENTS

Forms and documents have now been categorized and listed in alphabetical order by sections. To go directly to a section, click on a button below. Not sure of the category?  Feel free to scroll through, or to do a search on this page, press Control + F (for PCs) or Command + F (for Macs) and enter the name of the document or subject you are looking for.
(Membership, Operations, Policies, Travel)
(Congregational & Diocesan)
(Includes Contracts, Insurance, Leases)
(Continuing, Scholarships & Waiolaihui'ia)
(Employee, Insurance, Pensions)
(Includes Worship)
(Accounting, Budget, Clergy Comp., Investments)
(Link to Licensed Ministries web page)
(Includes Planned Giving)

Administration
(Includes Membership, Operations, Policies)

Alcohol Policy
Attorney Work/Charges:  Policy for Charges to Congregations and Related Entities for Attorney Work - Adopted August 17, 2019
Church Official List and Certificate of Election
COVID19:
(Summary of) COVID-19 Vaccination Policies as of 2021-09-23
COVID-19 Vaccination Policy for Non-Clergy Employees & New Hires ​COVID-19 Vaccination Policy for Clergy, Volunteers & Worshipers
​Directories
Gun-Free Zone Resolution:  Prohibition of Firearms on the Property of The Episcopal Church in Hawai'i - Effective April 4, 2023.  Visit the Commuinications Media webpage HERE to download signs.
Letter of Transfer​:  Please see Membership, Transfer of below for a sample template.  
Media Release Form:  Click HERE for the Diocese's online Church Media Release form, or HERE for the hard-copy version. The hard-copy form can be customized for individual church use.  All churches should obtain and keep on file a similar media release form for its members, especially for youth under the age of 18.
Membership, Congregational​:  Click HERE for the Bishop's Pastoral Memo on Congregational Membership.
Membership, Transfer of​:  Please click HERE for instructions and a sample template.  
Parochial Reports
  • Please visit the General Convention Parochial Report website HERE for current blank form and instructions.
  • The annual form that must be completed online by each congregation.  Due date: March 1.​
Prayer Calendar:  Please visit the "Prayer Calendar" page for the list.
Social Media Policy​:  The Social Media Policy contains suggested practices for social media use in the Episcopal Diocese of Hawaiʻi- Adopted 5/11/2019
Supply Clergy: ​ 
  • Supply Clergy Request Form - Check availability from our current list of supply clergy by island.
  • For the current policy and compensation breakdown for supply clergy, go to the yellow Finance section further below under "Clergy Compensation." 
  • For additional information, 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
Travel - Youth
Videoconference:  This Video- and Tele- Conference Etiquette guide provides tipson how to improve your video- and tele-conference meetings.
Visitations
  • Visitation Information Form - 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 - (Updated January 2025) 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. (The document can be found under the purple "Sacraments" section below.)
Who's Who in the Church - This video by Bishop Robert Fitzpatrick takes a comprehensive look at the structure and roles of The Episcopal Church, our Diocese, and our churches. View it HERE on YouTube of visit the Governance Overview page HERE.
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Education

Continuing Education​:  Please visit the "Continuing Education" page.
Student Scholarships:  Please visit the "Student Scholarships" webpage for more information.
Waiolaihui'ia
  • 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.
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Finance
(Includes Accounting, Budget, Investments)

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. Scroll down to Handbooks section for a link to view the manual.
  • Records Management - Records Retention and Management policies from The Episcopal Church.
  • Cash Flow Worksheet - Use this worksheet to help you determine if you will have enough income to cover expenses.
Alms Fund
Assessment, Diocesan
  • Click here for an explanation of how Diocesan assessment is calculated
Audits
Budgets
Clergy Compensation
CPG Publications
Fundraising:  The Fundraising Policy for churches, schools, and any ancillary groups of the Diocese adopted August 17, 2019
Grants
Handbook: Manual of Business Methods in Church Affairs - Provides information and advice on sound, practical internal controls, accounting guidelines, and business practices. 
Investments
Reimbursement Requests
  • Check Request Form - Excel Spreadsheet for submitting receipts or invoices, requesting payment or reimbursement (ex: purchase of supplies).
  • Travel Expense Report - Excel spreadsheet used after multi-day travel to submit receipts for hotel, car rental, meals, fuel, etc.
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Governance
(Includes Canons, Bylaws, Convention)

Annual Meeting
  • For information regarding the Diocesan Annual Meeting, please visit the "Convention" page.
  • For the forms required from each church's Annual Meeting, please scroll down on this page to "Church Leaders Form".
Bylaws
Conflict of Interest: ​Episcopal Diocese of Hawai'i Conflict of Interest Policy - Adopted 5/11/2019
Canons:​  For links to the Canons for the Episcopal Church in Hawai‘i, please see "Legal", below.  
Constitution​:  For a link to the Constitution for the Episcopal Church in Hawai‘i, please see "Legal", below.
Convention​:  Please visit the "Convention" page for all forms and documents related to the Diocesan Annual Meeting of Convention.  Click HERE for instructions on How to Write a Resolution.
Handbook:  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. 
Journals - For Journals for past Annual Meetings of the Diocesan Convention, please visit the "Past Meetings of Convention" page.
Legal - Legal documents for the Episcopal Church in Hawai'i (TECH), which is the legal, corporate name of the Diocese.
Resolutions - A document explaining How to Write a Resolution
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Human Resources

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 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 Nani Carroll with any questions regarding background checks.
Employment
  • If you'd like to see the diocesan Employee Handbook, please see "Handbooks", below.
  • For information on background checks, which are required for all employees, please see "Background Checks", above.
  • You may also want to see "Insurance" or "Clergy Compensation" for other employment-related information
  • Please visit our New Hire documents webpage for links to paperwork
  • New Hire Reporting - Instructions for reporting new hires (required)
  • New Employee Checklist - A helpful template of a checklist to be used when hiring new employees.
  • IRS Pub 1779 - Independent Contract or Employee
  • IRS Pub 15-A - Employer's Supplemental Tax Guide - Independent Contractor or Employee?
  • Church musicians are employees - see American Guild of Organist article HERE
Handbook:​ 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.
Insurance, Medical - Medical insurance coverage is required of all employees working 20 or more hours per week.
Pensions
  • 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.
  • Clergy Employees - Please visit the "Church Pension Fund" page.
Safe Church​:  Please visit our Safe Church Trainings page.
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Licensed Ministries

Catechists/Lay Preacher/Worship Leader​:  Please visit the "Licensed Ministries" page. 
Eucharistic Ministers and Visitors​:  Please visit the "Licensed Ministries" page. 
Licensed Ministries​:  Please visit the "Licensed Ministries" page. 
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Property
(Includes Contracts, Leases, Property Insurance)

Contracts (Construction and Repair)
Disaster Preparedness:  Please visit Episcopal Relief & Development's (ERD) website for great disaster preparedness information.
Handbook:  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.
Insurance, Property
  • Church Insurance - Learn more about insurance coverages, ask an expert, or make a claim. Contact The Church Insurance Company claim center: (800) 223- 5705
  • How to File a Claim - Church Insurance instructions for filing a claim for property loss and/or damage
  • 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.
  • Stained Glass Care and Prevention - How should you preserve your stained glass? Read this document to learn how.
  • 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.
  • Recommendations for Automobiles Used for Church Sponsored Activities - A one-page document with recommendations when renting or using personal autos for church-sponsored activities.
Leases and Licenses - If you'll be licensing or leasing space to activities or programs that involve children, please contact Rae Costa, Operations Manager, for additional information and paperwork.
Property
  • You may also want to review "Contracts", "Disaster Preparedness", "Insurance" and "Leases" on this page.
  • Diocesan Policy Regarding Sale of Real Property - How the sale of property held by the Diocese is to function; includes Alienation of Property Policy.
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Sacraments
(Includes Worship)

Baptism/Confirmation/Reaffirmation/Reception:   ​   ​
Communion:  Click here for the Diocesan Guidelines for Receiving Holy Communion
Customary:  
  • Diocesan Customary - Click HERE to view the Diocesan Customary. (Updated January 2025) 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.
  • Other Visitation information can be found under Administration (top green section).
  • Visit the TECH Covid-19 page HERE to view The Diocesan Customary In the Time of Pandemic
Liturgy:  
Marriage
Ordination:​  Please visit the "Ordination Process" page.
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Stewardship
(Includes Planned Giving)

Gifts, Planned​:  Please visit the "Stewardship & Planned Giving" page.
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.
Planned Giving​:  ​Please visit the "Stewardship & Planned Giving" page.
Stewardship​:  Please visit the Stewardship & Planned Giving page.
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