Basenji Rescue and Transport
Providing safe harbors and strong anchors for Basenjis set adrift.

Adoption ◦ Placement ◦ Health & Foster Care ◦ Education ◦ Support

Basenji Rescue and Transport, Inc.
Coordinator Handbook

Important information about “stray” and “found” Basenjis:

All stray Basenjis released to Basenji Rescue and Transport (BRAT), by either individuals or shelters, must be posted to the BRAT rescue page as soon as possible, once they are in BRAT's care.

Found dogs should not be placed in foster-to-adopt homes without disclosing to the foster person that there is a possibility that the Basenji may be reclaimed by its owner. In addition, all found or shelter dogs shall be scanned for microchips and checked for tattoos.

We recommend that coordinators check lost-dog emails to see if the found/shelter Basenji is listed there. If you discover that the dog may have an owner, please notify BRAT Administrators to discuss the best approach for reuniting the dog with its owner.

If BRAT has incurred expenses for vetting, the owner should reimburse BRAT before the dog is returned to them, absent our approval.

Thank you for your cooperation!

Your Friends at Basenji Rescue and Transport

This handbook is designed for use by new and experienced BRAT coordinators when coordinating the placement of Basenjis and Basenji mixes. Information is presented in a step-by-step format and links are provided to BRAT forms and other information. Where appropriate, methods and tips used by experienced coordinators are also presented.

     I. BRAT Rescue Form

   II. Evaluating a Basenji Rescue and Foster Homes

  III. Transfer Contract

  IV. Health Checks and Vet Records

   V. Fanconi Testing

  VI. Posting a Basenji to the BRAT Web Page and Rescue List

 VII. Working with Prospective Adopters

VIII. Adoption Contract

  IX. Placement Pending Form

   X. Remove Dog Form

  XI. Transportation of the Dog

 XII. Respecting BRAT's Financial Situation

XIII. Checklist for Quick Review

XIV. Contracts Required and Final Points

The BRAT placement process generally begins with the submission of our rescue form by an owner or shelter.

Once BRAT receives this form, a BRAT coordinator will be asked to assume the responsibility of attempting to place the dog. (BRAT assigns coordinators based on a number of factors, including experience, workload, and proximity to the dog. coordinators always have the right to turn down a particular dog for any reason at any time.)

Purebreds and mixes are handled differently in a number of ways. Generally, BRAT does not have sufficient resources to provide a foster home and/or pay vet expenses for Basenji mixes. However, our mix coordinators will work with the owner/shelter to see that the dog is posted to the list and web page. Because BRAT sometimes does directly place mixes, we refer to "dogs" rather than "Basenjis" in this handbook. Any questions about mixes should be sent to Basenji mixes.

If the owner did not submit a BRAT rescue form, it is the responsibility of the assigned coordinator to make contact with the owner and ask that the rescue form be completed-or to complete the form on their own based on information compiled during the process or obtained from the owner, foster or evaluator.

If the owner is placing the dog in rescue, the coordinator should determine if the dog can stay with the home until a suitable home is found (referred to as a "Home-to-Home placement"). If the coordinator feels that the dog is in an abusive or dangerous situation, needs rehabilitation, or should be moved from the home for any other reasons, it will be necessary to seek a foster home.

If the dog is in an animal shelter or a humane society, there is often a release fee. Some shelters will release a dog to rescue free of charge. Others require payment of the basic adoption fee. The fee is usually a minimal fee to cover shots, a Heartworm test, and basic vaccinations. When a fee is required, the BRAT member can pay it and ask for reimbursement. If the shelter will accept a credit card payment, the member can contact the BRAT Treasurer.

Some shelters do not like working with rescue groups. If this is known, sometimes it is easier to not identify yourself as being from a rescue group and just pay the fee to adopt the dog. BRAT will reimburse shelter release or adoption fees.

If the dog comes into rescue by means other than an owner, i.e. shelter, stray, etc., the coordinator should work closely with the dog's foster home to obtain the correct information for completion of the form, even asking the foster family to complete the form. In any event, we require that a form be completed before we can proceed with a placement absent very unusual circumstances such as a euthanize deadline in a shelter.

**With stray or shelter Basenjis, you should make every effort to locate the original owner by checking for tattoos and having a vet check for microchips. This can be done during the initial vet visit. While shelters usually scan for microchips, it is a good idea to have our vet check for them too. Tattoos may include information that we can use to locate the breeder and original owner.

Once the BRAT rescue form has been completed, the next step is for the coordinator to obtain an evaluation of the dog. A BRAT volunteer must evaluate every dog placed through BRAT, even dogs placed without fostering.

If the dog remains with the owner throughout placement, the coordinator will ask a BRAT volunteer in the area to do the evaluation. The Stationmaster database is the best place to find a possible evaluator near the dog. While email will often work, it is best to telephone the Stationmaster that you are asking to do the evaluation. If you have problems finding someone to evaluate the dog, post a request for help to the coordinators list.

BRAT's evaluation guidelines can be found at: http://Basenjirescue.org/brat_member_info/evaluate.htm

If the dog has a history of being aggressive or is aggressive during the evaluation. it is best to contact the District coordinator before accepting the dog into rescue.

Evaluations can be done whether the dog is in its original home or while the dog is in foster care. It is best to have a BRAT volunteer evaluate the dog before he goes into foster care. When possible, it is helpful to ask the owners to write a paragraph or two about the dog's likes/dislikes, history, etc., for the new home.

Ask the evaluator to send you a detailed report on their findings. It is also helpful to call the evaluator to question them about any information on their form. Keep the evaluation report—you will need it when preparing the Web page posting for the dog. Also, if a BRAT member did a good report for you, thank them and email a note about what they did to: brat-admin@lists.Basenjirescue.org so we can document a successful evaluation in the notes to this volunteer in the Stationmasters database. You can also do this by going to the BRAT Members page at https://ws6.midtown.net/bratmembers/smlist.asp?Active=1 and clicking on Update Stationmaster information.

Once you are satisfied that the dog is placeable, you may need to find a foster home for him pending placement. You can find a possible foster home by doing a "filtered search" of the Stationmasters database for those members who have indicated an interest in fostering. Or you can send a post to:

brat-fosters@lists.Basenjirescue.org

Be absolutely sure that the foster you select is appropriate for the dog in question. For example, if the dog has gone into rescue because he is chasing the family cat, do not place him in a foster home that has a cat.

Just because someone is listed as a foster, this does not mean that she has been screened. We required all foster homes to prepare an adoption application for fostering purposes and to have a home visit done prior to their getting a BRAT dog to foster. If this has not been done, please ask the foster to prepare an application and find someone to do a home visit. A vet check should also be done before a dog is moved into a foster home.

Should all BRAT dogs be fostered? Usually, but not always. While some rescue groups believe that all dogs should be fostered for many weeks before placement, BRAT's experience has been that this is not always necessary. A home-to-home placement should only be done if we have fully evaluated the dog in person and see no behavioral or temperament issues. If the dog has a questionable temperament or if you anticipate problems in getting the owner to release the dog once a permanent home is found, you should consider finding a foster home. We generally are able to learn more about a dog in a foster home environment. That helps in making a better selection from the adoptive applicants. If you have any doubts about whether your dog should be fostered, please contact BRAT administration.

All BRAT foster homes must complete a Foster Contract. The Contract can be found at:

http://Basenjirescue.org/brat_member_info/foster.htm

When the dog is in foster care, the coordinator should work closely with the foster to assure that the dog can be safely re-homed. That is, it should be determined that the dog is healthy, well tempered, etc., before the dog is posted to the list. Each rescue must be vetted (including being spayed and neutered), current on vaccinations and taking heartworm preventative before it is transferred to an adoptive home.

The evaluator or foster home may be asked to take a photograph of the dog to be used on the Web page, if the owner does not have any appropriate photos. This is a very important part of the process—try to get the best photograph you can since a good one will definitely increase interest in a dog. You might consider choosing a picture of the dog looking into the camera. Sometimes people think they can see into the soul of the dog through its eyes. Be sure to use red-eye reduction if you have a flash camera.

The information obtained from the evaluation should be used to complete the write-up to be posted on the website. If there is any question about whether the dog is too dangerous to be placed, contact the BRAT Administration:

brat-admin@lists.Basenjirescue.org

BRAT cannot put the general public at risk and jeopardize its liability insurance by placing a dangerous dog.

Anytime BRAT places a dog, whether from a shelter or a home, the coordinator must obtain the signature of the relinquishing owner on a "Transfer Contract" in duplicate. One copy is to remain with the relinquishing owner, and the other copy is to be submitted to BRAT at the address on the form. An adoption contract or shelter release form is also acceptable from a shelter. Until BRAT receives this form, it does not own the dog and has no right to place him in a new home. If we place a dog without a transfer contract, we run the risk of the owner changing his mind later and demanding the return of the dog.

The Transfer Contract can be found at:

http://Basenjirescue.org/brat_member_info/transfer.htm

The Evaluator of the dog can be asked to have the Transfer Contract completed during the evaluation visit if she is sure that the dog is suitable for placement. Even if we do a home-to-home placement, the owner can (but is not required to) sign the form at the time of the evaluation and then sign a foster contract, which will cover the time the dog is left in the home before placement. In any event, the Transfer Contract must be signed before the dog is transferred to a foster or permanent home.

When a dog is pulled from a shelter on behalf of BRAT, the person pulling the dog will have the paperwork (Agreement or Contract) from the shelter documenting the transfer of ownership. That person then needs to prepare a Transfer Contract in duplicate conferring ownership of the dog from him/her to BRAT so that the "chain of ownership" is fully documented. In an extreme emergency, a handwritten note by the owner stating, "On [date], I, [full name], the owner of [name of dog], a [color] Basenji aged [age of dog], transfer ownership of this dog to Basenji Rescue and Transport, Inc." and then have them sign it.

The evaluation is a good time to ask the relinquishing owner for a surrender fee to help reimburse expenses relating to this dog. If they owner doesn't pay a surrender fee following the evaluation, you might consider sending the owner an email like this one before the final transfer of the dog:

Basenji Rescue and Transport Inc. (BRAT) is composed of a group of dedicated volunteers. No one receives a salary for their work in re-homing Basenjis in need. We are a tax-exempt, non-profit corporation and survive solely on the financial support of people like you.

When we find a home for __________ and ask you to sign the Transfer Contract, we would appreciate if you could pay a surrender fee of at least $50.00 to help us cover some of the inevitable expenses incurred in rehoming Basenjis. Please let me know if I can help you with any information about my attempts to find __________ a home in a secure and understanding environment.

Don't demand a surrender fee or the owner might dump the dog at a shelter. But, do ask for such a fee or at least the donation of a crate or other useful Basenji-related items. We can send any donor a tax voucher upon request. In order to obtain a tax voucher, coordinator submit the reimbursement and check the box for "send a tax voucher" at:

http://Basenjirescue.org/brat_member_info/reimburse.htm

An important part of the evaluation process is to determine whether the dog is up to date on all required vaccines, has been tested for Fanconi and heartworm, and is generally healthy and of good temperament. Ask that the dog's actual veterinary records or a health certificate be faxed or mailed to you. This portion of the evaluation is done by the coordinator or the foster home. We must have written documentation of vaccinations if the surrendering owner says the dog is up to date. We cannot accept the owner's word on it. A Heartworm test must be done for each dog we take into rescue. A test for Fanconi must also be done regardless of the age of the dog.

If there are items on the BRAT rescue form that cannot be readily answered and documented, the coordinator needs to arrange for an appointment with a veterinarian to assure that the dog meets all Brat rescue health requirements. If the questions are answered, but there is no documentation provided, then only verification from the attending veterinarian is required.

Review our Rescue Health Protocol found at:

http://Basenjirescue.org/brat_member_info/health.htm

Every dog placed through BRAT must be spayed/neutered. If the dog has not been spayed/neutered, it is up to the coordinator to communicate to the foster, and/or the veterinarian that this must be included in the health check. coordinators should verify the neuter/shot status with the vet before the dog is posted---don't rely on the word of the owner.

Since BRAT is a volunteer, non-profit organization and subsists solely on donations, it is important that you help us save on veterinary care. Always ask your veterinarian about rescue discounts. In addition, call 1-800-248-SPAY to get a list of vets and clinics in your area that provide substantially discounted services, including spay and neuter services, vaccinations, and tests.

If you do use your regular vet for BRAT rescue vet care, it never hurts to explain that the dog is a rescue and a discount would be highly appreciated (especially if they want your repeat business…).

After it is determined that the dog is heartworm negative, a 3 month supply of HW preventative should be obtained from the vet as part of the health check. We generally recommend (subject to your vet's concurrence) that you use the Interceptor brand of HW preventative (milbemysin oxime) or Heartgard (ivermectin). Revolution is a veritable cocktail of chemicals and is not recommended.

Under NO circumstances is the rescue to be given Proheart 6 (moxidectin), the six month shot, as a heartworm preventative, which has been associated with seizures, temperament changes and death.

Once the dog has been adopted and moves to its adoptive home, please send a one-month supply of the HW preventative along with a copy of the HW test documentation with the dog. This will enable the new owner to purchase sufficient HW preventive for a year from the date of the test. The foster home should keep the remaining medicine to be used for subsequent rescues. If there is not likely to be another foster in the near future, please contact Debbi Johnson (debbijBasenjirescue@comcast.net) for instructions on where to send the excess medicine to be used for other fosters.

Currently most foster homes will send all the remaining HW meds to the adoptive home. If the Basenji is sent to its new home with a smaller supply, over time this will result in a cost savings for BRAT. In no circumstances are we advising use of the excess HW preventative on a dog that has not tested HW negative. In addition, each dog should be retested annually for HW.

Please remember there is an ever-broadening trend toward eliminating vaccinations for adult dogs, except for rabies, where required by most state laws. All BRAT rescues will be given vaccinations and will not be tittered. This is for the protection of the rescue, the foster home residents and the adoptive home.

If you need us to call in the BRAT credit card for vet work, complete the form at: http://Basenjirescue.org/brat_member_info/vetpayment.htm

It is very helpful to the treasurer to be given 48 hours notice of the appointment. If the vet request is not given until the day of the appointment, there may not be time to call it in.

Please be sure that you only complete this form AFTER you have scheduled an appointment, that the vet has the name of the dog and that the vet knows that BRAT will be calling with the credit card information. BRAT's treasurer calls in this information and needs to have a specific dog name and appointment time before the vet will take the card information. Once the appointment is complete, be sure to send a copy of the detail information (credit card receipt and vet's itemized statement) to:

Debbi Johnson
7255 Jermyn Cove
Germantown TN 38138

You can also pay for the visit yourself and submit the invoice for reimbursement. To do this, complete the reimbursement form at: http://Basenjirescue.org/brat_member_info/reimburse.htm

When you fill out this form, remember to put the dog's name and state (location). Under activity, note the reason for reimbursement (i.e. vet visit) and the amount of the expense. When you mail this form, make sure that it is completely filled out, and that copies of all receipts are forwarded.

Sugar-strip testing is imperative in all cases. If the dog has Fanconi, we need to know this at the earliest possible date--and absolutely before the placement takes place. Do not rely on the owner's assurance that the dog has sugar stripped negative--do the testing yourself and redo it every month until placement. Be sure to review our Fanconi article found at: http://www.basenjirescue.org/Fanconi/fanconi.htm

It is very unfair to place a dog with Fanconi with an unsuspecting adopter. Be absolutely sure that the dog is not spilling sugar before the dog is posted.

Fanconi Syndrome is a disorder in which the kidney’s proximal renal tubules do not properly reabsorb electrolytes and nutrients back into the body, but instead "spill" them into the urine. Symptoms include excessive drinking (polydipsia), excessive urination (polyuria), and glucose in the urine (glucosuria.) If Fanconi is left untreated, muscle wasting, acidosis, and poor condition will also occur. Fanconi Syndrome causes the renal tubules of the kidney to fail to do their proper job of resorbing nutrients into the dog's system. Without testing and subsequent oral supplementation, the dog's internal organs begin to falter, the dog loses condition, and will ultimately die. However, with current supplementation techniques, a Fanconi-afflicted dog can often be expected to live a reasonably normal, healthy life-span. See http://www.Basenjicompanions.org/health/fanconi/syndrome.html

BRAT strip tests all rescue Basenjis (over the age of three) for Fanconi Syndrome before they are placed in a permanent home. If the dog strips positive for sugar in the urine, we pay for blood gas testing to confirm a diagnosis of Fanconi (or diabetes) and pay for supplementation to ensure that the dog is stabilized on Dr. Gonto's protocol. Chey Miller sends all new adopters a supply of urine strips for further testing.

While we will continue to strip test all BRAT-owned rescues over the age of three, BRAT does not have its rescues tested with the new DNA linkage marker test developed to test for the genetic mutation indicating whether the dog is probably a carrier, clear or affected for Fanconi.

Our Adoption Contract provides in pertinent part:

1. BRAT makes no guarantees or warranties, express or implied, regarding the Dog, including but not limited to the Dog's health, training or behavior;

2. BRAT has advised me of all known defects (health or otherwise) as well as any behavior or training problems regarding this Dog, either in the Internet posts, web listings for the Dog, private email, or as follows:___________________________________________;

3. BRAT assumes no responsibility, whether financial or otherwise, for any medical conditions (known or unknown at the time of placement), treatments, procedures or examinations of the Dog which occur or are discovered after the earlier of the date the Dog is physically transferred to the Adopter or the Execution Date. In exceptional circumstances, the BRAT Board of Directors may, upon request, and in its sole discretion, choose to provide financial assistance to Adopter after the date the Dog is physically transferred to the Adopter and/or the Execution Date. As with other linked marker tests, the current Fanconi syndrome test is not 100% reliable but is offered as an interim test to provide guidance to those who plan to breed their Basenjis. Although the test is available for all Basenjis enrolled in the Canine Phenome Project, owners who are not planning to breed their dogs this year were advised to wait until a completely reliable test becomes available.

Even when/if a completely reliable test becomes available, BRAT is unable to have this testing done on its rescues for the following reasons:

1. At an average cost of $65 per dog, testing all of the dogs that come into BRAT would cost more than $20,000 a year;

2. Our adoption fees are already at the maximum we can charge most adopters so we are unable to increase the adoption fee to pay for the testing;

3. Testing all dogs without increasing adoption fees would cause BRAT to run at a significant loss each year. Over several years, our financial viability would be threatened;

4. The current marker test is not completely reliable and results in false positives and false negatives. There are a number of Basenjis of mature age who have been labeled as "probably affected" but who have never spilled sugar or been diagnosed with Fanconi;

5. Our experience indicates that it is extremely difficult for us to place known Fanconi dogs. We have had very nice dogs listed on our webpage who don’t receive any serious inquiries because of their (controlled) Fanconi. Labeling a currently healthy dog with the possibility of getting Fanconi will sentence that dog to either being put down or kept by their foster home. And with those dogs that show clear, that would lead their owners into a false sense of security believing their Basenji would never come down with the disease, while the possibility does exist that this may not be the case. This will be the case even if the dog is a “false positive” and never comes down with the disease. And because there are false negatives with the test, adopters will have a false sense of security­and are likely to be extremely unhappy when they discover that their supposedly “clear” dog has Fanconi. As the BCOA states on its website: “Further, even if your dog is DNA tested clear or carrier, you should still strip-test, as there is a small risk of error with the linkage DNA test";

6. Several of our current Fanconi dogs have been adopted by their Coordinator/Fosters because no one else was willing to adopt them. We are extremely fortunate to have such caring individuals within BRAT. However, we simply do not have enough fosters to care for all of the dogs that MIGHT come down with Fanconi in the future. If we can’t place these dogs, and we have no one to foster them, what do we do with them? Euthanasia may be the only alternative, even for dogs that might not be diagnosed with Fanconi for many years, if ever.

Much in life is uncertain. We already ensure that our rescues are not currently spilling sugar and, if they do have Fanconi, are stabilized on the protocol. This is as much as we can do at this time. Breeders need to utilize this testing because it can prevent bringing Fanconi affected dogs into the world. In rescue, we must deal with the world as it is. Also, since all of our dogs are neutered, we don't have the same issues that breeders face. Many of the concerns I mention above apply even if the applicant offers to pay for testing and agrees to foster the dog until the testing is complete.

If you need assistance in responding to an applicant who insists on a clear Fanconi test, please contact Liz Newton on how to respond to the applicant. Generally, a short post stating that BRAT does not provide this testing will suffice. This issue appears to be coming up more often, particularly with applicants who are referred to BRAT by responsible breeders.

If an applicant insists on a “clear” dog, you can refer them to a breeder who utilizes the test.

The next step in the process is for the coordinator to prepare the write-up for the dog to be posted on the BRAT website. There is no set time frame for posting a dog, but the sooner a dog can be posted the better (assuming that there are no health or socialization issues to be first resolved).

Information obtained from the previous owner or foster, important points from the evaluation form, and the edited BRAT rescue form should be combined to create the final rescue form for the website. Include all relevant history obtained from the preliminary process. Explain the dog's negative traits as well as his positive ones. If the dog is a Fanconi or special-needs dog, include that information in the form, along with information about how an adopter can deal with these special needs. Make your write-ups positive, quick, and to the point. There is a window of opportunity in grabbing someone's attention.

When dealing with an owner turn-in, care must be taken in the write-up. Using phrases such as, "He had no reason to trust anyone until..." or "Due to the lack of proper training and guidance..." serves NO purpose, but instead makes the previous owner regret giving us their dog to us. The best we can do for the Basenji in our care is to seek guidance from the foster home. Since these homes are experienced with the breed, they are the ones who can offer the most accurate and helpful information for the write-up. Remember, the owner who gives up a Basenji does so because they cannot handle the dog.

Also, be sure to use spell check on all list posts and proofread what you send—posts on our page reflect on BRAT as an organization and should be as close to perfect as we can make them.

Do not hesitate to ask an experienced coordinator for help with write-ups, if needed. Feel free to use current dog listings on the website as templates for your write-up.

It is important that you begin the write-up with all the positive traits about the dog. For example, you shouldn't start a write-up with something like: 

Cleo definitely has her ways. If you have always wanted your kids not to leave their toys on the floor, then Cleo's your girl. She'll also steal food off counters, get into trash, and chase your cat.

Instead, give Cleo a chance by beginning on a positive note: 

Cleo is also a sweet girl that loves to cuddle on the couch and will greet you with tail wags and baroos, every chance she gets ...

It is very important that you state exactly what you are looking for in a home. If you are looking for a home without children or other dogs, say that in the form. If the dog is an escaper, let it be known. If the dog begs, steals food, is a counter or table surfer, include that information. If the dog has separation anxiety, that should be reflected in the write-up. Some Basenjis tend to want to be Alpha even over the humans in the household. It is important that any prospective owner be aware of that in order to deal with the dog in the most honest, but positive way. Again, no matter what the issue is, there is a right way and a not so right way to word it. When in doubt, ask someone. We are trying to find the best possible home we can for our Basenjis, and the most effective way to make this happen is to write stellar, yet honest, write-ups. We are "selling" that dog to our clients, and a good write-up is the best way to introduce that dog to his potential new home. 

Include in the write-up how far the dog will be transported, or whether you will consider air transport, at the adopter's expense. You will receive fewer out-of-area applicants if you include this information up front. 

The following is a checklist of items you should consider when preparing the write-up. You don't need to include all of these items but do review all of them and consider whether they should be in the final write-up. Feel free to be creative in your write-ups but be sure to cover all important points.

It is imperative that every BRAT dog be posted on the Web page. Although the number of emails concerning some dogs can be overwhelming, posting the dogs to the Web page not only generates interest, it helps bring in new applicants who can be added to the list and the applicant database. Eventually, some of those new applicants can become excellent new Stationmasters.

The Correct Procedure for Posting Dogs to the Web Page:

Submit all of the following at one time in one email to brat-admin@lists.Basenjirescue.org

A. A good photo of the dog in .jpg format and renamed after the dog. For example, AK-Yodel.jpg.
B. A write-up consisting of the dog's history, color, characteristics
C. The edited BRAT rescue form
D. A subject line with information about the dog. For example, AK-Yodel 3 y/o red-white male; or CO-Peppermint 6 y/o tri female mix

It is very important to edit the original BRAT rescue form (such as updated shots, Fanconi date, personality description, etc.) using the information you have obtained from Section IV-Health checks/vet records of this Coordinator Handbook for posting to the website. The coordinator should be sure to correct any incorrect statements with information obtained through experience with the dog or the evaluation. The coordinator is vouching for the information in the rescue post and should be sure everything is correct. Finally, all breeder/pedigree/owner/vet information, and owner information (name, telephone number, and address), should be removed from the BRAT rescue form before the dog is posted to the Web page. Be sure the rescue form is single-spaced and does NOT include > symbols before each line. Any deviations from this procedure will cause significant delays in posting the dog to the Web page. If the items from the above checklist are in the BRAT rescue form, you don't need to repeat them in the write-up unless they are significant to the type of home you are looking for.

If you have any doubts about whether the post is in proper form, send queries to website@Basenjirescue.org for help.

Once the dog has been posted to the Web page, you will receive a message from the BRAT Webmaster. You should check the listing for accuracy and then send a short summary about the dog to brat-rescue@lists.Basenjirescue.org. (This is the applicants list from BRAT's database.) Be sure to include the Web page address for your dog so that interested applicants can click through to view the full write up, form, and pictures of the dog. Do not attach photos to your message (pictures can take too long to download and annoy applicants!)

In the subject line of your post to the list, please use the following format: state abbreviation, dog's name; age; color; gender; purebred or mix. For example, TN-Cleo 5 yo red/white female purebred. Again, if you have any doubts about this procedure, send an e-mail to website@Basenjirescue.org for help.

Coordinating a Basenji rescue is more art than science. While there are certain rules that must be followed, much of coordinating comes down to intuition and "feel" for what would be the best home for a particular Basenji. You will learn to trust your intuition as you become more experienced at placing dogs.

You should first remember that BRAT does not guarantee any of the applicants in the database. The fact that an application is on file means only that they submitted an application and have not yet been removed. Period. It is up to the coordinator to decide whether an applicant is appropriate for the dog in question. Home visits and vet checks are mandatory for all placements.

If you receive an inquiry from someone who has not completed an application, ask them to complete the short online application which asks for such detail to give us information to help us decide whether the dog would be appropriate for their family. The form is at http://Basenjirescue.org/ApplDB/AdoptForm.htm

Once the dog is posted to the BRAT-RESCUE email list, you will start to hear from interested applicants. If you are handling a young, healthy dog, you can expect to hear from a lot of applicants—possibly as many as forty to fifty. These applicants will either complete the form on the Web page or will email you directly.

If you are handling an older dog or do not hear from a lot of applicants, search for possible homes with successful adopters in the inactive file. They may be ready to increase their family. Be sure to also check the active files for applicants who may not realize what a good match they would be for your dog.

How can you keep so many people straight? It helps to create a separate mailbox in your email program for each dog you handle. That way, you will have all of the relevant posts in one place for review. You might also make a chart of applicants with columns listing people who applied, the steps you have taken to verify their information, and when you replied to their inquiries.

All coordinators should respond to applicants within forty-eight hours, acknowledging receipt of their inquiry and thanking them for inquiring about the dog. (If you receive a lot of applications, you may want to just send an immediate reply letting them know that you do have their email and will get back to them as soon as you can.)

IMPORTANT: Be sure that you record all inquiries in the screener notes for the applicant. It is helpful for other coordinators to see which dogs a particular applicant has asked about. If you learn of any "red flags" about an applicant, include that in the notes too.

If the applicant is obviously unsuitable for the dog, you can explain why you do not feel that it would be a suitable placement. Give reasons based on what has been learned about the dog, or the applicant.

Make no promises. Even if the applicant appears to be ideal at this point, look farther into the complete situation. Let the applicants know that you are continuing to receive letters of interest and each will be reviewed closely in an attempt to find the best possible placement for the dog in question.

Do not permit a prospective adopter to make contact with the dog unless a BRAT representative is present. This is especially crucial if the dog is in a home-to-home placement. If the prospective adopter wants to meet the dog, contact a nearby Stationmaster, the dog's evaluator, or another coordinator. This assures BRAT that the dog is not sent away for a trial visit, which could jeopardize the dog, and become a liability to BRAT.

All transfer and adoption contracts must be completed and the adoption fee collected before the dog is sent to his new home.

Once the most likely candidates for adoption have been chosen, it is very important that you let the other applicants know why you have decided to eliminate them.

Create a dialog, through both email and by telephone. Get to know the applicant as well as possible. It is highly recommended that, if possible, you speak at length on the telephone to any finalists. Don't rely solely on email to make a final decision.

Question living conditions, responsibility for the pet, training, and identifying the persons who will be listed as the adopter on the Adoption Contract. Be sure to cover the following issues with an prospective adopter:

How do other people in the household feel about introducing this new family member? We have had many situations where one family member wants a Basenji but another one is indifferent or hostile to adopting a dog. This invariably causes problems down the road and sometimes causes the dog to bounce.

▪ Who will be responsible for walking, feeding, taking the dog to the park, feeding treats, etc?

▪ What methods for discipline and training would be used?

▪ How long will the dog be left alone (or crated) on a daily basis?

▪ What will they do if he/she isn't good with their cats or dogs even if your Basenji is good with cats or dogs in its foster home. Let the applicant know that doesn't guarantee that the Basenji will be good? Will they be able to provide a "special" room for the cat only? Do they know how to introduce the cat or dog to the new dog? How will they integrate the dog into their family?

▪ When they don't have a fenced in backyard, how do they plan to exercise the dog? (You may want to offer suggestions, such as an enclosed tennis court, a friend's or neighbor's backyard, dog park, etc.)

▪ When finances are questionable, how will an adoption affect their budget. The cost of maintaining a dog can be expensive. This is a good way to broach the subject of financial responsibility-especially with young people. Generally speaking, young families with an annual income of less than $35,000 tend to give up their pets at the least change in circumstance.

▪ Where will the pet stay when they go on vacation? Boarding can cost $20.00 per day per dog in many kennels.

Once the field of candidates has been narrowed, contact the vet listed to assure that previous or current pets are well-cared for. Record contact in applicant's file, along with questions you have asked (and answers). If the vet cites client-patient privilege, have the candidate contact the vet to release that information to you. Ask that the previous or current pet's records or a health certificate be faxed or mailed to you with status of their account. Applicants with an unresolved balance, should be questioned pointedly.

Ask renters to provide a statement from the landlord showing a dog is allowed. Verify the total number of dogs allowed on the property. Mobile home parks and even residential subdivisions sometimes have dog and fence restrictions. Always ask the candidate if there are any restrictions on their ability to own a dog. We have had dogs bounce in the past because the landlord threatened to evict the adopter for violating the rules of the apartment/condo association. Also ask renters how long they have lived in their current apartment and how often they have moved during the previous five years. This information indicates how stable the applicant is regarding their residence. Hopefully, we can avoid a dog bouncing because the adopter moves to another apartment that does not allow pets.

If you are placing a dog with this applicant, the screener notes should provide a clear trail outlining the questions you asked and the responses you received. We should be able to go to the notes and determine why (or why not) you placed the dog with this applicant.

Once you have narrowed down your search to one or two applicants, arrange for a stationmaster in the vicinity of the applicant, to do a home visit. Home visits are required for all BRAT placements. A home visit is helpful not only to determine whether a particular home will be suitable for the dog, but to help the new adopter prepare for the arrival of the dog, making any needed changes.

How do you find someone to do a home visit? First, perform an internet map search for the location of the applicant (Mapquest.com is a good map website). Next, look in the Stationmaster's database for someone reasonably close to the applicant based on zip codes and then use the internet map program to get actual mileage in-between possible adopter and volunteer. If the stationmaster you ask to do the home visit doesn't respond to email, a phone call may be necessary.

If the stationmaster owns a Basenji, you may want to have them bring their dog with them, but only if their dog would be a good Basenji to bring (not aggressive, people friendly, etc.) If the applicant already owns a Basenji, then you'll want to make sure that person brings the opposite sex for that visit, again, only if the stationmaster's Basenji could handle it.

Stationmasters contacted to do home visits may be unsure about what is required. Assure them that we provide detailed guidelines to use when doing a home visit at:

http://Basenjirescue.org/brat_member_info/Home_Visits.htm

http://Basenjirescue.org/BRAT_Member_Info/Home_Visits_Checklist.htm

These guidelines are very specific, making home visits easy to conduct for anyone who is knowledgeable of the breed. Be sure to provide any additional questions you think are important for your particular dog. Let the stationmaster know what the applicant has told you in their emails (has a fenced in yard, other dogs, etc.) to verify the information.

If anything unusual is revealed, document in the screener notes your reason to deny adoption and advise BRAT to remove applicant from our active list of applicants by completing the Remove This Applicant form.

Once you have chosen the best candidate for your dog, you should notify them by phone or email and then complete an Adoption Contract in duplicate and snail mail it to the adopter. The contract can be found at:

http://Basenjirescue.org/brat_member_info/adoption.htm

One copy should be completed with the coordinator's information as indicated and sent to the adopter along with a note requesting that the adopter's info be completed and that the signed contract be forwarded to our secretary, at the address therein, along with the specified adoption fee. 

The adoption fees are on a sliding scale, based on the age of the Basenji:

Up to eight months  $400
Nine to eighteen months  $350
Nineteen months to three years  $300
Three to six years  $275
Six to nine years  $250
Over nine years  $125-225

However, we are flexible with pairs and special needs dogs.

Long distance coordinators can ask for a faxed copy of the signed contract and submission of the adoption fee by Paypal to bratinc@gmail.com. The BRAT fax number is 901-752-8615. Follow up with a hard copy of the contract. You may contact Debbi Johnson to verify receipt of the adoption fee.

Some states require mandatory health disclosures to dog buyers. The following website lists those states and the substance of the required disclosures:

http://www.malteseonly.com/lemon.html

If your state has such a law, and you think there is a possibility that BRAT might be covered by the law, please be sure you make all required disclosures to adopters before the dog is transferred. You can attach additional pages with the required disclosures to the standard form BRAT contract and provide a copy of the disclosures to the adopter.

IX. Placement Pending Form

When the adopter has been chosen, the coordinator should complete the Placement Pending form:

http://Basenjirescue.org/bratmembers/dog_pending.htm

This should be done only after most or all other items have been addressed.

At this point, you should send the new adopter the Guidelines for living with your new dog (sometimes called the "Dos and Don'ts"):

http://Basenjirescue.org/brat_member_info/guidelines.htm

While the BRAT Board of Directors generally does not review placements, it has the obligation of reviewing placements of any dogs that may cause liability to BRAT due to temperament issues. If there is a question raised about your placement, you will be notified privately.

Remember to notify any applicants who applied for your dog of this pending placement, thank them for their interest in your dog, and encourage them in their search.

Once all inquiries have been received, and the final home has been chosen, complete the Remove Dog form:

http://Basenjirescue.org/bratmembers/remove_dog.htm

Both the Placement Pending and the Remove Dog forms must be completed for all placements. Information on each form is needed for keeping accurate records. If a dog is not removed, it can only be assumed that the dog is still available for placement, and the adopter will not be added to the Post Adoptive Care ("PAC") program or subscribed to the BRAT-ADOPTERS list. Be sure to notify all unsuccessful applicants that the dog has been placed via email or phone.

Once the Remove Dog form has been completed, it is not necessary to complete the "Remove Applicant" form as the information on the Remove Dog form specifies the adopter. Generally, new adopters are left on the BRAT-rescue list unless they request that they be removed. However, they can be removed if the coordinator requests it.

Unless there are unusual circumstances, the coordinator will be assigned to provide post adoptive counseling to the adopter.

Be sure to anticipate any possible placement problems. BRAT has a library of articles available to send to new adopters at:

http://www.Basenjirescue.org/brat_member_info/pac/default.htm

Feel free to send any of these articles to new adopters and to post any questions about placement issues to the coordinators list for discussion.

Transporting a dog to his new home can sometimes be the most challenging part of coordinating a placement. Consider your transportation plan before you make a final placement decision. Follow these procedures when you are trying to transport a BRAT rescue dog:

1. The first thing you should do is review BRAT's Transport Procedures and Forms at: http://Basenjirescue.org/brat_member_info/Transport.htm

2. Once you understand the process, you should begin to plan the run. You might begin by asking the new owners to drive all or a large part of the way to pick up the dog. All new adopters should be willing to drive at least 300 miles one way for their new dog (absent adopter health problems or other unusual circumstances).

3. Make use of computer programs, online sites, and an atlas to determine the best route to the new home.

4. Ask State Screeners and coordinators for help in finding persons to help with transport in their states.

5. Call Stationmasters along or near the planned route (by using the Stationmaster's database).

6. Consider calling persons along the chosen route who have adopted from BRAT previously. (See inactive files of adopters who are marked with either an * or a # in front of their last name.)

7. If you are considering flying the dog to his new home, review our Air Transportation Protocol at: http://Basenjirescue.org/brat_member_info/airtrans.htm

It is very difficult to fly a dog during the summer months. Consider this when planning air transport.

8. Be sure you have the signed Adoption Contract and fee before the transport starts.

9. Reimbursement costs for gas will be either at $.14 a mile, or actual cost with gas receipts. Tolls will be paid if receipts are provided. A tax donation letter is also an option.

10. If the dog is to be flown to the adopter, the adoptive family is responsible for costs of the flight, a crate, and the health certificate/vet visit.

11. Any deviations from our transport and reimbursement policy must be approved by the Executive Committee.

The dog should begin the trip well-groomed.

Send along supplies such as food, labeled with the brand name, toys, leash, and a collar.

Remind BRAT adopters to bring a lead and collar with them.

Be sure to obtain all vet records for your dogs. Make a copy of the dog's medical records, especially the rabies inoculation information (which includes the serial number of the vials) and proof and results of the last HW test. Send the copy to Debbi Johnson, per "Section IV Health Checks, Vet Records” and send the original records to the new adopter WITH the dog.

If you send that information to anyone else, then the adopter will not have the information and will ask us "did my dog get his shots?" months after the placement. When that happens, we have to rummage around and see if we have any vet records in boxes filed away.

Provide each transporter with a copy of the intended route along with vehicle identifying information, arranged meeting places and times to estimate approximate arrival time. You can do this in an email that is addressed to each person who is involved in the transport. When this email is sent, let them all know to "Reply to All" when acknowledging this email.

Do NOT send American Kennel Club (AKC) registration papers to the new adopter. AKC rules stipulate in their publication titled AKC Procedures for Registration Matters (http://www.akc.org/pdfs/rulebooks/RREGS2.pdf.)

D. DOGS ACQUIRED FROM HUMANE SOCIETY OR SIMILAR ORGANIZATION

The American Kennel Club does not provide registration service for dogs acquired from Protective Leagues, Humane Societies or similar organizations. Also, when a dog is turned over to a Humane Society or similar organization, it should be understood that AKC papers will not be transferred.

If you receive AKC papers from a relinquishing owner, send them to Liz Newton (marked "Void") along with the adoption and transfer contracts. Feel free to inform new owners about the AKC's Purebred Alternative Listing/Indefinite Listing Privilege (PAL/ILP.)

The PAL/ILP (http://www.akc.org/reg/ilpex.cfm) is designed to allow dogs to participate in AKC Performance and Companion Events.

Bear in mind, that BRAT is a non-profit organization. It is very important that each person involved do as much as possible to maintain the organization for the sake of all dogs needing placement. Small items, though appearing insignificant, can actually help to make a difference. The following suggestions are not required, but they are things that can be considered and are already in use by some volunteers.

1. Telephone Use

We have found that it is often better to call an applicant, relinquishing owner or BRAT volunteer rather then relying on email. However, telephone bills can be expensive and you should consider this expense before calling.

Consider a phone provider that allows unlimited long distance calling.

Purchase phone cards. Many phone cards are available for a very reasonable fee. Look for those that do not expire. BRAT can supply you with a phone card upon request.

Use cell phones that provided unlimited evening and weekend minutes at no extra charge.

Call an adopter collect. If they indicate they will not accept collect calls, then call and tell them to call you back if they are interested in adopting (give dog's name). If they are interested, the call will be returned. If they do not want to pay for a phone call, they may not be able to provide for the dog properly. Document any lack of call-back response in the screener notes.

Have a list of points that you want to cover ready. This will help to limit the call to covering what is needed.

2. Postage

Although the cost of a stamp may appear minimal, remember there are many in the organization who are mailing transfers, contracts, etc., daily. When the cost of each individual's stamp purchases is added, it can become significant. Keep in mind, that, if you are only coordinating one or two dogs, the cost of a couple of stamps is less than one cup of coffee, or a soft drink from a machine. Absorbing costs can make a difference.

3. Fostering

Some people choose to ease the new foster onto the food used in the household already. It makes it much easier than purchasing different brands, especially if there are several dogs being fostered at once. This allows us to share our dog's food, therefore saving BRAT funds for unexpected occurrences such as extended medical care, unexpected puppy mill busts, etc.

4. Tax Vouchers

In lieu of reimbursement, consider asking for a tax voucher which you can use to deduct your expense as a charitable deduction.

5. Contracts and Fees

It is surprising how difficult it sometimes seems to be to get a signed Adoption Contract and fee. It shouldn't be. We should never turn over one of our dogs without receiving the contract and fee. Do not feel guilty asking an adopter to pay the full adoption fee even if your particular dog did not have many vet bills. We have many Basenjis that incur vet care far in excess of the amount of the adoption fee. A standard fee helps to even out the differences in expense.

▪ Evaluation of the dog complete?_____

▪ Transfer Contract to BRAT signed? _____

▪ Surrender fee collected? _____

▪ Vet documentation received for the following:

▪ Vaccinations _____

▪ Rabies with serial numbers _____

▪ Heartworm test _____

▪ Neutering _____

▪ Fanconi _____

▪ Copy sent to Debbi Johnson _____

▪ Posting sent to brat-admin@lists.Basenjirescue.org? _____

▪ Email with hyperlink sent to brat-rescue@lists.Basenjirescue.org? _____

▪ Organization of email boxes or chart to document inquiries from prospective adopters ready? _____

▪ Copy of Rental/Lease Agreement received? ____

▪ Placement Pending form completed? _____

▪ Adoption Contract signed and fee collected? _____

▪ Emails sent to any remaining applicants who have not been thanked for there interest and informed
  of the placement? _____

▪ Remove Dog form completed? _____

▪ "Bringing Home Your New Basenji" form sent to adopter? _____

▪ Emails sent to stationmasters thanking them for their help and telling them about the successful
  rehoming of your dog? _____

▪ Email PAC letter to your new family.

There are generally three contracts that coordinators need to be concerned about:

Transfer Contract:

http://Basenjirescue.org/brat_member_info/transfer.htm

Essentially, this contract gives us "good title" to the dog. If we do not receive this contract at the time of the transfer, there is a risk that the owner could demand that we return the dog. If we have already adopted the dog to a third party, this could be very difficult legally. So, please be sure you have a signed Transfer Contract at the time you have the dog moved.

Foster Contract:

http://Basenjirescue.org/brat_member_info/foster.htm

The Foster Contract protects BRAT from liability and also provides a foster home with a checklist of things we expect of them.

Adoption Contract:

http://Basenjirescue.org/bratmembers/BratMbrMainMenu.asp

This will turn responsibility of the dog over to the new adopter, explaining what is expected in the treatment of their new dog.

You can find the complete list of BRAT forms on our website at:

http://Basenjirescue.org/brat_member_info/

We would like to thank you for your interest in coordinating dogs for BRAT. You are making a difference one dog at a time. If you have any questions about any procedures in this Handbook, please do not hesitate to send them to the coordinators list or contact us at:

brat-admin@lists.Basenjirescue.org

Copyright© 03/30/2012 by Basenji Rescue & Transport, Inc. Permission to make digital or hard copies of part of this work for personal use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page or initial screen of the document. To copy otherwise, to republish, to post on servers, or to redistribute to lists, requires prior specific permission and/or a fee. Request permissions from BRAT, Inc. at brat-admin@lists.Basenjirescue.org