Instructions Page

This policy template tool was created as a resource to support your agency as you develop new policies, as well as to promote consistency with your existing ones. This tool consists of two parts:

Policy Template:

The template is thorough enough to prompt you to think about most of the key considerations that would be relevant to developing or reviewing policies. However, you may not need to use all of the sections of this template, in which case you can simply delete the sections that are not relevant to you.

Use this template in whatever manner best suits your needs. If you are unsure how to proceed, consider following these steps:

Identify the problem, issue or circumstances resulting in the need for a policy.

Spend some time framing the problem/issue or articulating a problem statement. How you frame and articulate an issue will in part determine how your policy addresses it.

Determine whether anyone else has experienced this problem or issue and how they addressed it. You might look to other parts of your organization, other organizations, or other jurisdictions for models that could help address your issue.

Based on your scan of potential solutions, spend some time identifying and discussing policy solutions and options with your colleagues and staff team to determine any gaps, short comings, unintended consequences and preferred approaches.

Begin to document your draft policy by opening this template and saving it with a new filename.

Complete as much of this template as necessary or relevant to your policy, based on the research you have conducted or the information you have gathered to date. Use plain language as much as possible rather than jargon.

Customize the header and footer with your shelter name (and/or logo if you prefer) and name of the draft policy.

Delete this entire instruction page and re-save the completed draft policy.

Test your draft policy's readability either by using the readability score tool available within Microsoft Word (e.g., Flesch Reading Ease score or Flesch-Kincaid Grade Level score) or similar tool online and revise your draft document as necessary.

Aim for a Flesch Reading Ease score for 60 or higher; or

Aim for a Flesch-Kincaid Grade Level score of 8 or less.

Consult with those who will be affected by the policy and revise the draft policy as needed.

Prepare the draft policy for approval, following your agency's approval process.

Once approved, replace all previous versions.

Sample Policy:

A fictitious sample policy has been attached at the end to illustrate what a completed template might look like.

TSS Section:	Enter TSS reference #.	Subject:	Type name of policy.
Cross Reference:	List any relevant or related shelter policies, procedures, documents (e.g., plans).

Policy #:	Type assigned #.	Effective Date:	Enter date when policy will take effect.
Reviewed Date:	Enter date that policy was last reviewed, or enter "N/A".	Next Review Date:	Enter date of next review or enter "N/A"

Approval & Revision History

Version #:	Approved By:	Approval Date:
e.g., v. 1.0	Enter the name and/or title of the approval body (e.g., "Manager", "Director", "Executive Director", "Policy Committee", "Board of Directors") depending on the level of approval required.	Enter approval date.

Purpose / Reason for Policy:
Click and describe the purpose or reason for the policy. For example "To provide instruction on whether and how to refer clients to external agencies, including other shelters."

Applicable Law:
Click and list any legislation, regulation, municipal by-law or legal instruments that govern this policy or apply to this policy. If none, type "N/A"

Definitions / Acronyms:
For the purposes of this policy, the following definitions / acronyms apply: Click and type the term or acronym. means Click and type the definition for the term or acronym. Click and type the term or acronym. means Click and type the definition for the term or acronym. Click and type the term or acronym. means Click and type the definition for the term or acronym.

Policy:
Click and type policy statement or describe the policy. For more complicated or more involved policies, consider using section headings and subheadings. Scope / Exemptions: Include the scope of the policy (i.e., to whom or what does the policy apply or include) as well as exemptions to the policy.

Roles & Responsibilities:
Click and describe any general roles/responsibilities or general comments about roles/responsibilities. If none, delete. Office / Department / Program: Click and describe an internal office, department, or program role in implementing or following policy. Staff: Click and describe Staff role in implementing or following policy. Students / Volunteers: Click and describe Student / Volunteer's role in implementing or following policy.

Procedure:
Click and describe any general comments about procedures, using sub-headings as needed. If none, delete. Click and type name of procedure (e.g., Reporting Procedure). Click and describe details of procedure in step-by-step or sequential format.

Appendices:
Click and list appendices you wish to include, or type "N/A" if none. Content of appendices live under subsequent pages. All appendices should be referenced in the body of the policy document. Do not include appendices without explaining how they relate to the policy or procedures you've documented. Examples of appendices: forms, charts, tables, documents, etc.

Appendix 1:

Enter or paste content of your appendix here. If no appendix, delete this page.

Appendix 2:

Enter or paste content of your appendix here. If no appendix, delete this page.

Appendix 3:

Enter or paste content of your appendix here. If no appendix, delete this page.

TSS Section:	Section 8.1 (g)	Subject:	Pets Policy
Cross Reference:	ABC Residence Service Animal Policy ABC Residence Evacuation Plan (section on evacuating pets) ABC Residence Complaints Policy ABC Residence Cleaning Plan ABC Residence Health and Safety Policy (section on pets, allergies)

Policy #:	PP-03-2016A	Effective Date:	September 1, 2016
Reviewed Date:	N/A	Next Review Date:	September 1, 2017

Approval & Revision History

Version #:	Approved By:	Approval Date:
v. 1.0	Board of Directors	August 2, 2016

Purpose / Reason for Policy:
To provide direction on how clients' pets can be accommodated within ABC Residence, as well as limitations to accommodation.

Applicable Law:
Toronto Municipal Code: Chapter 349 (Animals)

Definitions / Acronyms:
For the purposes of this policy, the following definitions / acronyms apply: Pet means any domestic animal that a client keeps for companionship and excludes animals that are prohibited under the City of Toronto's Municipal Code (Chapter 349).

Policy:
ABC Residence will permit up to six (6) client pets onsite at any given time. The shelter manager or designate may permit more than six (6) animals onsite under extenuating circumstances, but may not permit more than eight (8) animals under any circumstances. Pets are only permitted in the client's room, private (single) bathrooms, common areas (e.g., laundry room, games room), administrative and counsellor offices. Pets are not permitted in the kitchen and dining area. ABC Residence will not provide meals or care services for any pets – this will be the client's responsibility. All pets must be under a client's control either directly (i.e., caged or on leash) or indirectly (e.g., kept in client's room) at all times within the shelter. All dogs and cats will be registered and must have a licence tag in accordance with the City of Toronto's Municipal Code (Chapter 349). ABC Residence does not permit animals that are: Prohibited under the City of Toronto's Municipal Code (Chapter 349). Not house trained and urinate/defecate inside the shelter on more than 2 occasions. Deemed dangerous by the shelter manager or used to intimidate shelter clients or staff. Scope / Exemptions: This policy applies to all shelter clients of ABC Residence. Shelter staff are not permitted to bring pets onsite. This policy does not apply to service animals or emotional support animals.

Roles & Responsibilities:
Shelter Manager (or designate): The shelter manager or designate is responsible for all decisions or dispute resolution involving pets, including but not limited to permitting more than six (6) but less than eight (8) pets onsite at any given time. The shelter manager is responsible for ensuring all staff are trained and knowledgeable about this policy. Client Support Staff: Client support staff are responsible for complying with this policy and ensuring that residents are informed of this policy. Client support staff are responsible for keeping updated list of animal related supports and services that clients may wish to access for their pets (e.g., low or no cost veterinary services). Custodial Staff: Custodial support staff are responsible for complying with routine cleaning and maintenance policies, including any cleaning that results from pet urination/defecation within the shelter. Clients: Shelter clients are responsible for the care, behaviour, and well-being of their pets at all times while at ABC Residence.

Procedure:
Admitting/Discharging Pets When a client indicates they have a pet and wish to bring them onsite, shelter staff will check the Onsite Animal Log to determine how many active shelter clients are currently admitted with pets in order to determine whether space is available. Shelter staff will record all service requests to accommodate a client's pet in the Onsite Animal Log. If space is available for the client and their pet(s), they will be admitted and recorded into SMIS and the Onsite Animal Log respectively. If there is space for the client, but none for their pet, shelter staff will inform the client of such and based on the client's request, refer the client to another service provider, ideally one that is pet-friendly. If there is space for their pet, but no space for the client, shelter staff will treat this situation as though there is no space for either (below) since pets must be under the control of the client at all times. If space is not available for either client or their pet(s), shelter staff will refer the client to another service provider, ideally one that is pet-friendly. Clients with pets may only be assigned a bed in a double occupancy room (rooms 1-8). Pets are not permitted in dorm rooms unless approved by the shelter manager. When a client is discharged, shelter staff will update SMIS and the Onsite Animal Log respectively. Complaints All pet related complaints (e.g., allergies, health and safety, noise, etc.) will be handled following ABC Residence Complaints Policy.

Appendices:
List of affordable pet and animal services

Appendix 1: No cost/ Low Cost Pet Services and Service Providers

Veterinary Care:

Vets to Go

Provide "pay-what-you-can" services for owners of dogs and cats only.

123 Main Street, Toronto, ON M1M 2N2

416-123-4567

www.vet2go.ca

info@vet2go.ca

Student Vets Association

Free clinics offered on Mon and Thur from 9-noon as part of Seneca College's veterinary technician program. Includes basic services and does not include emergency care.

Seneca College

416-123-4567

www.seneca.ca/vettech

Temporary Boarding:

Pet Spa

Provides temporary boarding services for pets. Subsidy available for owners who make less than $15,000 per year. Boarding includes meals.

123 Main Street, Toronto, ON M1M 2N2

416-123-4567

www.petspa.net

info@petspa.net