LSU Emergency Animal Shelter

Disaster Response Manual
 

 
Operational Phase

Command Center    Operations    Planning    Logistics    Finance   

Operations Section

Animal operations manager
    Adoptions and fostering
    Animal health issues
    Animal shipping
    Public health issues
Triage
Facility
Information technology
Webmaster
Security

Animal operations manager 

Task, function or purpose

  • Operations encompasses all the core functions related to animal admission, care while at the shelter, and disposition (release to owners, transfer to remote shelters, adoption

Dog management

  • Feeding and watering
  • Walking (twice a day)
  • Bathing and grooming
  • Cleaning bowls, kennels
  • Medical treatment if needed

Cat management

  • Feeding and watering
  • Bathing and grooming
  • Cleaning bowls, kennels
  • Medical treatment if needed

Non-domestic and pocket pets management (birds, hamsters, rabbits, guinea pigs, ferrets, etc.)

  • Feeding and watering
  • Bathing and grooming
  • Cleaning bowls, kennels
  • Medical treatment if needed
  • Fostering to available and competent rescue groups

Front desk management

  • Admissions and releases
  • Owner visitation check-in and check-out
  • Coordinate entrance and exit veterinary examinations and microchipping
  • Information venue for public
  • Volunteer check-in and check-out     
  • Communication with command center
  • Fostering        

Veterinary services

  • Oversee all veterinary examinations
  • Medical decisions
  • Train incoming veterinarians and assign work areas or tasks
  • Work closely with scheduling of veterinarians and veterinary technicians and place in locations where needed
  • Admission physicals microchip; photograph; start record
  • Endo and ecto parasite control
  • Animal health monitoring
  • Exit physicals
  • Triage
  • Transfer to other veterinary facility

Operational needs

  • Separate areas for large and small dogs, if possible
  • Separate quarantine / isolation area for sick animals
  • Separate quarantine area for animals under observation for biting
  • Separate quiet area for fractious cats (controlled access)
  • Separate area for aggressive dogs (controlled access)
  • Foster non-domestics due to special needs (identify qualified rescue groups)

 Staffing requirements

  • Operations manager
  • Front desk manager
  • Front desk volunteers – number dependent on work load
  • Runners (to transfer animals to and from kennels and perform other tasks)
  • Veterinary services manager
  • Veterinarians to head designated areas (dog, cat, non-domestic, admissions, triage, isolation)
  • Veterinarians to assist in designated areas
  • Veterinary technicians
  • Animal behaviorist
  • Psychologist or social worker for personnel and owner issues
  • Volunteers to feed, water, clean kennels, and walk dogs

Equipment needs

  • Tables
  • Computers and access to shelter database (with restrictions)
  • Copy machine
  • Basic office supplies
  • Phones
  • Wagons, carts
  • Cages, kennels,
  • Food / water bowls
  • Dog / cat / bird / other pet foods
  • Special needs foods
  • Buckets, mops, rags, other cleaning equipment
  • Cleaning products, disinfectants
  • Hoses and washtubs
  • Hot water source
  • Protective gear (gloves, boots, etc.)
  • Kitty litter
  • Leashes, muzzles
  • Gallon plastic water cartons
  • Brushes, combs
  • Clippers
  • Medications (see Triage section for recommendations)
  • Shampoos
  • Cage dryer
  • Towels
  • Bedding materials
  • Dog / cat beds
  • Cat hide boxes
  • Portable fencing
  • Food storage bins

Records, forms, checklists, SOPs (Standard Operating Procedures)

  • Admission Form
  • Admission SOP
  • Rescued Pet Admission Form
  • Lost Pet Owner Information
  • Permission for 2nd Party Pick Up
  • Assumption of Risk Form
  • Owner Log–in Form

Organization and flow diagrams

The LSU Experience: Animal operations

Adoptions and Fostering

Task, function or purpose

  • Liaison with local animal shelters
  • Arrange placement of animals relinquished for adoption by their owners
  • Organize and host foster-day events for placement of un-owned pets (e.g. rescues) and pets that have been temporarily relinquished by their owners; coordinate volunteers to assist
  • Develop adoption contracts appropriate for the situation

Staffing requirements

  • Volunteer coordinator with shelter experience and familiar with adoption procedures
  • For full coverage, a minimum of two volunteers daily to divide a 12-hour day into two 6-hour shifts; alternatively, a published schedule of limited hours
  • Four volunteers per shift that understand the screening process and know how to look for the red flags.  Four volunteers could work in pairs so one is always manning the adoption desk while the other takes an adopter through the animal release process

Equipment needs

  • Access to a quiet room for telephone communications, etc; working phone
  • Computer and access to the shelter database to obtain information on animals/owners and to     keep foster information
  • Copy machine

Records, forms, checklists, SOPs (Standard Operating Procedures)

Things that could be set up ahead of time

  • Volunteers should be made aware of the adoption policies (this should be a written document that is included in a New Volunteer Information Packet that volunteers receive before they start or on their first day
  • If adoptions are to be held locally, the specifics as to when and how to apply and when and how adoptions will be carried out, should be developed
  • Specific areas should be designated as places to go to receive updates from the command center or the area supervisors

The LSU Experience: Adoption  (control + left click to follow the link or see The LSU Experience section)

Animal Health Issues

Daily care of the shelter animals should be done according to the Animal Welfare Act standards with respect to housing, daily observation, nutrition, storage of food and supplies, availability of water, and exercise to the extent possible.

A potential problem may be the crate sizes available for containing the animals, especially large dogs.  The largest wire crates available may not provide the minimum space requirements for large breed dogs.  These animals should receive longer or more frequent periods of exercise unless there is a reason not to (extreme weather, health status, etc.). 

Animals may arrive with a variety of pre-existing medical problems – both known (reported by owners) and unknown. Problems likely to occur include: 

  • stress-related behaviors

  • bites

  • aggression

  • infectious diseases  (e.g. cat respiratory viruses)

  • heartworm

  • flea problem / environmental infestation

  • skin problems

  • eye problems

Records, forms, checklists, SOPs (Standard Operating Procedures)

The LSU Experience: Animal Health Issues  (control + left click to follow the link or see The LSU Experience section) 

Animal shipping

Task, function or purpose: Placement of unclaimed animals in remote shelters that agree to 1) place pets in appropriate foster homes or hold them for a designated time and 2) facilitate reuniting pet and owner

  • Identify partner shelters and rescue groups (we advise working only with groups that have established systems to foster and track animals, due to transport regulations and also to facilitate easier owner-pet re-uniting.  Shelters within less than 10 hours driving distance are preferred; for shelters > 10 hours, request two drivers to avoid an overnight layover.
  • Coordinate ASPCA approval of receiving shelters
  • Develop shelter contract
  • Develop shelter-foster contingency adoption / fostering agreement
  • Develop exit / record handling procedures
  • Identify animals to ship (ship animals from same household to same shelter)
  • Arrange appropriate transport following the guidelines in the Animal Welfare Act or if necessary, the minimal guidelines in the shelter agreement addendum.
  • Arrange for suitable transport kennels
  • Coordinate exit examinations and loading
  • Follow up to confirm safe arrival
  • Communicate disposition of individual animals to Information technology (IT)

Operational needs

  • Knowledge of Animal Welfare Act regulations, especially those that pertain to shipment and intermediate handlers (see Animal Welfare Act Specifications for the Humane Handling, Care, Treatment, and  Transportation of Dogs and Cats (Title 9, Chapter I, Part 3, Subpart A)

  • Knowledge of Department of Transportation (DOT) regulations for vehicles and drivers
  • Establish a firm cut-off date for animal pick-ups, fostering or adoptions so the number of animals that need to be placed does not keep changing
  • Establish acceptable practices (vs. ideal) for disaster situation if necessary
  • Shipping arrangements should be the responsibility of the emergency shelter to insure that appropriate vehicles are utilized and regulations followed
  • Funds should be available for shipping; it should not be expected that this will be done gratis
  • Staff and transport personnel willing to load animals late at night or early morning in disaster areas where there is high ambient temperature and high humidity

Staffing requirements

  • Manager to negotiate with shelters and transporters and oversee all functions
  • Records coordinator to arrange staging of exit physicals and paperwork
  • Supervisor for supplies and loading
  • Logistical support (someone knowledgeable of above operational needs)
  • Extra volunteers to assist with exit process on day animals are shipped out (experienced handlers preferred)
  • Behaviorist to establish profiles of each animal and evaluate animals for “adoptability” (ideal situation)

 

Equipment needs

  • Phones
  • Walkie-talkies
  • Internet access
  • Computers / printers
  • Copy machine
  • Basic office supplies
  • Pet ID collars
  • Microchip equipment (reader and microchips)
  • Animal restraint devices – leashes, muzzles, towels, gloves, etc.
  • Medications and supplies (syringes, needles) for chemical restraint
  • Pill pockets for meds given during exit physicals (e.g. flea pills)
  • Transport kennels (various sizes) and quick-release cable ties
  • Gurney
  • Fork lift
  • Climate-controlled animal transport vehicles operated by licensed intermediate handlers

 

Records, forms, checklists, SOPs (Standard Operating Procedures)

Things that could be set up ahead of time

  • Identify partner shelters within range of the potential disaster area and establish written agreements.  Formal contracts should use appropriate legal terminology.
  • Electronic record systems and animal record forms
  • Identify licensed intermediate handlers to transport animals; maintain a list of contact information, fees, and the type(s) of vehicles available, including actual dimensions

Information sources

  • Animal Welfare Act
  • ASPCA
  • IFAW

The LSU Experience: Animal Shipping (control + left click to follow the link or see The LSU Experience section) 

Public health issues

Animals housed in temporary shelters are cared for by numerous volunteers with a wide range of experience, skills, and abilities.  Many volunteers have no or little experience with fearful or aggressive animals.  Volunteers may be bitten as they rush to remove an animal from a crate or take it from someone else.  Procedures should be in place for unskilled volunteers to receive training in animal handling and safety.

Please see The Role of the Public Health Service in the Preparation Primer section and also The LSU Experience: Public Health Considerations  

Triage

Task, function or purpose

  • To evaluate and treat sick animals on initial presentation to the shelter or that become ill while at the shelter

Organization

  • For heavy patient load: 2 veterinarians and 2 technicians working12-hour shifts.  Also one kennel staff to clean cages and area, walk dogs, and force feed cats.  When fewer animals are being admitted to the shelter, only 1 veterinarian and 1 technician may be needed per shift.
  • Patient rounds held between changing shifts to familiarize the relieving veterinarians with cases.
  • List of supply and drug needs provided to triage coordinator daily
  • Cases requiring care beyond the resources of the shelter are communicated to the coordinator who identifies appropriate facilities, arranges transport and attempts to notify owner (not always possible to locate owner).  A copy of the animal information sheet, medical records and lab work are sent with the animal.
  • Maintain medical records / treatment sheets
  • Triage is only for animals requiring intensive treatment or observation; simple medical problems (e.g. oral medications BID) are treated by the attending veterinarians in the wards although the triage area may serve as the location for the central pharmacy.

Staffing requirements

  • Triage coordinator: lead veterinarian responsible for organizing the triage, getting drugs and  supplies and acting as the sole liaison for transferring patients to other veterinary facilities as needed; 12hour-shift and on-call if only one person
  • Veterinarians:  examine and treat sick or injured animals on presentation to the shelter or animals that became ill during their stay
  • Veterinary technicians: assist veterinarians with examinations and treatments

Equipment and supply needs: The following tables are intended as a guide.  Needs will vary with the type and scope of disaster and the final selection is at the discretion of the veterinarian in charge

Triage Drugs and Supplies

Triage Table 1

ANTIBIOTICS

CARDIAC / RESPIRATORY DRUGS

STEROIDS

NSAIDS / PAIN

SEDATIVES*

Clavamox    pill and liquid    LOTS

Torbutrol   pill and inj

prednisone   oral and inj  LOTS

Metacam

acepromazine  oral and inj

doxycycline  pill and liquid  LOTS

Terbutaline  pill and inj

Depomedrol

Rimadyl

Dormitor  LOTS

azithromycin   LOTS

aminophylline   pill

Solu Delta Cortef

Etogesic

Antisedan

Tribrissen 

spironolactone  (1)

prednisone   oral and inj  LOTS

Dermaxx

ketamine

Gentocin

Lasix  oral and inj   LOTS

Depomedrol

Ascriptin

 valium

cephalosporins   pill and inj 

nitroglycerin  ointment  

 

Cosequin

* LOCK BOX

tetracycline  

Enalapril

 

aspirin

 

Antirobe   pill and liquid

digoxin  0.125mg  

 

 

 

Flagyl    pill and liquid   LOTS

lidocaine

ANTIOXIDANTS

Behavioral drugs

 

Baytril   pill and inj   LOTS

atropine 

SAMe

Elavil

 

amoxicillin   pill and inj   LOTS

diltiazem 

Actigall

Prozac

 

 

amlodipine

omega 3 FA

 

 

 

baby aspirin

Vit E

 

 

 

epinephrine

 

 

 

 

dobutamine

 

 

 

 

doxapram

 

 

 

Triage Table 2

MISC

DERM / EAR

EYE

DEWORMERS

IV FLUIDS

Florinef

fly strike repellent

Optimune  LOTS

Drontal plus 

LRS  LOTS

mannitol

benadryl oral and inj   LOTS

eyewash   LOTS

Panacur

0,9% Nacl   LOTS

activated charcoal

flea and tick products

artificial tears  LOTS

pyrantel pamoate

0.45% / Dextrose   a few not lots

heparin inj

ivermectin   LOTS

tetracycline ointment  LOTS

Albon

hespan 

euthanasia solution (Lock Box)

Revolution   LOTS

 triple ab ointment LOTS

INSULINS

ELECTROLYTE  MINERAL

itraconazole

Mitoban dip (amitraz)

 

steroid ointment and solution   LOTS

regular

potassium  oral and inj

cryproheptadine

ear cleaners   Otic Clear;  Oti- Calm  etc.

oral  lysine

nph

calcium  oral and inj

Imuran

silver sulfadiazine

flu stain LOTS

pzi

dextrose

Oxyglobin  a few

Cerumite

NSAID drugs   LOTS

 

Vit B

oxygen

Otomax

glaucoma meds:   Xalatan   Daranide    Pilocarpine   Timopti

NUTRITIONAL SUPPLEMENTS

Vit K

Amphogel

 

Baytril otic

optimune  LOTS

Nutrical

sodium bicarbonate

Soloxine

Otic Domeboro

eyewash   LOTS

Cat laxative

taurine

Tapazole (1)

Chlorhexaderm shampoo

artificial tears  LOTS

Puppy / Kitten milk replacer

L-carnitine

phenobarbitol

clotrimzole

tetracycline ointment  LOTS

Baby food

 

oxytocin

miconazole shampoo

 triple ab ointment LOTS

various prescription diets

 

disinfectants – e.g. chlorhexidine

conofite

steroid ointment and solution   LOTS

 

 

dog / cat vaccines

topical steroid spray

 

 

 

 

betadine

 

 

 

Triage Table 3

GI DRUGS

WOUNDS

BOOKS

SUPPLIES

EQUIPMENT

 

impregnated sterile water pads

Veterinary Internal Medicine (Ettinger)

alcohol

sterile packs for wounds / minor surgery

Pepsid  oral and inj

antibiotic ointment pads

Current Veterinary Therapy

cotton – roll and balls

 

microscope and replacement bulb

Carafate

collagen pads

infectious diseases  (e.g.Greene)

tongue depressors / cotton tip applicators

complete blood count and chemistry panel analyzer (Iddex)

Peptobismol

Nexaban

emergency medicine (eg Kirk)

syringes and needles – all sizes

portable Xray (ideal)

Endosorb

liquid skin   wound closure

Pharmacy drug doses book (e.g.  Plumb)

feeding tubes

portable ultrasound (ideal)

lactulose

medicated skin wipes

atlas (pictures) for parasitology  

IV catheters; butterfly catheters

laryngoscope

tylosin

alcohol  LOTS

clinical pathology (e.g. Duncan & Prasse)

gauze sponges and roll gauze

oxygen; oxygen masks

Propulsid

betadine scrub and solution   LOTS

anesthesia  text

Vet Wrap / white tape

tonopen

sulfasalazine

Novalsan   LOTS

ophthalmology text

splints / cast material

endotracheal tubes

Lomotil

table disinfectant  LOTS

LAB

biohazard bags / sharps containers

gas anesthesia machine (ideal)

Viokase

sterile water  LOTS

microscope slides / cover slips

pill pushers

microchip scanner

Reglan  oral and inj

 

quick stains

pill pockets   dog and cat

clippers and blades

Kaopectate

 

fecal flotation solution

can openers

centrifuge

fiber

 

mineral oil

gloves, masks

refractometer

 

 

immersion oil

cleaning supplies – mops etc.

small refrigerator

 

 

urinalysis dip sticks

puppy / kitten nursers

catch pole

 

 

heartworm antigen tests

Elizabethan collars

fans / extension cords

 

 

FeLV / FIV tests

leashes / muzzles

calculators

 

 

Parvo tests

office supplies

heating pads

 

 

dermatology: skin scrape (blades), DTM media

fecal loops

scale

 

 

schirmer tear test; fluoroscein stain

vials for dispensing meds

thermometers

 

 

 

 

ophthalmoscope

 

 

 

 

otoscope

 

 

 

 

IV drip stand

Things that could be set up ahead of time·        

  • A mobile veterinary unit could be sent on day one and then a triage hospital set up over the next few days.

  • Scheduling of veterinarians and vet techs needed in advance.

  • Prior arrangements with other veterinary facilities that might be needed for complicated cases or that require specialized diagnostic or other equipment.

  • Identify multiple sources for equipment, supplies, and medications as demand may exceed mobile unit and local resources.  Develop lists of veterinary supply companies and local / regional veterinary practices.  Place these sources on alert (“pre-order”) prior to the event if it can be anticipated.

The LSU Experience: Triage (control + left click to follow the link or see The LSU Experience section)

Facility / Facility manager  

Task, function or purpose

  • Develop facility plan that addresses animal and human needs, security, and safety
  • Develop approved floor plan design in coordination with the safety officer (may also need Fire Marshal approval)
  • Develop a security plan to include exterior posts with security placement – to include hours of operation for the facility.
  • Schedule facility staff – uniformed identification for advancement into facility and other secure areas (armbands or security tags)

Operational needs

  • Phone lines
  • IT lines
  • Electricity
  • Security system – to include the involvement of your local police department or military.  Need to have someone contact Military Operations prior to event so that the facility is put on a list for military assistance.  We needed this for support of the facility because local forces were stretched on other tasks.
  • Maintenance (cleaning, garbage removal, etc.)

Depending on age of building and location of needs this may be a timely process – will need plenty of warning to prepare for such tasks.

Staffing requirements

  • One key person in charge to make decisions and coordinate with other section leaders
  • Office support to answer phones and process requests
  • Maintenance coordinator to assess needs and schedule staff
  • Maintenance personnel (number will vary with size of facility and disaster-use needs)
  • Electrician and plumber on site to assist in all maintenance type needs that may arise.

Equipment needs

  • Generators – insure facility can take additional voltage, etc.
  • Cleaning supplies
  • Fire extinguishers and fire exits to be well-marked and publicized for both staff and volunteers
  • Fans (or portable cooling/heating units) – insure facility can maintain the extra pull of electricity – may need to acquire additional voltage boards.  Extra cooling units may need to be planned for logistic purposes.  The use of fans also posed problems with extension cords and other electrical issues.  Having a portable cooling unit may be a better operation if the facility being used logistically cannot support cords, etc.
  • Fencing
  • Additional storage units for supplies (e.g. trailers) – make sure ample space is available for storage of supplies – may need refrigerated trailers for medical supplies or food items

Records

  • All records will be developed internally for use – items may vary depending on facility and their need
  • Cost records, supply records, overtime hours of crew and staff, and additional needs noted for next crisis may be a few forms that need to be developed prior to facility operations

Flow diagrams

  • The facility coordinator/manager should be placed above her/his immediate staff and then placed on the top of any additional flow charts for the emergency shelter.  However, all military personnel, police involvement would then potentially change this flow.

Things that could be set up ahead of time

All items for this section regarding the facility will need to be touched on before the first volunteer, staff or animal enter into the building.  I know this is possible for hurricanes and such, but for immediate disasters, it calls for an established plan to be developed and ready for action:

  • Main operations of the facility – how things will run
  • Interior and exterior security of animals and humans
  • Electrical needs
  • Plumbing needs
  • Storage needs
  • Phone and IT needs
  • Facility Needs – rooms, offices, equipment, supplies, etc.  Floors and surrounding areas may need to be covered in order for use. 
  • Need to treat all animals for infestation issues (fleas).  Treatment should be done numerous times if the animals are in the same areas for extended periods of time.

Information sources: The LSU AgCenter

The LSU Experience: Facility Manager  (control + left click to follow the link or see The LSU Experience section)

Information technology / IT manager

Task, function or purpose

  • To track the arrival of an animal to the shelter, its movement through the facility and its disposition upon leaving the shelter
  • Establish and maintain records in hard copy and digital formats
  • Gather information from each section; update as needed (intake, release, stall change, triage check in/out forms)
                            Front desk (intake and release)
                            Dog section(s)
                            Cat section(s)
                            Triage

  • Track other information
                  Owner check-in/out
                  Volunteer check-in

  • Data entry

  • Filing
  • Record modification
  • Modification of folders
  • Digital imagesT
          Take images of all animals
          Any rescued animals must have good face and body shots with emphasis
                       on distinctive characteristics
  • Preparation of reports
         Census
         Section Inventories
         Dogs
         Cats
         Triage
         Animal shipping docket
         Animal shipping report

Staffing requirements: Number and type of staff

The number and type of staff is determined by the expected size of the shelter. Initially, there may be a need for an increased number of personnel to deal with the initial influx of animals.
     50 – 500 animals in shelter
                  
1 – IT professional (mid morning – mid afternoon)
                   2 – Data entry (1 – morning, 1 – afternoon)
                   1 – Filing (afternoon)
    500 – 1000 animals in shelter
                   2 – IT professionals (1 – morning, 1 – afternoon)
                   3 – Data entry (1 – morning, 2 – afternoon)
                   2 – Filing (1 – morning, 1 – afternoon)
                   Runners – as needed
   1000 – 2000 animals in shelter
                   2 – IT professionals (1 – morning, 1 – afternoon),
1 (or more) on call
                   4 – Data entry (1 – morning, 3 – afternoon),
2 on call
                   3 – Filing (1 – morning, 2 – afternoon)
                   Runners – as needed

Staffing placement: position description

  • IT professional: Individual with the experience and knowledge to run, update, modify, and provide information based on all the systems used in the facility
  • Data entry: Capable of reliably entering data into the database from paper copy, modifying records, diagnosing problems with records, an understanding of the filing system, ability to search records when needed, and a desire to insure the security of the records
  • Filing: As needed to keep up with flow.  Ability to make file folders, keep up with organization, modify records in file folder, and insure the security of the records
  • Runners: Ability to transport information to different stations or lookup/verify cage information as needed

IT Room Organization

  • Physical location for master copy of animal records (intake and release)
  • All animal and owner records stay in this section during the entire process. Can be removed for administrative or medical reasons ONLY.  A sign-out sheet must be filled out by the administrator or doctor who removed the record to include: name on record, their name, reason and time of removal
  • Physical location of reports (bite reports, theft of animal, euthanasia and death, etc.)

File Cabinet Organization

Owner Record – Alphabetically by last name
     Contents

  • Original Sign-in Paperwork

  • Original Impound Ticket, beige

  •  Animal Information Sheet
        Labeling: Owner name (Last name first) and contact information (phone
            numbers, email, and physical address)

Animal Record – ordered by impound number
         Contents (as much as is available; gradually most of this information will be
              collected on each animal)

              Included upon intake:

  • Impound ticket, white

  • Polaroid

  • Original SOAP (subjective, objective, assessment, plan)
     

      Included upon Release:

  • Adopter/transport Information

  • Shipping docket

  • Pre-shipment release form

  • Special needs form

  • Vaccination certificate

  • Daily medication sheets

  • Daily feed sheets

  • Cage card

  • Rabies certificate

  • Any extra documents

  • Labeling: Impound Number and owner name (last name first)

Contracts – ordered alphabetically by shelter/adopter

           Contents

  • Adoption contract

  • Animal information sheet

Labeling: Each folder will be labeled with the name of facility or adopter and the date the contract was signed.
      Color Coding – on each animal file·

  • In facility (No color)

  • Released (color 1)

  • Transported (color 2)

  • New facility

  • Foster/adopt (color 3)

  • Transported to clinic for medical care (colored index card, or sheet, attached to folder)
    Note: If the facility needs the record, make a copy and leave the original in the main file cabinet.

Tracking which records are removed from the file cabinet·

  • Only reasons to remove files:medical; administrative

  • A “sign-out” sheet must be kept to include:
          Animal’s name and Impound Number
          Reason for removal
          Name of individual who has removed the record
          Contact number
          Date and time of removal

Equipment needs

Computer equipment

  • Server (database storage and/or file storage);Ideally this server will be housed “off-site” and accessed via the internet
  • Laptops
        Data entry
        Searching record
        Administrative document and form creation
        Helping the public search Pet finder
  • Printers (laser if possible; inkjet if needed); color and black and white
  • Internet access (If available); network hardware (any or combination of)
        Wired router
        Wireless router
        Wireless Range Extender
        Wireless Print Server
  •  Internet activity
        If available to “piggy-back” onto a service like LSU, will insure support and security
        DSL or cable access at minimum.
        Dial-up requires reliability on telephone system and is to slow to manage the
             quantity of data transferred during this type of operation
       Satellite if available or required; expensive but reliable
  • Sheet feed scanner (to digitize documents post mortem)
  • UPS battery backup (depending on size and security concerns
  • Label printer (or handwritten labels)
  • Database
  • Microsoft Access (local)
  • SQL (internet based, higher security)
  • Communication Medium
         Hand held radio
         Nextel
         Cell phone
         VoIP – “Voice Over Internet Protocol”
  • Office Equipment
        File cabinets (as many as needed)
        Desks
        Chairs
        Copier
                      
    Command Center
              Intake
  • Surge protectors
  • Digital camera
        Keeping track of records
        Making memories

Extra equipment to make work easier

Computer equipment

  • PDA: To be used by heads of the sections to keep track of animals and view the database remotely

  • Bluetooth Barcode Scanner: To be used by heads of the sections to keep track of animals

Label printer: Filing labels; barcode
Software

  • Adobe PDF Writer

  • Barcode software (like WASP): To incorporate with Microsoft Office suite and print labels according to preset plans.

Records, forms, checklists, SOPs (Standard Operating Procedures)

Organization and Flow Diagrams
     Animal Information Flow Diagram

Things that could be set up ahead of time

  • Website

  • Forms, SOPs, database
  • Internationally available
  • Secure
  • Historical data such as

      Reports of dangerous animals (i.e. bit 2 people last time it was in a facility)
      Medical history
      Vaccinated while in a similar facility last year.
      Chronic disease
      Ability to “train” personnel who can volunteer at any shelter supported by the      system without retraining.
      Ability to digitally organize the “Rescued” or “Owner Missing” animals (should be
         prepared in the database
      Volunteer signup
         Ability for individuals to sign-up in advance
         Questionnaire to assess talents
         Contact information
         Ability to track their “usefulness” in a shelter environment
         Tracks who has been bitten in the past to assess if they are a possible risk to the
             animals
    Ability to set up a list of trouble makers
  • Arrangements with computer companies or college institutions to have computer systems on loan during the disaster

The LSU Experience:Information Technology (control + left click to follow the link or see The LSU Experience section)

Webmaster

Task, function or purpose: To maintain and update a web site on at least a daily basis, more often if needed

  • Provide a daily (at least) news bulletin on what is happening at the shelter

  • Provide contact information for the shelter
        How to check to see if a pet is in the shelter
        How to arrange for leaving a pet at the shelter

  • Provide information for potential donors:
        Supplies needed
        How to send material donations
        Where to send monetary donations (preferably an interactive form set up to accept
           credit cards)

  • Provide information for potential volunteers
        Qualifications
        Ages
        Hours/shifts to be worked
        Kinds of animals to be worked with

Ideally, such a web site would have photos of any pets brought in by someone other than their owners, to aid owners in locating them.

Staffing requirements / placement

  • Someone who can work on this as his/her primary (if not only) job for the duration of the shelter being open

Equipment needs

  • Computer with appropriate software

Records, forms, checklists, SOPs (Standard Operating Procedures)

  • Nothing specific; an online form for donations might be nice

Things that could be set up ahead of time

  • Boilerplate pages for shelter, possibly


Information sources

  • Need a single person who can speak for the shelter to be in charge of all information released to media or put online.

  • As an extension of the media contact team, the webmaster should only take direction from the shelter commander to avoid erroneous entries and changes. In the LSU experience, there was some confusion on this issue and all problems could have been avoided by following this basic tenet of the Incident Command System.

Security

Task, function or purpose

  • Safety and security of all personnel and premises

  • To monitor the coming and going of registered volunteers and other approved people

  • To discourage theft and criminal trespass

  • To discourage fights and arguments

Operational needs

  • Radios for communication

  • Appropriate attire – easy to identify

  • Contact information—who to contact and local police information

Staffing requirements / placement

  • Number of personnel will vary

  • Day shift and night shift

  • Cover main entries and exits as well as roving patrols

The LSU Experience: Security (control + left click to follow the link or see The LSU Experience section)


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