Employee Health and Wellness Policy: Procedures for Agency

Employee Health and Wellness Policy:

Procedures for Agency Wellness Plans

Implementation - Year 1

This document outlines actions that state agencies can take to support the health and

wellness of state employees, as referenced in the Employee Health and Wellness

Policy 50-010-06. For more guidance contact the state Wellness Manager.

1. Adopt an employee wellness policy

Refer to existing state agency wellness policies for guidance: DHS-060-042

Employee Wellness Policy, DOC 20.6.18 Wellness Policy, and ODE Policy

581-214 Support of Employee Involvement in Wellness Activities. Or, explore

other employee wellness policies and review them with the State Wellness

Manager.

Tailor the policy to be agency-specific.

2. Convene a standing wellness committee

Gain and document manager approval

Choose wellness committee activities and/or educational opportunities * from

the Implementation Guidance and create a plan to address those activities

and/or educational opportunities. Work with the State Wellness Manager to

explore wellness opportunities not listed to assure they are evidence-based

and culturally appropriate.

Elicit feedback from employees on the plan

3. Identify a structure for staffing the employee wellness committee

Appoint a chair of the wellness committee

Document manager approval and/or sponsorship

Assure the wellness committee has a charter, guidelines, or other document

describing the committee composition, committee member term length,

manager approval process for using paid work for wellness-related activities,

purpose, decision- making process, fundraising limitations, and oversight

4. Support agency wellness plans; offer and promote wellness-related

educational opportunities and skill-building to employees:

Research and recommend programs for the agency wellness plan that

support employee wellness activity engagement, and policies that create a

culture of health within the agency. See Implementation Guidance.

Education through the Employee Assistance Program (EAP), the health plans

(Kaiser Permanente, Moda and Providence Health Plan), the Public

Employees Benefits Board and the Health Engagement Model Program, and

through organizations that offer evidence-based information to address the

risks of chronic conditions, including heart disease, stroke, diabetes, asthma,

arthritis, and cancer. Examples:

 Weight management

 Smoking cessation

 Fitness and exercise

 Diet and nutrition

 Pre/postnatal care

 Stress management

 Self-health management

 Preventive screenings

 Health education classes

 Brown bag events on healthy nutrition topics

 Physical activity classes

 Meditation, mindfulness and other stress management strategies

 Dissemination of behavioral and/or physical education information through

newsletters, flyers, etc.

 Weight Watchers

*Educational opportunities are not vehicles to sell, promote, or solicit products or

services, whether from event sponsors, hosts, or attendees.

Employee Health and Wellness Policy: Implementation Guidance

In coordination with Employee Health and Wellness Policy 50-010-06, this guidance is provided for Oregon state agencies, in developing worksite wellness programs and/or providing

educational opportunities to employees aimed at addressing causes of preventable chronic disease. To best achieve the goals listed in the policy, this guidance focuses on tobacco,

nutrition, physical activity and stress management.

Comprehensive worksite wellness programs include policy, system and environmental change strategies to create a workplace culture that is employee-centered, provide a supportive

environment to make healthy choices, and provide access and opportunities for employees to engage in a variety of health and wellness activities.

Example activities considered to be “generally accepted best practices” include but are not limited to:

• Assessing needs and interests of employees regarding worksite wellness activities

• Developing an operational plan that addresses policy, systems and environmental changes to promote worksite wellness. (Per DAS Policy 50-0101-06, state agencies will complete a

two-year wellness plan)

• Coordinating with PEBB to communicate benefits information to employees (e.g., enrolling in health risk assessments, accessing employee assistance programs, self-

management/cessation programs) and to promote PEBB-sponsored initiatives (Healthy Team Healthy U, Weight Watchers, health coaching through all medical plans, Omada for

Kaiser members, Virtual Lifestyle Management for Providence members, Better Choices, Better Health for members with chronic conditions, etc.)

• Promoting monthly worksite wellness campaigns (e.g., Bike to Work, Heart or Tobacco Awareness Month)

• Sponsoring events that promote physical activity opportunities during the workday (e.g., walking clubs or walking buddy programs, exercise groups)

• Identifying wellness “champions” who relay messages to peers and coworkers about engaging in healthful behaviors (e.g., drinking water throughout the day, sharing fruit/veggie

snacks, community supported agriculture deliveries, taking walking or alterative exercise breaks)

• Promoting healthy meeting policies to assure access to healthier foods and beverages, and opportunities for physical activity

• Ensuring that all activities are culturally and linguistically appropriate and offer alternative options for people with various abilities and health conditions.

Example activities discouraged by DAS include but are not limited to:

• Promoting the sale of products or services (e.g., blenders, water flavoring, pedometers, massage services)

• Organizing health fairs that focus solely on selling products or services

• Competitions/challenges that encourage unhealthy practices (e.g., “biggest loser” contests)

Focus Area

Wellness Plan

Guidance

Educational Opportunities

Resources

Tobacco

Ensure compliance with

the Tobacco-free State

Properties Executive

Order

Policy supporting flex

time for tobacco

cessation class or Quit

Line engagement

Offer on-site cessation classes ensuring

ceremonial use of tobacco, micro stress and

the value of quitting for the family as topics

included in the cessation classes;

Promote Oregon Tobacco Quit Line and PEBB

cessation benefit;

Promote Oregon Tobacco Quit Line cultural-

specific programs such as Dejelo Ya, Asian

Smokers Quit Line, Teen Quit, and My Last

Dip;

Promote tobacco cessation among diverse

populations using culturally and linguistically

appropriate Quit Line materials.

Tobacco-free State Properties resources

http://www.oregon.gov/oha/PH/PreventionWellness/HealthyCommunities/H

ealthyWorksites/TobaccoFreeStateProperties/Pages/index.aspx

PEBB’s tobacco cessation resources

http://www.oregon.gov/OHA/PEBB/Pages/FreeClear.aspx

EAP/Cascade Personal Wellness

http://www.oregon.gov/OHA/PEBB/Pages/EAPindex.aspx

Quit Line for the Asian population

www.asiansmokersquitline.org

American Indian Ceremonial Tobacco

http://www.natamcancer.org/nnacc_dwnlds/SHEETS/02-18-07_Tob-

ceremony_04-12-09.pdf

TeensQuit

http://teen.smokefree.gov/

Educational Resources Appropriate for Different Cultures

http://www.nhlbi.nih.gov/health/healthdisp/index.htm

Focus Area

Wellness Plan

Guidance

Educational Opportunities

Resources

Nutrition

Healthy Meetings–

standards for foods and

beverages

Nutrition standards for

vending machines

Nutrition standards for

on-site food service

Support lactation and

breastfeeding – ensure

compliance with federal

law

Gain support for, and

establish a farmer’s

market near the

worksite

Replace candy dishes

with positive

alternatives such as

fruit bowls

Offer on-site Weight

Watchers program

Brown bag events on healthy nutrition topics

that include opportunities for learning about

foods from different countries and how

different cultures address healthy eating (i.e.

Heart Health African American Style, Heart

Health Latino Recipes, Honoring the Gift of

Heart Health for American Indians, Healthy

Family/Healthy Heart Aim for Healthy Weight);

Healthy eating classes that include recipes

and cooking demonstrations of different ethnic

meals;

Promote Weight Watchers using materials that

are inclusive of diverse communities;

Disseminate information through newsletters,

flyers, etc.

Promote health and wellness observances

(i.e., Heart Month, Cancer Awareness, etc.)

Promote Cultural Celebrations to address

health and wellness (i.e. Lunar New Year,

Black History month, American Indian

Heritage, Women’s History Month, Pride

Month, Korean-American Day, etc.)

Health Information for Selected Audiences/Health Disparities

http://www.nhlbi.nih.gov/health/pubs/pub_slct.htm

Washington’s Healthy Nutrition Guidelines for Meetings and Events

https://www.doh.wa.gov/CommunityandEnvironment/WorksiteWellness/He

althyNutritionGuidelines/MeetingsEvents/Guidelines

Under Pressure: Strategies for Sodium Reduction in the Workplace

https://www.health.ny.gov/diseases/cardiovascular/heart_disease/toolkits/d

ocs/sodium_reduction_in_worksites.pdf

Strategies that help mothers continue breastfeeding

http://www.oregon.gov/oha/PH/HEALTHYPEOPLEFAMILIES/BABIES/BR

EASTFEEDING/Pages/workplace.aspx#employers

Educational Resources to Address Health Disparities

http://www.nhlbi.nih.gov/health/healthdisp/index.htm

EAP/Cascade Personal Wellness

http://www.oregon.gov/OHA/PEBB/Pages/EAPindex.aspx

Weight Watchers

http://www.oregon.gov/OHA/PEBB/2016Benefits/16WWgateway.pdf

Health and Wellness Observances

http://www.nationalwellness.org/?page=HOC2017_NM

City of Portland Affinity Group Website

http://www.portlandonline.com/deep/index.cfm?c=50888

City of Portland’s Cultural Celebration Calendar

http://www.portlandonline.com/deep/index.cfm?c=59371

Focus Area

Wellness Plan

Guidance

Educational Opportunities

Resources

Physical

Activity

Adopt a Healthy

Meetings policy -

including opportunities

for physical activity

Adopt a policy

supporting flex time for

physical activity

Incentivize use of public

and alternative

transportation options

Provide safe space for

on-site physical activity

Organize a walking club

and/or map out local

walking routes

Support walking

meetings

Establish safe bike

parking

Offer on-site physical

activity classes

Brown bag events on physical activity topics

that include a wide variety of topics, including

types of activity;

Promote use of stairwells;

Promote physical activity classes geared to

suit all populations, and supportive of family

engagement (i.e., Zumba, Tai Chi, Rope

skipping, African dance, Qi Gong, Yoga,

Home-Based Walking Program, Chair

Aerobics, Hula dancing, Belly dancing, Dragon

Boat Races, Hood to Coast, etc.)

Disseminate information through newsletters,

flyers, etc.

Promote health and wellness observances

(i.e., Heart Month, Cancer Awareness, etc.)

Promote Cultural Celebrations to address

health and wellness (i.e., Lunar New Year,

Black History month, American Indian

Heritage, Women’s History Month, Pride

Month, Korean-American Day, etc.)

The CDC Guide to Increase Physical Activity in all Communities

http://www.cdc.gov/obesity/downloads/PA_2011_WEB.pdf

Steps to Wellness: Implementing the 2008 Physical Activity Guidelines in

the Workplace

http://vermontfitness.org/wp-

content/uploads/2013/03/Steps2Wellness_Physical-Activity-in-the-

Workplace.pdf

StairWELL to Better Health

https://www.cdc.gov/physicalactivity/worksite-pa/toolkits/stairwell/index.htm

Washington’s Physical Activity toolkit

https://www.dev.hca.wa.gov/assets/program/W3_Physical_Activity_Toolkit

_2010.pdf

EAP/Cascade Personal Wellness

http://www.oregon.gov/oha/PEBB/Pages/EAP.aspx

Health and Wellness Observances

http://www.nationalwellness.org/?page=HOC2017_NM

City of Portland’s Cultural Celebration Calendar

http://www.portlandonline.com/deep/index.cfm?c=59371

Focus Area

Wellness Plan

Educational Opportunities

Resources

Guidance

Stress

Management

Support ergonomic

assessments for

employees

Implement a

beautification strategy

for workspaces,

including stairwells

Set up a carpool system

with coworkers

Establish a positive staff

recognition program

Adopt a policy

supporting flex time

Establish team-building

practices

Implement strategies to

measure and address

employee engagement

Brown bag events on stress management,

financial health, organizational change,

parenting, relaxation, micro aggressions, racial

discrimination, dealing with your teen.

Promote taking breaks.

Promote volunteer opportunities, walk and

talk, take your child to work.

Disseminate information through newsletters,

flyers, etc.

Promote PEBB’s Employee Assistance

program.

Promote health and wellness observances

(i.e., Heart Month, Cancer Awareness, etc.)

Promote Cultural Celebrations to address

health and wellness (i.e., Lunar New Year,

Black History month, American Indian

Heritage, Women’s History Month, Pride

Month, Korean-American Day, etc.)

Oregon Center for Educational Equity

http://www.edequityoregon.com/equity-3/equity-workshops/

EAP/Cascade Personal Wellness

http://www.cascadecenters.com/index.php?tray=topic&tid=top10557&cid=2

Health and Wellness Observances

http://www.nationalwellness.org/?page=HOC2017_NM

City of Portland’s Cultural Celebration Calendar

http://www.portlandonline.com/deep/index.cfm?c=59371

National Resources Oregon Resources

Centers for Disease Control and Prevention (CDC) – Workplace Health Resource Center OHA Public Health Division, Health Promotion and Chronic Disease

Prevention Work Well NC - Wellness Committee Guide OHA Office of Equity and Inclusion – Employee Resource Groups

Office of Minority Health Oregon Center for Educational Equity

The National Heart, Lung, and Blood Institute (NHLBI) – Health Disparities Wellness@Work Assessment