Issue a Citation to Person

This process takes you through how to issue a citation to an individual. There are three methods to issue citations.

Method 1: Via a Dispatch Job. 

This method assumes there is an existing dispatch job and the person in question is linked to it. 

1. Navigate to the dispatch job in question. 
2. If there is not a legal proceeding linked the job already, add one now by clicking Add Legal Proceeding. Alternately, if one already exists, click Edit Legal Proceeding.
3. On the resulting page, you will see a list of all the persons linked to the job, each labelled with how they are linked (e.g. Caller, Person of Interest, Witness etc). At the end of each person is a link Add to legal proceeding. Click this link against the person you would like to issue the citation to. 
4. Their name will appear in the Attached Persons box. 
5. Click the link Add Citation. 
6. The Citation page will display: including all animals linked to the person and all animals linked to the job in question. NB: if this is the same animal, it will appear in both areas. If an animal is to be included with the citation, click Add to drop it into the Attached Animals box. 
7. Enter the following information:
   • Citation Details:
     • Citation No: The citation number as relevant to your paperwork. 
     • Date of Offense: Select the date and (if desired) the time the infringement took place. The date will default to "today". Click the Calendar icon to select a different date. The time will default to 12:00 AM. Use the down arrows to select a different time if desired. 
     • Issue Date: The date the citation was issued to the person. Defaults to "today". Change the date by clicking the calendar icon. 
     • Inspector: the officer responsible for the citation. This is a free text field, it does not link to standard drop downs. 
   • Address of Offence: This is the address the citation is issued to, not necessarily the address the offence took place at. 
     • You can select either the Person Address or the Job Address by clicking the circle next to these options at the top of the page, OR
     • You can manually enter an address into the address fields. 
   • Violation: This is an autocomplete field. Begin typing here to select an option from the list of Violations. To add new violations go into Admin > Legal Proceeding Administration > Violations. For more information, click this link to see our help doc Manage Dispatch Citations/Legal Proceedings
     • Offence#: This is an optional field, but if you would like to include how many times this person has been issued this particular violation, you can select from the drop down. Options can be added to this list via Admin > Legal Proceeding Administration > Dispatch Violation Offence Number. 
     • Fine $: This will automatically populate based on the violation selected. 
     • Click Add Violation to add the information to the Fine/Fee Payments section. Repeat until all violations are added. 
     • If a violation was added incorrectly, you can remove it if required by clicking the Remove link in the Task column at the end of the incorrect violation's row.
   • You can SAVE at this point. The page is designed so you can return to it and add additional information when required. 
   • If the person can avoid court by paying their fines up front, click the box marked Avoid court appearance and pay fine. This will open up a new section. DO NOT ENTER FURTHER INFORMATION HERE UNTIL YOUR CITATION HAS BEEN SAVED FIRST:
     • Enter the amount the person wishes to pay toward their fine in the text box or click the Pay remainder option to add the entire amount. 
     • Click the Add Payment button. It will prompt you to save before continuing. Click Ok to continue or Cancel to return to the citation page. 
     • If you clicked Ok, a receipt page will open. Complete the receipt as normal. 
   • Notice to appear: if the person is required to appear at court, you can enter the date and time of the hearing here. Click the calendar icon to select a date and use the down arrows on the time boxes to select the time. 
   • Finalised: Select an option from the drop-down to indicate the matter is now settled. 
   • Notes: Additional information regarding the matter can be added at any time in the free text field here. It has a 4000 character limit. 
   • Click Save any time you need to save the changes. 

Method 1: Via Legal Proceedings. 

This method is frequently used when on-the-spot citations are issued by Animal Control Officers. 

1. From the Welcome/Search page, click the Legal Proceedings link in the orange Administration menu on the left. 
2. Click the link at the top of the page Add New Legal Proceeding
   • If the citation is to be attached to a Dispatch Job, enter the Job Number into the text box required and click the Attach to Job button to add options for people to attach the citation to. 
3. If no Dispatch Job exists, simply click the cross (+) at the end of the Person Search bar to expand and search for your person here. 
4. Click Add against the person you wish to issue the citation to and they will be added to the Attached Persons field. 
5. Click Add Citation. 
6. The Citation page will display: including all animals linked to the person and all animals linked to the job in question. NB: if this is the same animal, it will appear in both areas. If an animal is to be included with the citation, click Add to drop it into the Attached Animals box. 
7. Enter the following information:
   • Citation Details:
     • Citation No: The citation number as relevant to your paperwork. 
     • Date of Offense: Select the date and (if desired) the time the infringement took place. The date will default to "today". Click the Calendar icon to select a different date. The time will default to 12:00 AM. Use the down arrows to select a different time if desired. 
     • Issue Date: The date the citation was issued to the person. Defaults to "today". Change the date by clicking the calendar icon. 
     • Inspector: the officer responsible for the citation. This is a free text field, it does not link to standard drop downs. 
   • Address of Offence: This is the address the citation is issued to, not necessarily the address the offence took place at. 
     • You can select either the Person Address or the Job Address by clicking the circle next to these options at the top of the page, OR
     • You can manually enter an address into the address fields. 
   • Violation: This is an autocomplete field. Begin typing here to select an option from the list of Violations. To add new violations go into Admin > Legal Proceeding Administration > Violations. For more information, click this link to see our help doc Manage Dispatch Citations/Legal Proceedings
     • Offence#: This is an optional field, but if you would like to include how many times this person has been issued this particular violation, you can select from the drop down. Options can be added to this list via Admin > Legal Proceeding Administration > Dispatch Violation Offence Number. 
     • Fine $: This will automatically populate based on the violation selected. 
     • Click Add Violation to add the information to the Fine/Fee Payments section. Repeat until all violations are added. 
     • If a violation was added incorrectly, you can remove it if required by clicking the Remove link in the Task column at the end of the incorrect violation's row.
   • You can SAVE at this point. The page is designed so you can return to it and add additional information when required. 
   • If the person can avoid court by paying their fines up front, click the box marked Avoid court appearance and pay fine. This will open up a new section. DO NOT ENTER FURTHER INFORMATION HERE UNTIL YOUR CITATION HAS BEEN SAVED FIRST:
     • Enter the amount the person wishes to pay toward their fine in the text box or click the Pay remainder option to add the entire amount. 
     • Click the Add Payment button. It will prompt you to save before continuing. Click Ok to continue or Cancel to return to the citation page. 
     • If you clicked Ok, a receipt page will open. Complete the receipt as normal. 
   • Notice to appear: if the person is required to appear at court, you can enter the date and time of the hearing here. Click the calendar icon to select a date and use the down arrows on the time boxes to select the time. 
   • Finalised: Select an option from the drop-down to indicate the matter is now settled. 
   • Notes: Additional information regarding the matter can be added at any time in the free text field here. It has a 4000 character limit. 
   • Click Save any time you need to save the changes. 

Method 3: Bulk Citations for Licenses not Renewed.

1. From the Welcome/Search page, click the link for Administration
2. Locate and click on the link Legal Proceeding Administration
3. Locate and click on the link Create Citations from Expired Licenses
4. From this link, the search page will load to search for expired licenses.
5. Date Range: Enter the date range of the expired licenses
6. Issuer: This field will be described using your local terminology (e.g. jurisdiction, agency, council etc). Below it is illustrated using the word "Council". Click the down arrow to select the body that issued the license/registration. 
7. Violation to Apply: Click the down arrow to select which violation you would like to apply for the citation.
8. Automatically Assign Citation Number Starting From: If you allocate citation numbers you have the option of entering this for ShelterBuddy to allocation the citation numbers. This is a basic citation number of a prefix with a number.
9. Click Search to show a list of expired licenses to review.
10. The warning column will show messages such as "this animal already has the violation applied". 
11. Click Next and citations will be added with the selected violation to the animal and owner with the issue date as the current date, the address of offence as the person's physical address and some notes to say that it was entered using this bulk feature.
12. A summary of successfully applied citations will show. 

For more information on this method, see our help doc Create Citations for Licenses Not Renewed