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OHA administration sets timeline for employee handbook and interim performance management system
Summary
Administration presented a revised timeline for an employee handbook, external HR legal review and an interim performance-evaluation process while the agency builds a new performance platform.
OHA administration told the Board of Trustees on March 6, 2025 that it will deliver a first draft of the agency employee handbook by March 17, move the document through outside legal review and communications, and present the trustees with a near-final draft in late April. Separately, the agency described an interim performance-management process for the remainder of fiscal year 2025 ahead of a new digital platform.
Handbook timeline and review Kapohana (administration lead) told trustees that the employee handbook timeline had been pushed to March 17 for Draft 1 because HR and the COO required additional time to review editorial language after responding to recent internal HR matters. The schedule provided to trustees sets these milestones: Draft 1 due March 17; Draft 2 after internal revisions and outside HR‑specialty legal review; legal comments incorporated by April 10; communications/formatting input returned by April 21; trustees receive the near‑final handbook for review during the week of April 21 with trustee feedback due by April 30; final handbook completed by June 1. The handbook will be distributed in both printed and electronic forms and will include an employee acknowledgement form to be signed after staff training.
Interim performance management Chief Operating Officer Kehaapu‘u outlined an interim process for FY2025 while the organization develops a new platform (Quantum) for FY2026. The interim form blends elements of the existing evaluation, newly proposed values-based criteria and a calendar of reviews. The process includes employee self-reflection, manager assessments and a Q3 review by the end of March, monthly one-on-one coaching, and an end-of-year evaluation aligned to the FY cycle. The administration said it will pilot training for supervisors first and then staff.
Background checks and hiring questions Trustees asked whether background checks or conviction records would be considered in hiring or reviews. HR Director Corey Nakamoto and HR staff explained that OHA conducts reference checks and follows statutory rules about what can be asked and used in hiring; the agency does not conduct criminal background checks as a standard part of evaluations or hiring unless the role requires it or the issue directly affects OHA operations.
Trustee oversight and alignment Board members emphasized that the handbook language should align with bylaws and the executive policy manual. The chair and administration agreed to coordinate the documents so trustee‑staff expectations match across governing documents.
Administration committed to provide the trustees with the republished draft versions and to adhere to the review schedule so trustees can provide input prior to final publication.
