How To Process an Adoption Application
1. Get Assigned an Application
Our applications are posted in our Ark Application Facebook page. To "claim" an application, comment on it to tell us you are working it. We will add your name to the top of the application ("PROCESSOR - XXX XXXX") and tag you. Please keep us up-to-date in the comments of the application.
Our applications are posted in our Ark Application Facebook page. To "claim" an application, comment on it to tell us you are working it. We will add your name to the top of the application ("PROCESSOR - XXX XXXX") and tag you. Please keep us up-to-date in the comments of the application.
2. Check the Do Not Adopt List
Check the Do Not Adopt List posted on our Ark Application Facebook page. If their name is on the list, they are already Denied.
Check the Do Not Adopt List posted on our Ark Application Facebook page. If their name is on the list, they are already Denied.
3. Google their name
Enter their name in a Google search. Include the state where they live and the word "animal." For example, search John Doe Maine Animal. Scan the first few pages of results to see if there are any results regarding them and citations or accusations of animal cruelty or neglect. No news is good news. Switch to News and see if any articles come up. If you do have any hits that you think may be relevant, please report that to Green Ark leadership.
Enter their name in a Google search. Include the state where they live and the word "animal." For example, search John Doe Maine Animal. Scan the first few pages of results to see if there are any results regarding them and citations or accusations of animal cruelty or neglect. No news is good news. Switch to News and see if any articles come up. If you do have any hits that you think may be relevant, please report that to Green Ark leadership.
4. Intro Email
After you've made sure they aren't pre-denied, send them an email letting them know you've received the application, you are currently checking their references, and you will be in touch soon. Suggested template:
After you've made sure they aren't pre-denied, send them an email letting them know you've received the application, you are currently checking their references, and you will be in touch soon. Suggested template:
My name is ______ and I am a volunteer with The Green Ark. I am writing you to let you know I have received your application! I am in the process of verifying your references (including a vet and landlord check, if applicable).
We are so excited to be working with you to find you a new best friend! I will reach out to you again as soon as the reference checks are complete to discuss your application further.
I also wanted to make you aware that if you would like to secure a pet for adoption, we require an adoption deposit of $100. This can come at any point in the adoption process, but we do require a deposit to take a pet "off the market." Until a deposit is secured, any pet is available for adoption and we will continue to process other applications as they come in. Please note, our deposit is fully refundable, transferable to another pet, and applies to your adoption fee. A deposit does not constitute an adoption it is there to ensure everyone is happy. If you are interested in making a deposit, you can do so here: www.thegreenark.me/deposit.
After we receive a deposit we will arrange for a home visit. This is where one of the organization's volunteers will come to your home to do a quick inspection and interview. These typically last around 20-30 minutes and are scheduled at your convenience.
Thanks,
_______
5. Vet Check
If the applicant has pets currently, please call the veterinarian. Explain that you work with The Green Ark rescue and that you are processing an application. They will normally ask for the applicant's name and their pets' name(s). Please ask them to confirm:
THIS IS NOT OPTIONAL. If they have pets and are unwilling to let us talk to their vet, the application is failed. If their pets are not up-to-date on vaccinations, the application is failed.
What if the vet says I'm not authorized? Call the adopter and ask them to call the vet and OK the release of information to us.
What if they didn't provide their vet's number? Ask them for it!
Why do we call their vet? We need to ensure that our animals are being placed in a home where they will be cared for, and that their future furry brothers and sisters are healthy!
What vaccines are required? We require the pet to be up-to-date on Rabies and the Distemper Combo (includes Hepatitis and Parvo). Lyme and Bordatella are encouraged but not required.
If the applicant has pets currently, please call the veterinarian. Explain that you work with The Green Ark rescue and that you are processing an application. They will normally ask for the applicant's name and their pets' name(s). Please ask them to confirm:
- Are the pets up-to-date on vaccinations?
- Are the pets spayed or neutered?
- Are the current pets well cared for?
- Are there any red flags in their records (animals that are inexplicably malnourished or injured, etc.)?
THIS IS NOT OPTIONAL. If they have pets and are unwilling to let us talk to their vet, the application is failed. If their pets are not up-to-date on vaccinations, the application is failed.
What if the vet says I'm not authorized? Call the adopter and ask them to call the vet and OK the release of information to us.
What if they didn't provide their vet's number? Ask them for it!
Why do we call their vet? We need to ensure that our animals are being placed in a home where they will be cared for, and that their future furry brothers and sisters are healthy!
What vaccines are required? We require the pet to be up-to-date on Rabies and the Distemper Combo (includes Hepatitis and Parvo). Lyme and Bordatella are encouraged but not required.
6. Landlord Check
If the applicant rents their home, please call the landlord to confirm:
THIS IS NOT OPTIONAL. If the applicant is unwilling to allow us to speak to their landlord, the application is failed.
What if they didn't provide their landlord's number? Ask them for it!
Why do we call their landlord? This is a common practice among rescue organizations. There have been situations where an applicant wasn't approved and we unexpectedly had to take a dog back into our care (when we had no foster spots available).
If the applicant rents their home, please call the landlord to confirm:
- Is the applicant allowed to have a new dog/cat in their home?
- Are there any size or breed restrictions?
THIS IS NOT OPTIONAL. If the applicant is unwilling to allow us to speak to their landlord, the application is failed.
What if they didn't provide their landlord's number? Ask them for it!
Why do we call their landlord? This is a common practice among rescue organizations. There have been situations where an applicant wasn't approved and we unexpectedly had to take a dog back into our care (when we had no foster spots available).
7. Personal Reference
The personal reference is especially vital for an adopter that has no veterinary references. You want to ask:
The personal reference is especially vital for an adopter that has no veterinary references. You want to ask:
- Have you witnessed the applicant with any pets or animals? How do they treat them?
- Is this applicant responsible? Would they be able to handle the time commitment of a dog or cat?
8. Contact the Applicant
Once the applicant passes the vet and landlord check, reach out to the applicant via either phone or email (the application will indicate which they prefer). You want to discuss:
Once the applicant passes the vet and landlord check, reach out to the applicant via either phone or email (the application will indicate which they prefer). You want to discuss:
- Do they have a specific pet they are interested?
If not, help guide them to the right pet. Find out what kind of lifestyle they have, how often are they home, do they have a fenced in yard, etc. What is their ideal pet? Are they looking for a couch potato or a running buddy? - Generally assess the person you are speaking to. Do they sound responsible? Do they understand the cost and time associated with owning a pet? Have they had pets in the past? What happened to them?
- Do they have any needs that must be addressed (already housebroken, good with cats, etc.)? Make sure the dog they are looking at meets this criteria.
- Do they have any questions for us? Our FAQs (and answers) can be found here. If you do not know the answer, let them know you will take the question down and get back to them with an answer.
- In order to hold a dog, we require a $100 deposit. The deposit is:
- Fully refundable
- Transferable to another pet
- Applies to their adoption fee - Schedule a home visit. This can be done via Skype if the applicant is far away.
- If a meet & greet is required, put the applicant in contact with the foster to arrange a meeting. If possible, try have the foster do the Home Visit at the same time.
9. Home Visit
The Home Visit allows us to determine if the applicant has a safe home to provide for their potential furry friend. If you are unable to perform the Home Visit yourself, post on the Green Ark Family page or the Ark Application page to find another volunteer. If the applicant lives far away, you can also perform the Home Visit on Skype or ask them to send you a video. Virtual Home Visits are a last resort and should only be performed if you cannot find a volunteer to complete the check in person. If the applicant requires a meet & greet with a potential pet, the volunteer can do this while they are there.
You are looking for the following:
The Home Visit allows us to determine if the applicant has a safe home to provide for their potential furry friend. If you are unable to perform the Home Visit yourself, post on the Green Ark Family page or the Ark Application page to find another volunteer. If the applicant lives far away, you can also perform the Home Visit on Skype or ask them to send you a video. Virtual Home Visits are a last resort and should only be performed if you cannot find a volunteer to complete the check in person. If the applicant requires a meet & greet with a potential pet, the volunteer can do this while they are there.
You are looking for the following:
- Are there any potentially hazardous material readily available?
- Is there water down for their existing pets? Do you see a food dish?
- How are their current pets? Do they seem aggressive or possessive?
- Where do their current pets sleep?
- Where will the pet go potty?
- Generally, do you get the sense that this is a safe and happy home?
10. APPROVED!
If everything goes well, the applicant is approved! At this point, you should connect the applicant with the foster to make arrangements to deliver the dog or cat. The foster (or volunteer) should acquire a contract and payment for the pet prior to leaving.
If everything goes well, the applicant is approved! At this point, you should connect the applicant with the foster to make arrangements to deliver the dog or cat. The foster (or volunteer) should acquire a contract and payment for the pet prior to leaving.