The University of Wolverhampton is committed to providing a welcoming and inclusive environment and values the diversity of its staff and student’s. The University recognises the important role played by assistance dogs which provide valuable assistance for Disabled people. This policy has been developed to provide general information and guidance relating to assistance dogs on Campus for staff, students and visitors and includes the student accommodation. This Policy has been approved by the University’s Executive Board.

1.1 Purpose 

This procedure aims to address

1. The definition and types of assistance dogs
2. Legislation
3. The arrangements made to provide a welcoming environment for assistance dogs and their owners
4. The roles and responsibilities of the University
5. The roles and responsibilities of the assistance dog’s owner
6. University Student accommodation
7. A process to deal with issues or complaints if they arise

This policy has been reviewed considering the Equality Act (2010). University staff who fail to adhere to the terms of this policy may be subject to disciplinary action, up to and including dismissal.

1.2 Legislation

Assistance dogs and their owners are protected under the Equality Act (2010). Guide dog and assistance dog owners have important rights under the Equality Act 2010. The Equality Act (2010) ensures the same rights of Disabled people as everyone else with regards to access and participation in employment, education and services (including but not limited to: shops, banks, hotels, libraries, restaurants and taxis). Employers and service providers also have to make “reasonable adjustments” for guide dog and assistance dog owners.

The law was extended to state that service providers have to consider making changes to “physical features” which make it unreasonably difficult for Disabled individuals to use their services. The main criteria for assistance dog use are that the owner has a disability and that the dog provides help with that disability. The law does not require an assistance dog to wear a harness or jacket, but we recommend that any user on University premises uses a visual identifier for their assistance dog.

1.3 Definition and types of assistance dogs

For the purpose of this policy, an assistance dog is classed as an Auxiliary aid and has been specifically trained to assist an individual with one or more impairment or condition with day to day activities that many people may take for granted. There are a large variety of assistance dogs in relation to breeds and tasks. Assistance dogs can be trained to help people with sight, hearing difficulties, epilepsy, diabetes, physical mobility problems and psychological conditions. Assistance dogs provide independence and confidence for their handlers by carrying out practical tasks, medical alerts and/ or psychological assistance. Owners will have had specialised training in the safe and effective use of their dog.

Assistance dogs are highly trained in public access, which means they:

• Have an appropriate temperament
• Will not wander freely around the premises
• Will sit or lie quietly on the floor next to their owner
• Are unlikely to foul in a public place
• Have regular veterinary treatments
• Are covered by insurance

Assistance Dogs UK is a membership organisation of eight assistance dog charities that aims to promote the freedom, independence and rights of people with assistance dogs across the UK (https://www.assistancedogs.org.uk/). All ADUK member charities have successfully passed an extensive accreditation process that covers all aspects of their training and administration – ensuring they meet the exacting standards set by Assistance Dogs International (ADI) and the International Guide Dogs Federation (IGDF).

As ADUK organisations have been accredited by ADI and IGDF, service users and members of the public can be assured that they meet very high standards in terms of dog and user training and dog welfare. Alternatively assistance dogs can also be owner trained in which case they will not be registered through one of the associated charities. Owner trained assistance dogs maintain the same standards as a registered ADUK charity assistance dog with many individuals choosing to go down this route due to a shortage in funding and / or trained dogs in their area of need. 

The Assistance Dog Policy and Procedure applies to all employees, students and visitors of the University including those who are within a probationary period. The responsibilities and organisational arrangements for the Assistance Dog Policy lie with a variety of personnel within the University.

2.1 Arrangements Made to Provide a Welcoming Environment for Assistance Dogs and their Owners

The University of Wolverhampton’s aim is to provide a welcoming and safe environment for assistance dogs and their owners while ensuring the well-being and comfort of all staff, students and visitors. The section below identifies the different roles and responsibilities across the University. It is expected that departments should introduce their own local procedures on how this policy is implemented.

Assistance dog etiquette advises that when encountering people with assistance dogs it is advisable not to:

• Interact with the dog and distract the dog from its task
• Ask for a demonstration
• Talk to the dog before you talk to the owner
• Ask the owner about their reasons for having an assistance dog

The University of Wolverhampton will make the following arrangement to allow staff, students or visitors to bring their assistance dogs to Campus:

Estates and Facilities

1. Water bowls will be provided on all Campuses
2. The provision of water
3. Upon request a member of staff will provide familiarisation with and orientation on Campus as part of the induction

3.1 Managers (when the dog owner is a staff member)

• The line manager of the member of staff will make the person aware of this policy, including their own responsibilities and will ascertain if there are any further reasonable adjustments that need to be made
• The line manager will ensure that liaison is undertaken with the immediate colleagues of the assistance dog owner to ensure that they are aware of this policy and identify any issues or concerns. If necessary they may undertake awareness raising; or staff development with regards to appropriate assistance dog etiquette (see above). The University screens may be used as a mechanism for awareness raising should this be deemed necessary
• The University (Line manager) will ensure that a Personal Emergency Evacuation Plan (PEEP) is undertaken for the dog owner
• The line manager will ensure that an appropriate sign is installed on the staff member’s office door
• Ensure that there is a local procedure in place to implement this policy
• Any issues with the assistance dog should be raised with the dog owner 

3.2 Student Support and Wellbeing (when the dog owner is a student)

1. The Student Support and Wellbeing will signpost them to this policy and try to assist students with their initial orientation in conjunction with other colleagues
2. The TAS sheet should indicate to University staff to contact the student and discuss with them their preferred approach, which may include: contact by the Faculty, Enabling the Tutor to discuss with the student what approach they would prefer. This should include a discussion about awareness raising with other students such as the etiquette whilst around assistance dogs (see above)
3. Faculty student support will undertake a Personal Emergency Evacuation Plan (PEEP) in conjunction with the owner

3.3 Dog owner

The dog is the owner’s responsibility. If the assistance dog owner plans to be a regular customer, visitor, student or staff member of the University premises this procedure should be included in their induction so they can become familiar with its requirements. Further the owner must ensure that the:

• The dog is recorded as an assistance dog with the University of Wolverhampton (see below)
• The dog is kept on its lead at all times unless it interferes with the dog’s tasking. If the dog is not on a lead it must be under control
• The dog uses an appropriate location for toileting and the user does not allow the dog to foul the University premises. In the event of such incident, the owner must report this to the appropriate member of staff to make arrangements for this to be cleaned and sanitised
• They have the provisions for the dogs’ requirements for toileting (dog litter bags) drinking and feeding arrangements
• The dog is to be kept up to date with insurance, vaccinations, and flea/ tick / worming treatments
• The dog is to be regularly groomed particularly within molting season
• In the unlikely event that the assistance dog has a hygiene incident the dog owner should contact the relevant campus colleagues to arrange for cleaning
• To liaise with your line manager in the event of any changes associated with your assistance dog
• To undertake a risk assessment if any teaching is required in a specialist teaching space e.g. chemistry lab, sports facilities or skills labs. If a student is the dog owner, they should liaise with a relevant member of staff to complete the risk assessment
• To engage in open discussions about any issues such as fears or allergies with colleagues or students. If a person is uncomfortable with initiating those, open conversations to liaise with a line manager or tutor to facilitate the discussion

In order to register an assistance dog, the owner will need to provide copies of a current public liability insurance certificate and vaccination record. For staff members these should be provided as part of the pre-employment checks and noted on the Agresso Business World HR record. If an existing staff member develops the need to use an assistance dog, they should provide this information to their line manager for noting on the ABW HR record. For students these should be provided to Student Support and Wellbeing and the Tutor Awareness Sheet should note the use of an assistance dog.

It is noted that an assistance dog in training will not be able to fulfil the requirements for registration with the University but aligned with the mission of University of Opportunity anyone wishing to bring a trainee assistance dog onto campus should first seek permission from the Campus Manager.

If a student requires University accommodation and has an assistance dog, they are to inform the relevant Campus Hub upon making their application. Student Support and Wellbeing will try to assist with the orientation of the student on Campus upon their arrival in conjunction with other colleagues; they will also liaise with accommodation to try to ensure that all of the student’s needs are catered for and any reasonable adjustments that need to be made.

5.1 Complaints by the dog owner

Any owners with assistance dogs wishing to make a complaint about the treatment of themselves or the dog should report the incident under the Dignity at Work and Study Policy.

5.2 Concerns regarding assistance dog

If there are issues with the dog’s behaviour or fouling and an individual has a concern they should raise it with the dog owner in the first instance. As above, every effort will be made to resolve the matter informally. Fear of, and allergies to dogs are not legal grounds for complaint and are best resolved informally. Alternatively depending on the nature of the incident it may be suitable to be reported through IRAMS. In the event that it cannot be resolved informally, the issue should be escalated and dealt with through the University Complaints Procedure.

There are no exceptions to this policy.

This Policy was approved by the University’s Executive Board on 14th March 2022. The University may change this Policy at any time, and where appropriate. Where a policy is not due for review, but is found to require updating, it will remain published, unless the reasons for review render it obsolete.

For general queries, please contact the University by email or phone.

• Associate Dean - Kay Biscomb
  Email: K.Biscomb@wlv.ac.uk

• Head of Information and Compliance - Louisa Volante
  The University of Wolverhampton, Wulfruna Street, Wolverhampton WV1 1LY
  Email: Louisa.Volante@wlv.ac.uk