500.20 adoption partners

1. Number: 500.20
SUBJECT: Adoption Partners Page: 1
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
I. PURPOSE
To establish a uniform procedure for the processing and handling of the Adoption Partner
applications in the Business Licensing Department of OC Animal Care.
II. POLICY
It shall be the duty of the Community Outreach Team (COT) and Business Licensing to make
sure that all Adoption Partner applications are processed through the COT department and
forwarded to the Business Licensing department. The Business Licensing department will
initiate letters to the appropriate owners or representatives and initiate inspections reference the
purchase of non-commercial kennel licenses, where applicable.
III. SCOPE
Applicable to the COT and the Business Licensing Departments
IV. FORMS
Adoption Partner Application AC001 (R6/10). (Attachment A)
Authorized Adopter& Foster List AC001 (R6/10) (Attachment B)
Animal Facility License Application F272-12.2030 (R5/09) (Attachment C)
Resolution No’s 75-645, 76-626 Kennel Animal Facility Standards (Attachment D)
Animal and Facility Inspection Form F272-12.2101 (R12/11) (Attachment E)
Door Tag F272-12.2041 (R05/07) (Attachment F)
Animal Facility License F272-12.2126 (R10/09) (Attachment G)
V. REFERENCES
Orange County Codified Ordinance 5-1-1 Definitions Animal Rescuer
Orange County Codified Ordinance 5-1-29 Licenses or Permits Required (i) Kennel
Orange County Resolution 75-645, 76-626; Kennel Rules and Regulations
VI. DEFINITIONS
Not applicable.

2. Number: 500.20
SUBJECT: Adoption Partners Page: 2
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
VII. PROCEDURE
The Adoption Partner Coordinator is responsible for processing all new Adoption Partner
applications and renewals and obtaining new applications from existing Adoption Partners
every two years. Once the Adoption Partner Coordinator has entered all of the information on
the applications and confirmed the rescue groups have been authorized to have animals pulled,
adopted and fostered from OC Animal Care, a copy of the application will be placed in the
Business Licensing mailbox in the mail room.
VIII. COMMUNITY OUTREACH
A. Adoption Partner Application Process
1. Adoption Partner Applications
Adoption Partners are required to submit all application materials to the Adoption
Partner Coordinator to register as an approved Adoption Partner with OC Animal Care.
Application materials can be found at http://ocpetinfo.com/involve/partner. Application
materials can be emailed or mailed upon request. Upon review, the Adoption Partner
Coordinator will determine if the application is approved or rejected.
Required application documents:
a. Adoption Partner Application for current years. Adoption partner must fill in each
section completely:
b. Group Name and address (No PO Box mailing addresses).
c. Primary Contact Person’s name.
d. Kennel address (if applicable).
e. Veterinarian(s) used for animal care.
f. Two animal control agencies that we may contact as a reference.
g. Sign and date the application. Print name and Adoption Partner Title.
h. Authorized Adopter & Foster List: must be filled in completely and must include
authorized adopter or foster name, address, city, state, zip code, phone number,
email (optional), number of personal pets in household and maximum number of
foster animals to be housed.
i. Current copy of the Adoption Partner’s IRS letter that determines their 501(c)3
status.

3. Number: 500.20
SUBJECT: Adoption Partners Page: 3
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
j. Signed Adoption Partner Manual Acknowledgement form.
To determine approval, the Adoption Partner Coordinator will review the application to
ensure that it is filled out completely and includes a signature. The Adoption Partner
Coordinator will check in Chameleon to ensure there is no negative information on file
for the group or any of its members. In addition, the Adoption Partner Coordinator will
inquire with other local animal control agencies to ensure there is no negative
information on file for the group.
2. If the Adoption Partner application is approved, the Adoption Partner Coordinator does
the following:
a. Creates a Person ID in Chameleon.
b. Adds an Adoption memo to the Adoption Partner’s Person ID.
c. Creates a Group ID for the Adoption Partner.
d. Reviews the Authorized Adopter and Foster List for representatives that are
designated as Adopters and Fosters that reside in cities served by OC Animal Care.
All authorized adopters will be linked to the Adoption Partner Group ID. Fosters
that reside in Orange County will also be linked to the Adoption Partner Group ID.
This enables OC Animal Care to quickly track all groups that an individual living in
our jurisdiction is affiliated with, should a complaint arise.
e. Links the Adoption Partner Person ID to the current Group ID for Adoption
Partners.
f. Creates a file for the Adoption Partner to be maintained in the COT office.
g. Makes photocopies of all application materials and submits to the Field Services
Business Licensing Department.
3. Adoption Partner Application Changes
a. Adoption Partners must submit all application changes to the Adoption Partner
Coordinator.
b. Changes to the authorized Adopter and Foster List must be submitted to the
Adoption Partner Coordinator in writing using the Add/Remove form found at
http://ocpetinfo.com/involve/partner
c. Changes to Adoption Partner applications, authorized Adopter/Foster Lists or any
adoption partner status updates are submitted to Field Operations Business
Licensing department and included in the Adoption Partner’s file.

4. Number: 500.20
SUBJECT: Adoption Partners Page: 4
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
4. Adoption Partner Application Renewal
a. Adoption Partners must submit a new application to the Adoption Partner
coordinator every two years in January. Application materials can be found at
http://ocpetinfo.com/involve/partner.
b. Renewal applications are processed using the application acceptance process
outlined above.
c. Copies of renewal applications are submitted to the Field Operations Business
Licensing department and included in the Adoption Partner’s file.
d. Adoption Partners that do not complete the renewal application by the designated
due date will be closed and placed in the Closed Files drawer until a renewal
application is received. Field Services Business Licensing Department will be
notified of which groups did not renew.
IX. BUSINESS LICENSING
Every two years the new/renewed Adoption Partners applications are processed and copies are
provided by COT to the Business Licensing Department. The following process applies to
those applications and any updates received and forwarded from COT throughout each year:
Each application’s primary contact person shall receive a letter advising that the Orange
County Board of Supervisors approved Resolution No.14-038 authorizing one free facility
license per each registered 501(c)(3) Adoption Partner upon approval of their application. Each
application will need to be reviewed to confirm if any of the adopters, fosters or pullers reside
within the jurisdiction of the County of Orange. For those representatives that reside within the
jurisdiction of the County of Orange, appropriate letters will be sent to the adopters, fosters or
pullers in accordance with the individual city or unincorporated county requirements. The
Business Licensing Specialist will do the following:
1. Business Licensing Adoption Partner’s Letters
a. In cities that do not allow Animal Rescuer Kennel Licenses, use the appropriate
letter template to be sent to the adopter, foster or puller advising of the maximum
amount of animals allowed and that city’s limits regarding the maximum number of
animals allowed. Initiate an inspection when necessary.
b. In cities that do allow Animal Rescuer Kennels, send the appropriate template letter
and include an Animal Facility Application to be filled out by the applicant.

5. Number: 500.20
SUBJECT: Adoption Partners Page: 5
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
c. Include two (2) sets of the Resolution No’s 75-645, 76-626 Animal Facility
Standards (Rules and Regulations) with Kennels Summary Provisions. One set of
the Rules and Regulations is to be signed and returned to OC Animal Care.
d. A file will be made for each rescue group regardless of whether or not they are in
the jurisdiction of OC Animal Care.
2. Processing the Adoption Partner Applications:
a. Sort the Adoption Partner applications for each rescue group according to the cities
that we service and by the person’s title, (i.e. primary contact, adopter, foster, or
puller). These applications should also be sorted according to whether the city
allows Animal Rescuer Kennel licenses.
b. Create a hard file (manila folder) for each Adoption Partner application.
c. For applications with adopters/pullers or fosters in the cities that do not allow
Animal Rescuer Kennels, place the name and address of the Adopter/Foster on the
anecdotal page of the hard file. Create a file for each person’s address in OC Animal
Care’s jurisdiction to go out for an inspection. Mail the appropriate letter from the
templates available in the Z-drive, placing a copy in the appropriate adopter/foster
file. Once the letters have been mailed, after a reasonable amount of time is
provided for response, the adopter/foster files will be sent out with a Business
Licensing Inspector to confirm the number of dogs/cats at the residence.
d. For applications in the cities that do allow Animal Rescuer Kennels, place the name
and address of the Adopter/Fosterer on the anecdotal page of the hard file. Create a
file for each person’s address in OC Animal Care’s jurisdiction to go out for an
inspection. Mail the appropriate letter from the templates available in the Z-drive.
Once the letters have been mailed, after a reasonable amount of time is provided for
response, the adopter/foster files will be sent out with a Business Licensing
Inspector to confirm the number of dogs/cats at the residence.
e. For applications received from adopters/fosters in cities that are not in OC Animal
Care’s jurisdiction, letters will not be sent.
f. Each application’s primary contact person shall receive a letter advising that the
Orange County Board of Supervisors approved Resolution No.14-038 authorizing
one free Animal Rescuer Kennel License per each registered 501(c)(3) Adoption
Partner upon approval of their application.
NOTE: Letters for the Primary Contacts will be processed as described above
depending on where the Primary Contacts reside.

6. Number: 500.20
SUBJECT: Adoption Partners Page: 6
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
3. Animal Rescuer Kennel License Applications
The Animal Facility License application for an Animal Rescuer Kennel shall be
completed by the applicant according to the example form (attachment G) as follows:
a. Applicant’s Business information: Name, address, phone number and an emergency
contact number.
b. Applicant’s personal information: Name, address, phone number and an emergency
contact number.
c. Type of License: Should be checked as New or Renewal and if previously denied.
The Kennel box should be checked and “Animal Rescuer” written below the box.
d. Business hours: Enter if applicable.
e. Number of days and Fish & Game Permit number: Enter N/A.
f. Purpose for which the animals will be maintained/used: To be explained fully.
g. Species and maximum number: enter for all animals.
h. Signature of Applicant/Date: Must be signed and dated by the applicant.
i. OC Animal Care Use Only (License payment box): Employee collecting the fees
will input the receipt number from Chameleon, enter the check number, “C/C” for
credit card payment, or “cash” for cash payments. Enter the date fees were received
and your initials. The payment line is utilized if a second payment or balance is
collected on a separate date (i.e.; an application fee is collected initially and the
remaining balance is collected another date).
Make a copy of the application and place in the file. Send the entire three page application
to the city’s zoning for their approval and completion of the “For Zoning Use Only” box.
Once received back from zoning, the Sergeant will conduct the inspection and fill out the
inspection portion of the form.
NOTE: County Zoning requires a scanned copy of the application emailed to them for
signature. Do not mail the application.
4. Animal and Facility Inspection Form
This form will be used to record the condition of the property and animals. If in
compliance the box will be checked “in Compliance” and the owner will sign. If the
property is not in compliance, the violations and corrections required will be noted. A

7. Number: 500.20
SUBJECT: Adoption Partners Page: 7
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
correct by date will be assigned and the owner will sign acknowledging this date. The
form will be completed according to the example form (attachment E) as follows:
a. Facility Information, enter rescue group/name and rescue’s main location/address.
b. Owner information, enter the adopter/foster/puller’s physical address.
c. Check box that applies whether if in contract city or unincorporated.
d. Check box for type of inspection.
e. Check box for kennel with notation “Animal Rescuer”
f. Check box that applies whether in compliance or if corrections are needed.
g. Discrepancies with section/code if not in compliance.
h. The date the discrepancies shall be corrected by. The Inspector will return on the
corrected by date. If discrepancies are not corrected by the date given, the facility
shall be subject to a re-inspection fee and possible closure and/or denial of the
Animal Rescuer Kennel License.
i. Signature of Inspector and date inspected.
j. Signature of the owner/custodian and date.
NOTE: The applicant must sign and date the inspection form, or if no one is
available, input “not available” or “mailed “if followed up by phone.
5. Door Tags
Door tags will be used to leave a message with the owner if no one was available to
provide access to the facility. The door tag will have a contact number for the animal
owner and reference the activity number. The door tag shall be completed according to
the example form (attachment F) as follows:
a. The inspector will enter the Activity number at the top of the door tag. This is the
reference number if the applicant needs to contact the Inspector for any reason.
b. The date will be entered including the time that the inspector was at the residence.
c. The inspector will enter his name on this notification.
d. The appropriate box (front and back of door tag) will be marked as for the purpose
that the inspector was attempting contact
e. The Inspector will write their contact information and reason for visit along with a
request for their availability.

8. Number: 500.20
SUBJECT: Adoption Partners Page: 8
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
6. How to create an Animal Rescuer Kennel Tag/Link Window
a. Person ID: Complete per P&P 500.01.
b. Animal ID: use ID A0354312 on all business license/animal permits.
c. Tag number: will generate a “U” number upon storage of tag window.
d. Tag type: hit F4 to locate type, which should be “PERMKEN 501C3”
e. Subtype: should be BUSLIC.
f. Status: on a new tag will be temporary; all others will be current/renewed.
g. Tag Date: should be the date the money was received.
h. Price: will be the amount received.
i. Store Tag/Link window.
j. Create a Chameleon receipt.
k. Print three copies of the receipt, one will be mailed to the owner, one is turned in
with that date’s cash box closing and fees and one will be included in the file.
7. Issuance of an Animal Rescuer Kennel License:
a. Once the Animal Rescuer Kennel License is in compliance, the Animal Rescuer
Kennel license will be issued.
b. The Animal Rescuer Kennel License is auto generated from a Chameleon Report
and will include the animal owner’s name generated from Chameleon, next:
aa. Open the tag window & input the owner’s name then search to generate all
necessary info.
bb. Update the expiration date, on renewals; they will expire one year from the
previous expiration date. On a new license, the expiration date will be one year
from the date of issuance.
cc. Once the fields are generated go to “Reports” from the Tag/Link window.
dd. Once in Reports, click “Run a report”.
ee. Find the “Field” section and then click on “Business Licenses”.
ff. Enter the required fields in capitalized letters; the owner’s first and last name,
the type of species, the total number of said species, any additional species
owned, and the total number of that species as well.
gg. Once completed, hit “OK” at the bottom of the page to generate the license.
hh. Print out two copies of the license, one on the appropriate perforated paper.
ii. Mail the perforated copy to the owner and place the other copy in the file.

9. Number: 500.20
SUBJECT: Adoption Partners Page: 9
Date: 3/31/15
Approved: Jennifer Hawkins DVM, Interim Director Revised:
jj. On the original Animal Rescuer License Application, you will enter the receipt
number as the “license number” in the “For OC Animal Care Use Only”
section at the bottom right hand corner of the application and enter the
expiration date.
8. Animal Facility Application Distribution
a. Place the white copy in the business-licensing file, along with the file copy of the
license.
b. Mail the canary copy to the licensee or designee, along with the license, if no canary
copy exists, make a copy and mail this instead.
c. Pink copy should have been retained by the city representative.