Animal Intake and Admission Procedure

Purpose. This procedure describes how workers receive, identify, record, health check and house animals arriving at the shelter as strays, surrenders or transfers.

1.Scope

This procedure applies to every animal entering the Bendigo region shelter, including animals delivered by animal management officers, members of the public, other shelters and veterinary clinics. It does not apply to boarding animals, which are admitted under the Boarding and Grooming Bookings check-in steps.

2.Step 1: Receive and secure the animal

Greet the person delivering the animal and move the animal into the admission area using a slip lead, carrier or crate as appropriate. Never leave an animal unattended in a vehicle or reception. If the animal shows signs of aggression, fear or injury, call a second worker before handling and record the observation.

3.Step 2: Scan and identify

Scan the whole body for a microchip using the handheld scanner, including the shoulders, neck, flanks and legs, because chips migrate. Record the chip number, any collar tag, council registration tag or tattoo. Search the microchip registry immediately for stray animals and record the search result. Photograph the animal from the front and both sides.

• Scan slowly in overlapping passes
• Record 'no chip found' only after two full scans
• Log the registry search time and outcome

4.Step 3: Create the Animal Register record

Open the Animal Register and create a new record before the animal leaves the admission area. Enter species, breed description, sex, estimated age, colour, intake source, the delivering person's details and the microchip result. For surrenders, attach the completed Animal Surrender Form. For strays delivered by animal management, cross-reference the Impound and Compliance Log reference.

5.Step 4: Intake health check

Complete the intake health check within four hours of arrival. Check body condition, coat, eyes, ears, mouth, gait and any wounds, and take the animal's temperature if trained to do so. Apply flea and worm treatment and vaccinate according to the standing orders unless a veterinarian records an exception. Any animal that is injured, unwell or in obvious pain must be referred to the veterinarian the same day.

6.Step 5: House and label

Allocate an enclosure in the admission block according to species, size and temperament and hang the kennel card showing the animal identifier, name, intake date, diet, medications and handling notes. Provide water, bedding and an enrichment item. Update the enclosure field in the Animal Register.

7.Step 6: Statutory hold and outcome planning

Stray animals must be held for the statutory period before any outcome other than reclaim. Set the hold end date in the Animal Register. The Shelter Manager will review new intakes each morning and assign an outcome pathway: reclaim, behavioural assessment, veterinary treatment or foster.

8.Records

All intake records are kept in the Animal Register. Paper forms must be scanned to the record within two working days. The Shelter Manager audits five intake records each month for completeness.