2024 Kaiser Permanente/OEBB Wellness Space Grant Guidelines

School districts/individual schools/workplaces that offer Kaiser Permanente health insurance through OEBB are eligible to apply. Applicants must be tax exempt.

While school district applications covering multiple schools will be prioritized for funding, individual schools may apply for the KP/OEBB Workplace Wellness Space Grants. If your district is not applying, please share these guidelines with the health/wellness leads and/or principals at the schools in your district.

Eligible applicants:

• School Districts
• Individual schools
• Public Charter Schools
• Education Service Districts
• Community Colleges
• Local government
  • City, County or Special District (per ORS 198)

Only one application per school district/individual school/workplace will be accepted and reviewed. Please work with the employees at your school district/individual school/workplace to determine what your workplace needs to create a wellness space and submit a single application. We will only review one application for each school district/individual school/workplace.

Although priority will be given to applicants not previously funded through this grant program, school districts/workplaces that were awarded a grant in previous grant cycles are eligible to reapply to reach additional schools/locations if they have successfully completed their past grant(s).

Applications from School Districts:

• School districts may apply to create wellness spaces at up to four (4) individual schools.
• School districts must determine a shared approach to creating wellness spaces at the schools covered by the application and describe a plan for how the district will coordinate across the schools to implement grant activities and obtain supplies.
• Applications from school districts will receive priority in funding decisions.

Applications from Individual Schools:

• If you are an individual school applying for this grant, a requirement is that you talk with a high-level district representative to get their approval for your application.
• In the application, you will be asked to provide the name, title, and contact information for the district representative that approved your application. We want to make sure that all grant applications are submitted in accordance with district policies.

Successful applications will describe:

• Clear, specific rationale for why the wellness space is needed including specific characteristics of the school/workplace and employees that will benefit from the wellness space
• Identified/designated employee only space approved by leadership
• Detailed steps that provide a clear understanding of what will be done to create and activate the wellness space
• If training/professional development is included, the application should include a clear description of why the training is needed and how it will support activation of the wellness space
• Employees responsible for the creation of and maintenance, and communications for the space, providing a concrete plan that illustrates a clear path to project success
• How wellness space features will promote employee relaxation, interaction, and collaboration
• Plan to maximize employee utilization of the wellness space
• Plan to maintain the wellness space over time
• For school districts: plans for taking full advantage of this funding to work in as many schools in your district as possible (up to four schools per grant cycle)

Wellness space requirements:

• Dedicated space for employees (adults only, no students)
• A separate room or a dedicated space (within an existing room) for wellness
• Wellness spaces must include a quiet area for meditation and/or mindfulness

Grant funds may be used to support:

• Wellness space renovations to create an appealing, calming environment (e.g. paint, floor coverings, window coverings, lighting, artwork)
• Furniture to facilitate interaction, team building and collaboration (e.g. tables and chairs, couches)
• Equipment to facilitate relaxation and stress reduction (e.g. yoga supplies, light physical activity equipment, audiovisual equipment to play meditation videos, mindfulness podcasts, music)
• Training or professional development (in person or virtual) that enhances the benefits of the wellness space and leads to ongoing employee wellness and relaxation practices (e.g. a train-the-trainer workshop on mindfulness that includes a plan for periodic refresher trainings)

Grant funds are not allowed to support:

• Salary support for any employee
• One time activities or events
• Food/water or food preparation/cooking equipment
• Supplies the workplace will not be able to purchase after the grant ends (e.g., essential oils)
• Incentives such as t-shirts, gift cards, water bottles, or other promotional items

Required Documentation:

• Grant Budget. Click here to download the budget template.

Funds can go directly to tax exempt school districts/schools/workplaces or to a non-profit fiscal agent (such as a school district foundation). You will need to submit one of the following forms of documentation:

• IRS 501c3 Status Letter (for non-profit fiscal agents)
• Current tax exempt determination letter from the Internal Revenue Service
• A letter from the Chief Financial Officer or a Certified Public Accounting Firm, indicating that the school district/workplace has been granted tax exemption
• A copy of the statute/charter or enabling legislation establishing the school district/workplace

• Grant awards are up to $5,000 per individual school/workplace or up to $20,000 per district for wellness spaces in up to four (4) schools.
• Grant implementation period: June 2024 – March 2025
• Application must be supported by leadership. In the application, you will be asked to submit a high-level administrator’s name and contact information as evidence of their approval for this project.
• Identify a project lead and administrative lead (if different).
• Only one application per school district/individual school/workplace.
• All grants will be administered by Community Partners, a partner organization with Kaiser Permanente and Ad Lucem Consulting.
• Grant funds will be distributed by Community Partners.
• If awarded a grant, grantees agree to:
  • Complete brief progress and grant-end surveys describing how funds were used
  • Participate in an interview to discuss the grant experience, if requested
  • Submit photographs and accompanying signed releases for promotional and informational materials, if requested
  • Notify Kaiser Permanente about any planned media (e.g. press releases, articles), acknowledge Kaiser Permanente in media, and share media with Kaiser Permanente 
  • Display wellness posters provided by Kaiser Permanente in the wellness space
  • Partner with Kaiser Permanente to share your wellness space successes
  • One year and three years after your grant ends, complete a brief survey on wellness space maintenance, utilization, and technical assistance needs

• WWSG Accomplishments Videos
• Application Webinar Slides
• Grant FAQ
• Grants Budget Template
• Sample Grant Budgets
• Including Training/Professional Development in Your Application
• Key Elements for Creating a Wellness Space
• Case Study
• Before and After Photos
• District Lead Tip Sheet
• Coordinator Tip Sheet
• Submittable FAQ
• Submittable Instructions

The application submission period is from April 1 – April 26, 2024

We highly recommend that you download and complete the Word version of the application prior to going to the online form. Please observe the word limits and red asterisks denoting required questions. When online, please copy and paste your answers into the online form from the Word version.  

Prior to preparing your application, review the model budgets carefully.