Whole Athlete Youth Sports Wellness Collaborative

Words in [brackets] are blanks you fill in with your own details when you adopt this sample in Supreme Plan AI.

Executive Summary

Whole Athlete Youth Sports Wellness Collaborative is a nonprofit in Idaho that brings mental health support into the places young athletes already are: practices, games, locker rooms and team group chats. We train coaches to notice when a player is struggling and to respond with care, place licensed counselors with youth teams and leagues, teach teams skills for handling pressure, mistakes and setbacks, train student athlete peer leaders to listen and connect teammates to help, and work with parents to turn down the pressure on the sideline. Our goal is not to make athletes tougher. It is to make sure no young athlete has to struggle alone.

Sports can be a protective force in a young person's life, and they can also be a source of intense stress. Young athletes face pressure to perform, fear of failure, injuries, being cut, burnout from year-round single-sport schedules, conflict with coaches and teammates, and the demands of social media, on top of school and family. Many believe that asking for help is a sign of weakness, and many coaches and parents do not know what to do when they see a child struggling. Research suggests that young athletes experience anxiety, depression and other mental health challenges at rates that are similar to those of other young people, and that stigma about asking for help can be strong in sports culture. Meanwhile, the licensed counselors who could help are often hard to reach, and a student who has to find one alone may never go.

With this grant we will reach about 2,500 young athletes on about 150 teams in Year 1. About 120 coaches will complete Youth Mental Health First Aid and our coach course on psychological safety. Two licensed Sports Wellness Counselors will provide free counseling to about 140 young athletes in about 1,000 sessions, at team sites and by telehealth. About 60 student athletes will be trained as Peer Wellness Captains, and about 12 family education nights will help parents support rather than pressure. We follow safe messaging practices, and every partner team has a written plan for a young person in crisis, which includes 911 and the 988 Suicide and Crisis Lifeline. Coaches never counsel, and counselors never coach.

Our Year 1 budget is about $446,000, growing to about $643,500 by Year 5 as we grow to about 470 teams and about 7,800 athletes. Each year's budget is planned to balance, with a small surplus each year. We have 6 paid staff in Year 1 and 9 by Year 5. School district, league and parks contracts and Medicaid and insurance payments grow from about 18% of our income in Year 1 to about 38% in Year 5, so grants fall from about 73% to about 47%.

We are asking the Gem State Youth Wellness Foundation for $90,000 for one Licensed Sports Wellness Counselor, clinical supervision and training, Mental Health First Aid and coach training materials, Peer Wellness Captain training and a Care Access Fund. Contracts, insurance, sponsors, other grants and donors cover the rest, so this grant is one part of a shared funding plan.

I am Dr. Evan Maxwell, a licensed psychologist and the Executive Director, and a former college swimmer. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Whole Athlete Youth Sports Wellness Collaborative is a nonprofit organization in Idaho. We are a 501(c)(3) public charity (or a program of one, through a fiscal sponsor), governed by a volunteer board of directors. We will provide our IRS determination letter, board list and most recent financial statements with this proposal.

Our mission. To protect and strengthen the mental health of young athletes, so they can enjoy their sport and their lives.

What we believe. Athletes are whole people. A young person's worth is never measured by a score, a time or a roster spot. Mental health is as much a part of an athlete's health as a strong body. Asking for help is a strength, and it takes courage. Coaches and parents have enormous influence, and with a little training, they can be the adults who make it safe to speak up. Counseling works best when it is close at hand, confidential and free of shame. Wellness comes first, and winning is never more important than the child.

How we started. The Collaborative began when a licensed psychologist who had competed in college swimming, a high school athletic director and a pediatric nurse practitioner noticed that after a hard season, several of their athletes had stopped coming to practice, and no one had asked why. The psychologist offered a free one-hour workshop for coaches at one league, and 40 coaches came. She then began holding weekly office hours at a high school field house, and within a year more than 60 athletes had come, some on their own, some sent by a coach or a parent. Leagues, schools and the parks department asked whether we could do the same for them. This proposal asks for support to build a staffed collaborative.

What we offer:
- Coach training. A course for every partner coach that combines Youth Mental Health First Aid with a sports module on psychological safety: how to recognize stress, burnout, injury-related distress and changes in mood after a concussion, how to respond when a player shares something hard, how to avoid shaming and pressure, and when and how to involve a counselor or a parent. Coaches learn that they are not therapists, and they are never asked to counsel.
- Embedded counselors. Licensed Sports Wellness Counselors who hold regular office hours at partner team sites and league hubs, and by telehealth, and who provide free individual and group counseling for athletes. Counselors work within the scope of their licenses and with the family's consent as the law requires.
- Team wellness curriculum. A short, practical series, led by counselors and trained coaches, in six 20-minute team sessions on handling pressure and mistakes, focus and breathing, setbacks and injuries, sleep and recovery, identity beyond sport and how to ask for help.
- Peer Wellness Captains. Student athletes trained to listen, to reduce stigma on their teams and to connect a teammate to an adult. Captains are not counselors, and they are taught to tell an adult whenever a teammate may be in danger.
- Family education. Evening nights for parents and guardians called Sideline Support, on how pressure affects young athletes, how to talk after a loss, how to notice warning signs and where to find help.
- Injury and transition support. Wellness check-ins for athletes returning from an injury or a concussion, and Life After the Game sessions for athletes who are cut, quit or graduate.
- Crisis response. A written plan for every partner team, follow-up after a crisis and a warm handoff to community providers. A Care Access Fund helps pay for copays and rides when an athlete needs a higher level of care.
- Athlete Wellness Summit. An annual event with athletes, coaches and speakers that makes it normal to talk about mental health in sports.

What we do not do. We are not a crisis service or an emergency room. Our counselors do not prescribe medication and do not clear athletes to return from an injury or concussion, which is the job of a medical professional. We do not provide performance enhancement as a substitute for care. We do not run teams or leagues. We do not promise any outcome for any athlete.

How we are run. A seven-member volunteer board of directors oversees the organization and approves the budget each year. The board includes a sports medicine physician, a high school athletic director, a school counselor, a coach, a parent, a former college athlete who received counseling and a certified public accountant. The Executive Director, who is also our Clinical Director, supervises clinical work and manages the organization, and an outside accountant reviews our books every year.

Where things stand today. Four leagues, six schools and the parks department have signed letters of support, a health system has indicated interest in sponsoring, and 12 coaches have asked for the training. We have started the application to enroll as a Medicaid provider and to be credentialed with the main insurers, which can take several months, so first-year insurance income is planned low. Before we begin, an attorney will review our league and school agreements, consent forms and our confidentiality and privacy policies.

Problem & Opportunity

Why this program is needed.

Organized sports can be a source of belonging, confidence and healthy habits, and they can also be a source of pressure and stress. Young athletes often face high expectations, fear of failure, injury, being cut, year-round training and the scrutiny of coaches, parents and social media. Studies suggest that young athletes experience anxiety, depression, burnout and other mental health challenges at rates similar to their peers, and that some of the same factors that make sports valuable, such as a culture of toughness and playing through pain, can make it harder to ask for help. Before we submit, we will add the latest research and local data.

The gaps we see:
1. Stigma. Many young athletes and their coaches see seeking help as weakness. Many fear losing playing time or being seen as a problem.
2. Coaches are not trained. Coaches are often the first adults to notice a struggling athlete, yet most have never been trained to recognize or respond to mental health concerns, and some are not sure whether it is their job.
3. Pressure from adults. Parents and coaches may unintentionally add to stress through sideline behavior, comments after games, comparisons and a focus on scholarships or rankings.
4. Burnout and injury. Specializing in one sport at a young age, year-round schedules and playing through pain can lead to burnout and overuse injuries. An injury can bring loss of identity, isolation, sadness and fear.
5. Concussion and mood. Concussions can be followed by changes in mood, sleep and concentration. Many athletes hide symptoms to keep playing.
6. Transitions. Being cut, quitting, losing a starting spot or finishing a career can be a major loss. Young people often have no one to talk to about it.
7. Access to counseling. There are too few child and adolescent counselors in many communities, waits can be long, and cost, transportation and stigma are barriers. A young athlete who needs help may never get through the door.
8. Crisis response. Few youth sports organizations have a plan for a young person in crisis, and few coaches know what to say or whom to call.
9. Unequal access. Athletes from lower-income families, athletes of color and athletes who are LGBTQ+ may face greater stress and fewer culturally responsive services.

What the evidence says. Training adults who work with young people to recognize and respond to mental health concerns, embedding counselors where young people already are, and teaching skills for stress and coping can improve access to help and reduce stigma. Evidence specific to youth sports is still emerging. We will measure our own results and report them honestly, and we do not claim that sports or counseling will prevent every difficulty.

How we know people want this. In our pilot, 40 coaches attended our first workshop and 12 more asked for it, and more than 60 athletes came to office hours in the first year. Coaches reported feeling more confident about what to say, and athletes said they would not have gone to a clinic on their own.

How we will show the need. Before we submit this proposal, we will add the Idaho Youth Risk Behavior Survey results on mental health and sports participation for our area, the number of child and adolescent mental health providers per resident and the typical wait for a first appointment in our county from the state health department (we will check this by calling local providers), the number of teams and athletes in our partner leagues and schools, and the number of athletes and coaches who came to our pilot.

Who benefits first. Young athletes ages 8 to 18 on the teams of our partner leagues, schools and parks programs, especially athletes from families with limited income, athletes of color, LGBTQ+ athletes, athletes with disabilities and athletes returning from injury. Also their coaches, parents and teammates.

Products & Services

What the grant will pay for and what we will do.

1. Partner with leagues, schools and parks. We sign agreements with each partner covering space, schedules, consent, confidentiality, safety and how we share information. Each partner names a liaison. About 150 teams take part in Year 1.

2. Train every coach. Each partner coach completes Youth Mental Health First Aid, a national course of about seven hours that teaches how to notice signs, start a conversation and connect a young person to help, plus our sports module on psychological safety. The module covers recognizing stress, burnout, injury-related distress and mood changes after a concussion, responding to a disclosure, avoiding pressure and shaming, working with parents and when to call a counselor or emergency services. About 120 coaches complete training in Year 1. Coaches also practice what to say with scenarios, and receive a short pocket guide.

3. Provide embedded counseling. Licensed Sports Wellness Counselors hold regular office hours at team sites and league hubs, usually before or after practice, and by telehealth. Counseling is free to athletes and families. Counselors use evidence-based approaches, such as cognitive behavioral therapy and mindfulness-based skills, selected with the athlete and family. An athlete can ask for counseling directly, be referred by a coach, a parent or a teammate or be referred after a check-in. Parent or guardian consent is part of the process, and we confirm with an attorney which Idaho rules apply to a minor's consent. About 140 athletes receive counseling in about 1,000 sessions in Year 1.

4. Teach teams skills. Counselors and trained coaches lead six 20-minute team sessions during practice: handling pressure and mistakes, focus and breathing, setbacks and injuries, sleep and recovery, identity beyond sport and how to ask for help. Teams practice skills that athletes can use before a game, after a loss and at school.

5. Train Peer Wellness Captains. About 60 student athletes learn how to listen, how to respond to a teammate who is struggling and how to connect that teammate to an adult. Captains help lead team sessions and the Athlete Wellness Summit. They are not counselors, they never keep a teammate's safety concerns secret and they receive a small stipend and training.

6. Educate families. About 12 Sideline Support nights a year, in English and Spanish, with a meal, for parents and guardians on how pressure affects young athletes, how to talk after a loss, warning signs and how to find help.

7. Support athletes through injuries and transitions. With the athlete's and family's permission, counselors check in with athletes returning from an injury or concussion. They may talk about mood, sleep, worries and identity, but they do not clear an athlete to play, which is a medical decision. Life After the Game sessions help athletes who are cut, quit or finish their careers.

8. Respond to crises. Every partner team has a written plan for a young person in crisis. Coaches are trained to stay with the young person, call 911 or the 988 Suicide and Crisis Lifeline as appropriate and notify the family and a counselor. After a crisis, a counselor follows up with the athlete and the family and helps with a safety plan and a return to the team. We follow national safe messaging guidelines in all trainings and communications: we do not describe methods of self-harm, we avoid language that presents suicide as a solution and we emphasize hope, help and how to reach it.

9. Connect to more help. When an athlete needs psychiatry, intensive outpatient care or specialized treatment, including for an eating or substance concern, counselors make a warm handoff to a community provider, and the Care Access Fund can help with copays and rides.

10. Reduce stigma. The annual Athlete Wellness Summit and a peer-led campaign help make it normal to talk about mental health in sports.

How we will measure results. We track teams, coaches trained, athletes reached, athletes counseled, sessions, days from request to first session, appointments kept and athletes who stop early. Athletes who stay in counseling complete short, standard questionnaires, such as the PHQ-A for depression and the GAD-7 for anxiety, at the start and at intervals, to see change over time and talk about progress. They are used to guide care, not to label athletes or to make decisions about playing. Coaches and athletes answer short surveys before and after training about their confidence and willingness to seek help. We ask athletes, families and coaches for feedback, and we break results out by gender, race and income so that we can find and fix gaps.

Our Year 1 goals:
- About 2,500 athletes on about 150 teams take part.
- About 120 coaches complete Youth Mental Health First Aid and the psychological safety module, and at least 85% say they feel confident to respond to a struggling athlete.
- About 140 athletes receive counseling in about 1,000 sessions, and at least 80% of athletes who request counseling are seen within 7 days.
- At least 70% of athletes who attend four or more sessions show improvement on their PHQ-A or GAD-7 scores.
- About 60 Peer Wellness Captains are trained.
- At least 70% of athletes on partner teams say they would feel comfortable asking for help, compared with their answers at the start.
- Every partner team has a written crisis plan.
- At least 90% of athletes and families say they felt respected and heard.
These are goals, and we will report our real results to the Foundation, including where we fall short. We do not promise that counseling will work for every athlete.

Market Analysis

Who we serve and how many.

The athletes. Young people ages 8 to 18 on the teams of our partner leagues, schools and parks programs, and their coaches, parents and teammates. Counseling is open to any athlete on a partner team, with a parent or guardian's consent, whether or not they have insurance. We reach out especially to athletes from families with limited income, athletes of color, LGBTQ+ athletes, athletes with disabilities, athletes returning from injury, athletes who have been cut or have stopped playing and athletes who have waited a long time to see a provider.

Where we work. Partner team sites, league hubs and a small leased counseling office in Year 1, with telehealth for athletes who cannot travel and during off-seasons. In Year 3 we add counseling hubs in outlying towns.

How many we will reach:
- Year 1: about 2,500 athletes on about 150 teams, about 120 coaches trained, about 140 athletes counseled in about 1,000 sessions and about 60 Peer Wellness Captains.
- Year 2: about 3,500 athletes on about 210 teams, about 170 coaches trained, about 220 athletes counseled in about 1,700 sessions and about 80 captains.
- Year 3: about 4,800 athletes on about 290 teams, about 240 coaches trained, about 320 athletes counseled in about 2,500 sessions with a third counselor and about 100 captains.
- Year 4: about 6,200 athletes on about 370 teams, about 320 coaches trained, about 430 athletes counseled in about 3,300 sessions and about 125 captains, with a second Youth Peer Leadership Coordinator.
- Year 5: about 7,800 athletes on about 470 teams, about 420 coaches trained, about 560 athletes counseled in about 4,200 sessions with a fourth counselor and about 150 captains.
Over five years we expect to reach about 24,800 athlete-years on partner teams, to train about 1,270 coaches and to counsel about 1,670 athletes in about 12,700 sessions. Some athletes take part in more than one year.

Who else benefits:
- Families. Parents gain trusted guidance, fewer crises and a say in their child's care.
- Coaches. They gain confidence, skills and a clear path to get help for a player.
- Leagues and schools. They gain a safer, more supportive culture and a plan for a young person in crisis.
- Teammates and friends. Peer captains and team sessions teach every athlete how to be a good teammate.
- The community. Young athletes who are supported are better able to enjoy sports and to thrive in school and in life.

How we will size the need before we submit. We will add the number of teams and athletes in our partner leagues and schools, the Idaho Youth Risk Behavior Survey results on mental health, the number of child and adolescent mental health providers and wait times in our county, and the number of athletes who came to our pilot. These come from the Idaho State Department of Education, the state health department, the leagues and our own records.

Competitive Landscape

Other places athletes and families can turn, and how we fit.

- School counselors, psychologists and social workers. They are our closest partners and see many students. They cannot attend practices, and they often have large caseloads. We bring support to the team and refer athletes to them when appropriate.
- Community mental health clinics and private therapists. They provide essential care but often have long waits, limited hours and travel barriers, and few have experience with athletes. We refer athletes who need a higher level of care and we accept referrals.
- Athletic trainers and team physicians. They care for athletes' bodies and sometimes notice mental health concerns. They are partners in concussion and injury support. We do not replace them and do not clear athletes to play.
- National sports mental health organizations. Some offer materials, toolkits and training for coaches. We use and share these resources and offer a local, hands-on team that follows through.
- Mental performance consultants. Some work with athletes on focus and confidence, often for a fee and mostly with older, higher-level athletes. We focus on wellness and counseling for all athletes, with performance skills as a benefit but not the goal.
- Youth Mental Health First Aid and other training. A strong national course that we build into our coach training and add to with a sports module and ongoing support.
- Crisis lines. The 988 Suicide and Crisis Lifeline is essential. We teach every coach and athlete to use it and follow up afterwards.
- Online apps and videos. May help some athletes, but they do not replace a trusted adult or a licensed counselor.

The gap we fill. In our region, no organization trains coaches, embeds licensed counselors with youth teams, teaches teams wellness skills, trains peer leaders, educates parents and has a crisis plan, all together and at no cost to athletes.

Our partners:
- Four leagues, six schools and the parks department, which host the program and refer athletes.
- A health system and a sports medicine physician, which provide medical advice, concussion partnership and sponsorship.
- Two pediatric clinics and a child psychiatrist, who accept referrals and consult.
- A university counseling and sport psychology program, which places graduate interns in later years.
- The 988 Lifeline center and the county's mobile crisis team.
- A national Youth Mental Health First Aid training organization.

Marketing & Sales Strategy

How athletes, coaches, parents and supporters will find us and how we keep them engaged.

Reaching coaches:
- Leagues, schools and parks. Partner leagues require or strongly encourage coach training as part of their coach certification. Athletic directors invite us to preseason coach meetings.
- Word of mouth. Coaches who have been trained tell other coaches.
- A simple course with a clear benefit: coaches earn a certificate, a pocket guide and a counselor they can call.

Reaching athletes:
- Through the team. Counselors visit practices to introduce themselves and lead team sessions, so that athletes meet the counselor in a relaxed setting before they need one.
- Peer captains. Student athletes are the best messengers. They talk openly about stress and about how asking for help is normal.
- Easy ways to ask. An athlete can speak to a counselor at office hours, send a private message through a secure form or ask a coach or a captain to connect them.
- A simple website and a text number in English and Spanish, with office hour schedules and a clear note on privacy.
- Social media, designed with athletes, with accurate information and with no stories shared without written permission.

Reaching families:
- Letters, flyers and consent forms in English, Spanish and other languages used in our area.
- Sideline Support nights with a meal and interpretation.
- A welcome call to every family when an athlete starts counseling, and regular updates with the athlete's permission.
- Pediatric offices and churches share information.

Making it easy to say yes:
- Counseling is free, at the practice site and by telehealth, with no wait for a first meeting wherever possible.
- Athletes decide whether to attend, and counseling is separate from the coach and from playing time.
- We explain confidentiality and its limits in plain words, and we never share what an athlete says with a coach without permission, except where safety requires.

Keeping athletes engaged:
- The same counselor sees the same athlete whenever possible.
- Counselors are flexible with schedules around games and exams.
- We follow up kindly when an athlete stops coming, and we make it easy to come back.

Reaching supporters. School districts, leagues, health systems, businesses and individuals are invited to sponsor a team, a league, the Care Access Fund or the Athlete Wellness Summit. We share results twice a year with funders and partners as totals.

Outreach budget. The Athlete Wellness Summit and stigma reduction campaign are about $8,000 a year in Year 1, growing about 8% a year. Parent and family education nights, with interpretation, are about $8,000 a year. Athlete-designed branding, banners and the website are paid for once from startup money ($4,000).

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 to 3: Attorney review of league and school agreements, consent forms and confidentiality and privacy policies, sign the lease, hire two Licensed Sports Wellness Counselors, the Coach Education and Wellness Trainer and the Youth Peer Leadership Coordinator, set up the secure records and telehealth system and complete Medicaid enrollment and insurer credentialing applications.
- Month 4: Staff training on crisis response, confidentiality, sports psychology basics and the team wellness curriculum. Written crisis plans completed with each partner. First coach trainings.
- Months 5 to 8: Counseling office hours begin at team sites. Team wellness sessions begin. Peer Wellness Captains trained. First Sideline Support nights.
- Months 8 to 10: Continued coach training and counseling. First insurance and Medicaid payments arrive. Mid-year review with partners.
- Months 10 to 12: Athlete Wellness Summit, end-of-year surveys, a year-end report to funders and partners and planning for Year 2.

Space. Counseling takes place at private rooms at team sites and league hubs, such as a field house office or a school counselor's room, provided under our agreements, and by telehealth. We lease a small office for supervision, records and meetings. Office rent and utilities are about $18,000 a year in Year 1. Paint, flooring and sound dampening are a one-time cost of $3,000, with a deposit of $3,000.

Equipment. We buy about $14,000 of equipment once at the start: six laptops with secure telehealth cameras and headsets ($6,000), counseling room furniture and portable privacy screens for use at team sites ($4,000), a projector, screen and sound system for trainings and family nights ($2,000), and locking file cabinets ($2,000). After Year 1, we set aside about $2,000 to $3,000 a year to replace and add equipment.

Staffing. In Year 1: an Executive Director who is also our Clinical Director (a licensed clinician who carries a small caseload), two Licensed Sports Wellness Counselors, a Coach Education and Wellness Trainer, a Youth Peer Leadership Coordinator and a part-time Program Coordinator and Data Specialist. A third counselor joins in Year 3, a second Youth Peer Leadership Coordinator in Year 4 and a fourth counselor in Year 5.

Clinical supervision and quality. Licensed clinicians receive regular consultation, and counselors working toward licensure receive weekly supervision from a licensed supervisor. We review cases and outcomes monthly. Clinical supervision and training cost about $12,000 a year in Year 1. We do not have counselors serve as coaches or team staff, and coaches never counsel.

Consent and confidentiality. We obtain a parent or guardian's written consent before counseling begins, except where Idaho law allows a young person to consent on their own, which an attorney confirms. At the first session, each athlete is told what is private and what is not. A counselor must act when an athlete is at serious risk of harming themselves or someone else, and must report suspected abuse or neglect of a child as the law requires. Coaches do not receive any information about what an athlete says in counseling without the athlete's and the family's permission, except where safety requires. We follow HIPAA and the federal student privacy law as they apply, and an attorney reviews which law governs each type of record. Counseling records are kept in a secure, password-protected system, separate from league and school records. We report results to funders only as totals, never with an athlete's name. The telehealth, records and billing system costs about $14,000 a year in Year 1.

Crisis plan. We are not a crisis service, but we are ready. Each partner team has a written plan, and every coach and counselor is trained in it. If an athlete may be in immediate danger, an adult stays with the athlete, calls 911 or the 988 Suicide and Crisis Lifeline (call or text 988) as appropriate, and notifies the family and the Clinical Director. After any crisis, a counselor completes a safety plan with the athlete and family and follows up.

Safe messaging. We follow national safe messaging guidelines in all trainings, curricula, posters and social media: we do not describe methods of self-harm, we avoid language that makes suicide sound like a solution and we always provide resources.

Concussion and injury. We do not diagnose or treat injuries or concussions, and we do not clear athletes to play. We coordinate with athletic trainers and physicians, with the family's permission. We follow the state's youth concussion law, which we confirm each year.

Eating, substance and other concerns. Coaches and counselors do not give weight, diet or body composition advice, and teams do not weigh athletes. Coaches are trained to recognize warning signs of disordered eating, substance use and other concerns, and to speak privately and kindly with the athlete and family. Counselors refer to a doctor or a specialized provider when needed. Counselors do not treat conditions outside their training.

Safety with young people. Every counselor, coach trainer, volunteer and staff member passes a background check. Counselors meet athletes in rooms where other adults are nearby, with the door closed but with the site's policies followed. Staff do not contact athletes through personal social media. Two adults are present at group sessions.

Billing and fees. Services are free to athletes and families. We bill Medicaid and insurers for covered athletes with consent, once our enrollment and credentialing are complete. Billing rules differ and change, so our billing staff checks current rules and an outside accountant reviews our billing practices. Leagues, schools and parks pay a yearly contract for each partner.

Insurance and records. We carry professional liability, general liability, abuse liability, property and cyber insurance, and workers' compensation once we hire. Insurance is about $10,000 a year in Year 1. Grant money is tracked separately so we can show each funder how their money was spent, and an outside accountant reviews our books every year.

Management & Organization

Who leads the organization.

Dr. Evan Maxwell, Executive Director and Clinical Director. Evan leads the organization, raises money, manages grants and league and school partnerships, supervises clinical staff and reports to the board. He is a licensed psychologist who swam in college, spent 12 years in child and adolescent mental health and started our pilot workshops. Evan carries a small caseload. Planned salary: $72,000 a year.

Licensed Sports Wellness Counselor. Provides individual and group counseling for athletes at team sites and by telehealth, leads team wellness sessions and helps coaches. Must hold a current Idaho license in a mental health profession, such as a licensed clinical professional counselor or a licensed clinical social worker, or be working toward licensure under a licensed supervisor, and complete a background check. Experience with athletes or sports psychology is a strong plus. Two in Years 1 and 2, three in Years 3 and 4 and four in Year 5, at a planned salary of $62,000 each. The Gem State Youth Wellness Foundation grant would support the first Licensed Sports Wellness Counselor.

Coach Education and Wellness Trainer. Teaches Youth Mental Health First Aid and the psychological safety module, supports coaches after training and coordinates crisis plans. Must hold or earn instructor certification in Youth Mental Health First Aid. Planned salary: $50,000 a year.

Youth Peer Leadership Coordinator. Recruits and trains Peer Wellness Captains, organizes the Athlete Wellness Summit and Sideline Support nights and builds relationships with athletes and families. One in Years 1 to 3 and two from Year 4, at a planned salary of $42,000 each.

Program Coordinator and Data Specialist (part-time). Handles scheduling, referrals, consent forms, records, data and billing support, about 25 hours a week. Planned pay: $26,000 a year.

Pay figures include payroll taxes and workers' compensation insurance.

Staff in each year: 6 paid staff in Years 1 and 2 (five full-time and one part-time), 7 in Year 3, 8 in Year 4 and 9 in Year 5.

Graduate interns. From Year 2, one or two graduate students in counseling or sport psychology a year, supervised by licensed clinicians. Interns are not paid by the program and are not counted as staff.

The board. A seven-member volunteer board approves the budget, reviews results twice a year and helps raise money. Board members serve three-year terms. The board's certified public accountant chairs the finance committee. The board's sports medicine physician, coach and school counselor advise on clinical and sports policies.

People who help us. An outside accountant who reviews our books every year, an attorney who reviews our league and school agreements, consent forms and privacy policies, an insurance agent who understands behavioral health, a billing consultant for payer enrollment and an Athlete Advisory Council and a Parent Advisory Group that meet each season.

Training. All staff and volunteers complete training in crisis response, suicide prevention, safe messaging, confidentiality, trauma-informed care and cultural humility before starting, and again each year.

Money management. Grant money is tracked separately for each funder. The Executive Director and a board member must both approve any payment over $2,500.

Milestones Narrative

Our goals for each year and how we will measure them.

- Year 1: Open the collaborative, reach about 2,500 athletes on about 150 teams, train about 120 coaches, counsel about 140 athletes in about 1,000 sessions, train about 60 Peer Wellness Captains and complete Medicaid and insurer credentialing. A balanced budget of about $446,000, with a small surplus of about $11,200. 6 paid staff.
- Year 2: Reach about 3,500 athletes on about 210 teams, train about 170 coaches and counsel about 220 athletes in about 1,700 sessions. A balanced budget of about $452,500, with a small surplus of about $11,000. 6 paid staff.
- Year 3: Add a third counselor and hubs in outlying towns, reaching about 4,800 athletes on about 290 teams and counseling about 320 athletes in about 2,500 sessions. A balanced budget of about $522,500, with a small surplus of about $11,600. 7 paid staff.
- Year 4: Add a second Youth Peer Leadership Coordinator, reaching about 6,200 athletes on about 370 teams and counseling about 430 athletes in about 3,300 sessions. A balanced budget of about $572,500, with a small surplus of about $12,100. 8 paid staff.
- Year 5: Add a fourth counselor, reaching about 7,800 athletes on about 470 teams and counseling about 560 athletes in about 4,200 sessions, with contracts and insurance payments covering about 38% of our budget. Share our approach with other states. A balanced budget of about $643,500, with a small surplus of about $12,900. 9 paid staff.

What we measure:
- Teams, athletes, coaches trained and Peer Wellness Captains trained.
- Athletes counseled, sessions, days from request to first session, appointments kept and athletes who leave early.
- Change on the PHQ-A and GAD-7 for athletes who stay in care.
- Coaches' confidence and athletes' willingness to ask for help, before and after.
- Crisis plans in place, crisis responses and follow-up.
- Athlete, family and coach satisfaction and whether athletes felt respected.
- Medicaid and insurance payments and the cost per athlete served.
- Results by gender, race and income so that we can find and fix gaps.

How we review results. The Clinical Director reviews wait times and caseloads every week, and the whole team reviews cases and outcomes monthly, without names in any report. Each season, staff, partners and our Athlete Advisory Council and Parent Advisory Group review results together, and we change what is not working. Twice a year, the board reviews results and we share them with funders and partners as totals. Every number in this plan is a goal, and we will report what really happens.

Funding Request

What we are asking for, and how the money will be used. Our request: $90,000 from the Gem State Youth Wellness Foundation for one Licensed Sports Wellness Counselor, clinical supervision and training, Mental Health First Aid and coach training materials, Peer Wellness Captain training and a Care Access Fund, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Licensed Sports Wellness Counselor salary, $62,000.
- Contractual: Clinical supervision and training, $8,000 (other funds add $4,000).
- Other: Mental Health First Aid and coach training materials, $6,000 (other funds add $2,000).
- Other: Peer Wellness Captain training and stipends, $6,000 (other funds add $4,000).
- Other: Care Access Fund (copays and rides to higher levels of care), $8,000.

Other money in the program. School district, league and parks contracts, Medicaid and insurance payments, health system and sponsor support, other grants and donors pay the other $10,000 of those lines, plus the Executive Director and Clinical Director's salary ($72,000), the second Licensed Sports Wellness Counselor ($62,000), the Coach Education and Wellness Trainer ($50,000), the Youth Peer Leadership Coordinator ($42,000), the part-time Program Coordinator and Data Specialist ($26,000), team wellness curriculum and materials ($8,000), parent and family education nights ($8,000), the telehealth, records and billing system ($14,000), the Athlete Wellness Summit and stigma reduction campaign ($8,000), insurance ($10,000), office rent and utilities ($18,000) and evaluation, accounting and administration ($14,000).

Year 1 budget: about $446,000, planned to balance with a small surplus (about $11,200 after the yearly wear on equipment). Year 1 money coming in: grants $326,000 (this request plus other grants we are applying for), school district, league and parks contracts $60,000, Medicaid and insurance payments $20,000 and health system and sponsor support and donations $40,000. Year 1 costs: Executive Director and Clinical Director $72,000; two Licensed Sports Wellness Counselors $124,000; Coach Education and Wellness Trainer $50,000; Youth Peer Leadership Coordinator $42,000; Program Coordinator and Data Specialist $26,000; clinical supervision and training about $12,000; Mental Health First Aid and coach training materials about $8,000; team wellness curriculum and materials about $8,000; Peer Wellness Captain training and stipends about $10,000; parent and family education nights about $8,000; telehealth, records and billing system about $14,000; Care Access Fund about $8,000; Athlete Wellness Summit and stigma reduction campaign about $8,000; insurance about $10,000; office rent and utilities about $18,000; evaluation, accounting and administration about $14,000; and about $4,800 a year for the wear on equipment.

About contracts and insurance income. School districts, leagues and parks departments may pay a yearly contract for each partner, using funds for student wellness and out-of-school time that change from year to year. Medicaid and insurance payments start late, because enrollment and credentialing take months, and many athletes are uninsured. We expect to average about $20 per session in Year 1 (about 1,000 sessions) and about $22 per session in Year 5 (about 4,200 sessions). The amounts in this plan are planning estimates, not promises. Payments often arrive weeks after we bill, so we plan for about $31,220 owed to us at the end of Year 1. We plan for grants and donors to cover the gap if payers are delayed or reduce support.

One-time startup costs. Startup costs of $39,300 are paid once from startup money, not from the yearly budget: $14,000 of equipment (laptops and telehealth equipment, counseling furniture and privacy screens, a projector and sound system, and locking cabinets), $3,000 for paint, flooring and sound dampening, $3,000 for the office deposit, $4,000 for the opening supply of workbooks, wellness kits and coach materials, $800 for the business license and permits, $6,000 for an attorney's review of league and school agreements, consent forms and privacy policies and for accounting setup, $4,000 for athlete-designed branding, banners and the website, and $4,500 for background checks, insurer enrollment fees and the first insurance payment.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($39,300), the cash we need to cover the wait for the first payments (about $17,200) and a cash cushion of about $108,000, which is about three months of Year 1 costs. That comes to $165,000. We start with $20,000 of our own savings and $150,000 in startup support from a health system, a community foundation and our board, $170,000 in all, which covers that amount.

The next five years. Our budget grows from about $446,000 in Year 1 to about $643,500 in Year 5. Grants are planned at $326,000, $284,500, $296,500, $287,500 and $301,500 in Years 1 to 5. School district, league and parks contracts grow from $60,000 to $150,000, Medicaid and insurance payments grow from $20,000 to $92,000 and health system and sponsor support and donations grow from $40,000 to $100,000. We add a third counselor in Year 3, a second Youth Peer Leadership Coordinator in Year 4 and a fourth counselor in Year 5. Grants fall from about 73% of our income in Year 1 to about 47% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $138,800, at the end of Year 1.

After the grant. Our plan is for leagues, schools, parks and insurance to carry a growing share of the cost each year, since we are paid for the care we provide and for the partners we serve, with grants supporting new teams and new ideas. We will also grow health system and sponsor support, explore county children's mental health funds and apply to state and national sports safety and youth mental health funds.

Risks and how we will handle them:
- An athlete is in crisis. Every partner team has a written plan, coaches and counselors are trained and we coordinate with 911, the 988 Lifeline and the county's mobile crisis team.
- Coaches or parents resist. We offer coach training that respects coaches' role, we show them that wellness supports performance and we involve respected coaches as champions.
- Medicaid or insurer credentialing takes longer than planned. We apply early, plan low insurance income in Year 1 and keep a cash cushion.
- We cannot hire a licensed counselor quickly. We start recruiting early, hire license-eligible counselors under supervision where the law allows and the Clinical Director can carry more athletes for a time.
- Athletes do not come for fear of losing playing time. Counseling is confidential and separate from the coach, coaches are trained to support help-seeking and peer captains model it.
- A league or school drops out. We keep a waiting list of partners, share results and keep agreements in writing.
- A grant ends. We keep savings, grow contract and insurance income and diversify donors.

If you are just starting. A new organization can begin before it has its own 501(c)(3) status through a fiscal sponsor: an established nonprofit that receives grants for you and passes them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Another way is to start smaller: a Youth Mental Health First Aid course for the coaches of one league, with a licensed counselor who volunteers for office hours at one field house, tracked carefully. Strong results from a small start make larger grants easier to win.

Appendix Notes

Documents to attach with this proposal:

- Your IRS 501(c)(3) determination letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current year budget.
- A list of your board members and what each one does.
- Licenses and resumes for your Clinical Director and Licensed Sports Wellness Counselors.
- Signed letters of support and agreements from each partner league, school and the parks department.
- Letters from the health system, pediatric clinics and the child psychiatrist about referrals and sponsorship.
- Your coach training outline, including the Youth Mental Health First Aid instructor certification for your trainer.
- Your crisis plan template, consent forms, confidentiality notice and privacy policy.
- Your team wellness curriculum outline.
- Your Medicaid enrollment and insurer credentialing applications, or proof they were submitted.
- Results from your pilot workshops and office hours, shown as totals.
- Proof of professional liability insurance, or a quote.
If you don't have any of this yet, no worries - let's continue.

The assumptions behind our numbers (change them in the Financials section to match your own):
- Grant Revenue: $326,000 in Year 1, then $284,500, $296,500, $287,500 and $301,500.
- School District, League and Parks Contracts: $60,000 in Year 1, then $80,000, $105,000, $128,000 and $150,000.
- Medicaid and Insurance Payments: $20,000 in Year 1 (about 1,000 sessions at about $20), then $36,000, $55,000, $75,000 and $92,000 (about 4,200 sessions at about $22 in Year 5).
- Health System and Sponsor Support and Donations: $40,000 in Year 1, growing to $100,000.
- Athletes on partner teams: about 2,500 in Year 1, then 3,500, 4,800, 6,200 and 7,800. Athletes counseled: about 140 in Year 1, then 220, 320, 430 and 560.
- Pay (a full year, per person, including payroll taxes and workers' compensation): Executive Director and Clinical Director $72,000, Licensed Sports Wellness Counselor $62,000 (two in Years 1 and 2, three in Years 3 and 4, four in Year 5), Coach Education and Wellness Trainer $50,000, Youth Peer Leadership Coordinator $42,000 (one in Years 1 to 3, two from Year 4), Program Coordinator and Data Specialist (part-time) $26,000.
- Other yearly costs in Year 1: Clinical Supervision and Training $12,000, Mental Health First Aid and Coach Training Materials $8,000, Team Wellness Curriculum and Materials $8,000, Peer Wellness Captain Training and Stipends $10,000, Parent and Family Education Nights $8,000, Telehealth, Health Records and Billing System $14,000, Care Access Fund $8,000, Athlete Wellness Summit and Stigma Reduction Campaign $8,000, Professional Liability and Property Insurance $10,000, Office Rent and Utilities $18,000, Evaluation, Accounting and Administration $14,000. These grow between 4% and 10% a year.
- Equipment: $14,000 at the start, then $2,000 to $3,000 a year.
- Startup costs: $39,300, paid once from $170,000 in startup money.
- About 7% of each year's income is still owed to us at year end.
- Tax: none, as a nonprofit.
- Every dollar amount is an estimate. Replace them with your own quotes and real budget.

Startup Costs