URMC Wellbeing Mini-Grant Program

Removing Barriers, Improving the Way We Work

About the Program

The URMC Office of Wellbeing is excited to announce the second round of the Wellbeing Mini-Grant funding. These grants support innovative projects that reduce administrative burdens, improve daily work processes, and strengthen occupational fulfillment across our institution.

Grants of up to $5,000 will be awarded to faculty, staff, and learners who propose practical, creative solutions that make our work more efficient, meaningful, and fulfilling.

What the Program Is

• A way to test small projects that could lead to larger impact.
• Seed funding to test creative, innovative solutions to work challenges.
• An opportunity to experiment with new approaches to improve how we work.

What the Program Is Not

• Not sponsorships for social events, gatherings, or activities.
• Not a replacement for departmental budgets or a way to cover expenses cut due to budget reductions.
• Not about individual perks—it’s about improving systems, workflows, and the workplace.

Eligibility & Requirements

Who Can Apply

• Any current URMC faculty, staff, or learners are eligible.
• Not eligible: volunteers, retired faculty or staff, or affiliates of UR Medicine.

Use of Funds

• Grants are up to $5,000.
• Funds must be fully spent by June 1, 2026.
• Funds cannot be used to pay existing employees or cover FTE.
• Funds may be used for supplies, equipment, software, consulting, or training directly tied to the project’s goals.     
• Funds are unlikely to be approved for food or drinks.
• Funds cannot be used for gift cards or gift certificates.

Awardee Commitments

By accepting an award, project leads agree to the following deliverables:

1. Provide an expense report confirming funds are spent by June 1, 2026.
2. Complete and submit the Project Profile Form (for website and program reporting).
3. Track and share created materials (emails, flyers, invitations, lists, templates, timelines, etc.) with the Office of Wellbeing so they can be considered for future toolkits.
4. Indicate OWB Mini Grant funding on all materials and correspondence related to the project.
5. Include Wellbeing@URMC.Rochester.edu on formal invitations, when appropriate.
6. Provide data and outcomes at project completion, using measures identified in your proposal.
7. Adopt and apply the measurement approach recommended by the OWB research consultant.
8. Be responsive to OWB Communications partners and participate in program storytelling (e.g., provide quotes, images, updates) to help inspire others.
9. Complete brief mid-point check-in form and simple final report on provided templates.

Award Details

• Up to $5,000 per project.
• Funding available for quick fixes (≤3 weeks) or small projects (up to 6–9 months).
• Priority given to projects that address systemic inefficiencies and improve the way work is done.

The Office of Wellbeing is your partner throughout the process—we’ll provide guidance, resources, and support to help your project succeed.

Tips for Application Readiness

• Your proposal must align with one or more of the Office of Wellbeing’s three domains of occupational fulfillment. Clearly and concisely describe how your idea will advance one of these areas. Note: Round 2 funding places particular emphasis on the How We Work domain.
  1. Advance Wellbeing Culture: Focus on values, leadership behaviors, and workplace norms that foster growth, community, compassion, agency, and a supportive environment.
  2. Improve How We Work: Target systems and processes that improve efficiency, collaboration, work-life integration, and positive interactions—while reducing wasted time and effort or making the work more enjoyable/manageable.
  3. Promote Personal Wellbeing: Strengthen individual resources, behaviors, and attitudes that enhance coping, build resilience and health, or increase awareness and use of wellness supports
• Each idea should include an intended impact (e.g., emails reduced, cycle time saved, touches removed, error rate lowered, or satisfaction improved). 
• Baseline inquiry should be complete prior to applying. Prescreen your area for potential engagement/interest in your idea (e.g., survey small group for input, check for interest in concept, conversations with local leadership to solicit feedback, gather information to support the concept you intend to propose).
• Local leadership support Engage your supervisor, manager, chief, or chair early to ensure alignment and feasibility. Let them know that a brief letter of support will be required in the application process. An email will suffice. Early communication helps secure buy-in and avoid delays later in the process.
• Financial Review & Spending: Your administrator and/or finance director must review your proposed budget before submission and assist with any needed adjustments to ensure accuracy and compliance. They should also be aware that, if awarded, they will need to work directly with the Office of Wellbeing to transfer the grant funds into a local budget for spending. Engaging them early helps ensure your project can move forward smoothly once funds are released.
• Have someone review your application for feedback before submitting. The OWB will not be able to review each proposal in advance for round 2 of funding.
• Supporting budget documents will be required for all proposed expenses. Obtain quotes, screenshots, or other forms of documentation to demonstrate that the expenses on your proposed budget have been investigated and are accurate (within reason, time may shift prices slightly).
• Be able to list and describe roles of individuals that will be involved in supporting your concept to be successful. 
• Use a clear, straightforward title that makes your project easy to identify. Creativity is not awarded points. Simple titles will help the Office of Wellbeing and the selection committee quickly understand and reference your proposal. 
• Each unique idea will require a separate application.
• Know how many people you intend to impact with your proposed idea.
• Incomplete applications will not be considered.