HR Service Animal Policy

HR SERVICE ANIMAL POLICY

Employee Information

Position Information

Employment History (most recent)

Education

References (professional)

Policy — Purpose, Scope and Definitions

Effective date:

Purpose: To establish the employer's policies and procedures for employees who require a service animal or a support animal in the workplace as a reasonable accommodation for a disability. This policy explains employee responsibilities, the accommodation request process, confidentiality protections, and employer rights where health, safety, or undue hardship concerns arise.

Scope: This policy applies to all employees, contractors, interns, and applicants while on company premises or conducting company business.

Definitions:

Service animal: an animal that is individually trained to do work or perform tasks for a person with a disability. The animal's work or tasks must be directly related to the individual's disability.

Support animal (emotional support/therapy): an animal that provides comfort or emotional support. Accommodation of support animals will be evaluated on a case-by-case basis and may require additional documentation and workplace modifications.

Request Process and Documentation

Employees requesting to be accompanied by a service animal or support animal at work must submit a written request to Human Resources and participate in an interactive process. The interactive process will identify effective, reasonable accommodations that do not impose an undue hardship or create a direct threat to health and safety.

The company may require documentation that is limited and directly related to the accommodation request, such as:

• Verification from a medical provider that the employee has a disability and that the animal performs specific tasks or provides measurable support.
• Veterinary vaccination and health records where necessary to address legitimate safety concerns.
• Information about the animal's training and tasks if relevant to the accommodation request.

All medical and related documentation collected in connection with a request for accommodation will be stored separately from personnel files and treated as confidential medical records.

Service Animal Request Form

Type of animal (check all that apply):

Service animal (trained to perform tasks) Support animal (emotional/therapy)

Medical / Veterinary Information

The employer may also request vaccination and veterinary health records where such information is necessary to address legitimate safety or health concerns.

Interactive Process and Employer Rights

By submitting this request, the employee agrees to engage in the interactive process. The employer will consider reasonable accommodations, but may deny or limit an accommodation if:

• The animal presents a direct threat to the health or safety of others that cannot be eliminated or reduced by reasonable modifications.
• The presence of the animal would impose an undue hardship on operations or fundamental job duties.
• The animal is out of control or not housebroken and the handler does not take effective measures to control it.

If removal of the animal is necessary, the employer will provide written notice of the basis for removal and an opportunity for the employee to propose alternative accommodations.

Responsibilities and Conduct

The employee (handler) is responsible for:

• Maintaining control of the animal at all times, ensuring the animal is housebroken and does not disrupt the workplace.
• Providing necessary care, cleanup, and removal of animal waste.
• Providing up-to-date vaccination and veterinary records when requested for health and safety reasons.
• Ensuring the animal does not impede egress, create hazards, or interfere with other employees' ability to perform their duties.

Confidentiality, Anti-Retaliation and Enforcement

All medical information obtained in connection with an accommodation request will be maintained confidentially and stored separately from personnel files. Only personnel with a legitimate need to know will have access.

The company prohibits retaliation against any individual for requesting accommodations or participating in the interactive process. Violations of this policy, including falsification of documentation or failure to comply with established conditions for an approved animal, may result in disciplinary action up to and including termination.

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will nature of employment. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or prior notice, unless otherwise specified in a separate written agreement signed by authorized company personnel.

Equal Employment Opportunity: The employer is an equal opportunity employer and does not unlawfully discriminate on the basis of disability or any other protected characteristic. Reasonable accommodations are provided consistent with applicable law.

Acknowledgements, Certifications and Authorizations

I certify that the information provided in this form and any supporting documentation is true and complete to the best of my knowledge. I authorize the employer to contact the medical provider or references listed as necessary to evaluate this accommodation request and to conduct any background checks that may be job-related and consistent with business necessity.

I authorize the employer to contact my medical provider as needed to verify disability-related information.

I authorize the employer to contact previous employers and to conduct background checks where permitted and job-related.

I certify that all statements in this form are complete and accurate. I understand that falsification may result in disciplinary action.

Additional Information

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