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WELLNESS GRANTS February 2014 – June 2015

WELLNESS GRANTS February 2014 – June 2015 . WELLNESS GRANTS. Welcome!. What? Why? Who? How? When? Where?. WELLNESS POLICY. The new County Wellness Policy establishes County and Department guidelines and expectations for: Healthy Work Environment

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WELLNESS GRANTS February 2014 – June 2015

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  1. WELLNESS GRANTSFebruary 2014 – June 2015

  2. WELLNESS GRANTS • Welcome! • What? • Why? • Who? • How? • When? • Where?

  3. WELLNESS POLICY • The new County Wellness Policy establishes County and Department guidelines and expectations for: • Healthy Work Environment • E.g. Lactation rooms, break rooms, fitness centers, healthy food • Healthy Work Practices • E.g. Approval of use of County time to attend training • Employee and Supervisory/ Management Training • Alternative Work Schedules

  4. WELLNESS POLICY “Employees should see, feel, experience Wellness every day” “The Healthy choice is the Easy Choice”

  5. WHAT? • Wellness Grant are monies that have been set aside specifically for Departments to spend on their employees • Supports individual and collective efforts for good health, well-being and work-life balance • Improves physical work environment • Instills a “Culture of Health” at work • Supports / expands behaviors, traditions, rewards, rites and symbols that indicate that health is valued here • Diminishes/ Minimizes behaviors, traditions, values that undermine health, well-being and work-life balance

  6. Wellness Grants allocated based upon department size • Minimum Grant = $1,000 • Additional funds calculated based upon #FTEs x $5. • Refer to Authorized Position Summary In FY13-15 Adopted Budget, pg A18 -19 e.g. Human Resources Department has 64 positions, so $1,000 + (64 x $5) = $1,320 maximum allocation

  7. WHY? • The Wellness Grants are tied to ensuring compliance with the Wellness Policy. • Acknowledges what County and Departments are already doing to support a Healthy workforce and sets a baseline for future comparison • Identifies opportunities for further change and transformation to cultivate a “Culture of Health” at the County. • Three year process. This is Year 2. • It is voluntary AND we believe worthwhile!

  8. WHO? • Department Wellness Champions will lead the project in their departments. • Departments without DWC have until March 15, 2014 to add one or more to the list. Contact Pamela Gibson to update your information. • Department Director / Manager will review and co-sign all required documents

  9. Department Wellness Champions As of 2/27/14

  10. HOW?Between February 24 – April 30, 2014 Calculate Wellness Grant Allocation Complete “Culture of Health” Assessment(s) Gather Employee Interest Information + = Develop & Submit Department Wellness Plan

  11. HOW • Complete a “Culture of Health” Assessment for your Work Location(s) • Small Departments: one worksite = one assessment • Large Departments : multiple worksites = multiple assessments • Can do every worksite this year • Can do some worksites this year, other sites next year

  12. HOW “Culture of Health” Assessment • 67-item checklist • Minimum of 32 items checked in 2014 to be eligible for a Wellness Grant • A Few “Mandatory” items that either must be checked or must be fixed in 2014 * • Sets Wellness Baseline across County • Aligns with seven sections of County Wellness Policy and “Culture of Health” touch points • Electronic

  13. HOW Gather Employee Interest Information Give every department employee the opportunity to participate and provide input about what’s important to his/her health, well-being and work-life balance while at work. • Goal: >25% response rate, representative of all selected WorkUnits • Recommendation: Allow at least 2 weeks for employees to provide input / ideas / suggestions Some Examples Include: • Brainstorm ideas at a regularly scheduled staff meeting • Special meetings / focus groups within department or Work Location • Create a pencil /paper survey or survey monkey to ask open-ended questions • Create a suggestion box or other anonymous process to gather employee input • Use a standardized Survey Monkey tool developed by the Wellness Committee

  14. HOW Survey Monkey Tool https://www.surveymonkey.com/s/WCCHA2014 • 72 items to choose from, with open-ended sections for ideas and suggestions • Aligns with County Wellness Policy sections, guidelines and expectations • Offers “Culture of Health” touch points for transformation • Available Countywide • Department Wellness Champions have administrative rights to view data and create department reports

  15. HOW Calculate Wellness Grant Allocation • Minimum = $1,000 • Maximum = $1,000 + (#FTEs x $5) • For Departments with multiple worksites, need to determine #FTEs (authorized positions) for each unique Work Location. • If Department is submitting multiple Work Plans (one for each Work Location, e.g.), the total $$ cannot exceed the amount determined by the formula above.

  16. HOW Develop & Submit Department Wellness Plan by April 30, 2014 1) Summarize “Culture of Health” Checklist results • Attach completed Checklist(s) • Identify items that need to be fixed to bring Department into compliance in 2014

  17. HOW 2) Summarize results from Employee Interest Process • If you use our Survey Monkey, report top responses aligned to each section of the Wellness Policy • For all other processes, briefly describe your process, # employees participating, and your findings.

  18. HOW 3) Outline Department Wellness Plan • Describe generally how you propose to use the Wellness Grant monies in your Department, at the Work Locations you’ve identified.  • This year’s Wellness Themes: • Stress Management • Move More / Sit Less • For Year 2 funding cycle, identify at least one Wellness Activity or Program that your Department will sponsor that aligns with one or both of the 2014-2015 Wellness Themes.

  19. HOW 3) Outline Department Wellness Plan (cont’d) Consider projects or activities that are “possible and doable”. • it corrects a key item on “Culture of Health” checklist ( marked *) • it increases the number of checked items on the “Culture of Health” checklist for 2015 • it is a project or activity that employees at the identified Work Units can experience and enjoy. • it can be completed by June 2015 • it doesn’t require significant contingencies in order for it to be completed (e.g. you want to create a workout room, but don’t have the space) • it can be fully funded by the Wellness Grant or, if not, the department is willing to fund all excess costs or get external funding

  20. HOW 3) Outline Department Wellness Plan (cont’d) What can be purchased, what cannot. • Access to Healthy Food: monthly fruit bowls or produce delivery; nutrition speakers/chefs; educational materials/posters ; nutrition challenges or competitions (incentives); water pitchers/carafes & glasses/mugs; • Physical Activity at work: pre-work stretch programs, exercise instructors, TV monitors, DVRs and exercise DVDs, activity challenges or competitions (incentives); pedometers or other activity monitoring devices; bicycles; health club day passes; • Mental Well-being: wellness event or training for staff; stress management training; incentives. • Work-Life Balance: trainings on managing organizational change and processes that support health, well-being and work-life balance; • Managing Health: blood pressure monitors; weight scales; glucometers; department incentives for Wellness Screening participation. • Physical Work Environment: energy-efficient appliances, facility improvements, countertop appliances for upgraded employee break rooms; fitness equipment and/or workout supplies; facility improvements for a dedicated workout area or fitness center; upgraded lactation rooms, facility improvements to create dedicated lactation room(s); facility/space improvements for dedicated quiet room; water testing and water filters for faucets.

  21. HOW 3) Outline Department Wellness Plan (cont’d) Items that cannot be purchased include but are not limited to: • Pre-packaged snacks and beverages that do not meet 35-10-35 Nutrition standards • Any prepared foods or beverages that are generally considered high fat and/or high sugar in content. • Any beverages or products containing alcohol. • Any smoking-related products or accessories. • Individual Massage therapy appointments. However, departments can hire a massage therapist for staff events and/or provide individual gift cards that can be used for a massage.

  22. WHAT’s NEW for 2013 Wellness Grantees • 2013 “Culture of Health” Checklist information has been put into Access file, and is available electronically • UPDATES ONLY requested for work locations that were assessed in 2013 – can be done on paper or electronically • Any work locations not assessed in 2013 will use the 2014 version of “Culture of Health” Checklist

  23. What’s New . . . • 2014 “Culture of Health” Checklist includes a Stretch Goal for Department • Short list of options to further cultivate a “Culture of Health” in your organization, for example . . . • Form a Dept Wellness Committee • Prohibit smoking on campus • Use the Wellness Bulletin Board to post department policies around work breaks, alternative work schedules, tele-work • Create a “Quiet Room” to re-focus or rest • Create your own STRETCH GOAL

  24. What’s New . . . • 2013 Wellness Grantees will include their Wellness Grant Final Report in the 2014 Application • Last page offers a simple template to summarize major wellness activities, #staff participating and cost.

  25. WHEN? Key Dates / Deadlines • January 23 – Notice to Executive Council • February 13 – Wellness Committee final overview • February 24 – Program Launch • March 4 – Informational session for Wellness Champions and Department Directors / Managers • March 15 – Last day to designate Wellness Champion to be able to participate in Wellness Grants Process for 2014

  26. April 30– Deadline to submit Wellness Plan to Employee Wellness Program • May – Wellness Committee WorkGroup Reviews Wellness Plans and documentation • June 12 – Wellness Committee Approves Department Wellness Grants + Notifies Department Wellness Champions • 3rd week in July 1 – Funding available to Departments • June 30, 2015 – End of Year 2

  27. WHERE? For more information – All documents are posted on Employee Wellness Website ~ hr.smcgov.org/wellness-grants Employee Interest Survey ~ https://www.surveymonkey.com/s/WCCHA2014 • Administrative URL and password have been emailed to Wellness Champions; it will not be posted on website

  28. WELLNESS GRANTS • Questions? • What? • Why? • Who? • How? • When? • Where?

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