Therapy Dog Manual 3. RUNNING A PROGRAM A. Establishing a Therapy Dog Unit Initial requests to form a Therapy Dog Unit should be forwarded to the Provincial/ Territorial or Area Therapy Dog Coordinator who, in consultation with the local Branch or Council will review and assess local needs, resources and potential support. Once the assessment is completed, and the need is identified, approval for the program must be obtained from the Council. Then the following steps should be implemented by the Provincial/Territorial or Area Therapy Dog Coordinator in cooperation with the local Branch or Council and the Provincial/Territorial Evaluator: 1. A Unit Therapy Dog Coordinator is identified, recruited and trained. 2. A membership recruitment campaign is initiated in cooperation with the local Branch or Council by the Provincial/Territorial or Area Therapy Dog Coordinator (e.g. newspapers, local dog obedience clubs and veterinary clinics). 3. A Pre-Evaluation Seminar is arranged for interested candidates - before the handler/dog team is evaluated. At this time, visiting rules are reviewed and handlers are requested to provide veterinarian-signed verification of current immunization and health status for their dogs. Note: the handler and dog are 4. An Evaluation Workshop is arranged for interested evaluated as a team. If it is candidates and their dogs. This is the St. John intended that one dog will be Ambulance Therapy Dog Evaluation. visiting with different handlers, 5. Hospitals, nursing homes or other facilities each combination creates a appropriate for visiting are informed about the new team. Each team must be program being started in their area by direct evaluated separately (i.e. the contact from the Provincial/Territorial/Area/Unit dog must be evaluated with Therapy Dog Coordinators. each different handler separately). It is possible that 6. Initial visit schedules are developed and implemented. a dog is successful in one 7. Initial visits are assessed and evaluated. handler/dog team but not 8. Visitation schedules are developed and implemented another. and handler/dog dress items are provided. 9. As a minimum, Provincial/Territorial/Area/Unit Therapy Dog Coordinators visit each area quarterly to assess the visitation program. 10. Evaluation forms (see Chapter 8) will be distributed at least once a year to the relative establishments visited. They are to be kept on file at Provincial/Territorial Headquarters. Running a Program 3-1
B. Pre-Evaluation Seminar A Pre-evaluation Seminar has been developed to provide an orientation session for dog handlers who wish to join the Therapy Dog Program. It introduces the new member to St. John Ambulance, the Therapy Dog Program itself, and what is expected of them as a member. It is mandatory for all new members to attend the Pre-evaluation Seminar before their handler/dog team is evaluated for suitability in the Program. The dog does not accompany the handler to the Pre-evaluation seminar. Attendance will also provide an opportunity for both Coordinators and Evaluators to meet and get to know new dog handlers, to collect immunization records and to check paperwork. In addition, ideas of where new members may wish to visit can be explored. Details of the Pre-evaluation Seminar are included as Chapter 7 of this Manual. The most important elements are to teach what is expected on visitations. C. Evaluation of Handler/Dog Teams All Therapy Dog evaluations are to be carried out by the Therapy Dog Evaluator in conjunction with the local Therapy Dog Coordinator. [1] Handlers All handlers must undergo the screening process as indicated in StJCI 2-9-2. See Chapter 1, Section C for membership details. [2] Evaluations of the Handler/Dog Teams The initial evaluations for a Council will be under the guidance of the National Therapy Dog Coordinator. The new Provincial Evaluator will in turn train others to the required standards. All Evaluators are expected to complete all necessary forms, which will be held at the Council headquarters for reference. The actual evaluation, the National Therapy Dog Evaluation, will not be released to any Council wishing to set up initial programs until authorization by the National Therapy Dog Coordinator has been given. Dog handlers may be requested to pay an administration fee for the handler/dog team evaluation. This is at the discretion of the Provincial/ Territorial Commissioner, as is the amount of the fee (recommended guideline is $10). The purpose of the fee is to cover the cost of the dog kerchief and administration costs. This should be explained, in advance, to everyone who will be participating in the evaluation. Unsuccessful handler/dog teams will have an opportunity to be re-evaluated, at no additional charge, at a later date. See Chapter 2, Section C.3 of this Manual for roles and responsibilities of Evaluators and Assistant Evaluators. Evaluators have the authority to make the final decision of the program suitability of any handler/dog team presented to them for evaluation. For access to the Therapy Dog Evaluation, contact the Provincial Therapy Dog Coordinator. 3-2 Running a Program
All evaluation of handler/dog teams for admittance to the Therapy Dog Program must be conducted using the National Therapy Dog Evaluation. To ensure the preservation of national standards, no deviation from this evaluation may occur. D. Contact with Clients [1] Initial Contact Contact is made by the Coordinator either: (a) on the direct request of the establishment or organization; (b) as an enquiry to a particular establishment as part of the "placement enquiries"; or (c) as a request from a member to visit a particular establishment. Contact is made first by phone, then a personal interview and visit is made to assess feasibility by the Coordinator. Such things as suitability of dog visitation, types of patients to be visited, protocols of the establishment, further training requirements, patient requirements, specialized needs such as "non-allergic dogs" and visiting times are taken into account. Once a decision has been made by the Coordinator, a suitable handler/dog team can then be introduced. If none are available then the establishment must be informed at once, and efforts directed to finding a suitable handler/dog team as soon as possible. An appointment is then set up for the member to tour the establishment. If they are agreeable to visit, arrangements are then made for the needed training to take place and/or more visits by the Coordinator and member to visit their clients without the dog, if deemed necessary. After training and orientation is completed, the dog is introduced at the next visit with both the handler and the Coordinator - reactions of both the handler and the dog are assessed by the Coordinator. A second accompanied visit takes place. If the Coordinator is satisfied that the handler/dog team is comfortable, then a regular schedule of visits can be compiled. If the Coordinator is in doubt, they should continue to visit with the handler/dog team until they feel satisfied with the "match". If the handler/dog team proves to be unsuitable, it should be withdrawn and another handler/dog team substituted if available. Note: the accompaniment on second and subsequent visits can be made by a senior Therapy Dog member appointed by the Coordinator. Efforts should be made to accommodate the handler/dog team so they will be happy in the environment when they visit. Running a Program 3-3
[2] Ongoing and Follow-up Contact It is important that a check of the program's status takes place from time to time. An evaluation form should be sent at least once a year to each establishment with a personal follow-up if necessary as a result of the evaluation. Client concerns must be addressed immediately by the Coordinator. Contact can be maintained by the Coordinator by: (a) telephone; (b) personal visits (this can be arranged to coincide with dog visitations); (c) follow-up evaluation forms (see Chapter 8); (d) invitations to clients to Therapy Dog events to give them an overall view of the program in their area and a chance to meet other clients, members and dogs; (e) invitations to clients to attend a handler/dog team evaluation (some clients may actually want to see this before committing to the program); (f) providing results of handler/dog team evaluations to establishments, upon request, for the teams that are joining them. In some cases, a handler/dog team may need to be re-evaluated, or removed from the program completely. If the Coordinator feels that a re-evaluation should take place, the member should be advised of the problem as soon as possible and requested not to visit again until the re-evaluation has taken place. Discretion must be used when carrying out this interview. Risk management procedures must take priority to ensure the safety of the clients and their patients, our members and their dogs. The client may indicate a change in their establishment's program (e.g. a change in patient needs), resulting in reassessment and changes in delivery of the Therapy Dog service. E. Visiting Rules Every new member must be accompanied by a Therapy Dog Coordinator, or assigned volunteer, without the dog, for one visit to ensure they are comfortable with the environment they are visiting. The dog is then introduced on the next two (or more, at the discretion of the Provincial/Territorial Commissioner) accompanied visits. If no difficulties arise, a regular visitation schedule is established. St. John Ambulance practices risk management, to lower all risks for our clients, our members and our organization. All handlers are expected to adhere to the Visiting Rules. Contravention may result in dismissal from the program. 3-4 Running a Program
VISITING RULES (1) All handler/dog teams must be successful on the St. John Ambulance Therapy Dog Evaluation, which will be carried out by a certified St. John Ambulance Therapy Dog Evaluator. Teams with dogs that are unsuccessful will not be allowed to visit. (2) All handlers must be members in good standing with St. John Ambulance. All dogs must be at least one year old. (3) Handlers and their dogs must be clearly identified as members of St. John Ambulance on all visits: all handlers must wear the Therapy Dog Uniform and all dogs must wear a St. John Ambulance Therapy Dog Identification kerchief. The Therapy Dog tag is optional. These items are available from your Council. (4) All dogs must have a current rabies certificate and up-to-date vaccinations for distemper, hepatitis, para-influenza and parvo-virus. Verification will be required and kept on file by the Unit Therapy Dog Coordinator. (5) Visiting dogs must be clean and well-groomed. (6) Visiting dogs must always be on their leash, and must be under the control of the handler at all times. No one else should hold the dog's leash. (7) No more than two dogs should be in the same visiting area at any one time. A handler must have only one dog on any visit, and must have been evaluated with the dog as a handler/dog team. (8) Evaluation or visitations must not be carried out when the dog is in heat (in season). (9) Evaluation or visitations must not be carried out while dogs are wearing a haltie, promise or prong type collar or choke chain collar. A flat leather or nylon collar or a harness is preferable. The leash should be flat leather or nylon, four to six feet in length. (10) Knock on the door and ask if you may enter before you visit a resident. (11) Handlers are expected to keep a record of all visits and numbers of hours volunteered and report them regularly to their Unit Coordinator. (12) Handlers must notify their Unit Coordinator if unable to fulfill their obligations. F. Uniforms Therapy Dog handlers and dogs must be clearly identified as St. John Ambulance volunteers (see StJCI 2-12-2 for complete details about uniforms). Uniform supplies for both handlers and dogs may be developed provincially or are available through established Councils (e.g. Ontario, British Columbia). Running a Program 3-5
When on duty, Therapy Dog handlers and their dogs are required to wear the following uniforms: [1] Handlers A white shirt, golf shirt or long-sleeved sweatshirt with the St. John Ambulance logo on the left breast or left breast pocket, worn with black or dark grey pants or skirt. This is the official Therapy Dog uniform. Some establishments may request that handlers wear coloured shirts. Special consideration may be given for this at the discretion of the Provincial/ Territorial Commissioner. [2] Dogs The dog's uniform is a white kerchief with red stitched borders and the St. John Ambulance logo. Some Councils may also provide Therapy Dog Tags for the dogs to wear. [3] Formal Occasions The St. John Ambulance Brigade dress uniform, with appropriate rank markings (see StJCI 2-12-2, paragraphs 21 to 23) may be worn for formal St. John Ambulance occasions (e.g. investitures). An alternative is a navy blazer with the St. John Ambulance logo or crest on the left breast pocket, with grey pants or skirt, white shirt and black shoes. It may be appropriate for dogs to accompany their handlers on some formal occasions (e.g. if the handler and/or is receiving an award for their Therapy Dog service). On these occasions, the handler must be asked if they wish the dog to accompany them, then the event organizers must approach the appropriate people at the venue where the event will be held and seek permission for an animal to be present. The dog must wear their normal Therapy Dog uniform G. Recognition Formal awards are one form of recognition provided by St. John Ambulance. Members are encouraged to provide informal recognition to their peers, and especially to their dogs, on an ongoing basis. [1] Handlers Members of the Therapy Dog Program are eligible for all the awards listed in StJCI 2-6. Councils may choose to use Service Pins for Therapy Dog members as an alternative to Service Bars, as referred to in StJCI 2-6-1. If the Service Pin is used, it is to be worn on the left lapel of the blazer or jacket, or on the left breast of the work shirt, above the pocket if one exists. All members receive voluntary community service certificates for 100 hours of service and incremental milestones after that (see StJCI 2-6-1). 3-6 Running a Program
[2] Dogs Councils may choose to provide coloured tags or certificates as recognition to the dogs for their accumulated number of visits. Records of dog visitations must be kept at the Unit level, in the form of the handler's daily log. The Coordinator must then request the appropriate awards from their Council and arrange for their presentation. It is recommended that the following awards be issued to recognize the valuable work of the dogs in a timely and efficient manner. Note: one visit is normally two hours! 75 hours red-coloured tag! 150 hours silver-coloured tag! 250 hours gold-coloured tag Dogs wear these tags in addition to their dog kerchief and identification tags while visiting. Councils may choose to issue Community Service Certificates in addition to or in place of the tags if the cost of tags is prohibitive (see sample in Chapter 8). H. Fundraising It is the responsibility of the Branch to which a Therapy Dog Unit belongs to ensure there are sufficient funds to maintain the Unit. However, Therapy Dog Members and their dogs can assist in fundraising, and should do so under the direction of their local Branch and Therapy Dog Coordinator. All funds raised should be sent to their Branch, who will keep the funds for the sole use of that Therapy Dog Unit. Selfsupporting Units should administer funds locally, but must keep a thorough accounting of receipts and expenditures. The Therapy Dog Coordinator is responsible for briefing suitable handler/dog teams on how to present the program to potential donors, and for making appointments for them to visit, make a presentation and solicit funding. Taking the dog along tends to "touch the heart strings" and raise the level of available funding. The cost of maintaining a handler/dog team in the field will vary from place to place. Generally an average expense of $50 per team includes cost of the uniform shirt, leash and collar (if supplied), and administrative costs. This information should be readily available when approaching potential donors to give them an idea of the size of donation to give, and for what purpose it will be used. Use your imagination when seeking fundraising opportunities. Some examples are: " Service Clubs (e.g. Royal Canadian Legion, Kiwanis, Lions Club) " Large companies (e.g. banks, stores) " Employee funds " Home shows (donations) " Mall displays (donations) " United Way donations through local Branches " Veterinary donations Running a Program 3-7
I. Insurance Coverage St. John Ambulance has a national insurance policy that covers all its volunteers in the same fashion for both accident and liability insurance: 1. It provides insurance coverage for volunteers for liability, court representation and loss of hours of work, if injured while on duty (up to $400 per week). 2. In the event of a lawsuit, the volunteer's homeowner's insurance is the primary insurer, and our national insurance carrier is the secondary insurer. If the volunteer does not have homeowner's insurance, our national insurance carrier becomes the primary insurer. This is the standard in the insurance industry. 3. Insurance companies view dogs as personal property, and the national insurance policy does not provide coverage for any property insurance. This also holds true for volunteers who may make use of personal items (e.g. electronic equipment). Provincial/Territorial Councils are responsible for arranging separate property insurance for SJA property. Insurance is one form of risk management. St. John Ambulance has also included other forms of risk management into its national standards, to ensure the Therapy Dog Program is as safe for all participants and clients as possible. For example: 1. all dogs are required to undergo stringent evaluations to ensure they are of the right temperament to be St. John Ambulance Therapy Dogs; 2. all dogs require annual veterinarian-signed certification to ensure they are healthy and up-to-date with their vaccinations; 3. all dogs are required to be on a leash when visiting; 4. only one dog per handler is allowed; 5. all dogs and handlers must be visibly identified as members of the St. John Ambulance Therapy Dog Program. Note that if the circumstances of a handler/dog team change (e.g. a change in the physical limitations of either the handler or the dog), then the team evaluation may need to be repeated to ensure the safety of the handler, potential clients and the organization. This is at the discretion of the Coordinator. 3-8 Running a Program
J. Program Evaluation Program Evaluations must be carried out at both Council and local levels to assess the standard of the Therapy Dog Program. An evaluation must be conducted at the local levels at least once a year. The Program Evaluation is a tool, which can be used at any level to provide: 1. a tool to check that the Program is being conducted according to existing policy and procedure; 2. an overview of the Program's value; 3. statistical information; 4. materials for public relations. Evaluation results are rated by the local Coordinator, then forwarded to the Area and Provincial Coordinators for action, if necessary. Running a Program 3-9
3-10 Running a Program