Adoption Coordinator Guide – Application Received for Dog in Cyprus
This is a step by step guide for when you have received an application for a dog who is in Cyprus from an applicant who is in the UK.
- 1. Once an application is received for a dog, if you are the Adoption Coordinator for the dog, you should be notified by the application being emailed to you automatically. You will be able to see the dog is reserved by the yellow ribbon under the dogs profile picture on Shelter Manager.
- If the applicant is based in Cyprus then forward the application to the Cyprus team for them to continue the process as this guide is only for dogs traveling from Cyprus to the UK.
- There is a separate guide for dogs already in the UK.
- 2. Forward the application form to the Cyprus team for review as to whether the applicant is a good match for the dog.
- 3. Respond to the applicant via email:
- If the applicant is seen to be a good match for the dog then reply to their email and ask for a suitable time to have a phone call to discuss the process.
- If the applicant is not seen to be a good match for the dog then reply to their email and put other suitable dogs forward?
- Sometimes the emails do not reach the applicants so if you do not hear back then it could have gone into their spam folder or there may have been a typo in their email address they put on their application form, so send them a text message or see if you can find them on Facebook.
- 4. Call the applicant at the arranged time and have a conversation about the process. There is a separate guide on what should be discussed on the initial phone call, but in summary it is to speak about:
- Our adoption process
- Logistics of collecting their dog
- Adoption fee and payment beforehand
- Home checking process and the need for photo Id with photo and address on
- General discussion on Foreign diseases and our testing policy
- Gain an understanding of their experience level and whether that is appropriate for the dog they have applied for
- What a dog can expect if coming to live with them
- Most of what is discussed in the guide is also covered in our automatic reply when they have applied to adopt a dog, so please ask them if they received that email and are happy with the contents.
- 5. Ask to connect with them on Facebook, this is a good opportunity to find out more about them and the life a dog could lead with them. It’s usually best to send them the link to your Facebook profile and to send you a Friend request and message. If they do not have Facebook then you can start a WattsApp chat, but as the flight and van chats are all on Facebook Messenger they will need to have access to that application, even if just for the couple of weeks before the flight.
- 6. Start a group chat on Facebook / WattsApp with the Cyprus rescue team so that the applicant can find out more about dog, share videos and photos of the dog and ask each other questions to check it is the right match.
- Name this group chat with the dogs name and shelter, and add the photo of the dog as the profile picture for the group.
- 7. Once everyone is happy with the match of the dog and applicant and they wish to proceed, we need to request a home check. So please ask them to email you a photo of their photo Id, ideally a driving licence as that has photo and address.
- 8. If home check is successful then send contract. There is a separate guide for sending contracts via Shelter Manager.
- PLEASE upload the home check on the applicants media section
- Don’t forget to send the info email as well as the contract as that has a lot of useful information for the adopter.
- 9. Check the contract has been signed you should get a notification via email that the contract has been signed. Or you can check in the Log section for the dogs profile in SM and also if there is a pen knib under the contract in the Media section on the dogs profile on SM.
- 10. Ask the UK team to check the adoption fee has been paid.
- 11. Then you can tick the appropriate boxes on the dogs profile in the Details section:
- Home Check Saved
- Contract Sent
- Info Email Sent
- Contract Signed
- Adoption Fee Paid
- Microchip Paid
- 12. Send link to BehaVet training
- 13. Roughly 10 days before the flight, a Facebook Messenger group will be created for all the dogs flying to the UK under Saving Souls. You will need to be added to that chat and add your applicants to that group chat.
- 14. Within the week before the flight a Facebook Messenger chat will be created per courier van. Make sure your applicants are in the correct van chats. Please ask in your individual group chat about the dog whether the applicant is in both these groups and whether they can see the messages.
- 15. Re-iterate safety points regarding collecting your dog, allowing them time to decompress, 3-3-3 rule and on-going safety when starting to walk their dogs.
- 16. Once the dog has been collected, check on their progress. Offer a phone call to guide them or a call with a behaviourist is required.
- 17. The microchips are automatically registered to the adopter on the flight date. They should receive an email from PETtrac with their log in details. This often goes to spam folders. Check they have received the email and if not raise it with the microchips manager.