Printing Policy 11.12: Extreme Weather Policy on its own.
Policy 11.12 — Eddie's Doggy Daycare, Paddock Farm, Harlow, Essex CM17 9HP
Extreme Weather Policy
Document Control
Document Ref: EDDC-POL-018 | Category: Dog Welfare | Version: 2.0 Effective Date: October 2025 | Review Date: October 2026 | Owner: Edward Kirwan
Extreme Weather Policy
Purpose
This policy establishes the procedures for managing extreme weather conditions — both heat and cold — to protect the health and welfare of all dogs in our care. Dogs and puppies must never be subjected to any combination of temperature and humidity for a duration that is detrimental to their health or well-being. This policy applies to all aspects of the daycare operation, including site management, transportation, and outdoor activities.
1. Temperature Monitoring
Temperature and humidity must be monitored continuously throughout the day:
- Area temperatures are recorded on the Daily Welfare Register (EDDC-POL-009) twice daily (morning and afternoon)
- Vehicle temperatures are monitored by drivers during every journey
- Weather forecasts are checked by the manager on duty each morning before operations begin, using the Met Office app or website
2. Heat Stress — Recognition
Signs of Heat Stress
All staff must be able to recognise the following signs. Early intervention prevents escalation to heat stroke, which can be fatal.
Heat Stress (Early Signs):
- Excessive panting (out of proportion to activity)
- Excessive salivation and drooling
- Increased thirst and restlessness
- Anxiety and generalised weakness
- Seeking shade or cool surfaces
Heat Stroke (EMERGENCY — Requires Immediate Action):
- Elevated rectal temperature: Above 40°C requires immediate action; above 41°C is a dire emergency
- Vigorous, uncontrollable panting
- Laboured breathing
- Dark red or blue/purple gums
- Vomiting and/or bloody diarrhoea
- Lying down and unable to get up
- Disorientation, staggering, or collapse
Emergency Response to Heat Stroke:
- Move the dog to the coolest area immediately
- Apply cool (NOT cold/ice) water to the body — focus on neck, armpits, and groin
- Place cool, wet towels on the dog (replace frequently — they warm up quickly)
- Offer small amounts of cool water to drink (do not force)
- Call the registered vet immediately — this is a veterinary emergency
- Contact the owner
- Continue cooling measures during transport to the vet
3. Cold Stress & Hypothermia — Recognition
Cold Stress / Hypothermia Signs:
| Severity | Rectal Temperature | Signs |
|---|---|---|
| Mild | 32–37°C | Shivering, seeking warmth, reluctance to move, mild lethargy |
| Moderate (Emergency) | 27–32°C | Muscle stiffness, slow/shallow breathing, depression, disorientation |
| Severe (Dire Emergency) | Below 27°C | Fixed dilated pupils, unresponsive, very slow heart rate, collapse |
Emergency Response to Hypothermia:
- Move the dog to a warm indoor area immediately
- Wrap in warm, dry blankets (towels warmed on a radiator are ideal)
- Place warm (not hot) water bottles wrapped in towels against the body
- Do not rub or massage — this can cause cold blood from extremities to reach the core
- Call the registered vet immediately
- Contact the owner
4. Temperature Management — Facilities
Eddie's Doggy Daycare has the following temperature regulation equipment:
- 3 barn structures with heaters (winter) and natural ventilation
- Indoor areas in the main building and steel building with heating and air conditioning
- Multiple shade structures in outdoor play areas
- Cooling equipment (summer): Fans, air conditioning units, cooling towels, cooling jackets, paddling pools, sprinklers
- Warming equipment (winter): Electric heaters with protective casing, heated beds, extra blankets. All heaters have secure guards.
- Vehicles: All vans are fitted with air conditioning and heating. Vehicles also have ventilation units to increase airflow. Cooling mats are placed in cages during hot periods.
5. Hot Weather Protocols
When temperatures are forecast to exceed 25°C:
| Temperature | Actions |
|---|---|
| 25–26°C | Increase water station checks to every 30 minutes. Provide shade access at all times. Reduce high-energy activity. Deploy paddling pools and cooling mats. |
| 28–30°C | Move all dogs to shaded/indoor areas for majority of the day. Short outdoor breaks only (10 minutes max). Air conditioning must be running in all indoor areas. |
| 30–33°C | Outdoor activity limited to toileting only. All dogs indoors with air conditioning. Consider shortening the daycare day. Cancel afternoon walks. |
| Above 33°C or Met Office/NHS heat warning | Service may be altered, suspended, or cancelled. Management will notify all customers by 7:00 AM. Refer to Emergency Closure Policy (EDDC-POL-019). |
6. Cold Weather Protocols
When temperatures are forecast below 5°C:
| Temperature | Actions |
|---|---|
| 0–5°C | Ensure all heaters are operational before dogs arrive. Provide extra blankets and bedding. Outdoor play in short sessions (15-20 minutes) with monitoring. |
| Below 0°C | Limit outdoor access to toileting only. Check for ice on pathways and salt/grit as needed. Ensure water bowls are not freezing. |
| Snow/Ice warning (Yellow, Amber, Red) | Service may be altered, suspended, or cancelled. Priority is safe transportation — if roads are unsafe, the pick-up/drop-off service will be cancelled. Customers may self-transport if the site remains open. |
7. Vehicle Transportation in Extreme Weather
- Hot weather: Air conditioning must be running before any dog is loaded. Dogs must never be left in a vehicle unattended. Journey times should be minimised.
- Cold weather: Heating must be running before dogs are loaded. Crate blankets should be provided for small or short-coated breeds.
- Any extreme weather: If Met Office warnings are in effect, management will assess whether it is safe to operate the pick-up/drop-off service. Customer safety and dog welfare take priority over maintaining the service.
8. Communication
In the event of any weather-related service change, management will:
- Check forecasts and warnings by 6:00 AM
- Make a decision on service operation by 6:30 AM
- Notify all affected customers by 7:00 AM via SMS, WhatsApp, or phone call
- Post any updates on social media channels
Authorised By
Edward Kirwan — Owner & Company Director, Eddie's Doggy Daycare Limited Document Ref: EDDC-POL-018
Read and understood — staff name & signature
Date