Dogs in the Workplace Policy

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1.0 Introduction

Clinical Partners seeks to encourage a working environment where everybody can contribute as fully as possible.  Our purpose is to improve the lives of our patients, their families and those who care about them, and to be a trusted provider of mental health services. We aim to do the right thing, be positive, compassionate and ambitious.   

This policy sets out Clinical Partners stance on providing employees an opportunity to bring their dogs into the workplace. Pets make our lives better in so many ways, this includes at work where they can create a fun, happy environment as well as encourage interactions among people, and get us up for regular exercise breaks. 

Pets are also a responsibility, and the opportunity to have them at our workplace is a privilege all participants must respect. To take part, employees must agree to honour this Dogs in the Workplace policy. 

2.0 Scope of policy

This policy outlines the rules for bringing, caring for and supervising dogs at the Clinical Partners office based at Unit 6, Chaldicott Barns, Semley. 

This policy relates to all employees, contractors and fee-paid clinicians. Because it would be too difficult to track requirements and participation, we do not allow visitors to bring pets to our workplace. We expect everyone to read and respect this policy. 

This policy applies to the Semley office location only, and participating pets are allowed any time their owner is at work. Pets are not allowed to attend any clinic sites or the London/Oxford clinics/offices. 

3.0 Pet requirements

To participate, pets must be: 

• At least 1 year old. 

• Up to date on vaccinations required by law. 

• Free of any communicable infections or any parasites such as fleas. 

• Clean and well groomed. 

• House-trained – both toilet and obedience trained. 

• Obedient, well-socialised and with no history of biting, excessive barking, chasing or aggressive behaviour. 

• Microchipped, to help locate and return them in case they should run away whilst visiting. 

• Covered under their owner’s homeowners/renters’ insurance policy, which must cover dog bites. 

4.0 To comply with our Dogs in the workplace policy

Pet parents who want to bring their pets to work must agree to: 

• Be 100% responsible for their pet’s behaviour, well-being, hygiene and happiness the entire time he or she is visiting. 

• Supervise their dogs at all times in the workplace. 

• Be respectful of other employees, and their pets, to ensure everyone can be as successful and productive as possible at work. 

• Manage their workspace to ensure it is “pet-proofed” and safe for their visiting pet. 

• Keep their pet with them and controlled throughout the day or make arrangements with a colleague to do so if they need to step away. 

• Ensure that their pet’s behaviour does not interfere with other employees’ comfort or ability to do their work. 

• Provide their own pet items to ensure pet safety, such as leashes, crates or gates to keep the pet securely in the employee’s work area. 

• Provide their own pet wellness items, such as waste bags, cleaning agents, toys, food and water bowls. Please note that the crockery provided in the kitchen is not to be used for dogs. 

• Provide adequate bathroom breaks, access to water and food, and exercise throughout the day. 

• Clean up effectively after their pet immediately if any accidents occur. 

• Maintain homeowners/renters' insurance that covers dog bites. 

• Be legally and financially responsible for any damage caused by their pet. 

• Keep pets out of pet-free areas e.g the kitchen or meeting rooms 

• Use alternate pet care, away from work, on days when the employee would be unable to fully manage the pet at work (e.g., an all-day meeting) or the pet is ill. 

• Take their pet home at any time if the pet’s behaviour or health makes it a distraction, nuisance, or danger to anyone else, or if asked to do so by their manager. 

• Dogs must be walked only in permitted outdoor areas. 

• Owners should clean up after their dog; with any dog mess cleaned up and removed from site.  Dog mess MUST NOT be placed in the office bin. 

• Make sure their dog does not endanger themselves or others. 

• Make sure their dog does not damage company or employee property. 

• Make sure their dog does not distract the team (e.g. barking constantly, climbing on desks, dog play). 

• Dogs must not be allowed on the sofas or any other soft furnishings. 

• Owners can leave work to walk their dogs on their lunch breaks. They should avoid using up excessive work time to look after their pets. If a pet needs constant care and attention, their owner may be instructed to leave them at home. The same goes for days that their owner has a busy schedule and will not be able to supervise them.

5.0 Number of dogs in the office

A maximum of three dogs will be allowed in the office on any day. Should you wish to book your dog in for the day please confer with your team in advance of attending the office. If more than three employees request the same day, the person who last brought in their dog will not be eligible to bring their dog in. 
 

Not having dog sitting arranged is not a valid reason that you cannot attend the office on a day in which you are contractually obliged to attend. It should be considered that bringing your pet to the office is an occasional ‘nice-to-have' rather than an alternative to pet care arrangements. 

The HR (Human Resources) department may instruct employees to restrict their pets at certain instances (e.g. company parties, Team days, etc.). We expect employees to comply with those instructions. 

6.0 Company responsibility

• We will ensure all team members and visitors feel safe in the workplace. 

• We will take team members’ concerns seriously and investigate as soon as complaints are received. 

• We have the right to review and make reasonable adjustments to the Dogs in the workplace policy as and when required to ensure the safety and wellbeing of our team members.  

• If Clinical Partners becomes aware of any allergies to dogs within our employee or contractor group who may be impacted by dogs being allowed to visit the office, we reserve the right to restrict dogs to certain days or make amendments to the policy. 

7.0 Managing Issues

Concerns related to visiting pets or the workplace pet policy should be handled in the following way: 

• Talk with the pet parent and work to resolve any issues mutually. 

• Escalate the issue to the pet owner’s supervisor/ line manager. 

• Escalate the issue to Human Resources team at hr@clinical-partners.co.uk 

8.0 Inclusivity

This policy does not apply to service/assistance animals. They are allowed to move freely with their owners. If any problem arises because of service animals, we will make appropriate accommodations to resolve it. 

9.0 Restrictions

Please respect the below-restricted areas where dogs are not allowed: 

• Team meetings, 

• Meeting rooms during meetings with external parties (unless pre-agreed), 

• Kitchens or anywhere that food is prepared. 

10.0 Review of policy

This Policy will be reviewed every 3 years or upon a change in approach /legislation / regulation – whichever is sooner.