Multiple Animal Surrender Procedure

This is how to bring multiple animals into the system that is being surrendered by the animal’s owner or an agent of the owner, such as a litter or mother and her litter or multiple animals from a single household.

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 Multiple Existing Animals 
   • *A prompt will appear asking how many existing animals are being surrendered. Enter the total number into the text box and click Get Animal Ids.
   • *In the resulting text boxes, enter the Animal ID in the Go To Animal ID Click Create Pop Up.
   • *Click the Animal ID number for each animal within the pop up to update the details and when all are up to date, use the Create Receipt link to move to the receipt page. 
   • *Use the Print Kennel Cards link to print kennel cards for all animals linked to the pop up and only close the pop up when you've finished all of the above. 
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. The Receipt Type page will display. Click on the Receipt for Multiple Animals
9. The Multiple Animals page will display.
• Enter Animal Quantity: enter the number of animals, minus or not including the one that was just entered if it is the same species as the additional animals. Multiple animals cannot be used for different species.
• Type: based on the animal information entered on the Edit Animal Details page, the type will default.  If this is incorrect, EX: the first animal entered was the mother dog and the rest are her puppies, the Type will default Dog and will need to be changed to Puppy.  Click on the down arrow to select the correct Type.
• Primary Colour: this will default to whatever the primary colour of the first animal was. If only one extra animal is being added, or if all additional animals are the same, you can change this now. If they are all different, skip ahead.
• Secondary Colour: This will default to whatever the secondary colour of the first animal was. If only one extra animal is being added, or if all additional animals are the same, you can change this now as required. If they are all different, skip ahead. 
• Circumstance: This will default to the same circumstance as the first animal. If only one extra animal is being added, or if all additional animals are the same, you can adjust this now as required. If the circumstance varies for additional animals, skip ahead. 
• Feral: This will default to the same feral status as the first animal. You can adjust now if required, or if all subsequent animals vary from each other, skip ahead. 
• Copy the above information to all new animals: if all the animals being added are identical, leave this box checked. If they are all different, make sure the the box is not marked. This will give you an opportunity to amend details for each animal. 
• Click Multiply Animals.
• If the Copy the above information to all new animals box was not marked, you will get a mini-screen with all the same information as above with the number of the animal being edited. Change the information as required and click Copy to proceed to the next animal. Repeat until all have been updated.
• Once all animals have been copied, a Pop up window will open.
10. Popup Window: You will see a mini window pop up and the main page behind it will say Loading… Once the page is loaded the main window will then go back to the original Edit Animal Details page which is the first Animal ID on the popup window in orange.
11. This function automatically assigns each animal with an Animal ID. The mini window is the link for you to use to go in to each animal record and add/edit all of the specific details for each individual animal.  It can be minimized to the desktop tool bar at the bottom on your screen until you are ready to complete the details / updates of the remaining animals.  To view the mini window: locate it in your bottom tool bar and click on it or toggle to it (hold the ALT key down and press TAB)*.  
• * If the mini popup window is accidentally closed, on the main window, in the Animal Menu on the right hand side of the screen, click on the Reload Multiple Animal Popup.
12. The first Animal ID link is assigned to the animal record you have already completed.
• Click on each additional Animal ID number link to complete each individual animal record with any changes other than those made above. When you do this the main page will change to that animal record number you clicked on for you to update.  Ensure this is the correct record that you want to edit by looking at the Animal ID in the upper left hand corner of the main window.  If correct, click on the main window to edit.  The mini window will simply be behind it.
• All of the original animal’s details will default and you MUST change the information to match the next animal.
• Each time you click Update Details for the additional animal records you will notice that instead of going to the Receipt Type page it returns to the top of the animal record you just updated. Keep track by looking at the Animal ID as you edit each record.
• Move on to the next animal record by accessing the mini popup window and clicking on the next Animal ID number. Repeat as necessary.
13. Once you have updated all of the animal records to reflect each individual animal go back to the mini popup window and click on the Kennel Card link. This will change the main window to display the kennel cards.
• You will notice there is a separate card for each animal, scroll down to view each.
• Click on the Print Kennel Card link to print all of the Kennel Cards
• Click on the Save Kennel Card link to move the Kennel Cards to each applicable animal record automatically.
14. Once you have printed out and saved the Kennel Cards, bring up the mini window again, there is no need to click on the Animal Details link, and click on the Stray Receipt link.
•  You will notice that this link actually disappears and the main window displays the Add Receipt
• At this point you can close the mini popup window by clicking on the Close Window
• As a safety, the system will ask you if you are sure you want to close the mini popup window, click OK. 
15. 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.
16. 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.
17. Print copies of the receipt as required.

Don’t forget to:

• Complete the Animal Behavior 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.