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If an employee requires a service animal as an accommodation for a disability, they must initiate the Americans with Disabilities Act (ADA) process and formally request to have their service animal accompany them at work. As part of this process, the employee must demonstrate that their disability necessitates the use of a service animal and that the presence of the animal poses no health or safety risk to others.

There are two distinct categories for service animals: Service Animals and Emotional Support Animals. Service Animals undergo extensive training and certification and are distinguished by wearing vests or other identification indicating their status. These animals are trained to perform specific tasks for individuals with disabilities. Emotional Support Animals, on the other hand, provide comfort and support but may not have formal training or certification.

In our policy, we will outline the process for requesting a service animal accommodation, including the qualifications required for each category of service animal. This may include requirements such as up-to-date vaccinations, behavioral training, and non-aggressive behavior. Our goal is to ensure a safe and productive work environment while accommodating the needs of all employees.

In the interim, if an employee expresses a need for a service animal, they may begin the ADA process by obtaining the necessary paperwork from our Human Resources department. This process involves collaboration between the employee and their healthcare provider to substantiate the need for a service animal in the workplace. Based on the information provided, we will evaluate the request and determine if accommodating the service animal is the appropriate course of action or if alternative accommodations should be considered.

Thank you for your attention to this matter. If you have any questions or concerns, please don’t hesitate to reach out to the HR department.

POLICY ON SERVICE ANIMALS

Purpose:

This policy outlines the guidelines and procedures regarding the presence of service animals in the workplace to ensure equal opportunities and accommodation for employees with disabilities.

Policy Statement:

MCON is committed to providing a safe, inclusive, and accessible work environment for all employees, including those with disabilities who require the assistance of service animals. We recognize the importance of accommodating individuals with disabilities and complying with applicable laws, including the Americans with Disabilities Act (ADA) and any relevant state or local regulations.

Definition of Service Animals:

For the purposes of this policy, a service animal is defined as a animal trained to perform specific tasks or functions directly related to the individual’s disability. These tasks may include but are not limited to:

  1. Guiding individuals who are blind or visually impaired.
  2. Alerting individuals who are deaf or hard of hearing to the presence of sounds.
  3. Assisting individuals with mobility impairments by retrieving items, opening doors, or providing stability.
  4. Alerting individuals to impending seizures or providing assistance during a medical crisis.
  5. Providing emotional support to individuals with psychiatric or mental health disabilities. Animals for emotional support must be accompanied by a physician’s note.

 

Service Animal Guidelines:

  1. Accommodation Request: Employees who require the assistance of a service animal in the workplace must notify [HR Department/Supervisor] and provide documentation verifying the need for the service animal as a reasonable accommodation for their disability. The request should be made in advance to allow for appropriate arrangements to be made.
  2. Behavior and Control: Service animals must be well-behaved, under control, and housebroken while in the workplace. The owner is responsible for ensuring that the service animal does not disrupt the work environment or pose a threat to the health and safety of others.
  3. Vaccination and Health: Service animals must be up-to-date on all vaccinations and free from parasites or communicable diseases. Employees must provide documentation of the service animal’s current vaccination records upon request.
  4. Identification: Service animals should wear a recognizable harness, vest, or other identification indicating their status as a service animal. However, employees are not required to disclose the nature of their disability or provide details about their service animal’s tasks or functions.
  5. Access and Accommodation: Service animals are permitted to accompany their owners in all areas of the workplace where employees are typically allowed to go. Reasonable accommodations will be made to ensure that employees with service animals can effectively perform their job duties.
  6. Cleaning and Hygiene: Owners are responsible for maintaining cleanliness and hygiene standards related to their service animal. This includes promptly cleaning up after their service animal if accidents occur and ensuring that the animal’s presence does not create unsanitary conditions in the workplace.
  7. Allergies and Phobias: MCON will make reasonable efforts to accommodate employees who have allergies or phobias related to animals. Employees with allergies or phobias should notify [HR Department/Supervisor] so that appropriate measures can be taken to minimize exposure and ensure a comfortable work environment for all.
  8. Training and Education: MCON may provide training and education to employees and supervisors on interacting with service animals in the workplace, including etiquette, rights and responsibilities, and disability awareness.

 

Enforcement:

Violation of this policy may result in disciplinary action, up to and including termination of employment, depending on the severity and recurrence of the offense.

Policy Review:

This policy on service animals will be reviewed periodically and updated as necessary to ensure compliance with legal requirements and best practices.

Employees will be required to sign an acknowledgement of the policy and that they have read, understand, and agree to comply with the provisions outlined in the policy.