Bequest - Animals

This is how to enter an animal onto the system that is left by bequest to your organisation by the owner. There are two methods: an information file to record the details before the animal enters care, and an in care file once the owner passes guardianship to your organisation.

Information Only

1. Search for bequest person.
• If found, skip to step #2.
• If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen.
• Fill in the relevant blanks on the Add New Person page. Mandatory fields: first name, last name, residential address, mailing address if different than residential, telephone number, and gender.  Depending on your organisation you may be required to confirm identification and include the date of birth. There may be further information to be added for bequest: please see Quick Reference document “Bequest Set-Up – Person” for further information.
• Click Update Details.
2. Click the List All Animals link in the Person Menu to see if the animal already has a file. If it does, make a note of the Animal ID number and return to the Person Details page.
3. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left-hand section of the screen and then click on the Bequest link in the Personal Categories section.
4. Before you can add bequest animals you must first enter bequest details by clicking the Add Bequest Details link. 
• At minimum select a Physical Location from the highlighted drop down. This should relate to the location the person is associated with and/or would be caretaking their animals. 
• Add any other relevant information required here. (See Bequest - Set up Person)
• Click Update Details
5. On the Edit Surrender Details page click on the Add New Bequest Animal as information only* link.
   • *If the animal is already in the system on the on the Edit Bequest Information page click on the Add Existing Bequest Animal as information only link.
   • *On the Animal Search page enter the Animal ID in the Go To Animal ID field.  Click View, then on the resulting search return click Edit open the Animal Details page.
6. Complete the following (All Yellow fields are mandatory and may or may not be listed below):

Identification Details

1.  If the animal has any Identification on it should be filled in at this time.  The ID Checked field should always be populated to confirm that there is no ID on the animal if all fields are blank.
2. There is an area for the confirmation of Microchip numbers as to their existence in the animal or not under Identification Confirmation details. This is the light blue area just under the Identification area of the system and is optional.

Animals Details

1. Animal Name:  enter the animal’s name.
2. Age:  enter the animal’s age by using the applicable weeks, months, years fields. The DOB will automatically calculate. Identify if this is an approximate age by clicking the check box.  If the DOB is known, click on the Calendar Icon to select the date (remember to select year then month then the day if the animal was born in a previous year) then click on the Calculate the Age.
3. Class:  The selection from this list will determine the Type list.  DOMESTIC will default and should be used for cats, dogs, puppies, kittens and birds.  For small pets, such as mice, change this to Pocket Pet.  For unusual pets, such as snakes, change this to Exotic.  For farm animals, such as goats, change this to Livestock.
4. Type: The Type list is driven by what is selected in the Class field.  Click on the down arrow to select the type of animal this is.  EX: dog, puppy, cat, etc.
• a.   If cat or kitten is selected the Feral field may become mandatory, depending on local settings.
5. Breed/Species:  The Breed/Species list is driven by what animal Type is selected. Type in the first three letters of the animal’s primary breed then wait for the database to offer suggestions and select the most appropriate.  If the animal is a mixed breed, select the breed the animal primarily looks like. You can mark the animal as a mixed or pure breed, and add a secondary breed/species if known/applicable.
6. Desexed: Select Yes, No or Unknown as applicable by clicking the down arrow.If "yes" is selected, you may wish to click the "Previously Desexed" check box beside it to indicate the animal was already Spayed or Neutered in case it should enter care in future. 
7. Gender:  Click the down arrow to select the animal’s gender.
8. Primary Colour:  The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary colour.
9. Secondary Colour:  The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary colour.
10. Distinguishing Features: This field is VERY important!  Record any patterns on the animal, missing appendages, any scars, tattoos, pregnant, on heat, any injuries, shaved patches etc.  Having no distinguishing features is a feature in itself so indicate this if that is the case.  This field makes the animal an individual and details recorded now may be vital in future.

Status Details

1. Jurisdiction: click on the down arrow to select the applicable jurisdiction.

General Details

1. Click Add Details.

Don’t forget to:

• Complete the Animal Behaviour questions located in the Animal Menu on the right side of the Edit Animal Details page, if required.
• Upload a photo of the animal if available.
• Enter vaccinations, tests and treatments if known.
• Print out a Kennel Card as required for your records
• Add any applicable notes to the General Animal Notes link in the Animal Menu on the right side of the Edit Animal Details page.  Usually, the category of Ownership Notes would be used for a surrendered animal.

Bequest Animal In Care:

1. Search for bequest person.
• If found, skip to step #2.
• If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen.
• Fill in the relevant blanks on the Add New Person page. Mandatory fields: first name, last name, residential address, mailing address if different than residential, telephone number, and gender.  Depending on your organisation you may be required to confirm identification and include date of birth. There may be further information to be added for bequest: please see Quick Reference document “Bequest Set-Up – Person” for further information.
2. Click Update Details.
3. Click the List All Animals link in the Person Menu to see if the animal already has a file. If it does, make a note of the Animal ID number and return to the Person Details page.
4. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left-hand section of the screen and then click on the Bequest link in the Personal Categories section.
5. On the Edit Surrender Details page click on the Add New Bequest Animal that has come into the Shelter* link.
• *If the animal is already in the system on the on the Edit Bequest Information page click on the Add Existing Bequest Animal that has come into the Shelter link.
• *On the Animal Search page enter the Animal ID in the Go To Animal ID field.  Click View, then on the resulting search return click Edit open the Animal Details page.
6. Complete the following (All Yellow fields are mandatory and may or may not be listed below):
7. Identification Details
• Status: click on the down arrow and select the most appropriate status.  The most common is Awaiting Vet Exam / Health Check.
• If an in-house Shelter Tag/Band Number is issued, enter this in the applicable text box.
• If the animal has any Identification on it should be filled in at this time.  The ID Checked field should always be populated to confirm that there is no ID on the animal if all fields are blank.
• There is an area for the confirmation of Microchip numbers as to their existence in the animal or not under Identification Confirmation details. This is the light blue area just under the Identification area of the system and is optional.
8. Animals Details
• Animal Name:  enter the animal’s name.
• Age:  enter the animal’s age by using the applicable weeks, months, years fields. The DOB will automatically calculate. Identify if this is an approximate age by clicking the check box.  If the DOB is known, click on the Calendar Icon to select the date (remember to select year then month then the day if the animal was born in a previous year) then click on the Calculate the Age.
• Class:  The selection from this list will determine the Type list.  DOMESTIC will default and should be used for cats, dogs, puppies, kittens and birds.  For small pets, such as mice, change this to Pocket Pet.  For unusual pets, such as snakes, change this to Exotic.  For farm animals, such as goats, change this to Livestock.
• Type: The Type list is driven by what is selected in the Class field.  Click on the down arrow to select the type of animal this is.  EX: dog, puppy, cat, etc.
• i.    If cat or kitten is selected the Feral field may become mandatory, depending on local settings.
• Breed/Species:  The Breed/Species list is driven by what animal Type is selected. Type in the first three letters of the animal’s primary breed then wait for the database to offer suggestions and select the most appropriate.  If the animal is a mixed breed, select the breed the animal primarily looks like. You can mark the animal as a mixed or pure breed, and add a secondary breed/species if known/applicable.
• Desexed: Select Yes, No or Unknown as applicable by clicking the down arrow. If you select "Yes" you may wish to mark the "Previously Desexed" check box. 
• Gender:  Click the down arrow to select the animal’s gender.
• Primary Colour:  The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary colour.
• Secondary Colour:  The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary colour.
• Distinguishing Features: This field is VERY important!  Record any patterns on the animal, missing appendages, any scars, tattoos, pregnant, on heat, any injuries, shaved patches etc.  Having no distinguishing features is a feature in itself so indicate this if that is the case.  This field makes the animal an individual and information added now may be vital later.
9. Status Details 
• Due Out In (days):  If the date that defaults in the Due Date Out field is incorrect, enter the correct number of days the animal is to be on hold in this field to change it.
• Due Date Out:  Use the Due Out In (days) field to add or override a date.
• Date In/Found:  Today’s date will default. Click on the Calendar Icon to select the date if this is incorrect.
• Jurisdiction: click on the down arrow to select the applicable jurisdiction.
• Shelter Location:  Click on the down arrow to select the appropriate location the animal will be placed in within your shelter.
• i.    If known, click on the down arrow and select the kennel number of the kennel the animal will be placed in.  If not known, this can be done after the animal has been placed.
• Date In Shelter:  This is the date the animal was actually brought into the shelter.  Today’s date will default.  Click on the Calendar Icon to select the date if this is incorrect
10. General Details
• No Euthanasia: if your bequest program requires animals not to be euthanised without authorization from management, click the No Euthanasia box and select the applicable reason from the drop down beside it.
• No Euthanasia Contact: if No Euthanasia was marked, enter the information on who needs to be contacted if at any point the animal may need to be euthanised.
11. Click Add Details.
12.  This will take you to the Bequest Questions Page. Fill in as applicable for your site and click Update Details to save your changes.
13.  On the right-hand side of the screen is a link to the Animal Behaviour Pages. Select the appropriate link (if more than one is present) and enter the information required.

Don’t forget to:

• Take and upload a photo of the animal.
• Enter vaccinations, tests and treatments if administered at the time of intake.
• Print out a Kennel Card.
• Add any applicable notes to the General Animal Notes link in the Animal Menu on the right side of the Edit Animal Details page.  Usually, the category of Ownership Notes would be used for a surrendered animal.