Program Policies & Terms of Service

Program Attendance & Participation Policy

Consistent attendance is essential to achieving meaningful health outcomes. Our multi-session programs (Healthy Foundations, Freedom from Tobacco, Diabetes Prevention Program, Nutrition Literacy, MBSR) are designed as sequential curricula where each session builds upon the previous one. To receive a program completion certificate and to be included in outcome evaluations, participants must attend at least 80% of scheduled sessions. For example, participants in the 12-week Healthy Foundations program (24 sessions) must attend at least 19 sessions. Participants in the 8-week Freedom from Tobacco program (16 sessions) must attend at least 13 sessions.

We understand that life circumstances may occasionally prevent attendance. If you must miss a session, please notify your program facilitator or the main office at (612) 555-0147 at least 24 hours in advance when possible. Our facilitators can provide session summaries and take-home materials for missed sessions to help you stay on track. Participants who miss more than 20% of sessions without prior communication may be contacted by our outreach team to offer support and discuss barriers to attendance.

Cancellation & Withdrawal Policy

Participants may withdraw from any program at any time without penalty. If you enrolled in a fee-based program and withdraw before the third session, you are eligible for a full refund of any fees paid. After the third session, no refunds are issued, but remaining fees are waived. For free programs, no financial obligation exists at any point.

Health Promotion Project reserves the right to cancel or reschedule program sessions due to facilitator illness, severe weather (following Minneapolis Public Schools closure decisions), facility emergencies, or insufficient enrollment (fewer than 6 participants for group programs). Participants will be notified of cancellations by phone and email at least 24 hours in advance when possible. In the event of a full program cancellation, all fees will be refunded in full, and participants will be offered priority enrollment in the next available cohort.

Sliding Scale & Financial Assistance Policy

Health Promotion Project is committed to ensuring that financial barriers never prevent access to health promotion services. Our fee-based programs operate on a sliding-scale model based on household income relative to the Federal Poverty Level (FPL):

• Below 200% FPL: Full subsidy (no cost to participant). This covers individuals earning approximately $30,120 or less annually, or families of four earning $62,400 or less (2024 FPL guidelines).
• 200%–300% FPL: 75% subsidy applied to listed program fee.
• 300%–400% FPL: 50% subsidy applied to listed program fee.
• Above 400% FPL: 25% subsidy or full fee, at participant's discretion.

Income verification is based on self-attestation. We do not require pay stubs, tax returns, or other documentation. We trust our participants to report their income bracket honestly. If you are experiencing financial hardship that is not captured by the sliding-scale categories above, please speak with our Intake Coordinator, who has the authority to grant full fee waivers on a case-by-case basis. No participant is ever turned away for inability to pay.

Participant Code of Conduct

Health Promotion Project programs bring together diverse community members in a shared learning environment. All participants are expected to:

• Treat fellow participants, facilitators, volunteers, and staff with respect and courtesy.
• Maintain the confidentiality of personal health information shared by other participants during group sessions. What is shared in the group stays in the group.
• Arrive on time and participate actively in session activities and discussions.
• Refrain from using tobacco, nicotine, or vaping products inside program facilities and within 25 feet of building entrances.
• Refrain from the use of discriminatory, harassing, or threatening language or behavior directed at any individual based on race, ethnicity, national origin, religion, gender, gender identity, sexual orientation, disability, age, or socioeconomic status.
• Follow the directions of program facilitators regarding facility use, safety procedures, and emergency protocols.

Violations of the code of conduct will be addressed through a progressive response process beginning with a private conversation with the program facilitator, followed by a meeting with the Director of Community Programs if behavior continues, and ultimately, if necessary, removal from the program with referral to alternative community resources. Our goal is always to resolve concerns through dialogue and support.

Grievance & Complaint Procedure

Health Promotion Project values participant feedback and takes all concerns seriously. If you have a complaint about a program, facilitator, volunteer, or any aspect of your experience, you may:

• Speak directly with your program facilitator during or after a session.
• Contact the Director of Community Programs, Marcus Oyelaran, at (612) 555-0147, ext. 202, or [email protected].
• Submit a written complaint to the Executive Director, Dr. Adrienne Holloway, at 1840 Hennepin Avenue, Suite 320, Minneapolis, MN 55403, or [email protected].

All complaints are acknowledged within 2 business days and investigated within 10 business days. Complainants receive a written response summarizing the investigation findings and any corrective actions taken. Retaliation against any individual who files a good-faith complaint is strictly prohibited and constitutes grounds for immediate disciplinary action against the retaliating party.

Non-Discrimination Statement

Health Promotion Project does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, veteran status, citizenship or immigration status, marital status, familial status, public assistance status, genetic information, or any other characteristic protected by federal, state, or local law. This non-discrimination commitment applies to all programs, services, activities, employment, and volunteer opportunities. Inquiries regarding compliance may be directed to the Executive Director at (612) 555-0147 or to the Minnesota Department of Human Rights at (651) 296-5663.

Accessibility Commitment

Health Promotion Project is committed to ensuring full accessibility for individuals with disabilities. Our Hennepin Avenue office and community program sites are selected for ADA compliance, including wheelchair accessibility, elevator access, accessible restrooms, and accessible parking. Program materials are available in large print, audio format, and plain language upon request. American Sign Language (ASL) interpretation can be arranged with at least 5 business days advance notice. If you require accommodations not described here, please contact us at (612) 555-0147 and we will work with you to identify a solution.

Effective Date & Updates

These policies are effective as of January 1, 2024, and apply to all Health Promotion Project programs and services. Policies are reviewed and updated annually by the Executive Director and the Board of Directors. Participants enrolled in active programs will be notified of material policy changes by email and in-person announcement. The most current version of these policies is always available on this page and in printed form at our Hennepin Avenue office.