Animals Present at a College Location Procedure

1. Purpose

Loyalist College is committed to providing a safe, secure, and healthy environment for all members of the college community. The college recognizes the role that service animals perform and is committed to providing reasonable accommodation to those with disabilities, in alignment with the Ontario Human Rights Code. Loyalist also acknowledges that animals may be present at a college location for academic purposes or to serve and protect the community.

This procedure provides the processes for how the college manages animals at a college location. This includes accommodating service animals in the learning environment within residence, animals used during instruction, and those brought to a college location during an event.

2. Application

This procedure is applicable to all college employees, students, visitors, volunteers, contractors, and the public. External organizations that lease or rent college space, operate on college property, or are connected to any college initiatives, are responsible for upholding this policy and its related procedures.

3. Definitions

• Accommodation. An accommodation is an adjustment to an individual’s work or learning environment to ensure that people with Human Rights Code-related needs have equal opportunities, access, and benefits. Accommodation is necessary to address barriers in society that would otherwise prevent people from fully taking part in, and contributing to, the college community.
• Disability. The term disability covers a broad range and degree of conditions, some visible and some not visible. A disability may have been present from birth, caused by an accident, or developed over time. There are physical, mental, and learning disabilities, mental disorders, hearing or vision disabilities, epilepsy, drug and alcohol dependencies, environmental sensitivities, and other conditions.
• On-Duty Police Dog. A dog owned and managed by a police service.
• Owner/Handler. Any individual who is responsible for the care and control of a service animal while at a college location.
• Pet. Any domestic or tamed animal kept for companionship. A pet is not a service animal.
• Service animal. An animal described in the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario Regulation 191/11 Integrated Accessibility Standards, Section 80.45, subsection (4): an animal is a service animal for a person with disability if: (a) the animal can be readily identified as one that is being used by the person for reasons relating to the person’s disability, as a result of visual indicators such as the vest or harness worn by the animal; or (b) the person provides documentation from one of the following regulated health professionals confirming that the person requires the animal for reasons relating to the disability:
  • A member of the College of Audiologists and Speech/Language Pathologists of Ontario.
  • A member of the College of Chiropractors of Ontario.
  • A member of the College of Nurses of Ontario.
  • A member of the College of Occupational Therapists of Ontario.
  • A member of the College of Optometrists of Ontario.
  • A member of the College of Physicians and Surgeons of Ontario.
  • A member of the College of Physiotherapists of Ontario.
  • A member of the College of Psychologists of Ontario.
  • A member of the College of Registered Psychotherapists and Registered Mental Health Therapists of Ontario.
• Support animal. An animal that meets the service animal definition found in Ontario Regulation 191/11 of the Accessibility for Ontarians with Disabilities Act, 2005, section 80.45 with supporting documentation from one of the regulated health professionals listed in the service animal definition above.

4. Accommodating Requests for Service Animals in the Learning Environment for Students

Step 1. Students seeking accommodation for their service animal must go to the Health and Equitable Learning Office and obtain the ADMIN 122 Appendix B Service Animal Checklist and ADMIN 122 Appendix D Service Animal Veterinary Form. The office may request that a regulated health practitioner complete ADMIN 122 Appendix A Service Animal Request for Medical Accommodation. This will be determined on a case-by-case basis at the discretion of the office.

Step 2.  A representative from the Health and Equitable Learning Office will review the student’s completed documentation and decide whether the accommodation is approved.

Step 3. If the service animal accommodation is approved, the Health and Equitable Learning Office representative will create an Individualized Service Plan (ISP) and meet with the student to review the expectations for having a service animal in the learning environment.

The representative will send the ISP to the appropriate faculty member(s), program coordinator(s), and associate dean(s) to inform them of the accommodation and outline any relevant considerations or expectations related to the presence of the animal in the learning environment. The representative will also inform relevant college departments, such as Loyalist College Security and Facilities Management, of the approved accommodation.

If the accommodation is not approved, the Health and Equitable Learning representative will advise the student of the rationale and any additional documentation the student can provide to have the request reconsidered. Students can direct appeals of accommodation decisions to a management member of the Health and Equitable Learning Office.   

5. Process for Accommodation Requests for Service Animals in Student Residences

Step 1. Students applying for college housing in the fall semester must submit the completed ADMIN 122 Appendix B Service Animal Checklist and ADMIN 122 Appendix D Service Animal Veterinary Form to theHealth and Equitable Learning Office before July 1. Students requiring service animal accommodation in residence should apply at the same time they apply for admission. The office may request that a regulated health practitioner complete ADMIN 122 Appendix A Service Animal Request for Medical Accommodation. This will be determined on a case-by-case basis at the discretion of the office.

Step 2. The Health and Equitable Learning Office will review the submitted documentation and notify the student of the decision. In addition to the service animal requirements set out in the associated policy, a decision to accommodate a service animal in residence is based on the following criteria: the type of animal, available space, and the well-being of others. For students requesting accommodation beginning in the winter or spring term, the potential impact on current residents, including health considerations, existing accommodations, and the overall residence community, is also considered.

Step 3. If approved, the Manager, Residences and Housing Operation will:

• meet with the student to establish expectations for having a service animal in the residence. During this meeting, the student will sign ADMIN 122 Appendix C Loyalist Residence Service Animal Agreement outlining their responsibilities.
• assign a suitable room for the resident student and their animal.
• inform roommates, and if applicable, provide information about the animal’s presence and guidance on expectations and house rules.
• collaborate with Residence Life staff to address logistical concerns and support the accommodation effectively.
• communicate the finalized arrangements to relevant college departments, such as residence staff, Loyalist College Security, and Facilities Management of the approved accommodation.

6. Process for Accommodation Requests for Service Animals for Employees

Employees must follow the parameters and process outlined in HR 312 Accommodation Policy and Procedure.

Human Resources will review the request and consult with the employee to assess the request and determine appropriate accommodations. If approved, Human Resources will inform relevant college departments, such as Loyalist College Security and Facilities Management.

7. Process for Approving Animals for College Teaching and Creative Activities

Animals used during college teaching and creative activities are permitted at a college location. Faculty or staff must obtain prior approval from the relevant Dean or Department Head by submitting a detailed request outlining the purpose, type of animal, duration, and any necessary safety measures.

Prior to the arrival of the animal at a college location, faculty, staff, or an individual from the Academic Department must notify the Facilities Management department. Facilities Management will ensure that the Loyalist College Security on duty through the approved, impacted time window are made aware. There may be instances when Loyalist College Security may ask to verify the purpose of the animal’s presence at a college location, which the owner/handler must be able to readily provide.

While the animal is at a college location, it must always remain under the handler’s control and must not negatively impact other members of the college community.

8. Process for Approving Animals for Events

Requests involving animals as part of a college event must include detailed information as part of the event approval process. Third-party event hosts are required to follow the ADMIN 122 Animals Present at a College Location Policy. Final approval of such requests is subject to review by the Designated Space Administrator and other relevant college offices.

9. Accommodating Service Animals for Third-Party Contractors

Third-party contractors must seek authorization from their employer before bringing a service animal to a college location. Loyalist College requires proof of the employer’s approval to be submitted prior to the animal’s arrival at a college location. The college’s contract owner or person responsible for the contractors while on site must review the documentation and inform relevant college departments, such as Loyalist College Security. The service animal owners are responsible for ensuring that their animals comply with the ADMIN 122 Animals Present at a College Location Policy.

10. Incidents of Unauthorized Animals at a College Location

During incidents of an unauthorized animal at a college location, the Loyalist College Security will notify the handler, providing a warning and instructions to meet the requirement. Further non-compliance may result in action taken under STU 100 Student Code of Conduct, HR 100 Employee Code of Conduct, or municipal, provincial, or federal legislation.

11. Related Documentation

• ADMIN 122 Animals Present at a College Location Policy
• ADMIN 122 Appendix A: Service Animal Request for Medical Accommodation
• ADMIN 122 Appendix B: Service Animal Checklist
• ADMIN 122 Appendix C: Loyalist Residence Service Animal Agreement
• ADMIN 122 Appendix D: Service Animal Veterinary Form
• HR 312 Accommodation Policy and Procedure
• HR 100 Employee Code of Conduct
• STU 100 Student Code of Conduct

12. References

• Ontario Human Rights Code
• Canadian Human Rights Act
• Service Animals and People with Disabilities – AODA Best Practices, June 2011
• Access for Ontarians with Disability Act, 2005
• O. Reg. 191/11 Integrated Accessibility Standards Regulation