POLICIES & PROCEDURES
Prohibited Activities
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While charging time to the Kupu program, training, telecommuting hours, or otherwise performing activities supported by Kupu, staff and stewards may not engage in the following activities:
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Attempting to influence legislation.
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Organizing or engaging in protests, petitions, boycotts, or strikes.
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Assisting, promoting or deterring union organizing.
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Impairing existing service agreements for services or collective bargaining agreements.
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Engaging in partisan political activities or other activities designed to influence the outcome of an election to any public office.
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Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials.
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Engaging in religious instruction; conducting worship services; providing instruction as part of a program that includes mandatory religious instruction or worship; constructing or operating facilities devoted to religious instruction or worship; maintaining facilities primarily or inherently devoted to religious instruction or worship; or engaging in any form of religious proselytization.
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Providing a direct benefit to:
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A labor union;
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A partisan political organization; or
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A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent stewards from participating in advocacy activities undertaken at their own initiative;An organization engaged in the religious activities described above in prohibited activity, unless assistance is not used to support the religious activities;
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Conducting a voter registration drive or using funds to conduct a voter registration drive
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At no time may the Steward:
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Engage in any activity that is illegal under local, state or federal law;
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Engage in activities that pose a significant safety risk to others.
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Rappelling: Stewards may assist their site with rappelling, however, are restricted from rappelling themselves. Assistance is limited to:
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Rope/knot set up
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Spotting
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Scuba Diving
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Use of firearms
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ATV/UTV: Program stewards are required to go through training with their host site in order to drive and operate an ATV and/or UTV. Stewards must provide proof of training and/or certification via Kupu’s ATV/UTV training form prior to driving during service.
Stewards may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-Kupu time, and using non-Kupu funds. Individuals should not wear the Kupu logo while engaging in any of the above activities on their personal time.
Zero Tolerance Policies
Stewards are expected to abide by all program policies, rules, and procedures at all times and should know that failure to comply with any program guidelines may result in disciplinary action, up to and including dismissal. However, given the significant concerns for host site safety, security, and liability and to secure a productive and healthy environment for everyone, Kupu has absolute zero tolerance regarding the following:
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Discrimination and Harassment
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Substance Abuse
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Special note and warning regarding “Medical Marijuana”: Regardless of Hawaii’s medical marijuana law, which offers only an affirmative defense to prosecution by the State of Hawaii (but not the federal government) for some marijuana-related offenses, marijuana remains a “Schedule I” illegal drug under both Hawaii and federal law. Accordingly, marijuana, even if “prescribed” under Hawaii’s Medical Marijuana Law is an “illegal drug” for purposes of participation in Kupu’s program.
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Violence in the Program
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Further information on these policies are located in the steward’s HR Symphony online account
Host Sites may not assign stewards the following:
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Activities that pose a significant risk to stewards;
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Assignments that displace employees;
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Service that does not provide a public benefit
Supervisors should consult Kupu program staff if they are unsure about the permissibility of any activity stewards may be asked to perform.
Personal Appearance & Kupu Shirt Guidelines
Professional appearance is a major element of Kupu's image. It is important for stewards to adhere to the following standards any time you are scheduled to serve. Exceptions may be made for special events, work projects, or site visits; however, this should be cleared and approved by Kupu staff:
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Stewards are given five or more Kupu official logo shirts. This shirt must be worn when serving and must only be worn while serving or when representing Kupu; stewards must conduct themselves accordingly when representing Kupu’s image in the community. Specific clothing and/or grooming requirements may apply to certain job positions or duties, in order to promote safety and/or sanitation.
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Other clothing (such as hoodies, jackets, etc.) may not display suggestive or explicit words or images (i.e. alcohol or tobacco images/brands)
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Undergarments must be completely concealed by outer garments.
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All types of leggings, bike shorts, spaghetti strap tops, muscle tanks, transparent blouses, midriff blouses, miniskirts, sweat suits, low-cut dresses or blouses, and tube tops are not permitted during service hours (except when approved as part of your uniform). During water-based work and free time activities, swimwear must be modest with appropriate coverage. This means surf shorts or other shorts-type swim trunks for males, and for females: modest one piece bathing suits, tankinis, sports bikinis and bottoms with full coverage.
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High standards of personal hygiene and cleanliness must be maintained at all times.
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Hair may be required to be pulled back for safety reasons, depending on the service needed.
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Jewelry should be kept to a minimum. Wearing nose or tongue studs is not allowed.
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Stewards must wear shoes of a type specified by Kupu staff or host site supervisor.
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Stewards are expected to exercise discretion and judgment regarding all aspects of their appearance. If stewards report to service improperly dressed, they may be sent home by the host site supervisor or Kupu staff. This time will not be counted for hours. Failure to observe these standards may result in disciplinary action, up to and including dismissal.
Non-Fraternization & Misconduct Prevention
In order to promote the efficient operation of Kupu and to avoid misunderstandings, complaints of favoritism, and other problems of supervision, security, and morale:
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Any verbal or nonverbal sexual behavior with any Host Site or Kupu staff is inappropriate.
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All staff and supervisors are prohibited from dating or pursuing romantic or sexual relationships with stewards who they supervise.
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Stewards are prohibited from dating or pursuing romantic or sexual relationships with each other during their term of service. For stewards who are already dating, please contact your Program Coordinator.
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Any sexual gestures or inappropriate overtures made by another steward or supervisor should be reported immediately to your Program Coordinator so that it can be addressed promptly and appropriately.
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Any circumstance of neglect or abuse (physical, mental, or sexual) must be reported to the appropriate Kupu staff, who will take the necessary steps to report it to the appropriate authorities.
*Failure to observe this policy may result in disciplinary action, up to and including dismissal, for steward(s); and/or removal of Kupu steward(s) from host sites.
Use of Personal, Kupu, and/or Host Site Vehicles
If the Program or Host Site requires or permits the use by stewards of Kupu’s or the Host Site’s automobiles, automobile insurance will follow the vehicle and its owner with any permissive use (implied or expressed) and the insurance coverage for that vehicle will follow and apply to whoever is driving it. If a steward uses their own automobile in furtherance of the Program, their personal insurance will be primary. Stewards should be aware that driving their personal vehicle will be at their own risk, and neither Kupu nor the Host Site will be held liable or responsible for damage caused should an accident occur.
The steward must meet driving requirements, including submitting a suitable driving abstract and negative drug test, before use of any Kupu owned or rented vehicle. Driving policies must be adhered to at all times.
Disability Accommodations
Designated Kupu personnel must be made aware of any disability if reasonable accommodations are requested. It is up to the steward to determine how much and to whom information about his/her disability is disclosed.
The steward should keep in mind that Kupu’s efforts to provide reasonable accommodations for her/him depends on the information the steward provides. An individual with a disability who does not self-disclose has no protection from discriminatory practices under the Americans with Disabilities Act.
Kupu strongly encourages stewards with disabilities to contact the staff so that we can work together to make as many reasonable accommodations as possible.
Three-Strike System
A Three-Strike System is in place to hold stewards accountable for submitting their timesheets, data reports, and communicating openly with Kupu staff. While their Program Coordinator will assist them with notifications and reminders, it is ultimately the steward’s responsibility to ensure that they keep up with their basic assignments, all of which are required to successfully complete the program. Due dates are included on the Nā Manu ʻElele website, in HR Symphony, and on their Steward Portal in Salesforce. Stewards submitting their assignments on time helps the program run smoothly and efficiently.
Open, timely communication between stewards, host site staff, and Kupu program coordinators is essential to an overall successful program term. Stewards are expected to check their emails daily and respond or confirm emails from Kupu staff within 2 business days. If a steward anticipates that they’ll be submitting a data report or timesheet late, they must notify their program coordinator as soon as possible. Stewards must notify their program coordinator if they will be without internet or cell service for an extended period of time.
The rules for the Three-Strike System are as follows:
*Any one of the above offenses (without a valid reason and appropriate notice) will result in one “Strike.”
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Failure to submit two Timesheets by the deadline within a two-month period
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Failure to submit two Data Reports by the deadline with a two-month period
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Failure to communicate, follow-up, and/or comply with Kupu staff
NOTE: The first four weeks of the program term will be a probationary period during which no strikes will be given. If any of the violations occur due to a valid reason, then no strike will be given.
Please contact your Program Coordinator if you have any questions. We want you to have a successful term and can only accomplish that with your help.
Disciplinary & Leave Policy
Kupu uses a “Coaching, Counseling, and Disciplinary Notice” form to document the disciplinary process for steward records. Please contact Kupu program staff to discuss this process.
Disciplinary action may take many forms:
Host agencies along with Kupu should determine appropriate disciplinary actions in each circumstance, including beginning the process at any stage, skipping steps, or modifying this guidance as appropriate.
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Verbal Warning/Counseling
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The host agency discusses the warning with the steward.
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Written Warning/Incident Report
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The host agency documents the reprimand in an incident report and notifies Kupu program staff. Report to be placed in the steward’s personnel file.
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Disciplinary Contract or Review Period
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The host agency will create a plan to place a steward under close supervision for a designated period; and requires the steward to satisfy written expectations by specified calendar dates to avoid suspension or termination.
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Suspension
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Minimum 2 weeks without pay
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Termination
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Complete release from participation and benefits.
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Time and Attendance Reporting
Your weekly schedule will be determined by your supervisor. You will be responsible for keeping an accurate record of your hours served by way of your electronic timesheet on HR Symphony – www.hrsymphony.com. Management approval of your hours served will also be required.
Unauthorized alteration of any time and attendance record, or the misrepresentation of hours served, is strictly prohibited and may result in disciplinary action, up to and including dismissal.
Attendance and Tardiness
The success of Kupu depends on your efforts and enthusiasm to be at your host site regularly and on time. Absences and tardiness cause disruption at the host site; therefore, you are expected to report to the host site as scheduled by your supervisor.
If you will be absent, you are required to contact your supervisor at least 2 hours prior to your scheduled starting time. If you will be late for your scheduled shift, you must personally contact your supervisor at least 1 hour prior to your scheduled starting time. If you are unable to do so because of an unforeseen circumstance, you must contact your supervisor as soon as possible.
If your host site has an answering machine for you to leave a message, your message should include the date and time of your call, the reason for your call, and your expected return date and time. It is your responsibility to call back and speak to your supervisor.
If you are unable to place the call yourself due to a serious medical emergency (e.g., hospitalization and/or incapacitation), please make every effort to have your medical care provider contact your supervisor on your behalf. You must personally contact your supervisor as soon as you can.
Management reserves the right to deem any absence of 3 or more days without notification (no-call/no-show) as a voluntary resignation of employment. Leaving the host site during your scheduled shift without authorization (unless on an approved break period) may also be considered job abandonment.
Your supervisor may request a medical certificate verifying your absence should you call out sick. Refer to “Unexcused Absences” below.
Transportation problems, routine childcare, or domestic problems do not necessarily qualify as acceptable reasons for absence, except as required by law.
Absences and/or leaves taken pursuant to your host site’s policies, or as permitted by law, will not be considered in determining excessive absenteeism. You may wish to review other leave policies which may be applicable to your situation.
Excessive absenteeism, excessive tardiness, and/or failure to comply with the policy may result in disciplinary action, up to and including dismissal.
Approving a Leave of Absence
Stewards should communicate with both their Site Supervisor and Kupu Program Coordinator if they need time off for personal matters, such as a vacation, or urgent personal needs (court dates, urgent medical issues, family bereavement, etc.).
Stewards should notify their host site supervisor and program coordinator of any time off requests at least 2 weeks in advance when possible. It is the steward’s responsibility to fill out a time off request form to be approved by their direct host site supervisor. Significant time off or reduced working hours may affect the steward's health insurance coverage. Refer to HR Symphony to request time off up to two weeks in advance.
Unexcused Absences
A doctor’s note is required for two or more consecutive sick days. Without a note, the absences are considered unexcused. However, host sites may require doctors’ notes for any number of sick days. Between Kupu’s and the Host Site’s policies, stewards must abide by the more conservative policies. Host site supervisors must communicate their policies and expectations with stewards.
No Call, No Show
A strike will be issued to any steward who is absent without notifying their site supervisor prior to the scheduled meeting time. Any steward with more than two unexcused absences will be dismissed from the program.
Resignation/Early Program Exit
An early exit or resignation from the program can happen for many reasons, like finding a new job, pursuing education, family obligations, or other personal matters. If a steward needs to exit the program early, they are expected to follow the following procedure*:
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Notify their direct site supervisor and program coordinator at least 2 weeks before their last day with the program.
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After solidifying your last day with the program, fill out the Letter of Resignation form. Your admin coordinator will send this to you once notified.
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Complete all data report forms, all timesheets, and other exit term requirements before exiting the program.
*Depending on the circumstance, there may be exceptions to the procedure. Please communicate with your program coordinator.
Incident Reporting
If a steward is injured, the site supervisor should fill out and submit an Incident Report Form by the end of the day (4:00pm) or within 24 hours of incident. Contact your Program Coordinator to report the incident and send the report to them. This form is needed for Kupu and ALTRES. Try to take photos and provide as much supporting documentation as possible.
All stewards should be aware of a developed Emergency Response Plan for your site(s) prior to visiting the site. The plan will include communication options available at that location (check to make sure you will have cell phone service at the project site!) and directions to the nearest emergency medical facility. If unfamiliar with the area, stewards should have a Hospitals/Emergency Rooms map and list on their person at all times.
If it is a situation that involves the media, do not comment on the situation or provide information to anyone other than police, emergency response/doctors, the steward's Program Coordinator, and the Emergency Contacts.
A post-accident drug test will be administered to determine liability. A reading of anything other than a “negative” result may result in termination.
If a steward or a co-worker becomes ill or is injured at a project site, the following 5-step procedure should be used:
1. Stabilize the patient and provide first aid to the best of your ability and at a level appropriate to your training.
2. Determine if the patient needs immediate evacuation.
Examples:
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Anaphylaxis or serious allergic reaction
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Severe bleeding
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Threats to the airway or difficulty breathing
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Heart problems
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Head injuries, especially with any loss of consciousness
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Injuries to hands or face
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2nd or 3rd degree burns larger than a quarter
3. Determine whether the situation is an emergency
If the accident is an emergency, CALL 911.
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If your location is far from roads and it is determined that the patient needs immediate medical care, walk patient out to the vehicle or initiate a carry with the team (if a carry, allow 2 hours per mile).
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Drive at a safe speed to the nearest hospital. Take roads that you know; do not explore unknown "shortcuts.”
If the accident is not an emergency, determine whether the steward can safely continue at the site or whether the team should leave the site early (call Program Coordinator if unsure).
4. Report accident to Program Coordinator as soon as possible.
5. Inform patient’s Emergency Contact of the situation and condition of the patient as soon as possible