Service Animal Accommodation Policy Example – Workplace Accessibility Policies

Service Animal Accommodation Policy Sample

In this article, we’ll look at the key elements that make up an example Service Animal Accommodation Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Service Animal Accommodation Policy Template

The following are the main elements that should be included in your Service Animal Accommodation Policy:

1. Title Page

• Policy Title: Service Animal Accommodation Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Service Animal Accommodation Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The policy aims to ensure an inclusive and accessible work environment by permitting employees with disabilities to bring service animals to the workplace. It supports equal employment opportunities and compliance with relevant accessibility laws. By accommodating service animals, the policy seeks to enhance the independence and productivity of employees with disabilities, fostering a supportive and respectful workplace culture. It outlines the responsibilities of both the employer and employees to maintain a safe and efficient work environment while accommodating these needs

3. Scope

• A description of who the Service Animal Accommodation Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees with disabilities who require the assistance of service animals in the workplace. It ensures that these employees can bring their service animals to work as needed, promoting accessibility and inclusivity. The policy outlines the responsibilities of both the employer and the employee to maintain a supportive environment. It covers the necessary accommodations and any potential restrictions or guidelines to ensure the safety and comfort of all employees. This policy is part of the broader Workplace Accessibility Policies aimed at fostering an inclusive work environment

4. Definitions

• Clarify any key terms or jargon used within the Service Animal Accommodation Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Service Animal Accommodation Policy defines a service animal as a dog trained to perform tasks for individuals with disabilities. It specifies that employees must provide documentation of the animal’s training and necessity. The policy outlines the responsibilities of the employee, including maintaining control of the animal and ensuring it is well-behaved. It also details the employer’s obligations to provide reasonable accommodations unless it causes undue hardship. The policy clarifies that emotional support animals are not considered service animals under this policy. Additionally, it addresses the process for resolving disputes and the rights of other employees regarding health and safety concerns

5. Policy Statement

• A detailed outline of the Service Animal Accommodation Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Service Animal Accommodation Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees with disabilities can bring service animals to the workplace as needed. To request accommodation, employees must submit a formal request to Human Resources, including documentation of the service animal’s training and its necessity for the employee’s disability. HR will review the request and may consult with the employee to ensure the accommodation meets both the employee’s needs and workplace requirements. Service animals must be well-behaved, housebroken, and under the handler’s control at all times. The company reserves the right to request the removal of any service animal that poses a direct threat or causes significant disruption. Employees are responsible for the care and supervision of their service animals

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Service Animal Accommodation Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees with disabilities can bring service animals to the workplace as needed. Supervisors must ensure a supportive environment and address any concerns related to service animals. Human Resources is responsible for verifying documentation and facilitating accommodations. Facilities Management should ensure the workplace is accessible and safe for service animals. Employees must maintain control of their service animals and ensure they do not disrupt the workplace. Any issues or disputes should be reported to Human Resources for resolution. Compliance with local laws and regulations is mandatory for all parties involved

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Service Animal Accommodation Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Service Animal Accommodation Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Service Animal Accommodation Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.