Operations
Manual
Welcome to the ASC one-stop resource for everything you need to work smarter! Access templates, forms, policies, procedures, and step-by-step processes to make your day flow efficiently. Explore, search, and get what you need in just a few clicks! Problems, questions, or suggestions? Just shoot Kendra a message to get it straightened out.
Our Values
Access to Education
Diversity & Cultural Infusion
Stewardship of the Natural & Constructed Environment
Community Partnerships & Economic Impact
Our Mission
Providing outstanding support and infrastructure for community-based learning rooted in Puna
By-Laws
Articles of Incorporation
Strategic Plan
Administration
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Company Info
Employer Identification Number: 51-0447374
Contact Information
Phone: 808-965-3730 ext 102
Fax: 808-965-3733
Mailing address: PO Box 2091, Pahoa, HI, 96778
Physical address and alternate mailing address: 15-1397 Post Office Rd, Pahoa HI 96778 (formerly or sometimes known as Homestead Road)
Tax Map Key Numbers:
3-1-5-006-012-0000 (3.714 acres) is where the ASC office is
3-1-5-006-026-0000 (6.645 acres) has macadamia nut orchard and middle school campus
3-1-5-006-012 (13.926 acres) is currently undeveloped
Unique Entity ID: R885S883GH34
Org Chart
Development
Donations
Financial Donations may be made via cash, check, or Paypal and are processed via the appropriate financial processes.
In-Kind Donations require a preliminary discussion of the donation with the donor to get information about the donation. The proposal is brought to the Executive Committee for review, and if ASC does not want the donation, we may consider asking HAAS if they want it.
Once a financial or in-kind donation is accepted, record the donation in the Donation Intake Form. This stores the donation in a spreadsheet and prompts the Grants Administrator to generate a Mahalo Letter serving as a donation receipt. Mahalo Letters are created, sent, and stored in the Hubspot CRM.
Gift Acceptance Policy
ASC accepts all unrestricted charitable cash contributions. However, the following types of charitable contributions require the approval of the Executive Committee:
Non-Liquid Assets: Non-liquid assets or assets possessing legal or other characteristics rendering the asset difficult to sell or convert to liquid assets. These may include securities, automobiles, real estate and artwork. All gifts of real estate must have an assessment of potential environmental liabilities before acceptance.
Restricted Gifts: Donors may impose restrictions that provide excessive control to the donor over future uses of the donated assets. The Organization may negotiate with the prospective donor to determine allowable restrictions.
Gifts Unrelated to Organization: Donors may impose restrictions that violate or involve uses that go beyond the Organization’s current mission statement and exempt purposes.
Questionable Donors: Values and practices of a donor must meet the standards of the Organization, as determined by the Executive Director. Additionally, all contributions from foreign donors or organizations must be approved by the Executive Committee.
Engagement
Hubspot CRM
Video introducing Hubspot Contacts
Importing lists of contacts into Hubspot
Begin by preparing your data in the Hubspot Import Template spreadsheet and review these tips:
If your data has put First and Last Names together in the same cells, separate them easily by highlighting the cells, and going to Data > Split Text to Columns > Choose “Space” as the Separator
Not every field must be filled, except for the Email field. Hubspot requires every Contact have an email address.
Phone numbers must be formatted as +18081234567 but in a Spreadsheet, starting with a plus sign (+) will trigger a formula. Insert an apostrophe first to turn this trigger off. So phone numbers will look like ‘+18081234567
Contact Type, Program, and Origin must match predetermined options configured in Hubspot. You can do this before or during the import.
When your spreadsheet looks good, download it as a CSV file. Now you’re ready to import! Time to navigate to Hubspot.
On the Hubspot Contacts page, click on the Import button in the upper right corner.
Choose the “Import a file” option then “Start import” then “Contacts”
Click the orange “Next” button on the bottom right
Upload the file and select “Create and Update Contacts” from the dropdown menu
Click the “Next” button on the bottom again
There are some additional steps here to finalize it and troubleshoot as needed but I can’t capture it in real time since I’m not actually importing anything! Ask Kendra for help!
When you’ve successfully imported your data, remember to go clear off the Hubspot Import Template spreadsheet so it’s ready for the next person.
Finance
Financial Requests
Anyone is welcome to request funds from the Arts & Sciences Center for a purchase related to its operations, programs, or mission. This includes employees, contractors, HAAS staff, volunteers, participants, partners, and more. Financial Requests encompass the following paths to paying for goods or services:
Purchase Requests
Reimbursements
Invoices or Bills
Fundraising
Subsidies
Read on for more info.
Purchase Requests
Click here for the Purchase Request form
Anyone - employees, contractors, or external participants - is welcome to use the Purchase Request form to request that ASC purchase something that ASC has not or will not be billed for. A funding source must already be identified or the request may be denied and referred to Fundraise. The Purchase Request form may be used for Reimbursements for non-employees.
Reimbursements
Click here for the Employee Reimbursement form
Since Employees are reimbursed via their paycheck, they use a separate form to request reimbursements. Contractors or other non-employees should seek reimbursements via the Purchase Request form above.
Invoices or Bills
ASC pays external vendors via invoice or bill often. Bills or invoices approved for payment can be sent to finance@hiasc.org for processing and should include what Account, Class, and Project is associated with the bill or invoice. Approved bills or invoices should come only from approved employees or contractors and not external entities.
Fundraising
If an external entity is requesting financial support from ASC, and grant funding is not available, they are invited to fundraise. Once funds are secured, they should use the Purchase Request form to utilize those funds.
Subsidies
Subsidies are pre-qualified and very specific. Funding has already been confirmed and approved for purchasing one specific thing for one specific group of people. Examples of past approved subsidies include:
CDL training
Cricut class registration
Prom tickets
Senior project support
The subsidy request form is only shared with a select audience as is appropriate for each individual subsidy, it is not shared publicly.
Human Resources
Gifts
An Honorarium is a one-time cash or non-cash payment to an employee or non-employee for services which they usually do not bill or are not paid for.
A Stipend is a fixed amount that can be paid over a long period of time, to an employee, alongside their regular payroll. A Stipends is an allowance (fixed amount) to help with a specific type of expense like a cell phone bill, fuel, meal reimbursement, etc. They are either Non-taxable or Taxable. Employers can offer up to $5,250.00 per year per employee as a tax-free benefit. (My previous employer used this a lot in lieu of providing health insurance!)
Time Off Request
At this time, ASC offers unlimited unpaid time off. Click here to review the complete policy. Requesting unpaid time off is done in the Altres HR Symphony platform by following these steps:
Log in to your Altres HR Symphony account, and select My Time Off Requests from the Payroll menu (click here for photo)
Here you can view other standing time off requests, or click the blue button to create a new one.
You’ll be taken to a form that looks like this. Select Unpaid Leave as the Time Off Type.
Fill out the form with other information as it is instructed. When you are complete, click Submit for Approval at the bottom.
You will be notified when your request is approved, or your Supervisor will follow up with you directly about any issues that arise.
Hiring
The Hiring process below references an Applicant Tracking Spreadsheet, stored within the Human Resources shared drive. This drive and the files within it are restricted for confidentiality. This process also utilizes the Administrator portal of Altres, which also has restricted access. Within the Altres Admin portal is an Applicant Tracking System where open positions can be advertised and Applicants can be tracked, graded, and communicated with. This streamlines the process of onboarding and converting an Applicant into a New Hire.
This process utilizes several templates, linked here for your convenience:
Job Ad (WIP)
These are also available in the Operations drive, within the Human Resources folder. Now, let’s check out the Hiring process!
Preparations: Confirm the Position Description is accurate and convert it into a Job Ad. Additionally, confirm who will sit on the Hiring Committee and have them prepare questions for the Interview Worksheet.
Post the Job Ad: Confirm the position is in Altres and post the job ad.
Receive Resumes: When a new applicant submits their resume, upload it to the Human Resources drive and enter them into the Applicant Tracking Spreadsheet.
Informal Background Check: Perform a Google search as a preliminary and informal background check to glean more information on the Applicant.
Resume Grading: Resumes are graded on demonstrated experience, skills, employment duration, education, and overall formatting. Refer to the Instructions tab of the Applicant Grading Spreadsheet for further details. To proceed, invite the Applicant to book a screening phone call via email template in Altres.
Phone Screening: The Applicant books a 15-minute phone call which is graded on their motivation (why are they looking for a new position), familiarity with ASC, perception of the position and their ability to successfully fill it, cultural fit, and logistical fit. Refer to the Instructions tab of the Applicant Grading Spreadsheet for further details. To proceed, ask the Applicant to provide 3 professional references via email.
Reference Checks: Reference checks can be completed via email or phone, and are graded on how relevant their relationship to the Applicant is, their perception of the Applicant’s performance, any constructive criticism they’re able to offer, and their descriptions of the Applicant’s best-suited role and workplace.
Initial Determination: At this point, HR grades the Applicant as a whole per the rubric on the Instructions tab of the Applicant Grading Spreadsheet. HR decides whether to move the Applicant forward or bench them in favor of other more qualified applicants. If they are to proceed, the Hiring Committee is notified of the Applicant and reviews their information. They advise HR on whether the Applicant is to be benched, rejected, or progressed; in which case they are now considered a Candidate and are invited to come in to the office for an interview.
Interview: For the interview, print one copy of the candidates resume (and cover letter, if supplied), two copies of the position description, and enough copies of the Interview Worksheet so each Committee member has one. The Candidate receives a copy of the Position Description, and the Committee is provided with a copy of both the resume and the Position Description for reference. The Committee utilizes the Interview Worksheet during the interview, and immediately following it, discuss respective scores and determine a final score. A decision is made on how to proceed with the Candidate. If employment is to be offered, a start date and pay rate are chosen. This information is provided to HR to update the Applicant Grading Spreadsheet and compose an offer letter.
Onboarding
When a Candidate accepts an offer of employment, onboarding can begin. Since ASC employees are technically employees of Altres, the main onboarding actions take place within the Altres Administrator portal.
For the first time, HR communicates with the New Hire outside of Altres to welcome them to ASC. In this email, the New Hire is instructed to provide their social security number (for Altres onboarding) and is given a link to this Operations Manual to orient them to their onboarding tasks, including the HAAS Volunteer Clearance process, outlined below.
HR creates a folder within the Human Resources drive for the New Hire that contains their resume, interview worksheet, offer letter, and any other documentation they’ve provided.
Confirm the position is live in Altres.
Add the New Hire to the Staff Contact sheet and the Timesheet Due reminder event on Google Calendar, set to recur every other Monday.
HAAS Volunteer Clearance
Since ASC employees work in a space shared with DOE students at HAAS, this process is required per HAAS HR. Until this process is completed, the New Hire will need to check in at the HAAS front office each time they come to campus. The following files can also be found in the Operations drive under Human Resources > HAAS Volunteer Forms.
New Hires must complete the forms above, in addition to providing the following:
A photo or copy of a valid government ID with a photo
A recent photo clearly showing their face
A TB Clearance Certificate from the Public Health Nurse’s Office (808-974-6025 or click here for more info)
A FERPA 101 Certificate from this website
Click on “Click here to access this course”
You will be prompted to create an account
Select “FERPA 101: Local Education Agencies” from the list of available videos; watch the video.
Complete the subsequent quiz
Print or save a PDF of the Certificate of Completion
Notice of their scheduled fingerprinting appointment, available via this website
The New Hire will need to sign up as a new user by using the code FPHIAASPubChSchoolVol and selecting HIPCS as the department
When the fingerprinting background check is cleared, HAAS HR will be notified and the New Hire no longer needs to check in with the front office upon their arrival to campus.
Benefits
Within the Altres HR Symphony portal, click on “Resources” then “Marketplace” to view discounts, coupons, and other perks for ASC Staff
Outreach
Email Signature
This process can only be completed once you have provided a headshot to Jill; she will give you a URL to use to create your signature.
Website Requests
Programs
New Programs
Programs at ASC are conceived and produced in-house, though external programs are invited to partner with ASC on a case-by-case basis. Such requests come to ASC through the Program Support form.