Content Approval

Content Approval

ContentProcessInvolved Parties
(a)-approval, (cc) -inform
Notes
Newsletter ArticleAt least one week before due date, submit article idea/topic to Programs Director. Once approved, upload final draft at hiphi.org/help.Programs Director (a)

Communications Director (a)
Newsletter due dates are February 28, May 31, August 31, and November 30.
Blog PostUpload final draft at hiphi.org/help.Communications Director (a)Blog posts can be submitted at any time.
Event Flyer or Event-Specific CollateralIf for a local meeting or event, feel free to draft (or have a creative coalition member) draft your flyer. It will need to have the appropriate program logo AND the HIPHI logo.

If TPP funds are being used, add the following line: “Funded by the Hawai‘i Tobacco Prevention and Control Trust Fund.”

For a statewide or high-publicity local event, submit details to Communications Director for design services, with at least 10 days lead time.

Once design is complete, it will be sent back to you and to the leadership team.
Communications Director (a)

Leadership Team (if statewide or highly-visible local event) (a)
Posters and BannersBy their nature, these are meant for public consumption and should be discussed, at a minimum, with the Programs Director and the Communications Director before a decision is made on beginning design. Design, by default, is handled in-house and generally needs to be run by DoH.Programs Director (a)

Communications Director (a)

Department of Health (a)

Leadership Team (cc)
Professionally Printed General Collateral (Brochures, booklets, folders, t-shirts, etc.)Consult with Communications Director to decide on whether to use internal or external design services.Communications Director (a)

Leadership Team (a)
New website content (pages or microsites)All website projects are handled internally by the Communications Director. Look at existing website pages for inspiration and ideas on structuring content. Executive Director (a)

Communications Director (a)

Provide content and at least three weeks lead time on new page or microsite development. If your new web project touches on policy, include Policy Director in initial discussions.
Social MediaFor existing social media pages that are not managed directly by HIPHI (Farm to School Hui, Youth Council), no approval is needed.

Remember that when you post on these pages, you represent HIPHI. Posts should be tasteful, non-political, non-aggressive, and follow normal social media conventions. When in doubt, ask the Communications Director for feedback.

HIPHI + CTFH social channels will be managed by select communications staff.
Specific program staffWe discourage the setup of new social channels unless there is a long-term plan and staff in place to keep the channel updated at least twice per week.
Policy Documents or InfographicsSince these will be available for broader public consumption, discuss your need with the Policy Director. If Policy Director agrees, consult with Communications Director on whether it can be designed internally or not. Policy documents and infographics will be held to a stricter design standard.Policy Director (a)

Communications Director (a)

Executive Director (a/cc)
SWAGGiveaway items should be discussed and decided upon with the Programs Director, design reviewed and approved with Communications Director, and final product signed off on by Executive Director.Programs Director (a)

Communications Director (a)

Executive Director (a)
Other DocumentsAsk yourself if this will be seen by the broader public. If it will only be seen by coalition members or a specific audience (such as a class of students), no approval is needed. If it will be distributed to the broader public, approval is required. Communications Director if for broader public consumption

Policy, Lawmakers & Lobbying

ContentProcessInvolved Parties
(a) approval, (cc) inform
Notes
Policy-Related IssuesDiscuss with Policy Director and Executive Director. Policy Director (a)

Executive Director (a)

Programs Director (cc)

Always check with policy team before engaging with a lawmaker or committing to work on a specific policy that falls outside of the approved HIPHI policy agenda. Board approval may be required.
Direct communication with lawmakers or elected officials on a specific priority issue, bill, resolution, etc.Notify Policy Director and Executive Director. Policy Director (cc)

Executive Director (cc)
Legislative education or lobbyingNotify Policy Director and Executive Director. Policy Director (cc)

Executive Director (cc)
Example: Events at the capitol such as informational briefings and legislative breakfasts.
New funding opportunities and/or direct funder issuesNotify Executive Director, Policy Director, and Programs Director. Policy Director (cc)

Executive Director (cc)

Programs Director (cc)

We utilize our grant writer on a case-by-case basis. When we have the capacity, we often can handle small applications/ proposals internally.
Project or program issuesNotify program/project lead and cc Executive Director and Programs Director. Program/ Project lead (cc)

Executive Director (cc)

Programs Director (cc)
For example:
- Tobacco, 1422 and HEAL (Roella)
- ESD Counter-marketing campaign (Kevin)
- Farm to School (Lydi)
- Oral Health (Trish/Jess)
- Internships (Roella & Rie)
- Perspectives trips (Steph)
- Youth Council (Scott)
New initiatives and/or new programsNotify Executive Director, Policy Director, and Programs Director. Policy Director (cc)

Executive Director (cc)

Programs Director (cc)

New programs and initiatives generally require board discussion and approval.

Other Approvals

ContentProcessInvolved Parties
(a) approval, (cc) inform
Notes
Paid time off
Working from home
Conference attendance
Seek approval from your immediate supervisor. Once approved, Slack a message to leadership team and add to calendar. Executive Director (cc)

Programs Director (cc)

Policy Director (cc)

Working from home is applicable only for exempt staff unless an exception is made for non-exempt.