500.12 field canvass performance logs

1. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 1
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
I. PURPOSE
To provide guidelines for creating an accurate record of the daily performance for each
Animal Control Services Representative (ACSR), also referred to as Canvasser.
II. POLICY
Animal Control Services Representatives shall track all daily activities on the Field
Canvass Performance Logs. The log is to be completed daily and submitted to the
supervisor by 5 p.m. at the end of each work day. The log is expected to be an accurate
record of canvassing activities, free of errors, and legible.
III. SCOPE
Applicable to all ACSRs.
IV. FORMS
Field Canvass Performance Log
Area Maps
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
ACSRs shall receive an area map from the supervisor. This map serves as the assigned
area in which the ACSR is to completely canvass each street and make note of each
residence. These recordings shall be made on the Field Canvass Performance Log.
A. Notations and Acronyms

2. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 2
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
The following are the allowable shortened notations and acronyms to be used on
the logs. All other notes must be written out for clarity. Notes are to remain
legible, if space does not allow for enough notes, use the next line. Do not count
these extra lines as part of Total Calls.
Sm Small
Md Medium
L Large
M Male (unaltered)
F Female (unaltered)
N Neutered Male
S Spayed Female
Blk Black
Wht White
Brn Brown
Tri Tri-color
DB Dog Barking
DBH Dog Barking in House
DBY Dog Barking in Yard
DBG Dog Barking in Garage
NV Neighbor Verified
OV Owner Verified
DO Dog Observed
NDO No Dog Observed
D?=R Dog Present Unconfirmed if
Recorded Dog
VD=R Verified Dog is Recorded
Dog
TT Talked To
B. Header of the Field Canvass Performance Log
1. ACSR – name of the ACSR. every page
2. Pac-set – assigned pac-set number. first page only
3. Unit – unit number of vehicle used for that day. first page only
4. Date – date of canvassing activity. every page
5. Area – area number of area being canvassed. every page
6. City/Zip – city and zip code of area being canvassed. every page
7. Page ____ of ____ - corresponding page number/total number of pages.
every page
8. Ending Mileage – ending mileage on vehicle odometer at the end of the
work day. first page only
9. Starting Mileage – starting mileage on vehicle odometer at the beginning
of the work day. first page only
10. Total Mileage – the difference between the Ending Mileage and the
Starting Mileage of each work day. first page only
11. 1097 – the time of day when canvassing activity begins on that page of the
log based on a 12-hour clock (i.e. 8:00, 1:18, 4:30). every page
12. Break – the time of day when canvassing activity is suspended for breaks.
on related page

3. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 3
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
C. Body of Field Canvass Performance Log
In the body of the log, ACSRs shall record the street addresses and the “situation”
at each residence.
1. St. No. – house number of residence (if a main building with multiple
units, this does not need to be repeated on every line).
2. Unit – unit number of each residence in an apartment complex,
condominium, mobile home park, etc.
3. Street – street name (every street name throughout log is to be highlighted
to differentiate it from other notations).
a. Notes about dogs, dog descriptions, dog owners, and other
pertinent information at the residence are made under this column.
Notes are to remain legible, if space does not allow for enough
notes, use the next line. Do not count these extra lines as part of
Total Calls.
b. If specifications need to be noted about who was contacted, it
should be clarified in this column (i.e. TT owner’s mother, TT
kid**) ** ACSRs are not to retrieve information from persons
under 18 years of age. If questionable, ask to speak with someone
18 or above, or otherwise alert the minor that a notice will be left
for the adults of the residence.
c. Available tag numbers or dog names should be referenced here if a
notice is left for a dog already in Chameleon.
d. If the County issued cell phone was used to call (regular phone
call, not Push-To-Talk) a vet office or OC Animal Care office, the
number dialed must be noted.
4. ND (No Dog) – mark the column with a “X” if there are no dogs at the
residence.
5. NOH (No One Home).
a. Mark the column with an “X” if there is no one home.
b. Mark the column with an “O” if there is someone to speak to.
6. LS (License Sold) – write the number of regular licenses sold at the
residence.

4. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 4
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
7. PS (Problem Sold) – write the number of problem licenses or pending
licenses sold at the residence.
8. LD (Licensed Dog) – write the number of currently licensed dogs at the
residence; this does not include any dogs whose licenses are incomplete at
time of visit.
9. NTC (Notice to Comply) – write the number of dogs the notice is left for
that needs action to complete licensing either for new dogs with no
previous Chameleon records or dogs with Chameleon records that are due
for renewal and not yet delinquent.
10. NTO (Notice to Obtain) – write the number of dogs the notice is left for
that needs action to complete licensing for dogs with Chameleon records
that are delinquent.
11. COL (Collections) – check this box if the residence has collections
activity indicated on the Canvassing List or if collections activity has been
confirmed through Treasurer-Tax Collector invoice viewed.
12. CI (Citation) – to be left blank for administrative follow-up.
13. Receipt No. – to be left blank for administrative follow-up.
14. Paid – to be left blank for administrative follow-up.
D. Proper Coding for Complexes (that do not allow dogs)
Once it is confirmed with a manager or leasing office that a complex does not
allow dogs, the following should be recorded on the log:
1. St. No. – street number of main building.
2. Unit – unit numbers 1 - ___ (total number of units).
3. Street – street name, then the notation “No Dogs Allowed”.
4. ND – total number of units.
5. NOH – total number of units minus 1 (contact was made with the
manager/leasing office).
The line is counted as one (1) call, but the numbers in the ND and NOH columns
are added to the totals.
E. Footer of Field Canvass Performance Log
1. Signature – signature of ACSR. last page only
2. Extra notes – any additional information unrelated to dogs and their
residences are to be noted here (e.g. PIP work in office 8 – 10, took car to

5. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 5
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
garage, took additional breaks due to heat, got gas, carwash, uniform store,
left early @ ___ ). last page only
a. Total number of calls placed that day with the County issued cell
phone is to be noted in this field.
b. Gate access codes for gated communities should also be noted here.
3. Page Total – totals for each column. every page
4. FINAL Total – totals for entire log. last page only
5. LIC – total of license fees collected. last page only
6. PEN – total of penalty fees collected. last page only
7. Revenue – total of license and penalty fees collected. last page only
8. LV/VV – total number licenses and vaccinations verified with the office
that day. last page only
9. Total Calls – total number of calls for the day (Do not count extra lines
for notes as part of Total Calls). last page only
10. Code 7 – time lunch period commenced (based on a 12-hour clock, i.e.
8:00, 1:18, 4:30). last page only
11. Code 1098 – time when ACSR completes field activities and leaves the
area (based on a 12-hour clock, i.e. 8:00, 1:18, 4:30). last page only
F. Corrections
There are to be no cross-outs, write-overs, or scribbled out corrections on the log.
Each error must be corrected with white-out and the accurate information
supplied in its place.
G. Submission of Field Canvass Performance Logs
The completed canvassing logs are to be submitted by 5 p.m. to the attending
supervisor each work day. ACSRs shall wait for the logs to be checked prior to
resuming other duties so that any errors found can be corrected immediately. If
logs are needed by ACSRs, copies should be made and the original is still to be
submitted to the supervisor no later than 5 p.m.
H. Area Maps
As each street is canvassed, the completed streets should be highlighted on the
provided area map. When the area is completed or when moving to another area,

6. Number: 500.12
SUBJECT: FIELD CANVASS PERFORMANCE LOGS Page: 6
Date: 2/19/93
Approved: Ryan Drabek, Director Revised: 11/26/12
the area maps with the completed streets highlighted are to be returned to the
supervisor within two (2) days of receiving a new area map.