Intake Planning and Procedures
Intake evaluations are a critical control point for animals entering the shelter
system. Identifying problems at intake helps:
o Ensure each animal receives care promptly
o Provide information to facilitate adoption, transfer or alternate
placement where appropriate.
o Limit exposure to the rest of the population
o Enhance safety
Recognition of highly adoptable animals will help speed their way to a positive
outcome. Appropriate intake pathway planning will lead to shorter shelter stays
and improved animal health and welfare.
Intake capacity planning
Estimating how many animals will arrive on any given day guides planning for
adequate staffing. Comparison of daily or monthly intake to outcomes guides
population management. Intake and flow through plans must address any
substantial disparity between intake and live release.
Average daily intake for each month (Monthly daily average or MDA) can be
determined based either on policies or schedules that control intake or on
numbers and trends from previous years. (For example, if a trend of a 33%
increase in intake has been seen in each previous month compared to the year
prior, intake planning should assume a 33% increase in the next month.)
Because these estimates are based on average numbers, there may be more or
less animals entering on any given day.
Staff the intake area to meet these variations. Time how long it takes for a trained
staff member to perform an intake evaluation with all steps, as described in your
protocols. Multiply the number of minutes required for each complete intake
procedure by the MDA intake to determine staffing needs. (15 minutes * 10 cats
/ day = 150 hours or 2.5 hours) Whenever possible, plan for a team of two.
Seasonal staff may be necessary in the summer to assist with the influx of cats
during kitten season. When seasonal staff is utilized, pairing a highly trained
intake team member with a seasonal assistant may reduce training requirements
and save money.
Intake Staff
Intake staff should have training in medical and behavioral evaluation, infectious
disease transmission and control, and population management. Intake
procedures should be performed by a team, for the safety of both the animals
and staff. Ideally, specialized staff, who have not been contaminated with shelter
pathogens, focus exclusively on intake.
Material generously provided by UC Davis Koret Shelter Medicine Program
Intake Planning and Procedures
Intake staff should be provided with protective clothing that can be easily
changed during the day, after handling potentially infectious animals. If intake
staff must also handle other animals, precautions must be taken to minimize
disease transmission.
Intake area design and layout
The intake area should be an easy to clean, quiet area. A few housing units may
be placed in the intake area but they should be designed such that an animal is
only there for a few hours at most. Plan intake evaluations to minimize kennel
moves and repeated handling. Materials should be readily available to complete
an intake exam and disinfect the area for the next animal. Depending on the
population, multiple intake areas may be appropriate, divided by species, health
status, or arrival status.
General intake room guidelines and procedures
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Intake area should be cleaned and disinfected between animals.
Carriers must be disinfected after each animal.
Assign separate intake areas for cats and dogs.
When possible, assign a separate intake area for sick animals.
House incoming healthy animals in clean, disinfected housing units
away from sick animals.
Intake procedure
Individual shelters must assess the needs of their population to determine exact
intake steps. Some critical steps include the following:
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Assess the animal initially before removing the animal from its cage
Scan for microchip and look for other identification
Estimate the age and sex of the animal
Record intake weight
Complete a brief physical exam include a Wood’s lamp exam
Vaccinate
Complete a brief behavior evaluation
Record intake health and behavior status and exam findings in paper records
or computer database
Deworm/apply external parasite control
Address sick and injured animals promptly
Assign an initial pathway plan including initial housing location
Housing choice and pathway planning
Material generously provided by UC Davis Koret Shelter Medicine Program
Intake Planning and Procedures
Animal flow through planning begins even before shelter intake. Prior to an
animal even entering the shelter, plans must be in place to guide each animal’s
stay, starting with initial housing and location in the shelter and identifying care
the animal needs prior to outcome. The intake evaluation should determine
placement within the shelter.
Train intake staff to respond to each possible scenario so that animals have their
needs met and are moved through the system efficiently. A list of potential
categories to guide placement in the shelter may include the following:
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“Fast Track” animals
“Slow Track” animals
Puppies and kittens under 6 weeks of age
Puppies and kittens between 6 weeks and 5 months of age
Animals for immediate transfer
Sick animals with infectious disease
o Isolate or remove from the population
o When possible, separate animals for infectious skin disease, GI
disease, and respiratory disease
Non-infectious injured or sick animals
Dangerous animals or those requiring quarantine
Feral animals
Candidates for adoption
Stray animals requiring legal holding
Other required holding
Animals to be euthanized
Material generously provided by UC Davis Koret Shelter Medicine Program
Intake Planning and Procedures
INTAKE AREA SUPPLY LIST
 Non-porous easily
cleaned, stable exam
surface
 Protective top – change
of clothes
 Disposable gloves
 Microchip scanner
 Scales
 Computer
 Camera
 Picture station
 Refrigerator
 Vaccines
 Adverse reaction
response kit including
protocols and instructions
 Intake treatments
 Syringes
 Disinfectant
 Soap/water or alcohol
disinfectant for hands
 Paper towels
 Thermometer and
disposable covers
 Penlight
 Otoscope
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Stethoscope
Wood’s lamp
Microscope
Diagnostic sample
collection supplies –
o Skin scrape
spatula, syringes,
swabs
o Fecal float
o Blood collection
tubes
Diagnostic Tests
o Parvo antigen
o FeLV antigen
o FIV antibody
o Heartworm antigen
Safety restraint
equipment
o Muzzles
o Nets
Telephone, call button
Flea comb
Cotton tipped swabs
Ear cleaner
Nail clippers
Suture scissors
Material generously provided by UC Davis Koret Shelter Medicine Program