Emergency Evacuation: Admission

Emergency Evacuation is used in situations where a natural or man-made disaster or situation forces a large number of people to evacuate. Some may be able to bring their animals to places of care, others may be forced to leave them behind.

Emergency Evacuation can, therefore, be attached to the owner/guardian of the animal/s in question, or to a generic file (e.g. Anonymous Person or a file for the Shelter itself) so they can be processed quickly. Obviously, speed is of the essence with these animals.

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. If there is a surrendering person, search for them on the Main Search page.
   • If found, skip to step #4.
   • 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 (if enabled for your site).
   • Fill in the relevant blanks on the Add New Person 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. If there is no surrendering person (e.g. the animals are being rescued and evacuated by emergency personnel) then search for and locate the agreed upon file the animals are to be attached to (e.g. Anonymous Person).
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 Emergency Evacuation link in the Personal Categories
5. On the Emergency Evacuation Details page click on the Add New Emergency Evacuation Animal *
   • * This feature does not have an existing animal search because the animals are often being entered with haste.
   • * If the animal is already in the system, you can use the Emergency Boarding page instead and click on the Existing Animal link
6. 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. Usually, the most commonly used is Emergency Evacuation - Temporary or Emergency Boarding, but it may depend on your local settings.
2. Emergency Boarding Reason: click on the down arrow to select the reason for emergency boarding. This will allow you to track statistics.
   • If the animal has any Identification on it should be filled in at this time. In particular, any tags or Microchip numbers (complete with brands, etc. if available) should be entered and/or double checked at this point.

Animals Details 

1. Animal Name: enter the animal’s name if known.
2. Age: enter the animal’s age by using the applicable weeks, months, years fields.  Identify if this is an approximate age and the page will automatically assign a Date of Birth. If the exact Date of Birth is known, click the Calendar icon to enter the date. The page will automatically update the age when it is saved. If the animal’s age is unknown, try to enter an age group.
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.  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. This is an auto-entry screen so it will automatically display options closest to the letters you have entered. If the breed you are looking for cannot be found, a link will appear next to the breed box that you can use to search the breed list with. If the animal is a mixed breed, select the breed the animal primarily looks like. 
6. Purebred or Mixed Breed: Select from the drop-down list to indicate which is true
7. 2^nd Breed: If required, a secondary breed can be entered
8. Circumstance: click on the down arrow to select Emergency Boarding.
9. Spay/Neutered: click on the down arrow to select if the animal is spayed/neutered or not, or indicate if this is unknown.
10. Gender: Click the down arrow to select the animal’s gender.
11. Primary Color: The Color list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary color.
12. Secondary Color: The Color list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary color.
13. 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.
14. Evaluation Category: This is often mandatory to help shelter staff triage animals as they enter care. This will depend on your local settings and protocols.

Status Details

7. Location Lost/Found: if possible, try to record as closely as you can where the animal was found. This may help match it to the owner once the emergency has passed. At the very least, try to include the City and Jurisdiction.
8. Physical Location: This will default to the user’s region, but can be amended if they are entering information remotely for a region undergoing an emergency/natural disaster situation.
9. Date In Shelter: Today’s date will default. Click on the Calendar Icon to select the date if this is incorrect. You can also amend the time if required.
10. Jurisdiction: click on the down arrow to select the applicable jurisdiction.
11. 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.
12. Shire/Jurisdiction: This is usually a mandatory field and should reflect the jurisdiction the animal originated from, partially for statistical reasons but also, in case of mass emergencies, to help connect the animal to the owner later on if the owner is unknown at the time of entry. General Details
13. Click Add Details.
14. This will take you to the Receipt Type Select Receipt for One Animal.
15. 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 your site is enabled for digital signatures, have the client sign now.
    • Click Update + Print.
16. If your site is not enabled for digital signatures, print two copies of the receipt, and have the client sign your copy. Otherwise, they can be emailed at a later stage.

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.