Grey Face Rescue Intake Program
Established 2024

Our Intake Program is the heart of our organization. Our Intake Program falls into four categories – rescue transfer, owner surrenders, strays and in-state shelter transfers and out-of-state shelter transfers. 

TEAM MEMBERS

Bethie Gondeck; Shelter Transfer Coordinator
bethieg@greyfacerescue.org 

Owner Surrender Manager
intake@greyfacerescue.org

Meghan Murphy; Surrender Appointment Coordinator
meghan122208@gmail.com

Dawn Lenzen; Surrender Appointment Coordinator
dlenzen@csbsju.edu

OWNER SURRENDERS

Owner surrenders are accepted to Grey Face Rescue if a foster family is available.

OWNER SURRENDER FORM

There are times when an owner can no longer care for their pet. Our Surrender Form provides information we need in order to determine if we can assist with the re-homing of a dog or cat. Although we would love to help all pets, we need to assess our current foster home availability, among other factors, before making a decision.

Every individual surrendering an animal must sign a statement that ownership of the animal is relinquished to the rescue. In every case, staff must ask the person to complete the form. The Surrender Form also attests to the knowledge of the individual as to whether the animal has bitten a human or other animal within ten (10) days of surrender, per Minnesota State Statutes. 

Rescue staff will make certain that individuals surrendering their pets understand that relinquishment is final and the animal will not be returned to them. Those individuals will not, depending upon the circumstances of relinquishment of the animal, be banned from adopting animals in the future. They will, however, be required to go through the entire adoption process.

We do not offer long-term care for animals (boarding, etc.). We can only LEGALLY keep an animal in our care if it is surrendered to us.

Animals we DO NOT accept into rescue (2024):

  • Animals that have bitten another animal or person under any circumstance.

  • Dogs that are not friendly with other dogs.

  • Cats that do not use the litter box.

  • Pit Bulls in shelters outside of Minnesota.

Application questions that qualify as an automatic denial to our program.

Has this animal ever: If any of the answers have been chosen, including unknown besides ‘None of these’.

Would you recommend the dog live with other dogs in the future? If the answer is no.

Does the dog have any problems in the following areas (pick all that apply). Snaps, Bites, Growls or Lunges.

Dog Owner Surrender Process

  1. Applicants will fill out the Dog Surrender Form.

  2. Review Application

    • IF APPROVED. Send DOG INTAKE; Intro Email email template.

    • IF DENIED. Send DOG INTAKE; Denial Letter (Aggression).

  3. If the dog seems as though it would be a good candidate for Grey Face (hasn’t shown any aggression towards humans or other animals), send DOG INTAKE; Seeking Foster email template.
    This email requests photos, additional information (that is copy/pasted into the information attached with the photos). If the dog has shown aggression, send INTAKE; Denial email template.

  4. Post the dog in need of a foster in the Facebook Army Group, as well as, email to potential approved fosters.
    Seek a foster for 14-days - if a foster is not found within 2-weeks, inform family with email template DOG INTAKE; Can't Find Foster. Either continue seeking, request new photos, additional information (to make the dog more attractable to potential fosters) and repost or remove dog from prospect list for dogs and cancel surrender application.

  5. Once a foster is found, update social posts, update owner with email template DOG INTAKE; Contract, Fee, Records.

  6. In order to determine the surrender fee, records MUST be sent prior to invoice sent and surrender appointment scheduled.
    Veterinary records MUST be sent from the veterinary clinic or in PDF forms. We do not accept photos, vaccination reminders or phone screen shots. They must be legible, easy to view and print.

  7. Review veterinary records (see Surrender Fees for additional information)
    Up-to-date on rabies, distemper, heartworm test and altered / fee is $100
    Not up-to-date on rabies, distemper and altered / fee is $150
    Up-to-date on rabies, distemper and un-altered / fee is $150

  8. Send invoice via PayPal.
    We do not accept check/cash the day of. They must pay prior to the appointment. They are welcome to send check via snail mail PO BOX 7072, St. Cloud, MN 56302 but we must receive and deposit prior to surrender appointment.

  9. Edit form details, create animal profiles (use DOG TEMPLATE), status (Intake), animal name, breed and age. Upload veterinary records, photos and any other information. Link surrender application to animal.

  10. Update Master Spreadsheet to include all information, foster information, veterinary care, medications, etc.
    The more information the better so please, include all information known.

  11. Once veterinary records are received, fee paid, send email template DOG INTAKE; Surrender Appointment Scheduled which includes the upcoming surrender date.

  12. Send all necessary information to the volunteers facilitating the surrender appointment.

SURRENDER FEE

Surrenders are expected to pay the fee prior to the surrender appointment, no exceptions. Any surrenders unable to pay the fee must be approved by the Executive Director.

DOGS

Unvaccinated and/or unaltered dogs; $150 Surrender Fee
Vaccinated & altered dogs; $100 Surrender Fee

When reviewing veterinary records, the following should be present and completed within 6 months of the intake date.

  • Rabies Vaccine 

  • DHPP-L Vaccine

  • HEARTWORM = Negative

  • Spayed/Neutered (most often next to the sex of the animal)

If a dog is formerly from Grey Face Rescue, we will waive the fee. 

CATS

All cats must be up to date on rabies, FVRCP and spay/neutered; $75 Surrender Fee

When reviewing veterinary records, the following should be present and completed within 6 months of the intake date.

  • Rabies Vaccine 

  • FeLV Vaccine

  • Spayed/Neutered (most often next to the sex of the animal)

If a cat is formerly from Grey Face Rescue, we will waive the fee. 

Surrender fees are important to our organization. It assist with the needs of senior animals especially those whom have not received the proper veterinary care since birth.

These fees MUST be paid via invoice PRIOR to the appointment. We will not accept any payments the day of. If a surrendering family chooses to pay check, it must be sent and received prior to their surrender appointment.

Surrender Contract

Surrendering families are required to fill out/sign our surrender agreement prior to surrender appointment.


PERSONAL PROPERTY + MEDICATION

Any toys, blankets, collars, etc. that are brought in with the animal become the personal property of the animal. If any of the items smell of smoke, urine or severely worn, please dispose of the items.

If the animal is currently on medication, the surrender is responsible for providing 30-days of medication at the time of surrender. The medication should be in the original container.

SHELTER TRANSFERS

Our Intake Team partners with multiple shelters to pull senior animals at risk of euthanasia.

Oftentimes, these animals are either emailed to us or found posted on Facebook pages. Below are Facebook pages that post animals in need that we are APPROVED through. Please note, we are not always approved and there is an application process.

If it is a shelter transfer, the foster must be willing to bring the animal to the next intake day, if not fully vaccinated and altered. Veterinary records should be requested prior to transfer and not the responsibility of the foster.

Shelters DO NOT need to fill out the surrender form.

MN Cats Needing Rescue
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STRAYS

We do not often receive strays into rescue, however, when we do we have a specific protocol to follow.

If a stray is found in Benton or Stearns County, they must contact Animal Control at 320-650-3164.

If we happen to have a foster home open for a stray animal in need, we will begin to search for the animal’s owners by looking for a microchip, contacting local animal control, Tri-County Humane Society and local veterinary clinics. Rescue staff and designated volunteers notify at least two media sources for each stray animal. They also cross-check the Lost and Found forms at the rescue. Animals without identification are held for seven (7) days to give owners time to reclaim their animals. Every effort is made to find the owner during this time. On the 7th day, the animal is the property of Grey Face Rescue and Owner’s must go through the adoption process to reclaim the dog.

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INTAKE DAYS & SURRENDER APPOINTMENTS

Owner surrender animals must come to Grey Face Rescue on an intake day.

For those Grey Face Rescue representatives assisting with a surrender appointment, here is a guide to navigate that appointment, questions to ask and expectations for you and the surrendering family.

CHOOSING THE ANIMALS WE'RE GOING TO BE RESCUING

- Review the animals we currently have available for adoption. Do we have an abundance of large breed dogs? Dogs that are unable to be with other dogs? As of right now, we have many large breed dogs continuing to look for their forever home (TeeDee nearly two years in October). With that, we should avoid committing to large breed dogs until we can find homes for the dogs in rescue. Smaller breed dogs get adopted quicker - that's always been the case for Grey Face.

- Evaluating their veterinary needs. Even with shelters, we can request the veterinary records PRIOR to committing to ensure we have the resources to tag that animal. We are a reputable rescue with a reputation of adopting great senior dogs. We want to keep this reputation and if a shelter wants to partner with us they must respect that. We are helping them, they are not helping us as we have a lengthy list of owner surrenders we can turn to instead of tagging animals from their shelter. We can also accept owner surrenders that are willing to fully vaccinate their dogs without an investment from us.

CHOOSING A FOSTER FOR THE ANIMALS WE'RE RESCUING

- We have to avoid the mentality that if a foster offers to foster they instantly get the dog without evaluating IF that is the best home for the dog. This will avoid us needing to move dogs or cats around.

- Research the breed prior to placement. For example an Austrailian Shepherd has characteristics that are cautious, energetic, obedient, loyal and protective. We should seek out a foster home that is willing to provide exercise; daily walks, fetch, appropriate play. Often our fosters will offer to foster based on their heart (especially if it's a sad story) but it's our job to determine if the animal is going to thrive in the home and if the foster is prepared to fulfill the needs of the animal's breed. It's ok to share the breed's characteristics and background with the foster to ensure they believe it's a good fit for their home. They may not be knowledgeable of that specific breed.

- Review with our Foster Team to ensure they are a good candidate. Although the home may be a great fit, the foster may not be. Stephanie works very closely with the foster families and will know if they have the capabilities to foster that specific dog.

THE FIRST DAYS IN THE rescue

- I believe our intake team should stay involved while the dog transitions into the home. Your input on why you chose that dog for that foster home will help validate any concerns they may have. For example, if a foster is second guessing their commitment, it's great to validate the foster by explaining why you felt their home was the perfect choice for that dog (we feel you have a quiet home that would be a good match for Sandy because she is so stressed). This is a great opportunity to do a "hand-off" to the Foster Manager.