300.63 mailing of the notice of determination for potentially dangerous or vicious dog cases

1. Number: 300.63
SUBJECT: MAILING OF THE NOTICE OF DETERMINATION FOR
POTENTIALLY DANGEROUS OR VICIOUS DOG CASES
Page: 1
Date: 1/8/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
I. PURPOSE
To establish a uniform procedure for the mailing of Notice of Determinations regarding
Potentially Dangerous or Vicious Dog cases.
II. POLICY
OC Animal Care needs to ensure that documents are mailed in a consistent manner and
that appropriate Proof of Service is available for any possible civil appeal that may be
filed regarding these cases.
All Notice of Determinations are to be hand delivered and sent via standard mail.
III. SCOPE
Applicable to all Field Services Staff responsible for providing Notice of Determinations
and the Staff Specialist assigned to the office of the Director of OC Animal Care.
IV. FORMS
Proof of Service – Certificate of Mailing
Proof of Service – Certificate of Mailing – In Office
Proof of Service – Affidavit of Personal Service
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.

2. Number: 300.63
SUBJECT: MAILING OF THE NOTICE OF DETERMINATION FOR
POTENTIALLY DANGEROUS OR VICIOUS DOG CASES
Page: 2
Date: 1/8/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
VII. PROCEDURE
Mailing of the Notice of Determination
The Staff Specialist from the Director’s Office will be responsible to mail the Notice of
Determination out to the dog owner/responsible party. They will also be responsible for
providing the Operations Sergeant with 3 signed color copies of the Notice of
Determination to be hand delivered by Field Staff. To mail the document via standard
mail, the Staff Specialist will do the following:
A. Place a signed color copy of the Notice of Determination in an envelope addressed to
the dog owner/responsible party at their last known address. Complete a Certificate of
Mailing Notice consistent with the form of mailing and place the pink copy in the
envelope with the Notice of Determination.
B. With the Notice of Determination and the Certificate of Mailing inside, have the
envelope run through the postage machine for sealing and postage printing. The Staff
Specialist will stay in the room as this is completed and observe the envelope go
through the machine. They will need to verify the envelope has been sealed and the
appropriate postage has been printed on the envelope.
C. The Staff Specialist will then make a Xerox copy of the front of the envelope that
shows the sender and recipient address along with the postage information. A copy
of this document will be placed in the corresponding Potentially Dangerous or
Vicious Dog file by the Staff Specialist.
D. If mail has not been collected for the day by the U.S. Postal Service from the OC
Animal Care Administration Building, the Staff Specialist will put the sealed
envelope in the outgoing mail. If mail has already been collected for the day by the
U.S. Postal Service from the OC Animal Care Administration Building, the Staff
Specialist will physically take the sealed and addressed envelope, with fully paid
postage printed on the front, to a United States Post Office or official United States
Postal Service mail drop box.

3. Number: 300.63
SUBJECT: MAILING OF THE NOTICE OF DETERMINATION FOR
POTENTIALLY DANGEROUS OR VICIOUS DOG CASES
Page: 3
Date: 1/8/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
E. The white copy of the completed Certificate of Mailing will also be placed in the
corresponding Potentially Dangerous or Vicious Dog file by the Staff Specialist,
along with a copy of the Notice of Determination. The copy of the Notice of
Determination will be stamped with a “MAILED” stamp and the date, mail type, and
person who mailed the document will be completed as appropriate in the fields listed
on the stamp. Both documents will also be scanned as a PDF and emailed to the
Operations Lieutenant.
F. The Staff Specialist will record all actions related to this matter in the anecdotal of the
corresponding Potentially Dangerous or Vicious Dog file, including the location of
the mail drop off and the time it was dropped off.
Hand Delivery of the Notice of Determination
The Operations Sergeant will be responsible to coordinate with an available Sergeant to
hand deliver the Notice of Determination.
A. The Sergeant will hand-deliver the Notice of Determination to the dog
owner/responsible party. Concurrent with that delivery, the Sergeant will complete
an Affidavit of Personal Delivery. The Sergeant will deliver the pink copy of the
affidavit to the dog owner/responsible party with the Notice of Determination. The
white copy of the completed Affidavit of Personal Delivery will be attached to a copy
of the Notice of Determination.
B. The copy of the Notice of Determination that is attached to the white copy of the
Affidavit of Personal Delivery will be stamped with the “HAND DELIVERED”
stamp which is to be completed with the date, location of delivery, recipient, and
delivering staff member. The “HAND DELIVERED” stamp will be completed by
the Sergeant delivering the original Notice of Determination.
C. The Sergeant who has hand delivered the original Notice of Determination will then
provide the file, along with both documents to the Operations Sergeant for filing. The
Operations Sergeant will scan both documents and email them to the Operations
Lieutenant.

4. Number: 300.63
SUBJECT: MAILING OF THE NOTICE OF DETERMINATION FOR
POTENTIALLY DANGEROUS OR VICIOUS DOG CASES
Page: 4
Date: 1/8/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
D. The Sergeant making the delivery will record all actions related to this matter in the
anecdotal of the corresponding Potentially Dangerous or Vicious Dog file, including
the location of the personal delivery and the time it was delivered.