Need New PE Tech? Here are 14 Steps to Getting it Funded by a Hospital

One of the great, but often overlooked, ways to get funding for PE technology is through your local healthcare foundations. This is how PE teachers, Eric Scheunemann & Jacob Breunig, were able to secure funding to add Heart Zones tech to their PE program at Grand Avenue Elementary in Sauk Prairie, Wisconsin! See for yourself how they were founded by the Sauk Prairie Healthcare Foundation and the difference it has made in their school district.

Download a sample flyer used to garner donations toward funding Heart Zones in the Sauk Prairie and other local Wisconsin School Districts. Get a step-by-step guide on how to secure funding for Heart Zones PE technology through your local healthcare foundation below!

A PE Teacher's Guide to Securing Hospital Foundation Funding

This process is broken down into five distinct phases, guiding you from initial idea to a successful (or educational) outcome.

Phase 1: Preparation and Project Development (1-2 Months)

This is the most critical phase. A well-prepared project is far more likely to be funded.

Step 1: Master Your "Ask"

• Understand the Technology: Become an expert on the Heart Zones system. Know its features, benefits, and how it aligns with modern health and physical education standards.
• Frame the Narrative: Don't just ask for "equipment." Frame your request around the powerful outcomes this technology enables:
  • Health Literacy: Teaching students to understand their own biometric data (heart rate) and make informed health decisions.
    
  • Personalized Instruction: Allowing students of all fitness levels to achieve success by working at their own appropriate intensity level.
    
  • Increased Motivation: Using data and real-time feedback to engage students and focus on personal effort rather than athletic comparison.
  • Data-Driven Assessment: Using objective data to track student progress, report on program effectiveness, and communicate with parents and administrators.
    

Step 2: Develop a Concrete Budget

• Get an Official Quote: Contact the technology vendor (e.g., Heart Zones) for a formal, itemized quote. This demonstrates professionalism and accuracy.
• Include All Costs: Your budget must be comprehensive. Include line items for:
  • The cost of sensors for your target number of students.
  • Software licenses and any recurring fees.
  • Essential teacher training and professional development.
  • Consumables like batteries and replacement straps for a 2-3 year period.
  • Any necessary hardware like tablets or display screens.

Step 3: Gather Internal Support and Data

• Build Your Coalition: Secure enthusiastic support from your principal, school nurse, and department head. A formal Letter of Support from your principal is a non-negotiable component of most grant applications.
• Collect Baseline Data: Gather statistics that demonstrate the need for your program. This could include:
  • Data from your state or district's standardized fitness assessments.
  • Anonymous school health surveys on student activity levels.
  • Relevant county or state public health data on issues like childhood obesity or inactivity.
  • Demographic information about your student population, especially if you serve a high-needs or at-risk community, as this is often a priority for foundations.

Phase 2: Research and Identification (1 Month)

Finding the right foundation is more important than applying to a dozen wrong ones.

Step 4: Identify Potential Hospital Foundations

• Think Locally and Regionally: Use a search engine to find hospitals and health systems in your area. Search for terms like "Community Hospital Foundation [Your Town Name]" or "Regional Medical Center Community Grants."
  
• Consider All Types: Look at large regional health systems, local community hospitals, and specialty hospitals (like children's hospitals), as they all often have philanthropic arms.

Step 5: Vet for Mission Alignment (The Crucial Step)

• Study Their Website: Find the "Foundation," "Community Benefit," or "Grants" section of the hospital's website. Read their mission statement and funding priorities.
• Look for Keywords: Your project is a perfect fit for a foundation that prioritizes:
  • "Preventive health"
  • "Childhood wellness" / "Childhood obesity"
  • "Community health education"
  • "Cardiovascular health"
  • "Serving underserved youth"
• Review Past Projects: Look for annual reports or press releases that list past grant recipients. If they have a history of funding school-based health programs, you are in the right place.

Step 6: Understand Their Process

• Find Application Guidelines: Locate the "How to Apply" or "For Grantseekers" page. Note their grant cycles, deadlines, and specific requirements.
  
• Make Contact (Recommended): If a program officer is listed, consider a brief, professional phone call or email. Introduce yourself and your project in two sentences and ask if it aligns with their foundation's priorities. This can save you immense time and build a valuable connection.

Phase 3: The Proposal (3-4 Weeks)

This is where you bring your preparation and research together to make a compelling case.

Step 7: Follow All Instructions Precisely

• Adhere strictly to their formatting guidelines, character limits, and required attachments. Many applications are immediately disqualified for failing to follow the rules.

Step 8: Craft a Compelling Narrative

• The Problem: Start with the "why." Use your local and national data to establish the need for improved health and fitness education in your community.
• The Solution: Present your Heart Zones program as the innovative solution. Describe what it does for students, not just what it is.
• Connect to Their Mission: Explicitly state how your project helps the hospital foundation achieve its goals. Use their own language. For example: "Your foundation's focus on [insert their priority, e.g., 'promoting preventive health'] in our community directly aligns with our project's goal of empowering students with lifelong wellness skills."

Step 9: Define Clear, Measurable Outcomes

• This is what funders want to see. How will you define success?
  • Weak Goal: "Students will be more active."
  • Strong, Measurable Goal: "During the first year of implementation, 80% of participating students will be able to identify their target heart rate zone and maintain it for 15 consecutive minutes during a PE session."
  • Another Example: "By the end of the school year, we will provide a personalized 'Health & Effort Summary' based on program data to the parents of every participating student."

Step 10: Assemble the Full Package

• Gather your completed application form, project narrative, detailed budget, Letters of Support, and your school's tax-exempt information (e.g., 501(c)(3) letter or district equivalent).

Phase 4: Submission and Follow-Up (Ongoing)

Step 11: Submit and Confirm

• Submit your proposal ahead of the deadline. Get a confirmation of receipt, whether it's an email, an online portal confirmation, or a certified mail receipt.

Step 12: Be Patient and Professional

• The review process can take several months. A single, polite follow-up email after their decision date has passed is acceptable if you haven't heard back.

Phase 5: The Outcome

Step 13: If You Receive the Grant

• Express Gratitude: Immediately send a formal thank-you letter.
• Execute the Plan: Implement the program exactly as you described.
• Report Your Success: Fulfill all reporting requirements on time. Share data, photos (with permissions), and success stories. This builds a strong relationship for potential future funding.

Step 14: If Your Proposal is Declined

• Remain Professional: Send a thank-you note for the opportunity and their consideration.
• Request Feedback: Politely ask if they can provide any feedback from the review committee. This insight is gold for strengthening your next application.
• Persist: Rejection is a normal part of the grant-seeking process. Refine your proposal with the feedback you received and apply to the next aligned foundation on your list.

If you need other funding ideas, check out our dedicated funding page here!