DARTNS SHELTERING MANUAL

The Disaster Animal Response Team of Nova Scotia

www.dartns.org

Effective February 2010

The Disaster Animal Response Team of Nova Scotia would like to acknowledge the following organizations and their representatives’ for content that we have included in our Sheltering Manual: The Rhode Island Disaster Animal Response Team (Ridart) Big Bend Disaster Animal Response Team, Tallahassee, FL Louisiana State University: Emergency Animal Shelter Disaster Response Manual Diane Webber: Cedar Rapids Iowa

SHELTER MANUAL FOR THE DISASTER ANIMAL RESPONSE TEAM OF NOVA SCOTIA

PURPOSE -------------------------------------------------------------------------- 1

PRIORITIES ------------------------------------------------------------------------ 1

SERVICES THAT THE DARTNS PROVIDES ---------------------------- 2

INCIDENT SEVERITY AND RESPONSE LEVELS --------------------- 2

ORGANIZATION ----------------------------------------------------------------- 3

ROLES AND RESPONSIBILITIES ------------------------------------------ 3

Animal Owners ------------------------------------------------------------------ 3

All DARTNS Volunteers ------------------------------------------------------ 4

Enrollment ------------------------------------------------------------------------ 4

Code of Conduct ---------------------------------------------------------------- 4,5

Common Tasks ----------------------------------------------------------------- 6

Safety ------------------------------------------------------------------------------ 6

Injuries ---------------------------------------------------------------------------- 6

Stress ------------------------------------------------------------------------------ 7

JOB DESCRIPTIONS ----------------------------------------------------------- 8

Response Coordinator -------------------------------------------------------- 8

Shelter Manager ---------------------------------------------------------------- 9

Liaison ----------------------------------------------------------------------------- 10

Operations ----------------------------------------------------------------------- 10,11

Safety Officer -------------------------------------------------------------------- 12

Planning -------------------------------------------------------------------------- 12

Logistics -------------------------------------------------------------------------- 13

Communications ---------------------------------------------------------------- 14

Animal Health ------------------------------------------------------------------- 14,15

Animal Care Workers --------------------------------------------------------- 15

DAILY VOLUNTEER DUTIES ------------------------------------------------ 16

STANDARD OPERATING PROCEDURES ------------------------------- 17

Inspect Facility ------------------------------------------------------------------ 17

Configure Space in the Facility --------------------------------------------- 18

Set Up the DARTNS Command Post ------------------------------------- 18

Post Signs ------------------------------------------------------------------------ 18

Establish Registration and Intake Area ----------------------------------- 19

Implement Animal Intake Procedure -------------------------------------- 20,21

Establish Kennel Areas ------------------------------------------------------- 22

All Areas -------------------------------------------------------------------------- 22,23

Dog Area ------------------------------------------------------------------------- 23

Cat Area -------------------------------------------------------------------------- 24

Birds ------------------------------------------------------------------------------- 24

Ferrets ---------------------------------------------------------------------------- 24

Small Mammals ----------------------------------------------------------------- 24

Reptiles --------------------------------------------------------------------------- 25

Arachnids ------------------------------------------------------------------------- 25

ANIMAL CARE SOP’s ---------------------------------------------------------- 26

Animal Feeding SOP ---------------------------------------------------------- 26-29

Animal Health 101 ------------------------------------------------------------- 30,31

Dog Wire Crate Cleaning SOP --------------------------------------------- 32-34

Cat Crate Cleaning SOP ----------------------------------------------------- 35,36

Supplementary Cleaning ---------------------------------------------------- 37,38

SOP for Dishwashing --------------------------------------------------------- 39

Dog Walking SOP -------------------------------------------------------------- 40-42

How To Use A Slip Lead ----------------------------------------------------- 43,44

HOUSING ANIMALS OFF-SITE ---------------------------------------------- 45,46

ANIMAL FATALITIES ----------------------------------------------------------- 47

Notifying the Owner ------------------------------------------------------------ 48

Disposal of Deceased Animals --------------------------------------------- 49

Thoughts for Team Members ----------------------------------------------- 49,50

CONTINGENCIES FOR THREATS TO THE FACILITY 51

Assess the Threat -------------------------------------------------------------- 51

When Threat to Health and Safety is Clear, Present or Imminent - 51

When NOT an Immediate Threat to Health and Safety -------------- 51

LONG-TERM SHELTERING -------------------------------------------------- 52

CLOSING THE SHELTER ----------------------------------------------------- 53-55

ATTACHMENTS: FORMS

Pet Owner Sheltering Agreement (2-24-10-F01) Animal Record (2-24-10-F02)

Equine Record (2-24-10-F03) Personal Services Intake (2-24-10-F04)

Animal Daily Care (2-24-10-F05) Animal Sign-out and Sign-in (2-24-10-F06)

Bite Report (2-24-10- F07) Bite Protocol (2-24-10-F08)

Authorization for Emergency Veterinary Care (2-24-10-F09) Shelter Release to Veterinary Care (2-24-10-F10)

Volunteer Duty Roster (2-24-10-F11) Staff Sign-in and Sign-out (2-24-10-F12)

Log of Volunteer Hours (2-24-10-F13) Phone Log (2-24-10-F14)

Shift Situation Report (2-24-10-F15) Shelter Situation Report (2-24-10-F16)

Supply Request (2-24-10-F17) Donations Received (2-24-10-F18)

Concerns, Needs, Ideas, Problems – C-NIP (2-24-10-F19) Shelter Setup Checklist (2-24-10-F20)

Press Release (2-24-20-F21)

Response Request (F23.1-03-13-10)

Request for Reimbursement ( 2-24-10 –F22)

Volunteer Forms

Membership Application (2-24-10-VF23) Indemnity and Hold Harmless Agreement (2-24-10-VF24)

ID Badge Agreement (2-24-10- VF25) Incident Report (2-24-10-VF26)

Code of Conduct (2-24-10-VF 27)

SIGNAGE

Control Your Pet (2-24-10-S01) Arrow (2-24-10-S02)

Registration Area (2-24-10-S03) Banding Area (2-24-10-S04)

Dog Walk Area (2-24-10-S05) Isolation Area (2-24-10-S07)

Exit (2-24-10-S08) Bite Warning and Quarantine (2-24-10-S09)

SOP’s

Animal Feeding SOP (2-24-10-SOP01)

Cleaning Cat Cages SOP (2-24-10-SOP03)

Dish Washing SOP (2-24-10-SOP05)

Animal Health SOP (2-24-10-SOP07)

Workshop Materials

Cleaning Wire Dog Crates SOP (2-24-10-SOP02)

Supplementary Cleaning SOP (2-24-10-SOP04)

Dog Walking SOP (2-24-10-SOP06)

How to Use a Slip Lead (2-24-10-SOP08)

Cat handling 101 Dog Handling 101

DARTNS SHELTERING MANUAL VER. 1 -02-24-10 1

PURPOSE Emergency animal care is designed to meet the needs of domestic animals and their owners in a disaster. Pet owners are responsible for their own animals, and they should be prepared to continue care, even in emergencies, such as a hurricane evacuation. Commercial operations such as farms, boarders, and breeders can be expected to provide for their animals under even more extreme conditions. Preparedness is simply due diligence. For wildlife, the struggle for survival is normal. Still, there will be occasions when assistance, such as emergency animal sheltering, is needed. Emergencies may come without warning, when owner’s preparations are inadequate, or when individuals, private boarders (e.g., pet-friendly hotels, kennels, or animal hospitals), and local animal control are overwhelmed. Before, during and after such an emergency, the Disaster Animal Response Team of Nova Scotia (DARTNS) helps provide care for domestic animals (household pets and livestock DARTNS is managed through the Incident Command System. DARTNS is activated by the Response Coordinator. Once activated, DARTNS may provide, triage, temporary sheltering, and/or transport to veterinary clinics or alternate boarding facilities. This Manual is intended to guide the DARTNS in emergency animal sheltering operations. PRIORITIES

1. Protect the health and safety of staff, clients, and visitors.

Protect animals. These include: 2. • Household pets – dogs, cats, birds, ferrets, small mammals (gerbils, hamsters,

guinea pigs, mice, rabbits, potbelly pigs), reptiles, fish, arachnids. Note: Service animals such as guide dogs (not pets but animals that are individually

trained to perform tasks for people with disabilities) can stay with their owners in shelters managed by the Canadian Red Cross; so they will generally not require sheltering in a DARTNS-managed facility.

• Farm livestock. Note: Large animals such as horses, cattle, mules, sheep, pigs,

goats, llamas, and emus must be sheltered in separate locations identified and pre-arranged by local animal control or the DARTNS.

• Animals that are not allowed in a DARTNS-managed shelter include wild or feral animals, poisonous snakes or reptiles, and endangered or threatened species. 3. Protect property that is critical to shelter operations. 4. Protect the environment.

SERVICES THAT THE DARTNS PROVIDES:

• Organizing temporary animal shelters for response and recovery, • Providing animal care in shelters, • Triaging emergency animal care, • Keeping records of animal identification, ownership, and care, • Reuniting animals with owners.

INCIDENT SEVERITY AND RESPONSE LEVELS: An incident can be considered an animal-care emergency when conditions pose a threat to animals and an appropriate response exceeds the capacity of Local Animal Control. Such an incident could accompany a catastrophic flood, fire, hurricane, blizzard, drought, release of hazardous material, power outage, or evacuation of a damaged, unsafe, or inhumane facility. In general, emergency response should be proportionate to the size and complexity of the hazards that an incident brings. The greater the threat to the environment and public safety and welfare, the larger and more urgent the response. Incident severity is often ranked from 1 to 3, with a “Level 1” incident considered minor and a “Level 4” severe. Thresholds depend on the specific hazards of an incident, but the response can be expected to increase proportionately:

• Level 1 (Minor) – Single source response, the first responder or Local Animal Control Officer.

• Level 2 (Moderate) – Local Animal Control Officer). plus mutual aid (e.g., by

mutual aid agreement with Local Animal Control from neighboring towns and/or a few, select DARTNS members.

• Level 3 (Major) – Full DARTNS engagement, plus or minus selected mutual aid

resources e.g., Animal Control Officers

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RESPONSE ORGANIZATION: Responsibility and authority for companion animal shelters will be organized:

Response Coordinator

Shelter Manager

Red Cross Liaison

Safety Officer Operations Logistics Planning

Volunteers Animal Care

Communications

ROLES AND RESPONSIBILITIES Animal Owners

Insofar as possible, owners must care for their own animals in the shelter, under DARTNS supervision. Shelter Managers or their designees will normally require the following:

• Only animals that are prepared – healthy, properly identified and vaccinated, manageable, and restrained (in a crate or cage and on a leash) – will be admitted to the emergency animal care center.

• Owners are responsible for providing food, water, sanitation, and hands-on

care during approved visiting hours. • Owners are responsible for providing and administering all medications.

(Medications generally will not be kept with the animal.) • Owners are responsible for cleaning up after their pets. Whether outdoors

or indoors, owners must gather and dispose of pet waste and keep crates clean.

See also the Pet Owner Sheltering Agreement.

The Shelter Manager reserves the right to supervise owners’ visits and to refuse animals that appear to be aggressive or in poor health

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All DARTNS Volunteers Enrollment All volunteers must be formally enrolled in the DARTNS. Requirements include:

• Be at least 18 years of age. • Submit a complete application, including information on response readiness,

training, and health status. • Pass a background check. • Sign a pledge to follow the DARTNS Code of Conduct. • Current tetanus vaccination. • Rabies vaccination is not generally required, but it is recommended,

especially if interacting with aggressive animals or quarantined animals DARTNS Membership Application Form

Code of Conduct Overview DARTNS reserves the right to deny membership to applicants whose official record (arrests, violations of vehicle or vessel operator licenses, and outstanding warrants) raises doubts about their dependability, especially if that record includes an Indictable Offence, substance abuse, violence, or neglect of people or animals. Supervisors have the authority to immediately deactivate any DARTNS representative for behavior that is contrary to the following:

• Volunteers shall report to and remain in contact with the appropriate ICS authority and confine their activities to the stated mission and directives of the Incident Action Plan.

• DARTNS volunteers must not self-deploy. Authorization by the Response

Coordinator is required. • Volunteers shall identify any assignments that are beyond their capabilities and

notify their supervising authority of this limitation. • While representing DARTNS, volunteers will not advocate or otherwise promote

positions – political, religious, organizational, financial, or ideological – that are not in conformity with the official position of DARTNS.

• While on-site for a disaster response, all DARTNS volunteers must display their

current DARTNS identification badge. See ID Badge Agreement • While participating in any DARTNS-related activities, volunteers shall project a

professional manner and appearance. In particular, the following will not be tolerated:

o Violation of any laws,

o Consumption of alcoholic beverages or possession, use, or selling of any illegal drugs,

DARTNS SHELTERING MANUAL VER. 1 -02-24-10 5

o Illegal use or display of a firearm,

o Public outbursts or derogatory remarks about other organizations or volunteers.

• Volunteers who suspect a conflict of interest (e.g., between a DARTNS assignment and their own personal, professional, or financial interest) shall disclose such potential conflict to the DARTNS point of contact upon becoming aware of it. The individual must absent him or herself during deliberations and refrain from participating in any decisions or voting in connection with the matter.

• Volunteers shall not accept personal gratuities. All offers of donations shall be

directed to an officer of DARTNS. • Volunteers shall not enter private property to perform DARTNS duties without verbal

permission from the owner and a supervising authority or without a law-enforcement escort.

• Volunteers will be required to document or participate in documentation for each

rescue in a timely manner, and submit documentation to a supervising authority. • Volunteers shall transport animals only to facilities that have been designated by the

supervising authority. • Volunteers shall refrain from taking photographs of people without their written

permission. Any photos that are taken will not be used for public display without written permission of the owner.

• Volunteers shall observe all safety rules and regulations and shall know and follow instructions for proper use of equipment.

• DARTNS members must not use or authorize the use of the name, logo, endorsement services, or property of DARTNS, except in conformance with DARTNS policy. Information that is available solely as a result of the volunteer’s affiliation with DARTNS is confidential and can be disclosed or used only with the expressed authorization of DARTNS.

• Volunteers must in no way influence the control of DARTNS so as to confer

financial benefit on any person, corporation, or entity in which the individual has a significant interest or affiliation. Volunteers shall not accept or seek on behalf of anyone else, any financial advantage or gain, other than the nominal value of affiliation with DARTNS.

To access a complete version of the DARTNS Code of Conduct To access the DARTNS ID Agreement

Common Tasks

1. Prepare personal/home matters, including care for dependents and

necessary supplies for the duration of activation. 2. Report to the assigned location (e.g., command post, information center, staging area). 3. Report to the immediate supervisor. 4. Ensure that the arrival time and location are properly recorded. 6. Obtain a situation briefing and assignment.

7. Acquire necessary approvals (e.g., for field deployment), material and forms, supplies, and safety gear and procedures.

8. Stick with your assignment until you are reassigned or replaced. Any job

left unattended can interrupt the integrity of shelter operations as a whole. 9. Do not talk to reporters or other members of the news media yourself;

instead direct the press to the Public Information Officer (PIO) Only the PIO speaks to the media. If you are not sure who the PIO is, refer inquirers to your supervisor.

10. Identify and brief subordinates on the situation, incident organization,

safety, reporting relationship, and duties.

11. Maintain personal log of activities and hours worked, using appropriate administrative forms.

12. Brief superior on activities during deployment.

13. Ensure that exit or demobilization is properly recorded.

Be careful! Good faith and due diligence are required.

Volunteers cannot be spared liability for their own reckless or willful misconduct.

Be safe!

Above all, avoid putting yourself or others in danger. Safety Safety is the responsibility of all response personnel to apply and to monitor.

Injuries: Injuries to volunteers are to be reported to a Staff Member immediately. The Staff Member is to assess the extent of injuries. Each injury will be dealt with on an individual basis, and appropriate action should be taken. See also the Incident Report.

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Stress: Disaster work can be a unique, rewarding and demanding experience. Under tough conditions people get to know each other quickly. Emergency responders often become like a family, working, eating, in effect, living together. They share a sense of adventure and excitement as well as a purpose. Whatever the stresses of normal everyday life, they become more intense during disasters. Among the common symptoms of stress are headaches, upset stomach, diarrhea, or poor concentration, feelings of irritability and restlessness. You may become tired of the disaster, of talking or even thinking about it. You may want a break from coworkers and victims or just time to be alone. You may feel frustrated or guilty because you miss your family but are unavailable to them physically or emotionally, due to your focus on the disaster, fatigue, or the like. Phone calls home can be rewarding but also frustrating. You may feel your family and friends simply cannot understand what you’re going through. If they become irritated, it can compound the problem, and a sense of isolation and estrangement can follow. It is the responsibility of every Team member to check workmates for such signs of work-related stress. Report any such signs to a staff member as soon as possible. The Staff Member should immediately talk to that volunteer: “What are you feeling?” “What do you need?” The Staff Member may ask coworkers what they have noticed. Consult other Staff for their opinions: should the volunteer continue in the current assignment, move to another assignment, or leave for the day? Discuss these options with the volunteer, and make a decision based on what is best for the volunteer. At the outset, it might be best to take at least a 15-minute break from the assignment. There are many things you can do to manage such stress. When packing for the disaster, take a few mementos from home to make accommodations more personal and comfortable and to help you feel connected. Try to get regular exercise consistent with your physical condition away from the disaster scene. Try to do things that ordinarily help you relax, such as listening to music, running, reading a good book, or taking a hot bath. Get enough sleep, and try to eat regularly even if you're not hungry. Try to avoid foods high in sugar, fats and sodium, such as donuts and fast foods. To be sure your body is getting the nutrients it needs, consider vitamins or mineral supplements. Avoid excessive use of alcohol and coffee. (Caffeine is a stimulant and should also be used in moderation as it affects the nervous system, making you feel edgy.) When on the job, it is important to take breaks, especially if you find your self making mistakes, getting short with people, or unable to concentrate. Stay in touch with family and friends at home. Sharing your stories and feelings with them and listening to theirs helps prevent the sense of being a stranger when you return home. Remember: Volunteers work as a team. Taking care of each other is

part of the job.

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DARTNS JOB DESCRIPTIONS: Response Coordinator

• Coordinates with outside agencies. • Appoints core team members and backups, and oversees planning, training,

and drills. • Oversees the Shelter Manager’s roles and responsibilities. • Oversees threat assessment and evaluation of emergency response

capabilities. • Activates Team members appropriate for the incident severity level. • Serves as or designates a Public Information Officer (PIO) for the shelters. • When appropriate, requests or provides additional resources from/to support

agencies. • If the span of control is too large (e.g., more than 4-6 Shelter Managers),

delegates shelter manager oversight to a Shelter Coordinator. • Oversees accounting for and returning animals to their owners or, if

unclaimed, to proper authorities. • Reviews the incident with team members. • Ensures problems arising from the incident are addressed, resolved and

properly recorded. • Serves as or designates a Public Information Officer (PIO) for the shelters. • Submits an incident report.

Only Public Information Officers are authorized to speak with the press. Direct all general inquiries to the PIO or your supervisor.

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Shelter Manager

• Responsible for overall management and on-site operations of the emergency animal care center.

• Reports to the Response Coordinator. • Designates a backup Shelter Manager. • Has authority to establish procedures, to approve exceptions to procedures,

and, when appropriate, to dismiss volunteers and to refuse to accept animals. • Initiates shelter operations. • Ensures procedures are followed, with special attention to site safety. • Alerts off-site members in the event of a threat to the shelter, such as medical-

care or animal-control crises. • Via Logistics, ensures an adequate level of supplies to the shelter, e.g., water,

medical supplies, housekeeping, etc. • Oversees individual assignments in consultation with subordinate supervisors.

E.g., monitors check-in and check-out sheets to be sure that animals are receiving regular care at least twice per day.

• Maintains a log of active Team Members/Volunteers and their assignments.

• Assures proper procedure in the disposition of animals from the shelter. o Directs return of animals to their owners.

o Arranges for proper disposition of unclaimed animals to appropriate foster and permanent placement agencies.

• Ensures that required forms and records are completed and maintained. • Determines staff levels and supervises them. • Coordinates with Canadian Red Cross via the DARTNS Liaison. • Maintains incident log. • Supervises demobilization of the shelter.

o Inventories all supplies (administrative, shelter, team response kits, etc.) and arranges for restocking, as necessary.

o Ensures that all shelters, carriers, cages, etc. are cleaned and put in proper order according to Plan.

o Meets with shelter workers to review the response.

• Submits shelter report to Response Coordinator.

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Liaison

• Maintains an up-to-date list of contact information for DARTNS stakeholders. • Serves as the point of contact for the incident Public Information Officer (PIO) or the Emergency Operation Centre (EOC). • With authority from the Response Coordinator or a designee, notifies DARTNS

members of activation. • Contacts DARTNS member and schedules staff. • Coordinates procurement / delivery of supplies. • Coordinates with the human shelters via the Canadian Red Cross. • Participates in shelter management meetings or briefings to monitor response

status. • Coordinates with other agencies (humane societies, rescue groups, animal control,

veterinarians, boarders, kennels, groomers, etc.) • Maintains log of contacts.

Operations

• Directs staff so that sheltered animals receive:

o Safe shelter, o Food and water, o Medical care as needed, o 24-hour observation, o Exercise as directed by veterinarian, o Grooming as needed.

• Establishes a data recording and management system. • Delegates work assignments. • Ensures each animal has proper identification and paperwork. • Checks in and assigns each incoming cage or designated holding area.

o Assigns responsibilities for exercise schedule, feeding, care, grooming,

DARTNS SHELTERING MANUAL VER. 1 -02-24-10 11

observation and tracking progress of animals. o Checks the credentials of all the people coming into the shelter o Supervises all workers. o Ensures all supplies are on hand. o Schedules work hours for the remainder of the incident. o Reports to Animal Health and coordinates all medical care in the shelter. o Ensures proper filing of all forms at shelter.

• Using appropriate forms, registers evacuees and their animals.

o Performs animal intake and health assessment. o Makes and files a photo of each animal with their owner(s). o Assigns animal to crate and properly labels crate with owner identification. (Animals without collars can receive only one ID tag, which will be attached to the outside of the crate or cage.)

• Maintains file of all animals currently in the shelter • Assists owners when they come to walk / feed / care for their pet. During visiting

hours, owners check-in and wait for their pet to be brought to the registration or exercise area for the owner to perform routine care.

• Notifies the Shelter Manger when owners are not caring for their pets on a regular

schedule • Coordinates with the on-site veterinarian to deal with pet health-care issues. • Walks / feeds pets whose owners are unknown or who are otherwise unable to

provide adequate care. • Monitors animals for stress / behavior problems. • Monitors supplies, food and environmental conditions. • Assists in breaking-down and cleaning of the shelter and its equipment.

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Safety Officer

• Inspects the facilities to identify potential hazards for DARTNS members and visitors.

• Halts any activity in the shelter that poses significant health and safety risks. • Instructs DARTNS members to reduce exposure to health and safety hazards. • Oversees the selection and use of proper personal protection equipment (PPE) and

supplies (vaccines, hand sanitizers, etc.) for team members. • Oversees the maintenance of pure water and food on-site. • Recommends appropriate human vaccinations, and bio-security measures for operations. • Defines first-aid supplies to be carried by team and volunteers. • Oversees proper treatment or referral of injuries and illness among staff and the

public while on-site. Planning

• Maintains and recommends updates in the Shelter Manual.

• Maintains records of risks and resources.

• Maintains a list of volunteers, their skills, vehicles, equipment and special needs

• Coordinates with the Shelter Manager and the DARTNS Liaison to plan for the number of DARTNS members and volunteers needed according to the number of

pets in the Shelter.

• Develops and distributes the Incident Action Plan and pertinent information to the team.

• Works with Operations and Logistics to keep abreast of conditions, especially as they affect staffing needs for upcoming shifts.

• Communicates situation reports to the DARTNS Liaison and the Shelter Manager to plan for the next operational period.

• Provides input to the incident review report • Reviews and recommends improvements in the Shelter Operating Manual

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Logistics

• Makes and posts signage in each area of the shelter to direct traffic of visitors and staff. • Configures space in the facility. • Oversees acquisition, storage, and distribution of supplies and equipment. • Coordinates with the nearest CRC Shelter Manager for location of trash disposal,

pet walking areas, and needs (food, water, rest) of the activated DARTNS members.

• Inventories facility space and notes present conditions.

o Identifies a kennel area, ideally at least two well-separated parts, one for dogs and one for cats. Insofar as possible, males and females should also be separated. Animals from the same family may be housed together, if the owner approves, and if there is adequate space for each animal.

o Identifies an area for very small animals: rabbits, gerbils, hamsters and

“pocket pets.” o Identifies an Isolation Area for injured, sick or pregnant animals. o Identifies a Morgue, which needs to be separated from all other areas, and

should have chairs and privacy. The sign over this area will not say “MORGUE.” It will be designated “AREA TWO.”

o Identifies areas for non-medical and medical supplies, including a lock box

for regulated pharmaceuticals.

• Ensures emergency supplies are properly stocked.

o Sets up trash cans, fans, plastic sheeting, crates and supplies. o Ensures adequate supplies of crates, food, plastic bags, disinfectant, etc.

• Coordinates with DARTNS Liaison for special supply needs. • Oversees shelter cleanup and conducts a final check of supplies, equipment, and

the area.

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Communications

• Serves as the coordinator of the on-site DARTNS command post. • Keeps a list of communications contacts. • Identifies appropriate communications media (radio, cell phone, etc.) for the facility to ensure team members can communicate with one another. • Maintains and tracks on-site communications equipment. • Serves as the point of contact for support agencies (e.g., suppliers, emergency animal transfers). • Coordinates compliance with communications regulations and protocols. • Maintains maps and contingency evacuation routes. • During demobilization, reassembles, inventories, and maintains communications equipment. • Submits summary report.

Animal Health (Veterinarian)

• Identifies, recruits, and approves DARTNS members who are qualified and willing to provide veterinary medical support.

o Develops training requirements. o Advises the safety officer on personal protection equipment and supplies (vaccines, hand sanitizers, etc.) for team members. o Advises the Safety Officer on water and food contamination, vaccinations and bio-security measures.

• Identifies materials and assesses shelter layout for the prevention and control of

animal disease. • Makes shelter inspections to ensure health, safety and well being of animals • Makes on-site recommendation, as needed, to change the Response Level • Administers animal medical care at the shelter, with emphasis on bio-security, triage, isolation, and morgue. • Supervises maintenance of animal medical records. • Oversees proper handling and appropriate records of controlled substances.

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• Performs or supervises triage for animal intake and release. • Advises the Shelter Manager on medical and non-medical evacuation requirements. • Decides if animals should be transported to off-site medical facilities. • Oversees medical documentation. • Provides care and medical instructions on released animals as required. • Reviews medical supplies and equipment for restocking. • Provides to the Shelter Manager an incident summary with recommendations for improvements.

SHELTER VOLUNTEERS To be a credentialed shelter worker in the pet evacuation shelters, volunteers will be expected to meet some basic requirements. The care and health of the evacuated pets is dependent on the cooperation and helpfulness of shelter workers with the owners and with the command structure. This list of requirements must be met by all groups volunteering to work in the pet evacuation shelters. As a group, Sheltering Volunteers will: 1) Provide a safe place for people to care for their pets while staying at the human

shelter nearby 2) Dramatically reduce the number of bites associated with sheltering animals by

sheltering them near their owners. To accomplish this, owners should be the only one handling their pets. The only time shelter workers are allowed to handle pets is with the consent of their Team Leader.

3) Prevent the separation of animal from owner. Realize when a pet bites someone, that

pet has to be quarantined at a veterinary hospital or animal control facility for 10 days. Preventing animal bites is of the utmost importance. 4) Resist judgmental attitudes about each person’s level of caring for their pet. This is a good opportunity for friendly education. Always remember that this is an abnormal situation for the evacuees and you are there to help, not make changes.

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DAILY VOLUNTEER DUTIES MORNING VOLUNTEER DUTIES • MORNING BRIEFING, DISCUSS ANY ISSUES FROM EVENING VOLUNTEERS

• MORNING FEEDING • SET-UP BLEACH BINS, SPRAY BOTTLES, RINSE WATER BUCKETS, MOP

BUCKETS – one person

• DOG/PUPPY CAGE CLEANING– Teams of 2

• CAT/KITTEN (if any) CAGE CLEANING AND FEEDING – Teams of 2

• TAKE OUT TRASH

• SWEEP/MOP FLOORS

• DISHWASHING/LAUNDRY GURU – one person

º This is not critical in the morning, if short- handed. Can be done during afternoon hours.

AFTERNOON VOLUNTEER DUTIES • WASH DISHES

• WASH, FOLD, AND STOCK LAUNDRY (where applicable)

• WALK/EXERCISE DOGS.

• TOP OFF WATER BOWLS

• SPOT CLEAN CRATES – CLEAN AS NECESSARY

• UNFOLD NEWSPAPER

• TAKE OUT TRASH WHEN NECESSARY

• RELOCATE DONATIONS TO DESIGNATED DONATIONS MANAGEMENT STORAGE AREA.

• FEEDING

• END OF DAY DE-BRIEF DISCUSS ANY ISSUES WITH EVENING SHIFT EVENING VOLUNTEER DUTIES • DOG/PUPPY CAGE CLEANING AND FEEDING – Teams of 2

• CAT/KITTEN (if any) CAGE CLEANING AND FEEDING – Teams of 2

• WASH DISHES

• SWEEP/MOP FLOORS

• EMPTY TRASH

• UNFOLD NEWSPAPER

• RETURN ALL SUPPLIES/EQUIPMENT TO PROPER STORAGE SPACE.

• CHECK HEADCOUNT AGAINST PAPERWORK

• ANY OTHER DUTIES AS ASSIGNED.

STANDARD OPERATING PROCEDURES Inspect Facility Prior to using a facility as an Emergency Animal Care Center, a DARTNS member will inspect the site and assess its condition, making note of equipment, furniture or materials present as well as the integrity and cleanliness of the site. The facility must at least have:

• Operational water, sewer, and power, • Adequate lighting an ventilation, • Unobstructed entrance and exit, including emergency exits, • A secure perimeter, • Functional restrooms, • Non-carpeted floors in areas for animals.

See also Developing a Site for Emergency Animal Care.

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Configure Space in the Facility The facility must be safe and accessible, however entry is also restricted, requiring check-in and check-out at the registration/intake area.

Kennel areas are off limits to the general public and must be secure at all times. Set Up the DARTNS Command Post The DARTNS Command Post should be established in a separate and secure space that is also close to shelter operations.

• Close off command post and shelter areas to public. • Set up communications and a secure records storage system. • The Registration Area is where victims may bring their animals and request first aid or shelter. • Check that Kennel Areas are set up and staffed according to procedure. • Ensure supply area for carriers/cages open and available. • Ensure General Supply area stocked and available under strict supervision • Secure all areas. Doors may be locked at night, but when animals are in residence, the facility will never be left unattended. At least two (2) DARTNS members or volunteers must be present at all times. • Immediately communicate medical emergencies which may arise after

transportation to the shelters. Post Signs

• Clearly mark all doors to the area as a “DARTNS Shelter”. • Clearly mark one (1) door for “Animal Intake.” • Post DARTNS policies and procedures for pet care and feeding. • Designate and clearly post a “dog walk” or exercise area.

Establish Registration and Intake Area The Registration Area authorizes – monitors, controls, and records – the movement of all people and animals into and out of the facility.

• Establish and maintain a check-in point and log for shelter personnel.

o Shelter staff must log in as soon as they arrive and log out when they leave.

o Each, logged-in staff member should be issued a vest with an

identification card and an assignment.

• Anyone who approaches the shelter and who is not an enrolled Team member (including pet owners), should be directed to request a “VISITOR” badge at the Registration Area. Anyone who is not so authorized to enter should be directed to leave.

Every effort must be made to have all forms filled out and signed by both the owner and an authorized member of DARTNS before the shelter takes custody of the animal. All animals must be processed through the Registration Area, unless there is a medical emergency, in which case the animal must go directly to the Isolation Area. • Designate a space for DARTNS members to fill out the animal intake forms and do a

health assessment on the animal. • Provide a table for owner and pet registration, including a photo of the animal with its

owner. (To ease stress on the animals, owners, and staff, it may help to send make the photographs outside the registration area, e.g., in the parking area or a short distance from where owners and pets are lining up.)

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Implement animal intake procedure:

o Introduce yourself to the animal’s owner. o Explain how the DARTNS can help, but be brief. o Give the owner a copy of the Pet Owner Rules to keep. o Ask the owner to complete a Release Form. Use one form for each

animal. o Ask the owner to provide proof of vaccinations (such as shot records or

rabies tag), to be noted on the registration and intake forms. Note: It is understandable that during a disaster or evacuations, some pet owners may have lost such proof, but through the registration form, the pet owner must accepts the risks of boarding that pet in a shelter.

o Each animal must have an ID tag, identified with:

1. A unique shelter number, consisting of the name of the shelter followed by a three digit number. (E.g. TownPound-001, TownPound-002, TownPound-003, etc. If more than one person is checking-in animals, it may be useful to have the second person start counting at -500, -501, -502, etc.)

Plus, when available: 2. The animal’s name; 3. The owner’s last name, confirmed with a photo ID; 4. An owner’s ID #, either the last five digits of a driver’s license or a

documented birth date (mm/dd/yy). Hence, for example, if Jane Doe, born on July 28, 1983, checks in the 24

th dog at the Town Pound, and it’s name is Spot, the ID

should read: “TownPound-024 Spot Doe 07/28/83.” If Spot is an anonymous rescue, with no known owner yet, its ID would simply read “TownPound-024.”

o Emphasize the importance of working together to maintain an unbroken, documented chain-of-custody. For example, if the owner designates someone else to pick up the pet, that designation must be presented to the shelter in writing, and the designee will be required to provide the owner’s ID# number as well as personal identification at the time of pick up.

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o Assign the animal to an appropriately sized crate or cage. It must be large enough for the animal to stand up and turn around. Ensure that water as well as a towel or bedding are provided. Immediately label the crate with the owner’s name and the pet’s name, along with any special needs. o When owners bring their own crates, note that fact on the intake form, make sure they are clearly labeled with the owners’ names, and place the crates in the appropriate area.

o Keep all leashes, collars, food bowls, toys or bedding that the owner

provides with the animal, either inside the crate on top of it. o Put all paper work in a plastic pouch that stays with the animal until it is

returned to the owner. o It may be calming to drape the crate with a sheet or other light fabric.

The covered crate and dimmed light, as in a den, can reduce the animal’s exposure to distractions and increase a sense of security.

Note: DARTNS may refuse admittance to any animal that appears uncontrollable or dangerously aggressive

• DARTNS may refuse admittance to any animal that appears uncontrollable or

dangerously aggressive. At a minimum, aggressive animals must be securely contained and the owner will be responsible for its care and feeding. If the owner does not have a muzzle, provide one for the duration of the stay in the shelter.

• Designate a space for DARTNS members to log owners and animals in and out

for daily care during visiting hours.

o Twice each day, under DARTNS supervision, owners are responsible for routine animal care (feeding, watering, exercising, cleaning, etc.). o At the discretion of the Shelter Manager (e.g., depending on the

demand) visits may be staggered. For example:

Owner’s last name beginning with letters A through L – 8:00 to 8:20 AM and 5:00 to 5:20 PM.

Owner’s last name beginning with letters M through Z – 8:40 to 9:00 AM and 5:40 to 6:00 PM.

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Establish Kennel Areas

Aim to separate species (dogs / cats / others) as well as animals who have special needs, who are sick, or who are aggressive.

All Areas

• Animals are to be housed in separate cages/stalls in areas breakdown by types of animals (dogs, cats, small animals, and “Area 2” or morgue). Insofar as possible, male and female animals should also be separated. There should be adequate space between the animals of opposite sexes, even if they are caged.

• All animals must have a DARTNS ID tag and proper paperwork. • All animals should be monitored every 15 minutes for the first hour in the shelter.

Look for signs of stress, illness or injuries, and report them to the medical staff immediately.

• Animals will not be fed the first hour they are in the kennel. Water should be

available at all times, unless the medical staff decides otherwise. • Accurate records must be kept for each animal. After the first hour, animals are

checked hourly. Animal Daily Care records must be completed accordingly.

Whenever possible, pet owners will feed, walk, and care for their own animals. The exception will be animals whose owners are unknown or who are staying at

other CRC shelters and cannot travel to visit their animals.

• Animals must be fed once a day and walked at least twice a day. The Shelter Manager may require pet owners who fail to perform this minimum care or to use proper restraints (e.g., crated or leashed at all times) to remove their animals from the shelter• Any animal taken out for a walk must be signed out to the rightful owner and leashed. There are no exceptions.

• Only pet owners and DARTNS members may remove animals from crates.

Children will not be allowed to enter the shelter. • Unless needs dictate, owners are responsible for administering all medications to

pets. They should keep a record of these medications. • Pets in the shelter will not have contact with other pets. • Each crate or kennel will be cleaned and disinfected before being used by another

animal. All food and water bowls must be cleaned and disinfected and new bedding provided for the next animal.

• If an animal escapes from its cage or a designated area, it must be captured

immediately. If this happens, any team member may call an “All Hands Alert” by

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announcing very loudly “Dog out!” or “Cat Out!” or the like. Everyone is to respond immediately when this announcement is made.

• An “All Hands Alert” may also be issued if someone is being attacked or bitten. The

announcement for that is “Help.” • The Communications Coordinator is to be notified immediately if a volunteer is

bitten, attacked or seriously injured in order to notify the Team Leader and appropriate Team members. The Team Leader will determine if outside assistance will be deployed to the shelter.

• All animals should be in their crates and kennel areas closed to visitors for quiet

time from 9 PM to 7 AM. Dog Area

• If space permits, crates or kennels should be twelve (12) inches or more apart. • Crates should be oriented to keep animals facing away from each other. • Provide food and water bowls, identification tag, leash, and bedding for each crate. • For dogs sensitive to noise, activity or other dogs, provide a sheet to keep the sides

of the crate covered. • The dog area should be close to an exit door to facilitate reaching dog walk areas.

Provide all owners with plastic bags for clean-up each time they walk their dog. • If necessary because of weather or dangerous conditions, a dog walk area can be

created indoors in a separate room. Assign a volunteer specifically to maintain this area.

• DARTNS members will perform regular “poop-patrol” walks to ensure animal

owners have cleaned up the Dog Walk area. • Provide separate isolation areas for dogs that are sick and for those without proof

of vaccination. • Dogs that are seriously ill or pose a health risk to others should be transported to a

local veterinary facility as soon as possible. Contact the on-call DARTNS veterinarian for assistance.

• Insofar as possible, isolate dogs that are in heat.

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Cat Area

• Cats should be kept in a separate area from dogs, in the quietest part of the area away from doors and other activity.

• Cats that are sick or without proof of vaccination should be kept separate. • Provide food and water bowls, identification tag, and bedding for each crate. • Provide kitty litter boxes in an area where owners can take their cats out of the

crates for exercise and / or feeding, or provide a litter box inside the crate. Litter boxes should be cleaned (scooped) regularly.

• Isolate cats that are in heat. Birds

• Designate an area for birds away from drafts and temperate extremes. • All birds must be in fully ventilated cages. Provide food, water, identification tag,

and newspaper for all cages. • Insofar as possible, contact a DARTNS member with bird expertise to assess the

bird and the bird area location. • Whenever possible, birds should be transported in their “home” cage. • When necessary, cages may accommodate up to three (3) birds if the birds are

socialized, free of disease, and ample mobility is allowed for each. • Provide a sheet to cover the birdcage to deter noise, and cover at night.

Ferrets • Cages may house up to three (3) ferrets if they are socialized, free of disease, and

ample mobility is allowed for each. • Provide food, water, identification tag, and bedding for each cage. • Cages must be of sturdy construction, chew-proof, and deep enough to allow for

appropriate bedding. • Change bedding regularly and dispose of it in a sealed plastic bag.

Small Mammals

• All small mammals are to be kept caged at all times. • Provide food, water, identification tag, and bedding for each cage. • Cages must provide ample mobility and be well ventilated. • Cages or containers must be chew-proof. • Provide odor-inhibiting bedding material such as wood chips or shredded paper. • Change bedding regularly and dispose of it in a sealed plastic bag.

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Reptiles

• Reptiles should be kept in a separate area from other animals. • Locate reptile area near electrical outlets for portable heaters or special lighting. • Reptile cages should be cleaned daily to prevent risk of salmonella. • Provide each cage with food, water, identification tag, and bedding if required.

Arachnids

• If possible, locate arachnids away from other animals. • Provide water and identification tag for each cage. • The owner will be responsible for feeding and providing any bedding or natural materials (twigs, grass) required.

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ANIMAL FEEDING SOP’s FOOD PREP AREA • Please keep this area clean and neat at all times. • Food should be stored in a sealed container and labeled (Adult Dog, Puppy Chow,

Adult Cat, Kitten Chow). • Do not leave open bags or open cans of food lying around. This invites rodents and

pests. • Cleaned food/water bowls should be stacked neatly by size for easy access. Food Supplies: • Dry food – Adult Dog/Cat, Puppy/Kitten Chow (stored in labeled closed containers) • Jugs of clean water • Canned food • Can opener • Paper food bowls (for cats/kittens) • S/S bowls (for dogs/puppies) • Spoon • Latex gloves • Garbage bag (tied to supply cart when available) • Pooper scooper The Buddy System For safety and a more efficient operation, all volunteers will be assigned to work in teams of two. If you do not have a partner, see your Supervisor to be assigned one, or assigned to another duty. Dogs: Expect all dogs in a disaster or emergency situation to be under stress. Please be sensitive and respectful of their space. NOTE: Please be cautious and aware of animal’s body language when feeding. Review Signs of Aggression / Fear checklist. To minimize the stress of the animals, please follow feeding protocols and instructions carefully. • Unless otherwise instructed, dogs 6 months and older are fed adult dry food twice a

day. º Once in the morning prior to morning clean up, and º Once in the late afternoon prior to the end of day clean up. NOTE: With puppy mill dogs, feeding may initially take place 3 times a day (in the morning, midday, and end of day).

• Check the Cage Card (Daily Care Sheet) and Treatment Sheet to be sure that a special diet is not required. If a special diet is required, follow those directions carefully. Be sure to notate feeding amount and time on Cage Card (Daily Care Sheet) and initial.

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• Dogs are fed dry food only (easier on their stomachs) unless otherwise noted on their cage card.

• If feeding more than one dog in a cage, provide a second bowl of food to prevent food aggression issues.

• During the first few days of emergency sheltering, dogs will be fed small portions (1/2 cup to 1 cup depending on size of the dog - unless otherwise noted on their cage card) so as not to upset their systems with drastic food change.

• The Animal Care Supervisor or Veterinarian will determine when larger portions can be fed, as well as when feeding schedules change.

• One person prepares the bowl for feeding, while the other person holds or monitors the dog to prevent escape.

• Never scoop fresh food into a bowl on top of old food. Old food should be tossed and a fresh, clean bowl of food provided for each dog.

• If you have a dog that isn’t eating, make a note on the Cage Card (Daily Care Sheet). If a dog has not eaten for more than one day, make a note on the Cage Card, initial it and bring it to the attention of your Supervisor.

• Notate any possible medical issues observed (runny nose, goopy eyes, bloody or open wound, bloody stool, diarrhea, etc.) on the Cage Card (Daily Care Sheet), initial it and bring it to the attention of your Supervisor.

• Refill water bowl.

• Take this opportunity to poop scoop cage.

• Transfer dirty bowls to the dishwashing area. Small Dogs and Dogs under 6 Mos.: NOTE: Please be cautious and aware of animal’s body language when feeding. Review Signs of Aggression / Fear checklist. • Unless otherwise instructed, dogs under 6 months are fed dry puppy chow 2 to 3

times a day º Once in the morning prior to morning clean up, º Midday, and º Once in the late afternoon prior to the end of day clean up.

NOTE: With puppy mill dogs, feeding may initially take place 3 times a day (in the morning, noon, and end of day).

• Check the Cage Card (Daily Care Sheet) and Treatment Sheet to be sure that a special diet is not required. If a special diet is required, follow those directions carefully. Be sure to notate feeding amount and time on Cage Card (Daily Care Sheet) and initial.

Follow the same procedures for feeding and notations on Cage Card as above.

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Puppies: NOTE: Please be cautious and aware of animal’s body language when feeding. Review Signs of Aggression / Fear checklist.

• Feed puppy chow only 2 to 3 times a day

º Once in the morning prior to morning clean up, º Midday, and º Once in the late afternoon prior to the end of day clean up. NOTE: With puppy mill dogs, feeding may initially take place 3 times a day (in the morning, noon, and end of day).

• Provide food in low dish. • If feeding over 4 puppies – provide food in two dishes – to ensure all pups get

access to food.

Follow the same procedures for feeding and notations on Cage Card as above. Felines: All cats in a disaster or emergency situation are under stress. Please be sensitive and respectful of their space. What may seem to you to be a feral cat, may only be a very frightened cat. It needs time to accustom itself to its new surroundings and new handlers. It’s best to get to know your cats before opening a cage by observing their body language (be aware of your body language as well). Always remain calm, move slowly and speak softly and calmly. NOTE: Please be cautious and aware of animal’s body language when feeding. Review Signs of Aggression / Fear checklist. Adult Cats: To minimize the stress of the animals in our care, please follow feeding protocols and instructions carefully. • Cats 6 months and older are fed adult dry food with one spoonful of canned cat

food twice a day. º Once in the morning prior to morning clean up, and º Once in the late afternoon prior to the end of day clean up.

• Check the Cage Card (Daily Care Sheet) and Treatment Sheet to be sure that a special diet is not required. If a special diet is required, follow those directions carefully. Be sure to notate feeding amount and time on Cage Card (Daily Care Sheet) and initial.

• If feeding more than one cat in a cage, provide a second bowl of food to prevent food aggression issues.

• One person prepares the bowl for feeding, while the other person holds or monitors the cat to prevent escape.

• Never scoop fresh food into a bowl on top of old food. Old food should be tossed and a fresh, clean bowl of food provided for each cat.

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• If you have a cat that isn’t eating, make a note on the Cage Card (Daily Care Sheet). If a cat has not eaten for more than one day, make a note on the Cage Card and bring it to the attention of your Supervisor.

• Notate any possible medical issues observed (runny nose, goopy eyes, bloody or open wound, bloody stool, diarrhea, etc.) on the Cage Card (Daily Care Sheet), initial it and bring it to the attention of your Supervisor.

• Refill water bowl.

• Take this opportunity to refresh (poop scoop) the litter box.

• Dispose of used paper food bowls, and transfer dirty water bowls to the dishwashing area.

Kittens: NOTE: Please be cautious and aware of animal’s body language when feeding. Review Signs of Aggression / Fear checklist. • Kittens under 6 months are fed kitten chow with one spoonful of canned kitten food

2-3 times a day º Once in the morning prior to morning clean up, º Midday, and º Once in the late afternoon prior to the end of day clean up.

• Check the Cage Card (Daily Care Sheet) and Treatment Sheet to be sure that a special diet is not required. If a special diet is required, follow those directions carefully. Be sure to notate feeding amount and time on Cage Card (Daily Care Sheet) and initial.

• When feeding a litter of kittens or if there is more than one kitten in a cage, provide a second bowl of food to prevent food aggression issues.

Follow the same procedures for feeding and notations on Cage Card as above. NOTE: Nursing moms with babies will be fed and cared for under special direction from the Veterinarian or Animal Care Supervisor. Never under any circumstances transfer an animal to another cage without direction from the Veterinarian or Animal Care Supervisor. If you are instructed to do so, transfer all food and water bowls, toys, blankets or towels, litter box, etc. Once the animal has been transferred, the cage should immediately be cleaned and disinfected. Sometimes animals will manage to get hold of their paperwork, ID bands, etc, chew them up, defecate on them, knock them off the cage, etc. If this happens, DO NOT under any circumstances reassign an ID band or make up a new Intake Form, Cage Card or Treatment Sheet without first bringing it to the attention of the Shelter Manager. Only assigned Office personnel or the Shelter Manager should reassign an ID band, or duplicate paperwork.

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Animal Health This is a temporary emergency animal shelter. Animals received at this shelter are coming from many different levels of care – some known and some unknown, but primarily unknown. Upon arrival, each animal will be evaluated by a veterinarian/vet tech and triaged according to a system of priorities. Depending on the unique circumstances of individual disasters or emergency responses, the care provided for these animals may or may not include:

• A physical exam • Basic vaccinations • Deworming • Flea treatment • Treatment for minor injuries • Minimal grooming • Microchipping

In most cases, vaccinations will be given upon intake to mitigate the spread of disease. Viruses that can pose a problem in an emergency shelter situation are: Kennel Cough (dogs) and Upper Respiratory Infection (cats). Similar to our colds, these viruses are spread through the air and the hands and clothing of volunteers. It is critical that you wash your hands (use hand sanitizer) after handling each animal (you do not have to sanitize your hands between the handling of puppies or kittens of a singular litter – and before you handle another dog/cat). Other diseases can spread by direct contact (nose to nose) and through direct or indirect contact with feces, such as intestinal parasites and parvo virus, which is highly contagious and has an extremely high mortality rate. Distemper and panleukopenia (feline form of canine parvo virus) also pose huge problems. These diseases can spread like wildfire in emergency sheltering operations where large numbers of animals of unknown backgrounds are housed in close quarters. Severe outbreaks could necessitate euthanasia. Our goal is to save these animals, so - We need your help to keep the animals in the emergency animal shelter healthy! The following guidelines will help to minimize the spread of disease. Volunteers play a significant role in helping management provide optimal care for animals housed temporarily in emergency shelters. If volunteers come in contact with an animal displaying any of the symptoms listed below, it MUST be documented on the Daily Animal Care Sheet and be reported to your Supervisor’s attention immediately. Here are some common signs of illness in dogs and cats that may warrant veterinary care:

• Eyes are watery, appear swollen, or show discharge.

• Ears appear red or inflamed, show discharge, or have a foul odor.

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• Nose shows discharge (mucous, blood, or pus), or is crusty, congested, or blocked.

• Gums are swollen or inflamed, teeth are loose or brown, or mouth has a foul odor.

• Animal is sneezing, coughing, or wheezing.

• Animal has fleas or ticks, skin shows swelling or lesions,

• Animal limps, or animal is thin or obese.

• Animal has wounds or abscesses, or body temperature is abnormal. All volunteers who handle a sick animal must use disposable gloves and clean their hands with a disinfectant. Use paper towels instead of cloth rags to dry your hands, and wrap the gloves and paper towels in a plastic bag for disposal when you are finished. If your clothes come in contact with a sick animal, you must remove them and wrap them in a plastic bag. After a sick animal is moved out of a cage or run, the cage must be thoroughly disinfected. Summary of tips to avoid spread of disease:

• Wash your hands between animals. • Do not let animals housed apart interact or touch noses, and keep them as far

away from each other as possible. • Immediately pick up all feces when a dog goes to the bathroom • Use a bleach and water solution to wash any cement or solid surface after

picking up feces. Any time you use bleach solution to disinfect – the area must be rinsed thoroughly.

• When using a mop inside, please wring the mop out thoroughly so the floor is not wet/slippery. Dispose of used mop bucket water appropriately, rinse bucket thoroughly and refill with clean water and disinfectant or bleach as directed by your supervisor.

• Wash the laundry and dishes according to the posted written protocols. • DO NOT leave dirty dishes laying around – take them to the dirty dish bin

immediately. • Change trash liners on a regular basis – DO NOT let the trash overflow. • Report any animal that appears sick to your Supervisor.

If we all follow the same procedures the risk of having a disease outbreak will be greatly minimized.

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Wire Dog Cage Cleaning SOP You will be assigned to clean a particular aisle or section of the kennel area each day. You will also be paired with a cleaning partner (Buddy System). Dogs will be fed and have had a chance to eat prior to the morning cleaning begins. Check to be sure all necessary equipment/supplies are on your cleaning cart. With your partner, determine who the primary cleaner is and who the primary handler is. Cleaning Supplies/Equipment:

• 1 32-oz spray bottle containing 1oz bleach, 1oz Dawn dish detergent, 30ozs water.

• Paper towels

• Fresh newspaper

• Puppy pads (if available)

• Rinse bucket filled with a weak bleach/water solution 1 part bleach to 64 parts

warm water (approximate 4 ozs. or 1/2 cup of Clorox to two (2) gallons of water).

• Stiff bristled brush or Scrubbie pad

• Clean wash rags

• Clean food/water bowls

• Watering can filled with fresh drinking water, fresh water hose, or gallon jug of drinking water

• Container filled with fresh food

• Slip leash

Be sure to wear a clean pair of gloves, replacing gloves if they rip or become soiled. Remove gloves when handling clean items or if you must leave the kennel you are working on. Working in teams of two: One person walks dog outside in the designated area (be sure to pick up any feces using supply of plastic poop scoop bags and dispose of in designated container), or in designated inside area. Second person:

• Remove food, water bowls, towel, and/or any toy(s) in cage.

• Empty uneaten food in the trash.

• Remove newspaper and used puppy pad from cage and throw in trash.

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• Dispose of spilled dog food kibble.

• Using spray bottle with appropriate mixture of bleach, Dawn dish detergent and

water, spray down the entire cage including the bottom, back, sides and gate (be careful to not spray neighboring dogs.

• Use a stiff bristled brush to scrub entire cage/run from ceiling to floor.

• Wipe/rinse down sprayed cage with wash rag and water/bleach mixture in rinse

bucket to remove detergent residue.

• If the floor tray is dirty dump the feces and urine in a trash container (sometimes it is easier to pick up the feces or use a paper towel to absorb the urine before moving)

• Remove the tray to dirty crate wash area for cleaning

• Using brushes and prescribed disinfectant, scrub down the tray

• Let sit 10 minutes

• Rinse – using hose, and dry tray

• Replace tray in crate

• Line the cage with fresh newspaper and clean puppy pad.

• Place clean water bowl in the cage and fill ½ full with fresh drinking water.

• Place small towel or bedding (if available) to use as bed.

• Return dog to same cage.

• Check to make certain that the cage number and dog ID match.

• Make cleaning notation on Cage Card, initial Cage Card and date/time.

Procedure for cleaning large dog kennels/runs:

• One team member removes dog from kennel to empty holding kennel, exercise pen or designated walking area.

• Remove food and water bowls, bedding, and toys.

• Rid the kennel of all solid waste such as feces and hair. Then rinse the cage

thoroughly with hot water.

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• Before applying prescribed disinfectant, carefully read the product label and be sure to dilute disinfectants and cleaning agents according to the manufacturer’s instructions. Then thoroughly apply the solution to all surfaces of the kennel.

• If available, use a stiff-bristled brush to scrub the run from ceiling to floor, all walls and doors in between, and resting boards.

• Don’t forget to scrub and disinfect the fronts and backs of kennel doors, hinges,

latches, and any surfaces between runs.

• Allow stand for 10 minutes or time specified by the product manufacturer.

• Thoroughly rinse all surfaces with a steady stream of water (preferably hot).

• Dry kennel as completely as possible using a squeegee and ventilation.

• After enclosure is completely dry, add clean food and water bowls, bedding, toys.

• Return dog to assigned kennel.

• Check to make certain that the cage number and dog ID match.

• Make cleaning notation on Cage Card, initial Cage Card and date/time. Repeat until all dog cages are clean. Once all cages in your assigned row or area are cleaned:

• Place soiled bedding in designated bin in the laundry area.

• Sweep and mop the area and take out trash and place new liner in the can.

• Re-stock your cleaning cart for the next shift. NOTE: Never under any circumstances transfer an animal to another cage without direction from the Veterinarian or Shelter Manager. If you are instructed to do so, transfer all food and water bowls, toys, blankets or towels, etc. Once the animal has been transferred, the cage should immediately be cleaned and disinfected. Sometimes dogs will manage to get hold of their paperwork, ID bands, etc, chew them up, defecate on them, knock them off the cage, etc. If this happens, DO NOT under any circumstances reassign an ID band or make up a new Intake Form, Cage Card or Treatment Sheet without first bringing it to the attention of the Shelter Manager. Only assigned Office personnel or the Shelter Manager should reassign an ID band, or duplicate paperwork.

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CAT CAGE CLEANING SOP You will be assigned to clean a particular aisle or section of the cat housing area each day. You will also be paired with a cleaning partner (Buddy System). Check to be sure all necessary equipment/supplies are on your cleaning cart. With your partner, determine who the primary cleaner is and who the primary handler is. Plan cleaning and other activities with “life-stage groupings” in mind:

• Clean the cages of kitten’s first, adult cats second, and sick or injured cats last.

• Use a separate set of cleaning equipment for each life stage group or

thoroughly disinfect the items after every step. Supplies needed:

• 1 32-oz spray bottle containing 1oz bleach, 1oz Dawn dish detergent, 30ozs water

• Paper towels

• Fresh newspaper

• Rinse bucket filled with a weak bleach/water solution 1 part bleach to 64 parts

warm water (approximate 4 ozs. or 1/2 cup of Clorox to two (2) gallons of water).

• Clean wash rags

• Supply of disposable food containers

• Clean water bowls

• Watering can filled with fresh drinking water, fresh water hose, or gallon jug of drinking water

• Container filled with fresh food/canned food if designated

• Cat litter and scoop

Be sure to wear a clean pair of gloves, replacing gloves if they rip or become soiled. Remove gloves when handling clean items or if you must leave the cage you are working on. Cat cages will be cleaned thoroughly at least once a day in the morning. “Spot checks” will be done throughout the remainder of the day for proper sanitation.

Working in teams of two: One person holds/handles cat in a confined/secure location. Second person:

• Remove every item from the cage, including food and water dishes, litter pan, blanket, and toys.

• If newspaper is used to line the cage, dispose of it daily.

• Disinfect the cage. (If using a designated disinfectant, read the product label carefully and be sure to dilute disinfectants according to the instructions. Thoroughly apply the solution to all surfaces of the cage, including the cage door.

• Use a hard-bristled nylon brush to scrub the floor, walls, and ceiling of each cage. Don’t forget to scrub and disinfect the front and back of the cage door, hinges, latches, the top of the cage, and the surfaces between cages.

• If using the bleach/Dawn solution, rinse cage and cage door, hinges, latches, etc. with rinse rag and water from rinse bucket. If using a disinfectant, allow to stand for at least 10 minutes before rinsing.

• Dry and dry again. Use a squeegee or paper towel to dry the cage as thoroughly

as possible, and then wait a few minutes to allow the cage to air-dry completely.

• Provide about five or six layers of newspaper, bedding, a clean litter pan, food, fresh water, and a toy to the cage

• Return cat to cage.

Adding Comfort to Cat Cages Making a hammock: Using a standard size towel

• Tear 2 strips approximately 1” wide and 6” long into the 4 corners of the towel (see diagram)

• Tie the torn ends of the towel to bars of wire cage to create a hammock for the cat to sleep/hide in.

• Remove towel, wash and replace as necessary.

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SUPPLEMENTARY CLEANING SOP’S DISHWASHING SOP • WASH DISHES

º Supplies/equipment needed: Sink, tub or bucket of fresh water Bleach Dawn dish detergent Scrubbie pad/sponge Rinse bucket or tub of fresh water

• Fill sink/tub/bucket with fresh hot water and appropriate prescribed amount of bleach

and Dawn detergent for water quantity. (1/2 cup of bleach per gallon of water and enough Dawn to make the water sudsy, but not too soapy)

• Using Scrubbie pad/sponge be sure to scrub all bowls clean of caked on food, saliva, feces, etc.

• Dip cleaned bowl into rinse bucket/tub and rinse free of soap film.

• Set aside to dry.

• Empty and rinse black water from dishwashing tub/sink/bin after dishes are done. º Leave empty to be filled in the AM.

• Empty and rinse crate cleaning buckets º leave empty till the am

• WASHING/SOAKING LITTER PANS º Soak litter pans in disinfectant according to label directions, or wash tub with

bleach/Dawn solution. º Rinse thoroughly in rinse tub. º Air-dry

UNFOLDING NEWSPAPER SOP Why do this? Because it saves tons of time in the morning when cleaning and setting up dog/cat cages – which leaves more time to play with the animals when cleaning is done! How • Unfold paper in a neat stack.

º Do not use advertisements, slick paper or the Sunday comics – this type of paper is not absorbent and the ink can be harmful to animals – set aside for recycling.

º Do not use stapled newspaper or magazines. Animals can chew on paper and the staple, if ingested, can cause internal injuries.

• Stack unfolded newspaper on cleaning carts and in designated storage area. Keep Unfolding!

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LAUNDRY PROCESS SOP Dirty Laundry is placed in a large trash container or bin labeled “dirty laundry”.

• Remove dirty laundry one item at a time from container. • Shake loose debris over trash can. • Place dirty laundry in washing machine distributing evenly. DO NOT overfill. • Place one capful of liquid detergent and 1 cup of liquid bleach in machine. • Start cycle on heavy duty. • Monitor laundry machine periodically. • Remove clean laundry from washer and place in dryer with one fabric softener sheet

(when available) until dry. • Fold the dry laundry – keeping the towels separate from the sheets and blankets.

º Clean out lint filter after each use of the dryer – buildup could cause fire.

• Stack folded laundry on the laundry storage shelves. Place towels on the top and sheets, blankets and other larger items on the bottom.

• Repeat over and over – till done ☺ Laundry items that cannot be used and should be reallocated to Donations Management Storage area for redistribution are: Electric Blankets Afghans or anything with a loose weave (animals can get their teeth and nails caught

in this and could injure themselves) Pillows – dogs will chew these and ingest the filling Placemats, t-shirts, toilet seat covers Torn, shredded, thin materials

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SOP for Dishwashing • When assigned to this task you will wash dishes, utensils and buckets as they

arrive in the morning and afternoon. All dishes are washed at the dishwashing station.

• Empty left over food, waste and solid matter into trash, Solid Matter makes

disinfectants ineffective!

• Fill tub farthest to the left with hot water.

• Add Disinfectant ( ½ cup of bleach+ 1/3 cup of Dawn). Please be accurate, more is not better.

• Fully submerge dishes using a scrubbie to clean, and allow to soak for 10

Minutes.

• When done soaking place into second tub on left hand side which you have filled with plain hot water.

• Remove all dishes from tub and place in grocery cart to dry.

• All dishes are to be cleaned and put away before the end of the day so they are

ready for the next shift. • Empty all the tubs of water, scrub clean and rinse with hot water.

• Sweep and mop the floor, making sure to seep and mop under mats and shelving. To avoid slips and falls, please leave no puddles. • Place “wet floor” sign at doorway.

• Thoroughly wash and dry your hands before leaving this area.

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Dog Walking SOP Expect animals in a disaster or emergency situation to be under a lot of stress. Their normal routines have been disrupted, and they are in unfamiliar surroundings with strangers taking care of them. Our goal is to minimize their stress, while providing them the best possible care under the circumstances. Please follow directions carefully, use caution and be aware of your surroundings at all times. It’s best to get to know your dogs in your assigned section as best you can before attempting to enter their run or approach/open their cage. Take the time to observe the dog’s body language (and be aware of your own body language). Respect the dog’s space. Check the Cage Card notes to review any comments/suggestions made by previous handlers regarding the dog’s temperament and/or behavior. Remember: A dog should never be removed or relocated without permission from the Kennel Supervisor. When you are instructed to remove a dog from its cage or dog run, always use a slip lead. (See “How To Use a Slip Lead”) As you walk the dog to the designated walking area, keep the dog on a short leash on your left, and do not allow the dog to interact, sniff, touch noses, etc. with any other dog. If there are other dogs being walked at the same time, keep a safe distance between them. Remember, this is not a time for you to be socializing with other volunteers. These dogs need to have your undivided attention at all times. Take this opportunity to get to know your dog better and provide him/her with some gentle training so that he/she can become more comfortable in his/her new surroundings. The Buddy System The buddy system is a procedure in which two people, the buddies, operate together as a single unit so that they are able to monitor and help each other. Therefore, for purposes of safety and a more efficient operation, volunteers will be assigned to work in teams of two. No one is to work alone unless authorized to do so by your Supervisor. Before you open the cage/kennel gate, have the leash ready and be sure you know how to work the latch. Most cage/kennel doors are designed to thwart escape by even the craftiest canine, so the latches may be difficult to open with one hand. Take a few moments to practice on an empty cage until you get the knack; the ability to quickly open and close a cage door will be important when you're leaving and even more so when you come back.

Many dog walkers like to walk into the kennel, and/or crouch to the animal's level, and "introduce" themselves before venturing out. More experienced walkers simply open the cage door a few inches and anticipate the dog's next move by holding the collar at "dog-level" and allowing the animal to stick his head through the opening on his way out. Either way, before you and your companion leave the kennel area, look out for other dog walkers, and wait until the coast is clear.

Slowly and carefully enter the kennel while keeping an eye on the dog. Do not stare directly at the dog as they may see this as a challenge. Talk gently, move slowly and quietly. If the dog cowers in the corner or physically avoids you, but you feel safe to do so, sit or kneel quietly inside the kennel. Offer the dog treats, see if he approaches you. If he does come near you, continue moving slowly and talking quietly. Do not try to put your face in the dog’s face. Although this is normal human-to-human body language,

DARTNS SHELTERING MANUAL VER. 1 -02-24-10 41

the dog will see it differently. He will perceive this as a dominant challenge and will either act aggressively or run. If he runs or cowers at any of your movements, back away, go back to the prior step and continue sitting quietly in the kennel for short periods of time. Leave and return later for more of the same interaction.

Where communication sometimes breaks down is when we greet other species, we tend to approach them as we would humans, face-on making full eye contact; we often hug, face-to-face, putting our faces close together. Just look at the common greeting of kissing both cheeks. To a dog, this is a threatening gesture and is deemed rude and inappropriate. Do not smile at a dog either. While this is a natural expression to humans, it is seen as baring your teeth and a threat to a dog.

This can be an opportunity to teach your assigned dog some manners. Recommendation: The first lesson to teach your dog is that nobody's going anywhere if the leash isn't slack. If the dog is constantly pulling, stand in one place until he slows down or returns to you. In time, his newly learned manners will make for nicer walks and more enjoyable interaction with you. Depending on the circumstances and available emergency sheltering facility, dogs can be exercised in two possible ways:

1. Turned out to play in a large exercise pen. Follow instructions posted at the entrance to the exercise pen for disinfecting the pen after each dog’s use.

o One team member should go into the pen with the dog, while the second team member monitors the interaction from outside. This is a safety precaution, and should be strictly followed.

o Be sure the exercise pen gate is closed securely.

o It’s always a good idea to keep a few treats stashed in your pockets.

o A fresh bowl of water should be available inside the pen. The water bowl,

and any toys/balls/Frisbees used during exercise should be taken to the dishwashing station and cleaned/disinfected before using again.

o Record when the animal was walked on the Cage Card (Animal Care

Sheet). Write down anything noteworthy - if the dog is well behaved or if he's frightened around larger dogs, etc. – and initial.

2. Walked on a leash in the designated dog walking area. o Please do not take dogs on “long walks” or walk along the road! o It’s always a good idea to keep a few treats stashed in your pockets to use

as a training tool.

o Be sure to poop scoop after your dog, disposing of feces in the designated trash containers.

o Solid surfaces should be disinfected immediately with bleach/water

solution.

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o Record when the animal was walked on the Cage Card (Animal Care

Sheet). Write down anything noteworthy - if the dog is well behaved or if he's frightened around larger dogs, etc. – and initial.

Unfortunately, few dogs are aware of the saying, "All good things must end," so you may encounter a little resistance when your companion realizes he's about to return to the kennel. Some dogs are happy to return to their temporary den, but for those who refuse to cooperate, try tossing a treat into the back of the cage, releasing the collar, and quickly closing the door. If the dog is caged in a kennel, you can enter the kennel with the dog, stand between the dog and the kennel door, close the door, remove the collar, open the door toward you, and squeeze through the narrow opening. Before you leave, make sure the dog’s cage/kennel is relatively clean and the water bowl is full. Only assigned experienced dog handlers will be allowed to walk/exercise large, hard-to-handle or aggressive dogs. These dogs will have CAUTION signs posted on their cages. ESCAPED DOG Standard procedures for safely capturing an escaped dog:

• Shout “loose dog!” loudly so that people will hear the alarm and close all doors and/or gates.

• Continue to sound this alarm until help arrives.

• NEVER run after a loose dog – the dog will only run farther and faster away.

• When the dog is found, approach calmly, quietly and with caution. Use treats

as bait if you can.

• Carefully slip the lead over the dog’s head and tighten slowly.

• Slowly begin to lead the dog back to the shelter and its cage.

• Notate the incident on the Cage Card (Animal Care Sheet), initial and report the incident to your Supervisor.

• A CAUTION – ESCAPE ARTIST sign should be posted on the dog’s cage.

HOW TO USE A SLIP LEAD

PUTTING THE SLIP COLLAR ON For most of us, our dogs work on our left side. As the dog sits or stands in front of you, create a "P" with the slip collar. The stem of the "P" should be in your left hand and the loop of the "P" should be held in your right hand dangling down. (Figure 1)

Open the "P" up to create an "O" or a "D," and then slip the collar over the dog’s head (Figure 2). If you pick up the stem in your left hand, the collar should again form a "P" around your dog’s neck, just like it did in your hands.

WHERE THE SLIP COLLAR SHOULD SIT The slip collar should sit in the nuchal crest — the indention behind the dog’s ears (Figure 3 and 4) — and above the thyroid cartilage — the most prominent cartilage of the larynx. Positioning the slip collar in this specific area provides you the most control with the least amount of effort. Also, your dog is most comfortable with the collar in this position. The ring should never rest above the right ear or you will lose much of the collar’s slip action, while too far to the left of the thyroid cartilage may cause your dog to hold his/her head at an awkward angle.

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HOW TO USE THE SLIP COLLAR EFFECTIVELY To use the slip collar effectively you must keep a certain amount of tension on the leash in order to communicate effectively with your dog. The tension between you and your dog should be gentle but consistent.

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Housing Animals Off-site No matter where they are sheltered, from the moment animals are registered until

reclaimed by their owners, they remain in DARTNS custody.

Important things to remember for volunteers taking an animal, or when animals must be moved to another location for any reason.

• DARTNS volunteers may be given first opportunity to board these animals.

• Distribution of animals will be based on how much a volunteer is willing and

able to care for the particular animal. • All efforts should be made to keep pets from the same households together. • The Staff will make travel arrangements for all animals being moved to

another location. • No animal is to be moved without proper handling apparel/equipment. • DARTNS paperwork will move with the animal, as well as the DARTNS ID

Tag • While in the care of the DARTNS volunteer, all animals will be monitored on

a daily basis, and records will be kept, just as they would be at the shelter. Volunteers are to have regular contact with the animal’s owner, and allow visits insofar as possible, if requested. Animals can be claimed by the owner directly from the volunteer, using the same procedure as stated in the section “Disposition of Animals During Recovery.” When it is time for the owner to claim the animal(s) the owner will be notified and they must make arrangements with the DARTNS Team member responsible for that animal. It is the responsibility of the owner to pick up the animal and complete the discharge form.

Important things to remember when outside facilities are taking animals:

• Only outside facilities approved by the DARTNS will be used. • A member of the DARTNS will be assigned to monitor any outside facility

used. • Outside facilities must follow DARTNS rules and regulations regarding

handling and housing of animals. • Outside facilities must allow their DARTNS member to have ready access to

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the premises. • Outside facilities must allow owners to visit their pets. • Outside facilities must instruct their personnel to keep accurate records. • Every effort will be made to abide by the requirements of the outside facility. • Owners may claim their pets directly from the outside facility, using the same

procedures as stated in the section “Disposition of Animals During Recovery.”

• Payment for charges incurred at the outside facility will have been

prearranged between the DARTNS and the pet owner, before the pet is transferred to that facility.

• As the DARTNS policy states, unclaimed animals will be declared

homeless and will be turned over to the Local Animal Control Department, or a local facility that accepts and adopts homeless animals.

Animal Fatalities

Unfortunately, animals may come to the shelter dead (DOA) or in critical condition, and they may die while in our care. These situations must be handled

with the utmost care and concern for both the animal and the owner. • A dead animal will be described as a “CODE 2.” At no time is any member to use the

terms “Dead on arrival” or “Morgue” when speaking to, or in the vicinity of, the general public. The morgue is to be described as “AREA 2.”

• Death of the animal must be noted in its Animal Record. • A dead animal will be taken to “Area 2” (morgue) for processing. No dead animal is to

be left outside, or anywhere near the public areas around the Command Post. A Medical Staff person on duty must examine a dead animal. If there is no Medical Staff person on duty, the volunteer in charge of First Aid and one helper must examine the animal and declare it dead. If the animal has not been covered or put in a plastic bag, it needs to be. If clear plastic bags, or tarps/blankets to cover the body are available, they should be used, until the animal can be identified. The clear bags make it easier to see the coloring of the animal’s fur. For small animal boxes, cardboard carriers and coolers will be made available as well.

• After the DOA has been processed, and placed in the Morgue, a Team Member needs

to write a large number 2 in the upper right hand corner of the Animal Record to signify the death of the animal. If a Team Member believes that a certain DOA is a match, the Kennel Manager should be notified for further verification. If the DOA is a probable match, then, alerting all members in the registration area in case the owner shows up unexpectedly, proper precautions can be taken to assist the owner. All matches are “probable” until the owner confirms that the animal is their pet.

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Notifying the Owner • If there is a possible match, and we have the red dots on the DARTNS Animal Release

Form, then the owner will need to be contacted. Again, this is a very delicate matter and must be handled carefully.

• A sample message is: “(Mrs. Jones), this is – your name, with DARTNS. We have a listing for you missing (dog, cat, etc.) We have received more animals since you where here inquiring about you pet; however I need you to know that some of them are deceased”.

• Pause here, in case there is a response. Continue with “We have a (dog, cat , etc.)

that is similar to your pet’s description. Are you able to come over for identification purposes, or are you able to designate someone to help you with this?”

• Depending on the answer, make notes on the back of the form, as to what the client’s

intentions are. It is hard to predict what will happen.

• Give people every opportunity to talk, cry, ask questions, or say nothing at all. Ask if there is anyone there with them. If not, ask if you can call someone for them. The person may come right over, or they may not. They may send someone else. (If they do, make sure that the person coming can positively identify the pet.)

Express our/your condolences. A simple I’m sorry for your loss is often enough. • Clients arriving to identify DOAs, or clients who are about to learn that their pet did not

survive, are to be taken to a special “private” section, in or near “Area 2,” for the purpose of identifying the animal. Two DARTNS Team members should be present to assist the owner. Anything can happen. The client may not be able to actually view the remains. While the client should never be forced to do this, someone has to make the identification. Use your own judgment. Some clients may want to spend some time with the pet. Some clients may want to touch or hold the pet. This is allowed. They may have as much time with the pet as they need. You should only leave if they request to be left alone.

• available on-line, if they want it later. Helpful sites include:

o Moira Anderson Allen, Ten Tips on Coping With Pet Loss <http://www.pet-loss.net/index.html>, also available as a brochure.

o HSUS, Coping with the Death of Your Pet http://www.hsus.org/pets/pet_care/coping_with_the_death_of_your_pet/

o AVMA, Understanding Your Feeling of Loss When Your Animal Dies, http://www.avma.org/animal_health/brochures/pet_loss/pet_loss_brochure pdf,

o Grief Counseling, Pet Loss Support Hot Lines

http://www.avma.org/careforanimals/animatedjourneys/goodbyefriend/plhotlines.asp

o APLB, Association for Pet Loss and Bereavement, http://www.aplb.org/index.html

o Animal Chaplains, Pet Loss and Death, Grief and Bereavement Support Services http://www.interfaithofficiants.com/CompanionAnimalPages/CompanionAnimalClergysupportResources.html

Disposal of Deceased Animals

• Some people will want to take the animal’s body, while others will not. Some people will not have any idea what to do with the body.

• The animal’s body may remain at the shelter only for a brief time, while the

owner makes arrangements. • The DARTNS may be able to arrange for the town where the event happened to

dispose of the body. However, this disposal option may be a group burial, and the owner should be made aware of this.

• The DARTNS can suggest local pet cemeteries and crematories, but the cost

would be the responsibility of the owner. • No matter what the owner decides, a “Release of Deceased Animal” form must

be filled out and signed by the client or their designee. • The DARTNS will arrange for disposal of all unclaimed animals

Thoughts for Team Members

• This assignment will be the hardest, but most necessary, part of this entire program.

• The death of an animal is always difficult. It can be as hard on the team

member as it is on the client. Do what you can to help.

• Be mindful of the possibility in a disaster that animal owners may have also recently lost family, friends, possessions, and homes.

• If at any time during this assignment, you should feel the need to remove

yourself from the situation, tell someone immediately. Do not wait until you are overwhelmed. All of us understand, and we will do our best to help each other, as well as the clients and their pets.

We must safeguard against the wrong person taking a pet out of the DARTNS shelter, and we must do all we can to give an owner only the

correct animal.

• To authorize a release, refer the owner to the Shelter Manager.

• The Shelter Manager checks to be sure the owner’s personal identification matches owner/agent information on the Animal Record.

• The Shelter Manager assigns a Team Member to find the animal and match up

the two copies. • The owner is asked to identify the animal as his or her own. • The Team Member reviews the care given to the animal while in the DARTNS

shelter and informs the owner actions that are required for follow-up care. • If the animal is any type other than a dog or farm animal, it may only leave in

some type of carrier or covered box (the DARTNS will try to provide this if DARTNS SHELTERING MANUAL VER. 1 -02-24-10 49

DARTNS SHELTERING MANUAL VER. 1 -02-24-10 50

necessary). • The owner signs the Pet Return to Owner Form. • The animal is returned to the owner. • All paperwork for the animal is stapled together and put in the special file for

returned animals. Special Notes

• If the holding facility is not the DARTNS shelter, a Shelter Manager may be unavailable. The Team Member responsible for the animal will follow the same instructions as listed above.

• If someone other than the owner is there to claim the animal, check for a

documented record from the owner regarding whom he or she has designated to claim the animal. If we do not have that record, every effort must be made to contact the owner before the animal can be released. In addition, the person claiming the animal must have personal identification, and must leave a phone number. If the Team Member has serious doubts about someone claiming an animal, a Staff Member is to be notified immediately, and a joint decision will be made.

• Initiate foster pet care personnel if necessary. • Ensure medical records and medications go with animal. • Ensure medical review and sign off by vet.

Contingencies for Threats to the Facility

Assess the Threat

• Integrity of the structure (roof, walls, doors, windows); • Utilities (ventilation, water/sewer, electricity/lights, telecommunications); • Exterior features (parking lots, storage space, access); • Site security.

When Threat to Health and Safety is Clear, Present or Imminent . . .

1. Immediately evacuate or shelter in-place, whichever would be safer. Protection of people is the top priority.

2. Contact local public safety services (fire and/or police). 3. Notify Response Coordinator. 4. Remove animals if an only if they can be removed concurrently, without

delaying or otherwise compromising human protection.

Helping animals is NOT an adequate reason to enter, occupy, or reenter a dangerous site.

When NOT an Immediate Threat to Health and Safety . . .

1. Notify Response Coordinator of the threat and the need to prepare for evacuation.

2. Notify staff, clients, and visitors to begin the process of relocation. 3. Designate a staging area for evacuated staff and animals along with a go kit of

essentials (identifications plus care needs – restraints, food, water, medications – for 72 hours).

4. Place animals in carriers that are suitable for transportation. 5. Ensure accurate identification of all animals and all veterinary records for

evacuated animals that need care. 6. Create and confirm a database back-up offsite. 7. Remove critical records. 8. Shut off utilities, such as gas and water, to avoid secondary damage. 9. If time permits, back-up and remove non-critical records as well as spare

equipment and supplies.

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Long-Term Sheltering

• In some disasters, there is the possibility that the response and recovery operations may stretch into weeks or months. Most DARTNS members, being volunteers, are not prepared or able to continue operating a Pet Friendly Shelter for large numbers of animals of evacuated people who have been left homeless by a disaster.

• Currently, DARTNS members and animal shelters focus on three possibilities:

o Fostering in the local community. People willing to foster animals are typically people who are members of their local humane society or shelter. Fostering of animals for people made homeless by a disaster is designed as a long term but still temporary measure – the rightful owners will take the pet back as soon as they are in housing where they can keep their pet. Fostering programs need to be designed with care, with possible fosters approved ahead of time. Similar programs are used nationwide for fostering the pets of battered women who seek refuge in a battered women’s shelter but are not permitted to have pets with them in the shelter.

o Moving animals from the Pet Friendly Shelter to an animal shelter in another city or county who have space for the animals. This effort has included shipping adoptable shelter animals from a local shelter to locations nation-wide in order to reduce the population at the animal shelter and could possibly make room for boarding the pets of disaster-affected people until they can once again take their pets back.

o Boarding animals at veterinary clinics and / or private kennels. This is especially necessary in the case of known aggressive animals that can’t be fostered. Post-disaster, as private kennels and veterinary clinics begin to open back up for business, arrangements can be made for long-term boarding of sick or injured animals.

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Closing the Shelter

• Authority for closing the shelter rests with the Response Coordinator in consultation with Incident Command. That decision will be communicated directly to the DARTNS Liaison or the Shelter Manager. Once the decision has been made to close the shelter, break down can be initiated and may, if necessary, be phased in over time if some animals are still in residence. The Shelter Manager may request the DARTNS Liaison to call in extra volunteers to assist in breakdown if needed. In lieu of this, other available volunteers may be used.

• Once owners have checked out all the animals housed in the Pet Friendly Shelter,

all crates, kennels and cages will be broke down and removed from the facility. Cleaning and disinfecting of crates and kennels after breakdown can occur off-site.

• All crates, materials and supplies will be removed from the facility and plastic

sheeting will be taken up. • When the incident is declared over and all the animals have been claimed or

transferred, all members at the scene will be expected to help with the tear down and clean up of the area used, cleaning of the equipment and transportation of equipment back to the storage unit.

• The Shelter Manager or designate is responsible for assigning responsibilities for demobilization of the shelter.

The facility should be left as clean as or cleaner than before the shelter was set up.

• All floors will be cleaned and disinfected. Any furniture, tables or shelves used for

holding crates and animals will be wiped down with disinfectant wipes. Handrails, water fountains and doorknobs will be wiped down with disinfectant wipes.

• Trash receptacles will be emptied and bagged trash placed in designated

dumpsters. • Facility restrooms will be cleaned and the trash emptied. • The Shelter Manager will inspect the building before leaving and correct any

discrepancies noted. • Cages, crates and kennels will be cleaned and disinfected before being returned to

their appropriate storage locations. • All towels, sheets and bedding will be laundered with detergent and bleach after

being used for each animal. All towels, sheets and bedding will be laundered before storing in watertight containers.

• All materials, including forms, vests, equipment and supplies will be returned to the

appropriate organization. • Reports are to be filled out by the Staff, after an incident is over.

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All information about the event should include, but is not limited to:

o Where did incident take place?

o What kind of incident was it?

o Who was involved?

o How many animals did the team handle?

o How long did incident last?

o Follow up forms going to any officials we worked with.

o Other documents.

o Prints of photos taken.

o Summarize medical problems, deaths and disposition of animals.

A debriefing meeting will be held within ten (10) days after the event is declared over, to finalize the following business:

o Do any of the team members need stress debriefing? If so, arrangements need to be made as soon as possible.

o How did the program work?

o How was the volunteers’ response time?

o What were the problem areas?

o What would or should change?

o What were our strengths?

o What supplies and equipment need restocking?

• All Team Members involved in the incident will fill out a survey asking about how the incident went for them.

• All paperwork is to be turned to the Shelter Manager. Documentation of the

incident will include all registration and animal intake forms, photographs of pets and owners, volunteer registration forms, incident logs kept by the Shelter Manager and the DARTNS Liaison, receipts for purchases and thank you letters. This documentation will form the basis of the DARTNS report submitted to Response Coordinator. Information on individuals included on these forms will be considered confidential.

• The Shelter Manager shall submit a written report to the Response Coordinator.

This report will be based on the logs kept at the shelter. It will include the number

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and types of animals housed and assessment of DARTNS operations and staffing, descriptions of problems or “incidents within the incident” and how they were handled, and identify any gaps in skills, staffing of logistics. The report will include a section on lessons learned during the incident.

• The Response Coordinator will write thank you letters to people, agencies or

companies who assisted DART during the disaster. The thank you letters will be signed by an officer or board member of DART. These letters should be written within a week of the closing of the shelter and will form part of the documentation of the incident.