Assistance Dogs policy

1. Introduction and Scope

The University of Gloucestershire is committed to providing an inclusive environment and recognises the importance of assistance dogs to enable disabled individuals to access educational settings, the workplace and halls of residence. The University wishes to provide a welcoming and safe environment for assistance dogs, their owners, and the wider University community.

This policy sets out which animals can be authorised; the conditions under which permission is given and what a member of the University community needs to do if they have a need to bring an assistance dog onto the campus or in halls of residence.

This policy applies throughout the whole University – to staff, students and to visitors, and is made publicly available to ensure that all assistance dog owners know their responsibilities. Prospective students are advised to contact the Disability Support Team at [email protected] at the earliest opportunity to arrange a familiarisation visit. Staff are advised to talk to their line manager in the first instance and with the People Team who will set up a meeting regarding their assistance dog and any additional support that is required.

2. The Policy

The policy of the University is that no animal shall be brought on-site or into campus buildings or halls of residence unless they are a specifically authorised assistance dog.

In assessing which animals can be authorised, the University will refer to information from the Equality Act 2010, the Equality and Human Rights Commission guide to assistance dogs and information available from Assistance Dogs International (ADI) (Appendix A).

It is not a legal requirement for assistance dogs to be trained by one of the organisations listed in Appendix A. However, it is imperative that owners share information about the organisation that has supported them to train and register their animal to the level required, and be able to show that the level of training reached and the tasks their dog undertakes for them are appropriate for their dog to be considered an assistance dog (this will include the Public Access test which meets assistance dog standards). When owners can satisfy those requirements, they will be provided with access to all the University’s premises, provided their owners follow the instructions and conditions as set out below in Appendix B.

The University reserves the right to revoke permission to grant access to any dog when the owner is in breach of the guidelines laid out in this policy.  

3. Therapy and Emotional Support Animals

The University acknowledges that there is a rise in the use of animals to provide comfort to people with conditions such as mental ill health and autism spectrum conditions. However, these animals are not trained to carry out specific duties for a disabled person and therefore there is no legal requirement to permit them to university premises.

The University will not authorise therapy animals or emotional support animals within campus buildings, or within its accommodation as all campus accommodation is shared. Students are encouraged to discuss their disability support needs with the Disability Support Team who may be able to offer them alternative reasonable adjustments for support during their studies (email: [email protected]).

New and existing staff are encouraged to engage with their line manager in the first instance regarding any support that they require. The People Team can also help advise staff and managers. Staff in the Accommodation Team can also help advise on suitable alternative housing in the private sector should an animal need to be accommodated. Contacts for this team is as follows: [email protected] 01242 715322.  We also encourage students to look at local opportunities, such as volunteering at animal shelters. 

4. Exceptions

There will be circumstances, such as specific events, where permission will be granted for animals that are not assistance dogs to be permitted on certain areas of the campuses (for example in the Sanctuary spaces and the Chapel) for a limited amount of time. In these circumstances, prior approval must be sought from the Health and Safety Manager, and a full risk assessment must be carried out. Warning must be given to those occupying the spaces involved (to enable time to check for phobias and allergy risks) and owners will need to agree to abide by the conditions set out below:  

• The owner will ensure that their dog does not cause injury, ill-health, nuisance, or distress to other members of staff or students.
• The owner will ensure that their dog does not cause damage or introduce parasites to university premises.
• The owner will ensure that their dog is covered by full public liability insurance.
• The owner is responsible for the dog, and this responsibility cannot be delegated to others without ensuring they are adequately trained and understand the conditions of approval in this section.
• The owner is responsible for ensuring that the dog does not roam freely at any time within any University building or externally within the University Estate (this includes not leaving the dog within vehicles on campus or tied up outside university buildings).
• The dog does not foul areas of campus.
• The dog is only exercised in agreed areas.
• The dog is always under the control of their owner or designated trained individual.
• The dog’s welfare is given priority when deciding whether it should be brought onto campus. 
• Guidance should be followed as set out by the Animal Welfare Act 2006, covering the responsibility for animals and the duty of persons responsible for an animal.

References

Animal Welfare Act 2006

Assistance Dogs International (ADI) – Who We Are – Assistance Dogs International

Equality Act 2010 – Equality Act 2010: guidance – GOV.UK

Equality and Human Rights Commission Guide (2017) – Assistance dogs: a guide for all businesses| EHRC

Department of Environment, Food & Rural Affairs (2022). Animal Welfare Legislation: Protecting Pets Guidance.

Department of Environment, Food & Rural Affairs / CFSG (2017). Code of practice for the welfare of dogs.

Appendices

Appendix A

Assistance Dogs Definition

The Equality Act 2010 clearly states that assistance dogs that have been specifically trained to carry out specific duties for a disabled person are legally permitted to accompany their owner, partner or handler in all places.

The Equality Act 2010 defines assistance dogs as:

1. A dog trained to guide a person with visual impairment.
2. A dog trained to assist a person with hearing impairment.
3. A dog trained by a prescribed charity to assist a disabled person who has a disability that consists of epilepsy or otherwise affects the person’s mobility, manual dexterity, physical co-ordination or ability to lift, carry or otherwise move everyday objects.
4. A dog of a prescribed category which has been highly trained to assist a person who has a disability (other than one falling within paragraph (c) of a prescribed kind.

The Equality and Human Rights Commission guide to assistance dogs states:

• Assistance dogs are not pets or emotional support animals.
• Assistance dogs: –
  • are highly trained.
  • will not wander freely around the premises.
  • will sit or lie quietly on the floor next to their owner.
  • are trained to go to the toilet on command and so are unlikely to foul in a public place.
  • are usually instantly recognisable by the harness or identifying coat they wear.

Assistance Dogs International (ADI) guidance helps us to understand further the term ‘assistance dogs’ as a term for:

“a guide, hearing or service dog specifically trained to do three or more tasks to mitigate the effects of an individual’s disability.  The presence of a dog for protection, personal defence or comfort does not qualify that dog as an assistance dog”.

Dogs that have been trained and registered with one of the accredited member organisation’s listed by Assistance Dogs International (ADI) or Assistance Dogs UK (ADUK) and qualify as ‘assistance dogs’ as per the ADI definition will be easy to identify and can be provided with access to all the University’s premises, provided their owners follow the instructions and conditions as set out below in Appendix B. 

The organisation’s currently (March 2025) accepted as members by ADI or ADUK are: –

• Autism Dogs Charity
• Bravehound
• Canine Partners
• Darwin Dogs
• Dog A.I.D
• Dogs for Autism
• Dogs for Good
• Guide Dogs for the Blind Association
• Hearing Dogs for Deaf People
• Medical Detection Dogs
• Service Dogs UK
• Support Dogs
• The Seeing Dogs Alliance
• Veterans with Dogs

To find more about the ADI and ADUK accepted accredited organisations and for the most up to date member list, please see here:  Member Search – Assistance Dogs International and Find an Assistance Dog Charity – ADUK (assistancedogs.org.uk)

Appendix B

Assistance Dogs Requirements

To bring an assistance dog into university premises or in halls of residence, owners must abide by the conditions set out in this policy and will be asked to sign an agreement stating their agreement with the following: –

• The assistance dog is the responsibility of the owner alone and they must not leave the dog unattended at any point (including in vehicles).  The animal must not be allowed to roam freely at any time on campus or within any University building or halls of residence and should only be exercised within agreed areas. Using what3words these locations are as follows:
  • Park – ///tells.relate.invent
  • FCH – ///scared.softly.thinks
  • Oxstalls – ///putty.gown.fork
  • Pittville – /// secret.baking.quick 
• The owner should present information regarding the dog’s training and qualification as an assistance dog and proof of up-to-date pet insurance, including public liability cover, on a yearly basis. (Students should share this with the Disability Support Team at the start of each academic year at [email protected] , staff should share this with their Line Manager).  
• The owner must ensure that the dog is kept in a healthy state with up-to-date vaccinations and flea/worm treatment to ensure that they do not introduce parasites to university premises.
• Within University halls of residence accommodation, owners must ensure that in relation to their assistance dog, high standards of hygiene are always maintained. This applies to bedding, food and water dishes.
• The owner must ensure that their dog does not cause injury, ill-health, nuisance, or distress to students or members of staff.
• The owner must ensure that their dog does not cause damage to university premises including not fouling areas of campus other than within the assistance dog spend pens. Using what3words these locations are as follows:
  • Park – enclosed area on grass – ///bikes.custom.global
  • FCH – enclosed area on slabs – ///weds.ladder.jokes
  • Oxstalls – ///lied.vision.stores
  • Pittville – ///shield.liner.that
• The owner will be responsible for the clean-up of their dog’s waste (so far as they are physically able to). If, on occasion, an owner is unable to clean up the dog’s waste, they should report this immediately to a member of Estates staff (email: [email protected]) so that the area can be cleaned and sanitised as soon as possible.
• Assistance dogs will be kept on a lead within campus buildings, public spaces, and halls of residence.
• Assistance dogs will be easily identifiable as an assistance dog when carrying out its working role (e.g. using an appropriate harness).
• Assistance dog owners will have received full training on how to manage their animal and are expected to provide associated evidence.
• The animal’s welfare is given priority when deciding whether the animal should be brought onto campus. 
• If an assistance dog is to be housed with other students within halls of residence accommodation, the owner should confirm with the organisation who have registered the assistance dog that the accommodation offered meets the needs of the animal prior to an accommodation contract being offered. This information needs to be shared with [email protected] at the earliest opportunity to ensure a suitable room is available. Accommodation staff will be responsible for informing other students in the same accommodation that they are likely to encounter the assistance dog and ensuring that they are not adversely affected by doing so.
• Guidance should be followed as set out by the Animal Welfare Act 2006, covering the responsibility for animals and the duty of persons responsible for an animal.
• The University may restrict access of assistance dogs to certain areas for health and safety reasons (for example laboratory facilities, medical facilities etc).

Appendix C

Assistance Dogs Approvals Process – Student (applicant or current student)

Step 1

Students will either:

• Inform Disability Support Team that they would like to bring an assistance dog to the university.
• If they wish to live in halls of residence, then they must indicate on their Accommodation Application Form through ‘Additional Requirements’ that they would like to bring an assistance dog to campus.

Step 2 

Students will be sent the assistance dogs policy to read and review and asked to provide the appropriate evidence required. Please note this request must be made at least 12 weeks before the start of the academic year.

Step 3

The request will then be sent to the Estates Helpdesk. The Helpdesk will then send this onto the Facilities Manager will review the evidence and request that a Risk Assessment is completed to determine whether there are any health and safety issues to be considered.

Step 4

Once returned the Health and Safety Manager along with the Disability Services Manager will approve and inform the student of the first day they can bring their dog onto site. The Facilities Manager will inform the Facilities Team that X person has X dog on that campus.

Step 5

Disability Support Team will email a confirmation to Accommodation Team and academic departments that the student will be bringing an assistance dog with them and that this has been approved. This will be noted in the student’s Reasonable Adjustment Plan.

Step 6

Accommodation will contact the student in order to offer suitable accommodation.

Step 7

On arrival, the student may be offered orientation support to help navigate campus and familiarise themselves with dog spend areas.

Appendix D

Assistance dogs approvals process – Staff (applicant or current staff)

Step 1

Applicants can request reasonable adjustments depending on their needs.

Step 2 

Members of staff are encouraged to discuss their needs with their line manager when appointed to a post. Alternatively, a member of staff should discuss their needs with their line manager and may be referred to Occupational Health  to gain further advice on how to implement reasonable adjustments.

There may be a need to apply to Access to Work for additional funding and/or support.

To meet our insurance obligations assistance dogs owners are required to have public liability insurance and provide a copy of their policy documents when requested by their line manager. The policy document should be stored with their department/service and the People Team.

Step 3 

Depending on the needs of the individual and any recommendation made by Occupational Health or Access to Work, the line manager will work with the member of staff to implement any necessary reasonable adjustments. This may include the line manager contacting:

• Facilities Manager about the need for a risk assessment and/or PEEP.
• Estates Helpdesk if any changes are needed to the buildings that the member of staff will be using to work or teach in; or to establish where the nearest dog spending areas are located.
• IT Services if any assistive technology is required. 
• People Team as required

Step 4

Members of staff and/or their line manager should regularly review the individual’s needs, and this may include agreeing on changes to the adjustments already in place and seeking ongoing advice from Occupational Health or the People Team if required.