DEFINITIONS

STANDARD OPERATING POLICY AND PROCEDURES

PURPOSE

The Southern States Mastiff Rescue (SSMR) exists to prevent cruelty to Mastiffs and to place cruelty cases, stray or abandoned Mastiffs in adoptive homes which will provide a high level of care. We may also assist Mastiff owners who, for any reason, can no longer provide a home for their dog.

GENERAL - EXCHANGE OF INFORMATION

Rescue operates as a “closed” adoption system.  Adopting and releasing families shall not have access to the other party.  All information to and from the releasing or adopting party regarding a Mastiff accepted into the Rescue program must be directed through a State Coordinator

ACCEPTANCE OF DOGS

1.     In all matters of Rescue, the welfare of the breed will be the prime consideration.  If a conflict exists between the welfare of an individual animal and the welfare of the breed, the welfare of the breed will take precedence.

2.     Rescue will not purchase dogs from private parties or organizations.  An individual or group of individuals may make a private purchase of a dog and turn it over to Rescue, but no reimbursement will be made to those individuals.

3.     No Volunteer (s) will accept monetary compensation for the placement of a Mastiff officially in Rescue for his/her own personal gain.

4.     When notified of a Mastiff in need, the SC will be notified.  The SC will have the dog evaluated to determine the breed, temperament, health and potential adoptability of the dog.  Only Mastiffs with stable temperaments and those in reasonable health will be accepted into the program. Only Mastiffs with registration papers or those who appear to be purebred Mastiffs by visual inspection will be accepted into Rescue.

5.     If the dog is in a private home, the required Release Form will be completed and signed by a representative of the home when the dog is physically released to the Volunteer (s).  Whenever possible, the dog will remain with the family until a suitable adoptive home is found.  If the Volunteer (s) determines that it is not feasible for the dog to remain in his/her home, the dog will be placed in a foster home.

6.     The paperwork issued by shelters for adoption will act as a Release.  If there is no paperwork generated by the shelter, then a shelter representative must sign a Release.  No dog will be accepted into Rescue without a signed Release.

7.     Dogs released from third party organizations (e.g. other rescue organizations and kennels) must have an official release form signed by a representative of the third party or organization and in extenuating circumstances it will function in place of the SSMR Release.  Such circumstances shall be noted by the SC and placed in the dogs permanent file.

8.     A licensed veterinarian will physically examine all dogs released into Rescue as soon as possible after acceptance into Rescue.  Vaccinations, as required by local/state statutes, will also be given to the dog if they are due.  Further health testing will be done on an individual basis upon consultation with the SC and the Trustees.  If the dog is intact, he/she will be surgically altered as soon as possible and placed in foster care until a permanent home if found.

9.     All registration papers, tattoo/microchip registration, vaccination records, rabies tag and/or certificate and veterinary records will become the property of SSMR.  If any of these items is not physically available at the time of release, the SC will investigate and gather as much of the information as possible from outside sources and send this information to the SC for placement in the dogs permanent file.

Notification of breeder

1.     In all cases, except when it is deemed inappropriate by SC and/or Volunteer (s), the breeder of record will be notified and given the opportunity of having the dog returned to them at their expense or releasing the dog into Rescue.  If the dog is released to Rescue, the breeder will be asked to reimburse Rescue for all of the dog’s medical expenses.

2.     Notification to the breeder will be documented by the person notifying the breeder.  The date, time of call or e-mail, documentation of who make the contact and the nature of the response to notification will be sent to the SC and become a part of the dog’s permanent file.

EVALUATION OF ADOPTIVE HOMES

1.     Families who wish to adopt a Mastiff through Rescue will be screened in a two step process using the Family Profile form and a home visit.

2.     All families who adopt a dog must have a Family Profile completed and on file with the SC.  A Volunteer (s) will visit the home of the family and meet the people and animals that reside in the home. Adopting families will have a personal visit completed prior to signing the Placement Contract. Exception will only be made when the family is located in a remote location.  In these cases, extensive telephone interviews must be done as well as an extensive personal interview when the family arrives to pick up the dog or when the dog is delivered to assure that the family is suitable.  The veterinarian the family uses will be interviewed.

3.     The results of the home visit, extensive interview, personal and veterinary references will be     documented by the Volunteer (s) and submitted to the SC.  Should  the Volunteer (s) doing the home visit and reference checks have any reservations about the suitability of the family and/or the family home, the application may be denied.

4.     Families will be matched as closely as possible with the dog (s) available.  All reasonable attempts will be made to place the dogs with families in the same region.  Families that wish to adopt a dog located in another region may do so.  Trans regional transportation of the dog to the adoptive family will be at the adoptive family’s expense.  In the case of trans-regional adoptions, the contents of the dog’s permanent file shall be sent to the receiving SC prior to the relocation of the dog.  Once the dog arrives in the new region, the respective SC shall be responsible for the supervision of the dog’s placement and all paperwork that is subsequently generated.

5.     All approved adoptive homes must fulfill the following requirements:

a.     Must own his or her own home or have written permission from the landlord to have a Mastiff on the property.

b.     Must have a fenced area for the dog. This requirement may be waived at the discretion of the SC.  This waiver must be        documented and placed in the dog’s permanent file maintained by the SC.

c.     Families must be willing to make the Mastiff part of their family and give him/her access to the house.

d.     Families must abide by state/local ordinances regarding vaccinations and licensure.

FOSTER CARE

1.     All families who desire to be foster homes must submit to evaluation.  Foster families are required to provide outstanding temporary care for the Mastiff in their charge.  The SC will keep in close contact with the foster family in order to provide and exchange information on the dog.  Original records of all reimbursable expenses incurred for the care of the Mastiff will be kept and sent to the SC for approval and forwarding to the Treasurer.  The SC will keep copies of all reimbursable expenses and place them in the dog’s permanent file.  All volunteers are encouraged to donate food, shelter, toys, bedding and food supplements wherever possible.

2.     Foster families will allow potential adoptive families to view and interact with the Mastiff at the request of the SC.  This will be done at a time convenient to the foster family.  Foster families are to report to the SC any impressions and opinions they have regarding the       potential adoptive family.

3.     Foster families may be given primary consideration to adopt the Mastiff in their care, but must meet the same selection criteria as any other prospective adoptive family.

4.     Rescue retains “ownership” of the dog in foster care.  If the situation warrants it, a Volunteer (s) upon direction of the SC may reclaim the dog in foster care.

5.     No dog in foster can be released to any family or individual without the express consent of  the SC.                                                                                                                                                     

6.     If a dog has been in Rescue for more than three (3) months and has not been adopted, the dog must be re-evaluated by all those that have had contact or responsibility for that dog.     Those individuals must examine the means they have used to place the dog and evaluate if every possible effort has been made to find a suitable home.  Rescue recognizes that not every dog can be placed in the three (3) month time period and may remain in extended foster care until a suitable home is found.  Those dogs must be re-evaluated at three (3) month intervals until they are successfully placed 

7.     If it is determined that the dog is not suitable for adoption, the SC in consultation with those involved with the dog, will determine if the dog should be euthanized or returned to its original owner.  If the dog is returned to the original owner, written permission of the SC must be obtained and a Placement Contract must be signed.  The original owner should reimburse any medical expenses incurred while the dog was in Rescue at the time the dog is returned to him/her.  Any donation that the owner made when the dog was released to Rescue will be used to offset medical expenses incurred while the dog was in Rescue.  The written permission document and the Placement Contract will become part of the dog’s permanent file.

PLACEMENT OF MASTIFFS INTO ADOPTIVE HOMES

1.     Mastiffs in Rescue will be spayed/neutered prior to adoption.  Exceptions may be made only if undertaking the surgery would compromise the dog’s health.  Notation of this will be made  in the dog’s permanent file.  If the alteration will be done at a later date, that date will be      determined through consultation with the veterinarian who is treating the dog.  Said date will be indicated on the Placement Contract.  Written certification of the alteration by the veterinarian who performed the surgery must be received by the SC no later than two (2) weeks after the spay/neuter date indicated on the Placement Contract.  A Volunteer (s) may reclaim dogs that are not surgically altered by the deadline written in the Placement Contract.

2.     All dogs adopted must have a Placement Contract signed and an adoption fee (unless waived) received prior to placement in the new home.  Adoption fees must be made in U.S. funds, cashier’s check, money order, or credit card drawn from a U.S. bank. All checks for adoption fees must be made payable to SSMR.  Adoptions fees will be made in full unless the SC in consultation with the Trustees has authorized other arrangements.  If the placement should fail, the dog will be returned to Rescue and another more suitable dog placed in the home. Reason for failure will be come a part of the returned dog’s permanent file.

3.     Foster families who subsequently adopt the dog in their care may submit reimbursable      expenses they have incurred to the SC for approval and forwarding to the Treasurer. A full fee will be collected at the time of adoption and expenses will be reimbursed separately from that fee.

4.     Dogs in Rescue will be adopted to individuals or families only. Dogs may only be placed in      institutions, businesses or agencies if an employee thereof adopts the dog and accepts responsibility for the care of the dog.

5.     The SC will send the Placement Contract, all reimbursed receipts and the adoption fee to the SC as soon as possible after the adoption is physically completed.  The SC will forward all pertinent paperwork and fees to the Treasurer keeping copies for the dog’s permanent file.  Should the AKC Registration papers be turned over with the dog, they will be voided and remain in the dog’s permanent file.          

FOLLOW-UP CARE

A Volunteer (s) will monitor the dog’s adjustment into his/her new home at three (3) months and six (6) months and as frequently as needed to insure the success of the placement.  Each follow up will be documented and placed in the dogs permanent file.  This may be done by telephone, e-mail and/or visits.

ADOPTION FEES/FEES/EXPENSES

1.     The Rescue Fund will bear a net liability of no more than $300.00 for the care of an individual dog.  The Trustees, on recommendation of the SC, may extend that limit on an individual case basis.  This does not prevent the acceptance of outside funding sources for the further care of a particular dog, nor does it prevent the Volunteer (s) and/or Foster families from caring for the dog at his/her/their personal expense.

2.     Adoption fees will not exceed $350.00.  Under certain circumstances, the fee may be waived in whole or part upon consultation with and the approval of the SC and Trustees.

Examples of extenuating circumstances

a.      Advanced age of the dog.

b.      Health condition (s) requiring ongoing veterinary care and/or expenses.

3.     The SC will place a written explanation of the reduction of the adoption fee in the dog’s  permanent file.  The Trustees, on an individual basis, will consider other potential waiver  circumstances.

4.     Families who release dogs to Rescue will be asked to make a monetary donation toward the care of the dog.  This amount will be noted on the Release and sent to the SC for forwarding to the Treasurer  If asking for the donation will jeopardize the release of the dog into Rescue, then the Volunteer (s) will note their request for donation and reason family did not make a donation.

REIMBURSABLE EXPENSES

Every effort will be made to contain costs.  No more than $300.00 will be spent on a dog accepted into Rescue unless approved by the SC and Trustees.

The following are allowable reimbursable expenses:

Veterinary Care 

The Volunteer (s) should investigate which veterinarians in their area will provide discounted care to dogs in Rescue.  Emergency care must be dealt with on an individual basis.  Common sense must be exercised when dealing with life threatening emergencies.  If there is a question about how to proceed, the Volunteer (s) should contact the SC or one of the Trustees for instructions and that decision should be recorded in writing and placed in the dog’s permanent file.

Prescription Medications

Every effort must be made to obtain prescription items at reasonable cost.  Whenever possible, the Volunteer (s) should try to obtain a Rescue discount for these items.  Any prescription drug costing more than XXXXX must be approved by the SC and/or Trustee.

 Advertising  

If needed, print advertisements for general information regarding Rescue may be placed in local newspapers.  Investigate if the publication will discount or waive the advertising fee.

Transportation/Travel 

Expenses incurred in connection with the over-the-road transportation of dog (s) accepted in the program will be in accordance with the $0.10/mile.

Telephone Calls  

All phone bills must specifically note the dog and/or person that is the subject of the calls.  Calls will be reimbursed at no more than $0.5/minute. Unless it is absolutely necessary to talk to an individual in person, e-mail should be used.

Pound/Shelter Fees

Whenever possible, Rescue should request that the pound/shelter fees be waived.  Many shelters do this.

Boarding   

Every effort must be made for dogs to be fostered in private homes.  Boarding facilities may be used if prior approval by the SC is given.  Like veterinary care, the Volunteer (s) should try to get a Rescue discount on boarding fees.  Boarding that last for over two (2) weeks requires the approval of the Trustees.

Care for Mastiffs Accepted by Other Recognized Rescue Organization

Detailed receipts of the dog’s care/expenses will be submitted to the SC for approval and forwarding to the Treasurer.  The Mastiff in question must be officially released to Rescue in order for reimbursement to occur.  Written explanation of the dog’s history with the other rescue organization will be placed in the dog’s permanent file.  In the case of a Volunteer (s) from another recognized rescue group initially accepting the dog, that Volunteer (s) would be reimbursed, as would any SSMR Rescue Volunteer (s)

All volunteers and foster families are encouraged to donate food, shelter, toys, bedding and food supplements.

No reimbursements for expenses will be made until the Release has been approved by the SC and received by the Treasurer.

EUTHANASIA FOR HEALTH/BEHAVIORAL CONDITIONS

1.     Rescue will not accept Mastiffs into the system solely for the purpose of euthanasia.

2.     If a dog accepted into Rescue develops a debilitating or life-threatening medical condition that will affect the dog’s quality of life, then euthanasia will be considered.  If consultation with the dog’s primary veterinarian indicated the dog no longer has a quality of life, all Volunteers involved with the case must be notified of the intent to euthanize the dog.  The SC and Trustees must be aware of the condition of the dog and the intent to euthanize and must give approval to do so. Written documentation of the decision to euthanize and those notified shall be placed in the dog’s permanent file. If the dog was an owner turn-in, that owner will be notified of the condition of the dog and given the opportunity to reclaim the dog.

3.     Dogs with serious behavioral conditions that might endanger a potential adopting family will also be considered for euthanasia.  Before euthanasia is undertaken, objective detailed      documentation of the dog’s questionable behavior(s) must be made by the Volunteer (s). Furthermore, the Volunteer (s) recommending euthanasia must document what action has been taken to remedy the behavior problem (s).  The SC and Trustees should review all written reports before authorizing euthanization. 

4.     Dogs that require extensive behavior modification shall not be part of Rescue.

HEALTH GUARANTEES

Rescue does not guarantee the health of the dogs in its program beyond the physical examination performed by a licensed veterinarian.  Rescue shall disclose to adopting families all known documented health problems.  The adopting family takes full responsibility for the health care and expenses thereof once he/she is adopted.

OFFICIAL DOCUMENTS

As provided above, Rescue will use documents for each stage of a Mastiff’s care.  These include the following:

Family Profile

This document will be completed by families who wish to adopt a dog through Rescue.  A designated Volunteer (s) will complete a home visit on the family to determine if they are suitable to adopt. Family Profiles will be distributed to the appropriate SC.  Once the Mastiff has been adopted, a copy of the Family Profile shall be forwarded to the Treasurer and a copy placed in the dog’s permanent file.

Profile of Mastiff For Adoption

This document is to be completed when a dog has been evaluated as suitable for acceptance into the rescue system.  This form is sent to the SC for approval and distribution to the Treasurer.

Release Contract

This document to be completed by the family or party releasing the Mastiff to Rescue.  It is not to be completed until the dog is physically turned over to Rescue.  The Release Contract must be sent to the SC for approval and forwarding to the Treasurer.  No expenses may be reimbursed without a Release Contract on file with the Treasurer.

Foster Care Agreement

This document will be completed by a Volunteer (s) and a foster family representative.  This contract is for use by foster families only, not adopting families.  A copy of this document will be given to the foster family as a reference and a copy sent to the SC for approval and placement in the dog’s permanent file.  When the dog is adopted a copy will be sent to the Treasurer as part of the dog’s placement paperwork.

Adoption  Contract

This document will be completed by the Volunteer (s) and the adopting family.  A copy of the completed document must be given to the adopting family for reference purposes.  The Adoption Contract is then sent to the SC for approval and forwarded to the Secretary/Treasure.   A copy shall be kept in the dog’s permanent file.