Working and assistance animals policy

1. Working and assistance animals

1.1. Purpose

To protect the health, safety and welfare of staff, students and visitors to the University from potential hazards associated with the presence of animals on University premises or in vehicles owned or managed by the University whilst supporting people with recognised needs and ensuring that the University complies with its obligations under relevant legislation, such as the need to make reasonable adjustments under the Equality Act 2010.

1.2 Objectives

To ensure that staff, students and visitors are aware of:

• the responsibilities of the University
• the duties and limits placed on those bringing animals into the University
• the standards of behaviour required from animals and their owners 

2. Policy statement

The University is a diverse community and is committed to providing a welcoming and safe environment for all. The University also takes its responsibilities for the welfare of all staff, students and visitors seriously, including those with additional needs who may require the support of an assistance animal. The University is aware, however, that bringing animals into buildings or securing them within University grounds (e.g. tying to a railing) has the potential to cause injury, infection or allergy and has animal welfare implications.

In the interest of fairness to everyone, dogs and any other animals are not permitted to be brought into University buildings or vehicles owned or controlled by the University. The only exception to this rule is for assistance and working animals (principally dogs, but including any animal), or when animals are brought into the University as part of an official, formally organised, event. Clarification of the meaning of “Assistance animal” is provided in Appendix 1.

Emotional support animals do not have the same legal rights of access as assistance animals. Where access for an emotional support animals is requested (including to be in halls of residence), consideration will be given on a case-by-case basis. Appropriate evidence must be provided (e.g. a letter from an appropriately qualified medical/mental health professional) to confirm the support/aid the animal provides the owner in managing their condition to allow the University to review the request in detail. 

Consideration would also need to be given to the suitability of the animal’s behaviour and temperament, the animal’s welfare (e.g. it would not be acceptable to leave a dog in halls of residence all day whilst attending lectures), as well as whether:

1. key principles/requirements of this policy could still be met.
2. there are barriers to access and participation.
3. there are alternative reasonable adjustments that could be considered.

If, following detailed consideration, an emotional support animal is approved to be on campus, a plan of how this can be accommodated will need to be agreed between the owner and the University, and must be adhered to.

3. Arrangements

3.1 Responsibilities of the University

The University will make all reasonable efforts to ensure the following arrangements are in operation.

3.1.1 Facilities

The University will arrange for:

1. Adequate numbers of appropriately specified Spend Areas to be present within the campus.
2. Estates and Campus Services staff will ensure the upkeep of Spend Areas to ensure the health of the animal and the safety of the owner, including the provision of bins for animal refuse and the disposal of the refuse.
3. Access routes to be clear of hazards and obstructions
4. Rooms used by assistance animal users to be of sufficient size to accommodate the assistance animal.
5. Provision of access to water for the assistance animal (if requested)

3.1.2 Deans/Directors

Deans/Directors will arrange for:

1. Pre-entry information visits(s) to assess potential reasonable adjustments to the estate
2. Arrival or pre-arrival site orientation
3. Provision of prior notice and information to staff, students and others living or working in close proximity to the assistance animal
4. Provision of other assistance when required, or in circumstances when the assistance animal is unable to carry out its duty
5. Setting out processes and procedures for adverse incidents in relation to the presence or admittance of assistance animals, such as allergies, fear of animal presence, religious objections, and animal misbehaviour
6. Setting out processes and procedures for the care and handling of an assistance animal and their owner in an emergency situation (such as fire alarm).

3.1.3 Student Services

Student Services will advise students in relation to assistance animals and will highlight this policy to them and make them aware of the help provided by the University and their rights and responsibilities under this policy. Student Services will liaise with the student’s academic School to ensure that any reasonable adjustments needed have been made, that a risk assessment has been performed and to overcome barriers to acceptance of the assistance animal.

3.1.4 Line managers

Line managers will ensure that staff intending to use an assistance animal are aware of this policy, including their rights and responsibilities under this policy. Line managers will work with the staff member to arrange reasonable adjustments required. Line managers will also liaise with other staff to overcome barriers to acceptance of the assistance animal. People Directorate will provide support to line managers in addressing any issues that arise.

3.1.5 Other members of the University community

The University aims to create conditions whereby the treatment of students, staff and applicants for employment or study, is on the basis of their relative merits, abilities and potential. In order to achieve this, the University requires all members of its community to respect and support each other. All staff within the University are required to undertake training in equality and diversity principles and legislation to support their understanding. All people who come into contact with an assistance animal must treat it as a working animal and allow it to perform its job without interference or hindrance.

3.2 Responsibilities of people intending to bring an animal into the University

The following responsibilities are borne by people who intend to bring an animal into the University, whether that be into a University building or vehicle (see definitions).

3.2.1 Bringing animals into University buildings or vehicles

Where a member of the public or other visitor to the University wishes to bring an assistance animal (usually this will be a dog) into University buildings or vehicles in relation to a legitimate reason for the person’s presence within the University and where this access is of a temporary nature (e.g. to attend an event such as a public lecture), this will automatically be allowed (subject to the right of the University to refuse access as detailed below). The owner of the animal must still abide by the requirements of section 3.2.2 (see below).

Where staff or students intend to routinely (over 5 days) bring an assistance or working animal into University buildings or vehicles, this must be agreed in advance with the Dean/Director of the School/Directorate. Where such requests relate to disabled staff or students, the person may wish to contact Disability Services for confidential advice in the first instance. In all cases the request must be in relation to the person’s legitimate work/study-related use of University buildings or vehicles. Likewise, where staff or students request to bring an animal into University buildings or vehicles as part of an official formally organised event, this must be agreed in advance with the Dean/Director of the School/Directorate.

The University must be satisfied that:

1. The requirement is legitimate. In this regard, appropriate medical confirmation of the need for the animal may be required in relation to assistance animals.
2. Suitable accommodation is or can be made available where this is necessary. 
3. The welfare of the animal will be ensured at all times.
4. The presence of the animal will not cause issues for any work-related use of animals on campus (e.g. in relation to scientific activities).
5. The owner has been made aware of the terms and conditions under which the animal is permitted to be on site and has agreed to these [see below].

The animal owner must:

1. Request permission at the earliest opportunity from the University (via the Dean/Director of the relevant School/Directorate) to bring the animal routinely (over 5 days) into a building or vehicle (see definition section). 
2. Ensure that the animal has undergone appropriate training to conduct their assistance function and to behave in public (often known as a “public access test”). See also appendix 1.
3. Take all reasonable steps to ensure that the animal does not cause: damage or introduction of parasites to University Estate or vehicles, injury, harm or ill health, offense, nuisance or distress to other members of the community. In this regard, the School/Directorate Health & Safety adviser should be contacted and a risk assessment undertaken and agreed with School/Directorate management.
4. Ensure that the animal is covered by appropriate public liability insurance to protect the owner from third party claims for damages resulting from bodily injuries, property damage, etc.
5. Ensure that the animal does not roam freely around the University Estate and respect any access restrictions established on grounds of health and safety.
6. Ensure that the animal is not left unattended in vehicles or tied up outside University buildings.
7. Ensure that the animal does not foul University Estate or vehicles.
8. Ensure that the animal is identifiable as an assistance/working animal.
9. Ensure that the animal is under their control at all times.
10. Ensure the animal’s welfare at all times.

The University reserves the right to refuse access to a University building or vehicle by an animal under circumstances where:

1. The health, safety or welfare of the animal cannot be ensured by the adoption of reasonable control measures.
2. The health, safety or welfare of people in the building or vehicle would be unacceptably affected by the presence of the animal.
3. Animal misbehaviour issues cannot be resolved.

3.2.2 Bringing animals onto the University grounds

University grounds are open and accessible with pedestrian entrances at many locations. Staff, students and members of the public have free pedestrian access to many of these grounds and there are very few restrictions on where people can access. For this reason, the University does not place onerous restrictions on domestic animals being brought onto these areas. Any intention to bring non- domestic animals onto campus must be discussed with Estates & Campus Services in advance. The following duties are placed on owners of domestic animals when on University grounds.

The animal owner must:

1. Take all reasonable steps to ensure that the animal does not cause: damage or introduction of parasites to University Estate, injury, harm or ill health, offense, nuisance or distress to other members of the community.
2. Ensure that the animal does not roam freely around the University grounds.
3. Ensure that the animal is not left unattended in private vehicles on the campus or tied up outside University buildings.
4. Ensure that the animal does not foul University grounds.
5. Ensure that the animal is under their control at all times.
6. Ensure the animal’s welfare at all times.

Additionally, it is recommended that the animal is covered by full public liability insurance.

These general duties are in line with those required of people owning a domestic animal (typically dogs) in Scotland and take into account The Dog Fouling (Scotland) Act 2003, The Control of Dogs (Scotland) Act 2010, the Animal Health and Welfare (Scotland) Act 2006 and general Common Law duties of care. Since these duties are general and not specific to the University, public notices will not be displayed regarding the above requirements.

4. Complaints

If a student, staff member or member of public wishes to make a complaint, this will be dealt with in accordance with the standard University of Dundee complaints handling procedure. Complaints by users of assistance or working animals and complaints about such animals will handled equally and with reference to the Equality Act 2010.

5. Further information

5.1 Further assistance

If further assistance in understanding this policy is required, please contact [email protected].

General information on animal control is available via the Dundee City Council Animal Control Service website.

5.2 Related policies, procedures, guidelines and local protocols

• University of Dundee – Health and Safety Policy (2024)
• University of Dundee – Events Management Policy
• Disability Services’ website

5.3 Definitions and abbreviations

“Assistance animals” refers to an animal (most commonly a dog) specially trained to aid an individual with a disability. Guide dogs are the most common type of assistance animal, used by individuals who are blind or visually impaired. Other conditions that may require the use of assistance animals include hearing loss, mental health conditions, physical impairments, epilepsy or seizure-related disorders, autism spectrum conditions. (see also appendix 1).

“Disability” applies to a person if they have a physical or mental impairment which is having a substantial, adverse and long-term (lasting or likely to last 12 months or more) effect on their ability to perform normal day to day activities (Equality Act 2010).

“Earliest opportunity” means with as much notice as possible to ensure that appropriate discussion and consultation can occur between all necessary individuals/groups. Ordinarily, it would be expected that at least 48 hours notice will be given, but it must be noted that each case requires to be considered separately and decisions will vary in the length of time required.

“Formally organised event” means an event for staff, students or the public that has been formally approved by the Dean/Director of the School/Directorate, supports the work of the University and is of short duration (usually lasting no more than one day). The event organiser should also check whether the University Events Management Policy applies.

“Owner” The policy refers to the owner of an assistance animal. Where the owner is not the keeper/user of the animal, the responsibilities detailed are transferred as appropriate.

“Private vehicle” refers to any vehicle not own or controlled by the University.

“Reasonable adjustments” refers to changes offered by the University, where needed, and where disabled users would otherwise be at a substantial disadvantage compared with non-disabled people without them. What is reasonable will be decided on a case-by-case basis.

“Spend Area” refers to a location where animals (principally dogs) can defecate and urinate.

“Therapy animal” refers to an animal employed by an organisation to comfort people other than their handler/owner with their presence. The people they comfort do not need any diagnosis. Therapy animals may visit elderly in care homes, hospitals, those with severe disabilities, children wards, students during high stress times such as exams. These are often requested and approved to be on the premises by the management team and are a type of “working animal” (see below).

“University building” refers to any building owned or leased by the University. Note that student residences are not University buildings, since they are owned by Dundee Student Village (DSV) Ltd., which is a company operating independently from the University.

“University estate” refers to any University ground, including buildings on that ground.

“University grounds” refers to any land, excluding buildings on that land, owned by the University, including, but not limited to, the main Dundee city centre campus, West Park Centre, University House, Botanic Gardens, Riverside playing fields and Kirkcaldy campus.

“Vehicle” refers to any vehicle owned or controlled by the University, including those leased or rented.

“Working animals” refer to those that may be brought onto campus for the purpose of providing a service to the University (including in relation to official study activities) or as part of law enforcement.

6. Document information

6.1 Equality impact assessment

This policy supports the needs of those with identified additional needs, including those with pertinent protected characteristics applicable under the Equality Act 2010. There is no identified negative impact on equality. 

6.2 Approvals and renewals

Appendix 1

Definition of assistance animal

For the purpose of this policy, an animal is any animal specially trained to aid an individual with a disability. Guide dogs are the most common type of assistance animal, used by individuals who are blind or visually impaired. Other conditions that may require the use of an assistance animal include hearing loss, mental health conditions, physical impairments, epilepsy or seizure-related disorders, autism spectrum conditions. Assistance Dogs are the most common type of assistance animal and are considered further below. 

Some assistance dogs are trained by an organisation/charity (such as Guide Dogs for the Blind Association) or other organisation/charity that is a member of Assistance Dogs (UK), or by similar organisations internationally. Some assistance dogs are “owner-trained” (often utilising the services of professional independent trainers).

Regardless of how a dog is trained, in order to be considered an assistance dog it must have undergone extensive training in both assisting its owner and in public access behaviour. The dog will often have been certified in this regard by the training organisation or a third-party certifier (e.g. in relation to behaviour).

Dogs trained by members of Assistance Dogs (UK) or by an equivalent organisation in another country or by their owner and where this training is of an appropriate standard that allows the dog to be classed as an assistance dog are permitted to accompany their owners at all times and in all places within the United Kingdom (unless there is an unacceptable health and safety risk). 

On the grounds of Health and Safety responsibilities to its staff, students and visitors, the University reserves the right to refuse access for a dog that: 

1. Is not appropriately trained to support a disability of their owner and/or 
2. Does not meet the standard of behaviour required of an assistance dog in public settings. 

Types of assistance dogs

Guide Dogs assist people who are blind or are visually impaired. 

Hearing Dogs assist people who are deaf or are hearing impaired. 

Support Dogs/Dogs for the Disabled can be trained to do many other tasks that their owner may find difficult or impossible, for example: 

• Opening and closing doors
• Calling an ambulance 
• Picking up objects 
• Assisting with dressing and undressing 
• Accompanying their owner whilst shopping etc. 
• Acting as a physical support 
• Raising the alarm 
• Operating control buttons 
• Switching lights on and off 
• Carrying items 
• Loading and unloading the washing machine 
• Fetching the telephone and other items 

Support Dogs also train dogs for people with disabilities and Seizure Alert dogs for people with Epilepsy. Seizure Alert dogs are trained to behave differently when they detect a potential seizure, which may appear to be misbehaving.

Animal training

Assistance Dogs often undergo intensive training before commencing duty. They also receive further training throughout their working lives, especially in the event of change in work location or work pattern. Owners are responsible for the training needs of their Assistance Dogs, to ensure the correct and safe performance of their duties. Where there has not been any external assessment of a dog’s behaviour, the University may request that one is carried out by someone suitably qualified (such as a Clinical Animal Behaviourist with the Animal Behaviour & Training Council) this will be done at the University’s expense. This is being requested in the interest of other members of our community, as well as health and safety requirements, given the nature of our campus and facilities. Assessment standards such as the International Association of Assistance Dog Partners’ (IAADP) published minimum training standards for public access can be used, or equivalent.

Information

Assistance Dog owners are requested to inform the University to bring Assistance Dogs into the estate in advance of arrival on our premises. We recognise that this is not always possible or known as a request and therefore will address situations individually as they happen.

For long term entrance (over 5 days) into the University we request that appropriate evidence be provided (e.g. a letter from an appropriately qualified medical/mental health professional) to confirm that the individual is classified as disabled as defined by the Equality Act 2010. This is to ensure that people with well-trained pets do not enter the premises potentially affecting any Assistance Dog teams that may be on site. The University feels that this is a reasonable adjustment request to make.

As well as medical evidence, we may request evidence that the dog is trained to an appropriate level, this may include but not be limited to tasks, duties and trained response behaviour.

For short term entrance such as open days or single course days, evidence is not requested as this would be an unreasonable adjustment based on the limited time the Assistance Dog would be on the premises.

Identification

Assistance Dog owners must ensure that their Assistance Dogs are clearly identifiable. Identification recommendations are based on the situation that it does not affect the dog negatively in health or its ability to carry out tasks. For instance, wearing a full jacket/coat labelling it as an assistance dog during excessively hot weather would be unreasonable. Potentially recommended visually identification methods are lead slip, collar, ID tags, harness, vest, cape, patches. Or to potentially have the handler wear the identification, coat, shirt, bag, lanyard, etc.

Insurance

Assistance Dog insurance is highly recommended, with a valid public liability insurance that covers a working assistance dog. This would cover the owner’s personal legal liability in respect of their ownership of the Assistance Dog arising from:

• bodily injury to any third-party persons
• damage to property belonging to persons other than the owner

If the Assistance Dog is insured for public liability, we request that a copy of such certificate of cover be provided to the University. It is recommended that a level of cover of £5m is arranged.

For the avoidance of doubt, the University does not have insurance coverage for assistance animals on its premises and owners of assistance animals need to be aware that the University will not cover the costs of any claims (in relation to property damage, personal injury or other loss) made against the owners of such animals.

Access restrictions

Assistance Dog owners must respect access restrictions established by the University on grounds of health and safety. Owners must ensure that Assistance Dogs do not enter staff and students’ privately assigned spaces, such as students’ rooms within residences without permission. To access some areas, additional individual risk assessments may need to be discussed and developed.

Animal misbehaviour

Owners must make sure that their Assistance Dogs do not cause harm or injury to others and/or damage to University property. The owner/handler of the animal must always be in control. Additionally, an animal’s behaviour should not have a detrimental impact on the ability of others in the community to teach and/or learn. Preventing and correcting Assistance Dog’s misbehaviour is the owner’s responsibility. The University may request an independent dog behaviour assessment at any point if the dog’s behaviour reflects a necessity for it.

Cleanliness

Registered blind people are not required to clean up after their guide dogs and they are expected to have received the appropriate training to avoid dog waste on campus. Assistance Dog owners are responsible for the clean-up of their animal’s waste, consistent with reasonable capacity. Owners must use the spending pens or designated areas identified by the University. In the event that a dog does foul outside of these designated areas, the owner must immediately report this to an appropriate staff member so that arrangements can be made for the area to be cleaned and sanitized.

Animal care and supervision

Animal care is the owner’s responsibility. The owner ensures regular health checks, adequate standard of grooming, and the supply of food and drink at all times (the University will provide drinking water for the animal on request). 

Owners must ensure that Assistance Dogs are always kept on a lead when walking around the University estate or safely harnessed when unsupervised for short periods of time. Without additional permissions being granted, the only areas where dogs are allowed off their lead briefly are in any designated and agreed areas for toileting and exercise; The University recognises that some Assistance Dogs may be required to leave their handler to alert for support or other medical assistance. 

Owners must ensure the Assistance Dog has its requirements in relation to toileting and feeding met. Owners whose Assistance Dogs are ill, in poor health, excessively unclean or unkempt may be addressed regarding the animal's wellbeing and the animal potentially being removed from University premises. In this instance, a time framed point-of-action will be written, and the animal not allowed access to the premises until the POA is addressed. 

An owner must ensure that any symptoms of oestrus are well managed whilst their female dog is on campus. If in halls of residence, an owner chooses to ask another resident student to look after their Assistance Dog for a short period of time, the owner remains ultimately responsible, but the person looking after the dog needs to ensure all elements of this policy are adhered to. The out of hours residential student support team should be advised of any temporary arrangement put in place.

Removal of assistance dogs

The University reserves the right to remove or bar entry to an Assistance Dog when it poses a direct threat to the health & safety of others. Unresolved animal misbehaviour may also provide grounds for removal, after all reasonable measures have been taken to address this.

Damage

Assistance Dog owners are responsible for any damage to persons or University property.

Restricted access

The University may restrict access of Assistance Dogs to certain areas for health and safety reasons. Restricted areas may include laboratories, resource units, clinical areas, areas where protective clothing is required or bio security restrictions are in place. Applications for exceptions will be reviewed on a case-by-case basis.

Conflicting disabilities / Health conditions

Where an Assistance Dog poses an adverse health risk to another member of the University community, the University will seek to implement suitable arrangements to resolve the issue. Medical documentation from the affected party/parties may be requested to determine suitable alternative arrangements for either or both parties.

Religious or cultural conflicts

Religious or cultural beliefs cannot be used to prohibit access for Assistance Dogs and their owners.

Complaints

Any issues in relation to Assistance Dogs on University premises that cannot be resolved informally should be raised in accordance with the University’s Complaints procedure.