Effective Date: February 24, 2025
Responsible Office: Human Resources

01. Purpose

Southwestern University is committed to fostering an inclusive and accessible workplace for individuals with disabilities. This policy outlines the rights and responsibilities of faculty and staff regarding the presence of animals in the workplace, consistent with applicable federal and state laws.

02. Scope

This policy applies to all faculty and staff at Southwestern University and covers the use of service animals as defined by the Americans with Disabilities Act (ADA). Emotional Support Animals (ESAs) are not permitted in the workplace, as they are not covered under the ADA’s provisions for reasonable accommodations in employment.

03. Definitions

• Service Animal: A dog (or, in limited cases, a miniature horse) individually trained to perform tasks directly related to a person’s disability. Service animals are protected under the ADA and are allowed in the workplace as a reasonable accommodation.
• Emotional Support Animal (ESA): An animal that provides emotional or psychological support but is not trained to perform specific tasks related to a disability. ESAs are not covered under the ADA and are not permitted in the workplace at Southwestern University.
• Disability: As defined under the ADA, a physical or mental impairment that substantially limits one or more major life activities.

04. Policy

4.1 Service Animals

1. Permitted Access:
   • Service animals are allowed to accompany their handlers in all areas of the workplace where employees are permitted, provided they do not disrupt workplace operations or pose a health/safety risk.
2. Permissible Inquiries:
   Supervisors or colleagues may ask the following, if not obvious:
   • Whether the animal is required due to a disability.
   • What specific tasks the animal is trained to perform.

They may not request documentation, inquire about the employee’s disability, or ask for proof of training.

1. Responsibilities of Service Animal Handlers:
   • Maintain control of the service animal at all times, using a leash, harness, or voice commands.
   • Ensure the service animal is well-behaved and does not disrupt the workplace.
   • Clean up after the service animal and ensure its hygiene.
2. Exclusions:
   A service animal may be excluded if it:
   • Is out of control, and the handler does not take effective steps to manage it.
   • Poses a direct threat to the health or safety of others.

4.2 Emotional Support Animals (ESAs)

1. Prohibition:
   • Emotional Support Animals (ESAs) are not permitted in the workplace at Southwestern University.
   • Unlike service animals, ESAs are not trained to perform specific tasks and do not qualify for accommodation under the ADA.
2. Rationale:
   • The University recognizes that ESAs may provide comfort or companionship; however, allowing animals not trained for specific tasks can disrupt the workplace, create safety concerns, and interfere with essential functions.
3. Alternative Support:
   • Employees requiring accommodations for mental health or emotional support should consult with Human Resources to explore other reasonable accommodations.

05. Policy Review

This policy will be reviewed annually by Human Resources to ensure compliance with applicable laws and workplace needs.

06. Contacts

For questions or assistance regarding this policy, please contact:

Human Resources Office
Phone: 512.863.1435
Email: hr@southwestern.edu