Section 7

Master Index & Version Control

This section contains the master document index, master version control register, and master cross-reference index for all Eddie's Doggy Daycare policies, procedures, and SOPs. Individual SOPs no longer carry their own "Document Information" tables or "Related SOPs" footers — every document is covered here, in one place, for inspection-ready governance.

Document Governance

Effective version control demonstrates to inspectors and licensing authorities that the business maintains a mature, well-governed documentation system. Every document in this manual is subject to formal version control, annual review and authorised change management.

All documents must follow the version control procedures outlined here. The Owner is responsible for maintaining this master index, supported by Edward Kirwan (Owner) and Jodee (Operations & Welfare Standards Manager) for the documents in their respective ownership areas.

Revision History

The table below records material structural changes to the Operations Manual since its initial issue. Minor wording, typographical and formatting corrections are not logged here — only changes that affect document structure, scope, ownership or compliance position. Revision history is reviewed at each annual review point and at any unscheduled re-issue.

Date	Change	Rationale	Authorised by
March 2026	Initial issue of Operations Manual v1.0	Establish single source of truth for licensing inspection	Edward Kirwan (Owner)
May 2026	Transport SOPs consolidated into Section 4.2 (4.2.1–4.2.9); standalone Key Handling section (former 4.2.9) removed and merged into 4.2.9	Eliminate duplicate content; reflect that key handling is part of the transport workflow	Edward Kirwan (Owner)
May 2026	Section 3.17 (GDPR & Data Protection) reduced from ~6,000 to ~400 words	Manual to hold framework only; full GDPR policy held separately by Owner and available on request	Edward Kirwan (Owner)
May 2026	Section 3 (Health & Safety) trimmed to framework-only depth	H&S overview should orient managers, not duplicate the H&S Policy document	Edward Kirwan (Owner)
May 2026	Staff Operations Guide separated from main manual as standalone daily-use document	Separate the day-to-day reference from the governance document	Edward Kirwan (Owner)
May 2026	Management model formalised across two roles — Owner and Operations & Welfare Standards Manager (Jodee)	Reflect actual operational structure and remove single-point-of-failure ownership pattern	Edward Kirwan (Owner)
May 2026	Master Document Index (7.5) regenerated from actual section structure	Previous index listed sections that no longer existed; aligned with live structure	Edward Kirwan (Owner)
May 2026	Ownership reassigned across the Master Version Control Register from Owner-on-all to Owner / Jodee by topic	Document ownership now matches operational accountability	Edward Kirwan (Owner)
May 2026	Ghost subsection references (4.8.1, 4.8.2, 4.8.3) removed from Version Control Register and Cross-Reference Index	Subsections were absorbed into the 4.8 overview during restructuring	Edward Kirwan (Owner)
May 2026	ACTION REQUIRED callouts added to Sections 10.1 (Harlow) and 10.2 (Harlow) for outstanding site-specific detail	Make incomplete site-specific data visible to inspectors and managers	Edward Kirwan (Owner)

How to update this register

Any change that adds, removes, renumbers or reassigns ownership of a section, or that materially changes scope or compliance position, must be added to this table at the time the change is made. The change should also be reflected in the Master Version Control Register (section above) by incrementing the document's version number.

Annual Review Calendar

The Operations Manual is reviewed on a rolling annual schedule rather than in a single sitting. Spreading reviews across the year keeps the workload manageable, reduces the risk of rubber-stamping, and ensures that each section is examined when its content is most operationally relevant (for example, weather and emergency policies are reviewed ahead of winter). The Owner remains accountable for the manual as a whole; the named owner in each row is responsible for drafting the review and presenting any proposed changes to the Owner for authorisation.

Month	Sections under review	Lead reviewer	Rationale
January	Section 5 (Daily Operations), Section 6 (Customer Service)	Jodee (Operations & Welfare Standards Manager)	Quiet trading month; ideal for reviewing core operational flow before spring intake
February	Section 11 (Emergency & Incident Policies — 11.10, 11.11, 11.12, 11.16)	Edward Kirwan (Owner)	Review emergency response ahead of seasonal change and any winter incident learnings
March	Section 1 (Introduction), Section 2 (Licensing)	Edward Kirwan (Owner)	Aligns with anniversary of initial issue and licensing renewal cycle
April	Section 4.2 (Transport) and Section 11.4 / 11.5 (Vehicle Policies)	Jodee (Operations & Welfare Standards Manager)	Review transport SOPs and vehicle standards before summer routes and increased mileage
May	Section 3 (Health & Safety) including 3.15 First Aid Needs Assessment	Edward Kirwan (Owner)	H&S review ahead of summer heat-related risk period
June	Section 4.3 / 4.4 (In-Day Care and Welfare SOPs), Section 11 Welfare Policies (11.9, 11.13–11.15, 11.17)	Jodee (Operations & Welfare Standards Manager)	Welfare cluster reviewed together to maintain consistency between SOPs and policies
July	Section 11.6 / 11.7 / 11.8 (Diet, Hygiene, Lunch)	Jodee (Operations & Welfare Standards Manager)	Peak operational period — confirm hygiene standards are current
August	Section 10 (Site-Specific Information)	Jodee (Operations & Welfare Standards Manager)	Verify site-specific details (utilities, contacts, neighbours) are still accurate
September	Section 4.8, 4.10, 4.11, 4.12 (Staff, Communication, Visitor, Behaviour SOPs)	Edward Kirwan (Owner)	Aligns with annual staff appraisal cycle and post-summer staffing review
October	Section 11.2 / 11.3 (Staff Training Policy & Checklist), Section 3.13 (Training & Competency)	Edward Kirwan (Owner)	Review training framework ahead of new-year training plan
November	Section 11.1 (Terms & Conditions), Section 3.17 (GDPR & Data Protection)	Edward Kirwan (Owner)	Customer-facing and legal documents reviewed ahead of new contract year
December	Section 7 (Document Governance), Section 8 (Manager-Specific Operations), Section 9 (Forms & Templates)	Edward Kirwan (Owner)	Year-end governance check; confirm version register, revision history and forms library are current

How the review works

For each month, the lead reviewer reads the relevant sections, notes any proposed changes, and brings them to the next Owner / Manager meeting. Approved changes are made in the manual, the affected document's version is incremented in the Master Version Control Register, and a one-line entry is added to the Revision History above. If no change is required, the reviewer records "Reviewed, no change" against that month in the meeting minutes — this evidences that the review actually happened, which is what an inspector will look for.

Master Version Control Register

The table below replaces the per-document "Document Information" boxes that previously appeared at the top of every SOP. It is the single source of truth for document versions, effective dates, review dates and owners across the entire manual.

Ref	Document	Version	Effective	Review	Owner
1.1	Organisation Overview	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.2	Core Values & Expectations	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.3	Daycare Assistant & Driver Role	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.4	Required Competencies	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.5	Physical Requirements	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.6	Manager Roles & Leadership Structure	1.0	March 2026	March 2027	Edward Kirwan (Owner)
1.7	Leadership Behaviour Expectations	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.1	Legal Framework	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.2	Licence Display & Availability	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.3	Scope of Licence	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.4	Staffing & Supervision	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.5	Staff Competence & Training	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.6	Environment & Facilities	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.7	Cleanliness & Disease Control	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.8	Welfare, Enrichment & Exercise	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.9	Feeding & Medication	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.10	Behaviour Management	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.11	Transportation	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.12	Record Keeping	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.13	Emergency & Written Procedures	1.0	March 2026	March 2027	Edward Kirwan (Owner)
2.14	Compliance Monitoring	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.1	Health & Safety Policy Statement	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.2	Health & Safety Responsibilities	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.3	Risk Assessment Framework	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.4	Daily Health & Safety Checks	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.5	Accident, Incident & Near-Miss Reporting (Including RIDDOR)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.6	First Aid (Human & Canine)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.7	Fire Safety & Evacuation	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.8	COSHH (Control of Substances Hazardous to Health)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.9	Water Safety (Legionella Prevention)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.10	Visitor & Contractor Management	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.11	Weather & Environmental Risks	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.12	Personal Protective Equipment (PPE)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.13	Training & Competency	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.14	Review & Continuous Improvement	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.15	First Aid Needs Assessment	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.16	Safety Signage Requirements	1.0	March 2026	March 2027	Edward Kirwan (Owner)
3.17	GDPR & Data Protection	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.1.1	Opening Procedure (Harlow)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.1.2	Closing Procedure (Harlow)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.1.3	Opening Procedure (Harlow)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.1.4	Closing Procedure (Harlow)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.1	Van Daily Safety Check (Pre-Drive and End of Day)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.2	Loading Dogs into the Van	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.3	Unloading Dogs from the Van	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.4	Crate Handling and Multi-Dog Vans	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.5	Driving Behaviour and Dog Monitoring During Transport	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.6	Vehicle Accident and Breakdown Procedure	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.7	Dog Escape During Transport	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.8	Route Planning and Scheduling	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.2.9	Key Handling and Entering Customer Homes	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.1	Daily Cleaning & Hygiene Procedure	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.2	Barn Cleaning Procedure	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.3	Infection Control Cleaning	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.4	Deep Cleaning Procedure	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.5	Bowls, Bedding & Laundry	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.6	Vehicle Cleaning & Hygiene	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.7	Office & Staff Area Cleaning	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.3.8	Kitchen & Food Prep Area Cleaning	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.1	Daily Behaviour & Welfare Monitoring	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.2	New Dog Assessment & Introduction	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.3	Animal Handling	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.4	Behaviour Intervention (Managing Arousal, Stress & Drive)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.5	Behaviour Documentation & Communication	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.4.6	Welfare Escalation	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.5.1	Enrichment & Daily Activity Planning	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.5.2	Rest Periods & Rest Area Management	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.5.3	Puppy Care & Socialisation	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.6	New Dog Assessment, Introduction & Bonding	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)

4.8	Staff Conduct & Communication — Overview	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.8.5	Social Media & Photo Use	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.8.6	Staff Energy, Body Language & Dog Interaction	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.9	Temperature, Heat & Noise Management	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
4.10	Personal Protective Equipment (PPE)	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.11	COSHH & Chemical Handling	1.0	March 2026	March 2027	Edward Kirwan (Owner)
4.12	Attendance, Timekeeping & Reliability	1.0	March 2026	March 2027	Edward Kirwan (Owner)
5.1	Dog Fight / Serious Altercation (EOP 5.3.1)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.2	Fire Emergency & Evacuation	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.3	Injured Dog / Medical Emergency (NOP 5.3.2)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.4	Heatstroke / Temperature Emergency (NOP 5.3.3)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.5	Lost Dog (On-Site) (NOP 5.3.6)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.6	Aggressive Behaviour / Escalation (NOP 5.3.7)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.7	Emergency Closure of Daycare (NOP 5.3.4)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.8	Power Failure / Utilities Failure (NOP 5.3.5)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.9	Severe Weather / Environmental Emergency (NOP 5.3.8)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.10	Security Breach (NOP 5.3.9)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.11	Missing Key (NOP 5.3.10)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.12	General Site Evacuation (Non-Fire) (NOP 5.3.11)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.13	Emergency Authority & Decision-Making (SOP 5.4.1)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.14	Emergency Communication & Escalation (SOP 5.4.2)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
5.15	Post-Emergency Review, Reporting & Learning (SOP 5.4.3)	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
6.1	Staffing & Coverage	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.2	Recruitment & Onboarding	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.3	Training Requirements	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.4	Competency Sign-Off	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.5	Ongoing Development	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.6	Performance & Accountability	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.7	Staff Sickness & Absence Procedure	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.8	Operations Hub Training Programme — Staff	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.9	Operations Hub Training Programme — Managers	1.0	March 2026	March 2027	Edward Kirwan (Owner)
6.10	Complete Staff Induction — 2-Hour Onboarding Programme	1.0	March 2026	March 2027	Edward Kirwan (Owner)
7.1	Document Structure Overview	1.0	March 2026	March 2027	Edward Kirwan (Owner)
7.2	Version Control Procedures	1.0	March 2026	March 2027	Edward Kirwan (Owner)
7.3	Review & Update Schedule	1.0	March 2026	March 2027	Edward Kirwan (Owner)
7.4	Inspection Readiness	1.0	March 2026	March 2027	Edward Kirwan (Owner)
7.5	Master Document Index	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.1	Manager Responsibilities	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.2	Manager SOPs	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.3	Handling Complaints	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.4	Disciplinary Process	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.5	Staff Absence & Performance	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.6	Certificate & Licence Tracking	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.7	Equipment Service Management	1.0	March 2026	March 2027	Edward Kirwan (Owner)
8.8	Compliance Audit Preparation	1.0	March 2026	March 2027	Edward Kirwan (Owner)
9.1	Dog Records	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.2	Staff Records	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.3	Training Logs	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.4	Incident Logs	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.5	Cleaning Logs	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.6	Licence Documentation	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
9.7	KPI & Performance Reporting	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
10.1	Harlow Site	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
10.2	Harlow Site	1.0	March 2026	March 2027	Jodee (Operations & Welfare Standards Manager)
11.1	Terms & Conditions	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.2	Staff Training Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.3	Staff Training Checklist	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.4	Transport & Vehicle Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.5	Vehicle Cleaning Standards	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.6	Diet & Hygiene Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.7	Lunch Cleaning Standards	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.8	Lunch Monitoring Form	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.9	Welfare Monitoring Form	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.10	Extreme Weather Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.11	Emergency Closure Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.12	Incident Report Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.13	Neutering & Spaying Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.14	Euthanasia Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.15	Preventative Healthcare Plan	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.16	Emergency Contacts	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.17	Death or Escape of an Animal Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.18	Puppy Socialisation & Habituation Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.19	Behaviour Monitoring Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)
11.20	Behaviour Training & Enrichment Policy	1.0	March 2026	March 2027	Edward Kirwan (Owner)

Master Cross-Reference Index

The table below replaces the "Related SOPs" footers that previously appeared on individual SOPs. It maps each SOP to the other documents it relates to, so staff and inspectors can navigate the relationships in one place.

Ref	Document	Related Documents
4.4.2	New Dog Assessment & Introduction	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.3 Animal Handling SOP<br>4.4.4 Behaviour Intervention SOP<br>4.4.6 Welfare Escalation SOP
4.4.3	Animal Handling	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.2 New Dog Assessment & Introduction SOP<br>4.4.4 Behaviour Intervention SOP
4.4.4	Behaviour Intervention (Managing Arousal, Stress & Drive)	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.3 Animal Handling SOP<br>4.4.5 Behaviour Documentation & Communication SOP
4.4.5	Behaviour Documentation & Communication	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.4 Behaviour Intervention SOP<br>4.4.6 Welfare Escalation SOP
4.4.6	Welfare Escalation	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.4 Behaviour Intervention SOP<br>4.4.5 Behaviour Documentation & Communication SOP<br>Emergency & Incident SOPs
4.5.1	Enrichment & Daily Activity Planning	4.4.1 Daily Behaviour & Welfare Monitoring<br>4.4.4 Behaviour Intervention<br>4.5.2 Rest Periods & Rest Area Management<br>4.5.3 Puppy Care & Socialisation
4.5.2	Rest Periods & Rest Area Management	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.4.4 Behaviour Intervention SOP<br>4.5.1 Enrichment & Daily Activity Planning SOP<br>4.5.3 Puppy Care & Socialisation SOP
4.5.3	Puppy Care & Socialisation	4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.5.1 Enrichment & Daily Activity Planning SOP<br>4.5.2 Rest Periods & Rest Area Management SOP<br>4.4.6 Welfare Escalation SOP
4.6	New Dog Assessment, Introduction & Bonding	4.4.2 New Dog Assessment & Introduction SOP<br>4.4.1 Daily Behaviour & Welfare Monitoring SOP<br>4.2.2 Van Loading Procedure<br>4.2.3 Van Unloading Procedure

4.8.4	Manager–Staff Communication	4.8.4 Manager–Staff Communication
4.8.6	Staff Energy, Body Language & Dog Interaction	4.4.1 Daily Behaviour & Welfare Monitoring<br>4.4.4 Behaviour Intervention
4.11	COSHH & Chemical Handling	5.2 Fire Emergency & Evacuation SOP<br>4.10 PPE SOPs
4.12	Attendance, Timekeeping & Reliability	4.8.4 Manager–Staff Communication
5.1	Dog Fight / Serious Altercation (EOP 5.3.1)	4.4.4 Behaviour Intervention<br>5.3 Injured Dog / Medical Emergency
5.2	Fire Emergency & Evacuation	4.11 COSHH & Chemical Handling<br>5.1 Dog Fight (emergency handling)
5.3	Injured Dog / Medical Emergency (NOP 5.3.2)	5.1 Dog Fight / Serious Altercation<br>5.11 Emergency Vet Visit
5.4	Heatstroke / Temperature Emergency (NOP 5.3.3)	4.9 Temperature, Heat & Noise Management<br>5.11 Emergency Vet Visit
5.5	Lost Dog (On-Site) (NOP 5.3.6)	EOP 4.2.7 — Dog Escape (Transport)<br>4.4.1 Daily Behaviour & Welfare Monitoring
5.6	Aggressive Behaviour / Escalation (NOP 5.3.7)	4.4.4 Behaviour Intervention<br>5.1 Dog Fight / Serious Altercation
5.7	Emergency Closure of Daycare (NOP 5.3.4)	5.2 Fire Emergency & Evacuation<br>5.8 Power Failure / Utilities Failure
5.8	Power Failure / Utilities Failure (NOP 5.3.5)	5.7 Emergency Closure of Daycare<br>4.9 Temperature, Heat & Noise Management
5.9	Severe Weather / Environmental Emergency (NOP 5.3.8)	4.9 Temperature, Heat & Noise Management<br>5.7 Emergency Closure of Daycare
5.10	Security Breach (NOP 5.3.9)	5.7 Emergency Closure of Daycare<br>5.11 Missing Key
5.11	Missing Key (NOP 5.3.10)	4.2.9 Key Handling & Entering Customer Homes<br>5.10 Security Breach
5.12	General Site Evacuation (Non-Fire) (NOP 5.3.11)	5.2 Fire Emergency & Evacuation<br>5.7 Emergency Closure of Daycare
5.13	Emergency Authority & Decision-Making (SOP 5.4.1)	5.14 Emergency Communication & Escalation<br>5.15 Post-Emergency Review, Reporting & Learning
5.14	Emergency Communication & Escalation (SOP 5.4.2)	5.13 Emergency Authority & Decision-Making<br>5.15 Post-Emergency Review, Reporting & Learning
5.15	Post-Emergency Review, Reporting & Learning (SOP 5.4.3)	5.13 Emergency Authority & Decision-Making<br>5.14 Emergency Communication & Escalation<br>11.12 Incident Report Policy
6.1	Staffing & Coverage	6.2 Recruitment & Onboarding<br>6.7 Staff Sickness & Absence Procedure<br>4.12 Attendance, Timekeeping & Reliability
6.2	Recruitment & Onboarding	6.3 Training Requirements<br>11.3 Staff Training Checklist
6.3	Training Requirements	6.4 Competency Sign-Off<br>11.2 Staff Training Policy
6.4	Competency Sign-Off	6.3 Training Requirements<br>6.5 Ongoing Development
6.5	Ongoing Development	6.3 Training Requirements<br>6.6 Performance & Accountability
6.6	Performance & Accountability	6.5 Ongoing Development<br>8.4 Disciplinary Process
6.7	Staff Sickness & Absence Procedure	6.1 Staffing Requirements & Ratios<br>4.12 Attendance, Timekeeping & Reliability<br>8.4 Disciplinary Process
6.8	Operations Hub Training Programme — Staff	6.3 Training Requirements<br>6.4 Competency Sign-Off<br>6.9 Operations Hub Training Programme — Managers
6.9	Operations Hub Training Programme — Managers	6.8 Operations Hub Training Programme — Staff<br>6.3 Training Requirements<br>6.4 Competency Sign-Off<br>8.4 Disciplinary Process
6.10	Complete Staff Induction — 2-Hour Onboarding Programme	6.8 Operations Hub Training Programme — Staff<br>6.3 Training Requirements<br>6.4 Competency Sign-Off
7.1	Document Structure Overview	7.2 Version Control Procedures<br>7.5 Master Document Index
7.2	Version Control Procedures	7.3 Review & Update Schedule<br>7.5 Master Document Index
7.3	Review & Update Schedule	7.2 Version Control Procedures<br>7.4 Inspection Readiness
7.4	Inspection Readiness	7.5 Master Document Index<br>2.1 Licensing Requirements
7.5	Master Document Index	7.2 Version Control Procedures<br>7.4 Inspection Readiness

7.1 Document Structure Overview

Document Hierarchy

Level	Type	Description
1	Policies	High-level statements of intent
2	SOPs	Standard Operating Procedures - how to do things
3	NOPs	Normal Operating Procedures - routine tasks
4	EOPs	Emergency Operating Procedures - emergency response
5	Forms	Templates for recording information
6	Checklists	Step-by-step verification lists

Section Structure

Section	Content
1	Business Structure & Leadership
2	Licensing Requirements
3	Health & Safety Overview
4	Standard Operating Procedures (SOPs)
5	Emergency Procedures
6	Staffing, Training & Competency
7	Master Index & Version Control
8	Manager-Specific Operations
9	Admin & Record Keeping
10	Site-Specific Appendices
11	Site Policies & Procedures

Document Numbering

Format	Example	Description
X.Y	4.1	Main subsection
X.Y.Z	4.1.3	Sub-subsection
SOP_X.Y.Z	SOP_4.1.3	Standalone SOP document
NOP_X.Y.Z	NOP_5.3.1	Normal Operating Procedure
EOP_X.Y.Z	EOP_5.1.1	Emergency Operating Procedure

7.2 Version Control Procedures

Version Numbering

Version	Meaning
0.1, 0.2, etc.	Draft versions
1.0	First approved version
1.1, 1.2, etc.	Minor updates (typos, clarifications)
2.0, 3.0, etc.	Major updates (significant changes)

Document Lifecycle

Stage	Status	Action
1	Draft	Document being created or revised
2	Review	Pending approval
3	Approved	Active and in use
4	Superseded	Replaced by newer version
5	Archived	No longer in use; retained for records

Change Control Process

Step	Action	Owner
1	Change identified/requested	Any staff
2	Change assessed	Operations Manager
3	Document updated	Document Owner
4	Review and approval	Operations Manager / Owner
5	Version updated and published	Operations Manager
6	Staff notified of changes	Site Manager
7	Training updated if required	Training lead

Document Header Requirements

Field	Required
Document title	✅ Yes
Version number	✅ Yes
Effective date	✅ Yes
Review date	✅ Yes
Document owner	✅ Yes
Applies to	✅ Yes

7.3 Review & Update Schedule

Standard Review Periods

Document Type	Review Frequency
Policies	Annual
SOPs	6-monthly
NOPs	6-monthly
EOPs	6-monthly
Forms	Annual
Checklists	Annual

Review Triggers (Outside Schedule)

Trigger	Action
Incident involving procedure	Immediate review
Legislation change	Review within 30 days
Licence condition change	Review within 30 days
Significant operational change	Review before implementation
Staff feedback	Assess and schedule if needed
Inspection feedback	Immediate review

Review Process

Step	Action	Owner
1	Review reminder generated	System/Manager
2	Document reviewed	Document Owner
3	Changes identified	Document Owner
4	Updates made (if needed)	Document Owner
5	Approval obtained	Operations Manager
6	New version published	Operations Manager
7	Review date updated	Operations Manager

Review Calendar

Month	Documents Due
January	Emergency procedures
February	Transport SOPs
March	Cleaning & hygiene
April	Training & competency
May	Welfare procedures
June	Policies (full review)
July	Emergency procedures
August	Transport SOPs
September	Cleaning & hygiene
October	Training & competency
November	Welfare procedures
December	Year-end audit

7.4 Inspection Readiness

Inspection-Ready Documentation

Document Category	Location	Responsible
Licence & conditions	Office folder + digital	Manager
Insurance certificates	Office folder + digital	Owner
Policies (all)	This manual + printed folder	Manager
SOPs (operational)	This manual + printed folder	Manager
Emergency procedures	Displayed on site	Manager
Training records	Staff files	Manager
Incident logs	ProPet + printed backup	Manager
Cleaning logs	Site folder	Senior staff
Welfare registers	Site folder	Senior staff

Pre-Inspection Checklist

Check	Frequency
All documents current (not expired)	Monthly
Printed copies match digital	Monthly
Staff training records up to date	Monthly
Incident log complete	Weekly
Cleaning logs complete	Daily
Emergency contacts displayed	Monthly
Fire safety records current	Monthly

Inspector Access

Document	Immediately Available
Licence	✅ Yes - displayed
Insurance	✅ Yes - office folder
Policies	✅ Yes - manual/folder
Training records	✅ Yes - staff files
Recent incidents	✅ Yes - ProPet
Cleaning logs	✅ Yes - site folder

Post-Inspection Actions

Action	Timeframe	Owner
Document all feedback	Same day	Manager
Share with team	Within 24 hours	Manager
Action plan for improvements	Within 7 days	Manager
Implement changes	As required	Team
Follow-up with inspector	As required	Owner

7.5 Master Document Index

Index Scope

This index is regenerated from the actual section structure of the manual. For full per-document version, effective date and owner detail, see Section 7.2 (Master Version Control Register).

Section 4: Standard Operating Procedures

Number	Title	Status
4.1.1–4.1.4	Opening & Closing Procedures (Harlow)	Active
4.2.1–4.2.9	Transport & Vehicle Operations (incl. Key Handling 4.2.9)	Active
4.3.1–4.3.8	Cleaning & Hygiene	Active
4.4.1–4.4.6	Welfare, Behaviour Monitoring & Handling	Active
4.5.1–4.5.3	Enrichment, Rest & Puppy Care	Active
4.6	New Dog Assessment, Introduction & Bonding	Active
4.8 (+ 4.8.4–4.8.6)	Staff Conduct & Communication	Active
4.9	Temperature, Heat & Noise Management	Active
4.10	Personal Protective Equipment (PPE)	Active
4.11	COSHH & Chemical Handling	Active
4.12	Attendance, Timekeeping & Reliability	Active

Section 5: Emergency Procedures

Number	Title	Status
5.1	Dog Fight / Serious Altercation	Active
5.2	Fire Emergency & Evacuation	Active
5.3	Injured Dog / Medical Emergency	Active
5.4	Heatstroke / Temperature Emergency	Active
5.5	Lost Dog (On-Site)	Active
5.6	Aggressive Behaviour / Escalation	Active
5.7	Emergency Closure of Daycare	Active
5.8	Power Failure / Utilities Failure	Active
5.9	Severe Weather / Environmental Emergency	Active
5.10	Security Breach	Active
5.11	Missing Key	Active
5.12	General Site Evacuation (Non-Fire)	Active
5.13	Emergency Authority & Decision-Making	Active
5.14	Emergency Communication & Escalation	Active
5.15	Post-Emergency Review, Reporting & Learning	Active

Section 6: Staffing, Training & Competency

Number	Title	Status
6.1	Staffing & Coverage	Active
6.2	Recruitment & Onboarding	Active
6.3	Training Requirements	Active
6.4	Competency Sign-Off	Active
6.5	Ongoing Development	Active
6.6	Performance & Accountability	Active
6.7	Staff Sickness & Absence Procedure	Active
6.8	Operations Hub Training Programme — Staff	Active
6.9	Operations Hub Training Programme — Managers	Active
6.10	Complete Staff Induction — 2-Hour Onboarding Programme	Active

Section 10: Site-Specific Appendices

Number	Title	Status
10.1	Harlow Site	Active — site-specific detail outstanding
10.2	Harlow Site	Active — site-specific detail outstanding

Section 11: Site Policies & Procedures

Number	Title	Status
11.1	Terms & Conditions	Active
11.2	Staff Training Policy	Active
11.3	Staff Training Checklist	Active
11.4	Transport & Vehicle Policy	Active
11.5	Vehicle Cleaning Standards	Active
11.6	Diet & Hygiene Policy	Active
11.7	Lunch Cleaning Standards	Active
11.8	Lunch Monitoring Form	Active
11.9	Welfare Monitoring Form	Active
11.10	Cleaning Regime Policy	Active
11.11	Infection Control Policy	Active
11.12	Extreme Weather Policy	Active
11.13	Emergency Closure Policy	Active
11.14	Incident Report Policy	Active
11.15	Neutering & Spaying Policy	Active
11.16	Euthanasia Policy	Active
11.17	Preventative Healthcare Plan	Active
11.18	Emergency Contacts	Active
11.19	Death or Escape of an Animal Policy	Active
11.20	Puppy Socialisation & Habituation Policy	Active
11.21	Behaviour Monitoring Policy	Active
11.22	Behaviour Training & Enrichment Policy	Active
11.23	Animal Handling Policy	Active
11.24	New Dog Introduction Policy	Active

Numbering

Section 11 policies are numbered sequentially from 11.1 through 11.24. New policies should be appended in numerical order, with any renumbering recorded in the Revision History.

6. Staffing, Training & Competency 8. Manager-Specific Operations