500.52 vaccination certificate notice to comply 022012

1. Number: 500.52
SUBJECT: VACCINATION CERTIFICATE NOTICE TO COMPLY Page: 1
Date: 11/16/01
Approved: Ryan Drabek, Director Revised: 3/7/12
I. PURPOSE
To establish a uniform procedure for creating Notices to Comply for pet licensing based on a
current rabies vaccination certificate.
II. POLICY
A Vaccination Certificate Notice to Comply shall be created when a rabies vaccination
certificate is received from a veterinary clinic, the dog is four months of age or older, or the age
is undetermined and the pet owner does not have a current license for the dog.
A query must be performed to determine if the dog is licensed. Queries must be done by owner
name, address and phone number for each rabies vaccination certificate. If the dog is
unlicensed, it is necessary to send the owner a Notice to Comply for licensing. If the dog’s
license is delinquent, it may be necessary to send the owner to collections for failure to pay for
licensing.
III. SCOPE
Applicable to all OC Animal Care personnel.
IV. FORMS
Rabies Vaccination Certificate
V. REFERENCES
OC Animal Care P&P 500.01 – General Chameleon Information
VI. DEFINITIONS
Not applicable
VII. PROCEDURE
A. Search each owner name, address and phone number for all rabies vaccination
certificates from each veterinarian. If no record exists for the animal, follow the

2. Number: 500.52
SUBJECT: VACCINATION CERTIFICATE NOTICE TO COMPLY Page: 2
Date: 11/16/01
Approved: Ryan Drabek, Director Revised: 3/7/12
instructions for creating a new Vaccination Certificate – “1”. If a record has previously
been created for the same animal, follow the instructions for updating a Vaccination
Record – “2”.
1. Creating a new Vaccination Certificate Notice to Comply if there is no record of
the animal on file.
a. In the Tag/Link Window, create a new Person ID if pet owner/custodian
is not identified in Chameleon (refer to 500.01 General Chameleon
Procedures).
b. Create an Animal ID for the dog (refer to 500.01 General Chameleon
Procedures).
c. Leave the Tag No. Box empty. Chameleon will generate a temporary
UXX- number.
d. Tab to the Tag Type field, pop-up (F4) and select VAC CERT. This
signifies that the information for a license was acquired from a
vaccination certificate.
e. Tab to the Tag Subtype field, pop-up (F4) and select the location you are
entering the Vac Cert at (i.e., PHONE for phone room, COUNTER for
kennel office, FIELD for dispatch, etc.)
f. Tab to the Jurisdiction field and enter the dog owner’s city of residence.
g. The status for a “VAC CERT” must always be “Current”, as it refers to
the rabies vaccination and not the pet license.
h. Enter today’s date or press (F5) in the Tag Date field.
i. The Tag Term field must always be 12 months.
j. Enter the license expiration date. It will be one year from the date of the
original rabies vaccination certificate date regardless of whether the
vaccine given is for a 1 or 3 year term. For example, if the rabies was
given on January 1, 2010, the license would expire on January 1, 2011.
k. Enter the rabies vaccination date, term and expiration date. (*Please note
that the only time we are required to enter the Vaccine, Lot number and
Lot Expiration date is on animals that have been vaccinated here at the
shelter and will be issued a Rabies Vaccination Certificate from our
facility. Otherwise, the veterinarian that issued the vaccination is
responsible for retaining those records per California Health and Safety
Code 121690 (h))
l. F4 or pop-up the Vet ID field to obtain the name of the vaccinating
clinic, veterinarian or animal hospital. Once the corresponding
veterinarian information is located, press F12 to populate the Group

3. Number: 500.52
SUBJECT: VACCINATION CERTIFICATE NOTICE TO COMPLY Page: 3
Date: 11/16/01
Approved: Ryan Drabek, Director Revised: 3/7/12
window, then the Enter key to bring the information back to the Tag
Link Window.
m. Press the F9 key to store the “VAC CERT” record. Chameleon will
issue a six-digit temporary tag number that will begin with “U” plus the
last two digits of the year issued (i.e. U12-000001).
n. The pet owner/custodian will receive a Notice to Comply in the mail
requesting the license fee.
2. How to process/update a Vaccination Certificate if there is a previously expired
license or vaccination record of the animal on file at the same address and/or
listed under the same owner.
a. Take a print screen of the expired license or Vac Cert (example below)
by pressing the print screen button on your computer keyboard.
b. Open Microsoft Word and press CTRL+V on your computer keyboard to
paste the print screen into a new document.

4. Number: 500.52
SUBJECT: VACCINATION CERTIFICATE NOTICE TO COMPLY Page: 4
Date: 11/16/01
Approved: Ryan Drabek, Director Revised: 3/7/12
c. Print out the screen shot by pressing the print icon in Microsoft Word.
d. Return to the Chameleon Tag link window and enter the rabies
vaccination date and term. (*Please note that the only time we are
required to enter the Vaccine, Lot number and Lot Expiration date is on
animals that have been vaccinated here at the shelter and will be issued
a Rabies Vaccination Certificate from our facility. Otherwise, the
veterinarian that issued the vaccination is responsible for retaining those
records per California Health and Safety Code 121690 (h))
e. F4 or pop-up the Vet ID field to obtain the name of the vaccinating
clinic, veterinarian or animal hospital. Once the corresponding
veterinarian information is located, press F12 to populate the Group
window, then the Enter key to bring the information back to the Tag
Link Window.
f. Change the Tag Status to COLLECTION.
g. Hit F8 to update the tag link window.
h. Attach a copy of the new vaccination certificate from the veterinarian’s
office to the copy of the print screen.
i. Write the years and collection amounts for each year, along with a total
amount owed on the print screen. (example below)

5. Number: 500.52
SUBJECT: VACCINATION CERTIFICATE NOTICE TO COMPLY Page: 5
Date: 11/16/01
Approved: Ryan Drabek, Director Revised: 3/7/12
j. Create a “NOTE” Memo (refer to 500.01 General Chameleon
Procedures) on the Animal ID which includes the years that you are
sending the customer to collections, the amount for each year listed, a
total, your initials and the date. An example of a properly formatted
memo appears below:
k. Place all documents together in your supervisor’s in-box for daily
review.
1/31/12 Sending Ms. Watson (P0807302) to
collections on Lucy (A1135338) for the following
years:
09-10: $65.00
10-11: $65.00
11-12: $65.00
Total owed to bring current through October 2012:
$195.00. KW