Incoming Animal - Stray Animal Procedure with Existing File

This is how to bring an animal into the system that is stray, but the animal already has a known existing Shelter Buddy File.

First, try and get as much information as possible about the person dropping off the stray.  Try to get a driver’s license.  If that fails, try to get a name and phone number.  Only as a last resort should you enter a stray animal from an anonymous person.

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 and note the Animal ID number.
2. If you have at least the name of the person bringing in the stray, do the following:
   • Search for the person.
   • 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 organisation you may be required to confirm identification and include date of birth.
   • Click Update Details.
3. If you have no information about the person bringing in the stray, access the Edit Person Details page that has been set up as Last Name: Anonymous First Name: Person. You should be able to access it from the Add New Person page via the link at the top left Click here for Anonymous Person *This procedure may differ at different locations.  Be sure to double check with the manager. 
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 Stray link in the Personal Categories
• On the Edit Stray Details page click on the Enter an Existing Stray Animal  link.
• On the Animal Search page enter the Animal ID in the Go To Animal ID field. Click Add Stray.
• If the file was previously a Found file and the status is still “Found”, you will see an additional pop-up asking you to select a “closing” status for the found file e.g. Entered Care.
  • From the pop-up, select the appropriate “closing status”
  • Select the appropriate date / time for the closing status
  • Once you click Save to proceed, the pop-up will close and you will see the same screen as before only the status will have amended.
  • Enter the new IN CARE status e.g. Awaiting Sort to proceed as normal.
• From here, complete the Identification Details, Animal Details and Status Details as above to proceed to the Receipt Page.
• Complete the Receipt Page as detailed above to finish. 

5. Don’t forget to:

   • Take and upload a current photo of each animal, especially if the existing photo is from when the animal was significantly younger, or looks different to now.
   • Enter vaccinations, tests and treatments if administered at the time of intake.
   • Print out new Kennel Cards after photos have been attached.
   • Add any applicable notes to the General Animal Notes link in the Animal Menu on the right side of the Edit Animal Details page.
   • Link the animals if they are part of a litter by using the Create Litter link in the Animal Menu on the right side of the Edit Animal Details page.
   • Assign a kennel number to each animal once they have been placed, if it has not already been done.