Incoming Animal - Owner Surrender Procedure

This is how to bring an animal into the system that is being surrendered by the animal’s owner or an agent of the owner.

1. Check to see if the animal has ID or a microchip. Be sure to search the system to see if the animal already exists.  If the animal is found in the system, note the Animal ID number.  They may or may not be linked to the person surrendering them.
2. Search for surrendering person.
   • If found, skip to step #3.
   • If not found, click on the Create a New Entry link.
   • 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 organization you may be required to confirm identification and include date of birth.
   • Click Update Details.
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 Surrender link in the Personal Categories
4. On the Edit Surrender Details page click on the Add New Surrendered Animal *
   • *If the animal is already in the system on the on the Edit Surrender Details page click on the Surrender an Existing Animal
   • *On the Animal Search page enter the Animal ID in the Go To Animal ID Click View.
5. Complete the following (All Yellow fields are mandatory and may or may not be listed below):

Identification Details

1. Status: click on the down arrow and select the most appropriate status. The most common is Awaiting Vet Exam / Health Check.
   • 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 on 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.  Identify if this is an approximate age. The page will auto-calculate a Date of Birth.  If the DOB is known, click on the Calendar Icon to select the date (remember to select year then month then day if the animal was born in a previous year). The page will automatically calculate the age once it is updated.
3. Class: The selection from this list will determine the Type.   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 or Small Animal as per your local settings.  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 Click on the down arrow to select the type of animal this is.  EX: dog, puppy, cat, etc. 
   • If cat or kitten is selected the Feral field will become mandatory.
5. Breed/Species: The Breed/Species list is driven by what animal Type is selected. Type in the first one to four letters of the animal’s primary breed then click Find Breed/Species or press TAB.  If the animal is a mixed breed, select the breed the animal primarily looks like.  A pop up menu will display with a list of entries starting from or containing the letters you entered in the order typed or a breed/species will automatically default.  If this is the incorrect breed/species, only type in the first letter of the desired breed to start the pop up menu.
6. Gender: Click the down arrow to select the animal’s gender.
7. Circumstance: click on the down arrow to select Owner Surrender.
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 color.
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. If there is no secondary colour, it will default to None. 
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.

Status Details

1. 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.
2. Due Date Out: Use the Due Out In (days) field to add or override a date.
3. Date In/Found: Today’s date will default. Click on the Calendar Icon to select the date if this is incorrect.
4. Jurisdiction: click on the down arrow to select the applicable jurisdiction.
5. Shelter Location: Click on the down arrow to select the appropriate location the animal will be placed in within your shelter.
   • 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.
6. 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

General Details

6. Surrender Reason: click on the down arrow and select the primary reason for the animal being surrendered.
• Other Surrender Reason: if there is not an applicable reason in the previous menu, enter the reason here. Only one of the two fields can be populated.
7. Click Update Details.
8. This will take you to the Receipt Type Select Receipt for One Animal.
9. If you have the Products & Services module enabled, a page will load that will allow you to search for an add fees linked to this process.
   • Click in the Product / Service text box and begin typing the name of the product or service you wish to add. The box will auto-suggest options: click to select or click the find link at the end of the box to view all products linked to this process and select from there.
   • Once a product or service is selected, the Price Level and Price boxes will auto-fill depending on the settings in Products & Services.
   • Enter the number of that item you wish to add into the box marked Qty (Qty = Quantity)
   • The Administered by box will default to the user; if a different person processed the sale then clear the information and start typing the name of the correct person and the box will auto-complete.
   • Click Add Product to add the item and reset the Add New Product box: the item you just entered will appear above. You can elect if you would like the client to pay the fee or not by marking or unmarking the Charge to client checkbox at the end of the item row.
   • When all products / services have been added, click Continue to Receipt.
10. The Add Receipt page will display.
    • Payment Method: Click on the down arrow to select the method of payment. EX: credit card, check, cash, etc. If no fee is required, click on the down arrow to select Free of Charge.  This page is displayed so that donations can be entered if needed.
    • Complete applicable fields based on the payment method.
    • Ensure there is a designated allocation selected if receiving payment.
    • If Digital Signatures are enabled for your site and this type of form, have the client sign now. 
    • Click Update + Print.
11. Print copies of the receipt as required.

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.
• 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 Usually the category of Ownership Notes would be used for a surrendered animal.