Basenji Rescue and Transport, Inc.
BUR TRANSPORT PROCEDURES & FORMS
To best understand the details involved in organizing and
carrying out a run for the Basenji Underground Railroad (a part of Basenji
Rescue And Transport, Inc.), you should review all of the items listed
below. Not every item applies to each individual, but together they
provide a picture of a well-organized, safe and successful BUR transport.
Document: How to Organize a BUR Run
Document: How to Participate in a BUR Run
Form: Run Plan Outline (aka Run Plan "Cheat
Sheet")
Form: Dog Information Form - Send-Off Station &
Relays
BUR is greatly indebted to the national Canine
Underground Railroad for allowing the use of these forms, particularly to
Janine Peters and Peg Banks. These materials were prepared by volunteers of
CUR and are used by permission. They may not be distributed outside
BUR/BRAT without permission.
HOW TO ORGANIZE A "BASENJI UNDERGROUND
RAILROAD" RUN I. Preparing a Run Request II. Recruiting Run
Volunteers III. Organizing Run Volunteers IV. Filling in the Gaps V.
Sharing Vital Information VI. Confirming and Reporting the Run
I. Preparing a Run Request
A. The Stationmaster who volunteers to act as Run
Coordinator (RC) will FIRST ascertain, as much as possible, that this is a
legitimate Rescue situation (ie. not a breeder or a seller using BUR for
free transportation), and that the dog is appropriate for a BUR run.
B. Dog is already spayed or neutered. If this is not
possible ahead of time due to age or physical condition, ascertain that
the dog is going to a rescue organization where this work will be done. We
don't want to be hauling dogs all over just to make more puppies that need
rescued!
C. Dog will be clean, groomed and proudly presented for
transportation as befits true Rescue Operations.
D. Dog has at minimum a Current rabies vaccination,
written documentation of which must accompany the dog every step of the
way. (It is preferred that the dog have the distemper/parvo combo, and any
other shots or worming appropriate for the age and health of the
individual dog. However, it is left to the decision of the volunteer
runners whether they will transport a dog without these vaccinations and
wormings.) The rabies vaccination is mandatory except where a puppy is too
young or the adult dog is determined (with proof in writing) by a
veterinarian that there is a valid reason the rabies vaccination cannot or
should not be provided.
E. Dog is reported to have a good disposition and can be
safely transported with reasonable precautions by basically knowledgeable
dog people.
II. Recruiting Run Volunteers
A. Post the request to the BRAT List. Inform BRAT List
about the dog=s size, spay/neuter and vaccination status, medical
conditions or needs, whether traveling crated or not, temperament, special
needs, etc. Let there be no surprises! Inform BRAT List of time
requirements as clearly as possible. Use both dates and days of the week
to prevent confusion. Inform BRAT List of the Start and Final Destination
using city and state. Posting the state alone is not enough.
B. Once all possible BUR Run Volunteers are identified,
gaps may be filled by networking with other breed specific Underground
Railroads, rescue groups, or individuals vouched for by known Rescue
people. GREAT CARE NEEDS TO BE TAKEN TO USE PEOPLE WHO ARE KNOWN TO
SOMEONE ON ONE OF THE LISTS. Protect our run volunteers!
III. Organizing Run Volunteers:
A. Create a mini-list of the people involved in this
particular run. This would include Runners, Foster Homes, Coordinators and
Final Destination. Basically, those with a need to know.
B. Use the Run Plan Outline (cheat sheet) to finalize
plans. Send full details only to the Run Mini-List. A rough sketch with
names and cities may be sent to the general BRAT List, and this is
encouraged to keep the run in the public eye and pick up more potential
volunteers.
C. Use of an online map program, AAA triptiks, or other
maps are recommended to devise routes. Runners should be consulted in this
and should be primarily responsible for identifying where transfers are to
take place.
D. Remind runners to review "How to Participate in
a BUR Run" as well as the Dog Information Form. Keep in mind
scheduling conflicts and time restraints your volunteers have. Also,
although in frequent runs it becomes habit to make use of the same
volunteers, where there are multiple runners in a community, please give
different runners the opportunity to help.
F. Be sure all runners have enough room for crates or
have access to one if one does not accompany the dog. Also, if they need
to foster overnight, be sure they are able to do so. If not, seek a
separate foster home for the night.
G. Check time zones for each station involved, and make
sure that everyone is aware of any adjustments needed.
H. Review the schedule for practicality; can all relays
be accomplished in the time allowed? If you are going to err, err on the
side of extra time rather than not enough.
IV. Filling in the Gaps
A. Don't pressure or recruit helpers who are not true,
willing volunteers and don't ask volunteers to do more than they feel they
can. THIS PRACTICE LEADS TO BURNOUT AND ACCIDENTS.
B. If desperate to fill a gap in a run, the RC may,
POLITELY, contact a Stationmaster directly to request help, being careful
not to apply pressure as in section A. above.
C. Have backup plans (or ideas for them) in case things
go wrong along the way, and inform participants about them.
V. Sharing Vital Information
The Run Coordinator will share run volunteer information
and instruct each runner to exchange vital information with the runner
they are meeting:
A. Details about the run specifics, dog food, crate
sizes, collars, locations for pick up, etc. will be on the Run Mini-List,
not on the BRAT List.
B. Exchange license plate numbers along with vehicle
descriptions in case police or emergency services must be contacted.
C. Exchange cell phone numbers and Home Base Contact
Person's phone numbers between each pair of Run Volunteers.
D. Practice care in addressing anything with personal
specifics, ID information, and meeting locations and times. THIS MUST GO
TO THE MINI-LIST PEOPLE ONLY.
VI. Confirming and Reporting the Run
A. Don't let a run start until arrangements are ironclad
for its completion. The run must be completely set up in advance unless
there are extenuating circumstances requiring moving the dog, and the
Stationmaster where the dog may be detained for a while is fully apprised
of the situation and agreeable.
B. Ask each volunteer to report to the entire MINI-LIST
when they return from their leg of the run. Any helpful info and/or
warnings should be added to the dog's report for the next people on the
run.
C. Report problems or catches in the run to the Run
Coordinator and to any people who will be directly affected. At no time
should the Runners make major changes in a run without the Run
Coordinator's consent and supervision. The Coordinator is in charge! Each
change along the way will affect the times and meeting places for every
Run Volunteer along the remainder of the run.
D. It is recommended that the Run Coordinator appoint a
Co-Coordinator for all but the simplest of runs. If a crisis occurs and
the Run Coordinator cannot be contacted, the Co-Coordinator may make
changes as necessary. Also, it is recommended to consider assigning one
person who will be at home to be a Phone Center contact for the entire
trip. (Note that this is not the same as the personal Home Base Contact
Person for each individual run volunteer. It might be, though, that one of
those home bases acts as a Phone Center for the whole trip too.) Or divide
a very long trip in sections with Co-Coordinators and Phone Center
contacts working in tandem in their own areas or expertise. Be creative
but be organized.
E. Send a "Run Conclusion Report" message to
the full BRAT List and to the Mini-List (some may not be on the BRAT
List). In order to preserve the privacy of the BRAT List address, send a
blind copy to the Mini-list people, or send two identical reports to the
two groups. Properly label this so people who are not interested may
disregard. Example: Name of Basenji, CA to Oregon, Run Conclusion
How to Participate in a BUR Run
I. Presenting a Dog for Transport II. Transferring the
Dog Between Relays III. Safety, Common Sense, Preparation IV. Special
Notes for First and Final Runners V. Reporting Your Run
I. Presenting a dog for transport:
A. The dog will begin the transport freshly bathed, flea
and tick free, and groomed (for cleanliness, not necessarily
professionally). If the dog becomes soiled during the run and is
overnighting somewhere, it is appropriate that the dog be cleaned up to
always represent Rescue in a properly professional manner.
B. Send complete Dog Information Form on the dog in a
generously-sized envelope which includes proof of rabies vaccination.
Include feeding instructions, exercise needs, training level and commands
known, potty commands as well as specific fears or helpful hints!
C. Include authorization for Run Volunteers to obtain
emergency treatment for the dog, and at whose expense.
D. Send essentials with the dog for its entire run, such
as toys, dishes, water supply, blanket or lovey, leash and snug fitting
collar (double collars for escape artists), and medications. Include
sufficient food, with the brand name so if it runs out it can be replaced
with no change to the dog's diet.
E. Include a copy of the Run Plan Outline (cheat sheet)
in the packet sent with the dog. If a person has a problem, or forgets
their contact information, all the information is at their fingertips.
F. Complete your portion of the Dog Information Form
about the dog during your leg of the run. This information is vital and
should not depend on word of mouth! The Dog Information Form will go to
the Final Destination for the dog, which is either the Foster Home or the
Adoptive Home. They will find this information invaluable in working with
the dog in the future, and will appreciate this record of our labor of
love!
II. Transferring the Dog Between Relays
A. The runners meet at the agreed location and time.
While the previous runner takes care of the dog's immediate needs and
stretches their legs, the new runner reviews the info packet which must
accompany the dog. Do not accept the dog until you have reviewed the info;
if it is not in order, you may and if the rabies proof is missing, you
*must*-- refuse to transport the dog. Do not let anyone tell you that it
is okay to continue the run without a rabies vaccination (or vet excuse
from rabies vaccination) or with any other necessary info or items
missing. You are not responsible for their failure to provide this.
B. Check the packet for the Dog Information Form, proof
of rabies vaccination (or veterinary slip excusing this requirement),
proof of other shots or treatments, etc. Read any other items in the
packet. It is not up to you to carry adoption contracts or to collect
adoption fees at the final destination. These transactions should be taken
care of in advance of the run, or the run coordinator should have made all
runners aware that it will be necessary and made sure the last runner is
willing. If this is part of the agreed-upon duties for this run, make sure
this paperwork is in the packet also.
C. Greet the leashed dog calmly and confidently. Do not
allow other animals or children to rush the newcomer. Put the dog and its
belongings directly into your vehicle with a minimum of disruption.
III. Safety, Common Sense, Preparation Practice CAUTION and
CONSIDERATION of yourself and the other Stationmasters and Run Volunteers
on the Run.
A. Volunteer only for those runs that you can safely and
properly accomplish. Remember, you are representing not only yourself, but
BRAT, Inc. as an organization, and rescue in general. At all times, the
dogs must be properly sheltered and physically clean, with sufficient
space, heating or cooling, clean and sturdy crates or other containment,
water and food. At all times, run volunteers must present their vehicles
and themselves in a clean, safe and tidy manner, with conduct becoming a
polite, cooperative professional.
B. Choose safe and/or known meeting places. If the area
is unknown, a call to a Chamber of Commerce or Tourist Information Bureau
should be helpful.
C. Have a Home Base Contact Person who will always
answer the phone in case there is a problem for either of the runners on
EACH LEG! Or, if someone is available and willing, they may be the Phone
Center contact for all runners during the entire trip.
D. If you say you will be somewhere, be there, get
someone else to be there for you or notify the people you are meeting of
your delay and estimated time of arrival. Never leave anyone waiting for
you in a strange (and possibly unsafe) place in a strange city with a
strange dog. Never leave anyone wondering why you have not met your
appointed relay or how to go about finding you.
E. Practice extra caution with other people, animals, or
children traveling along on the run. If you are carrying animals who are
unfamiliar with each other, or are traveling with children, be sure they
are kept well separated. Even the most sociable dog will be getting tired
and a bit cranky after all these changes and new people. Do not put them
in a position to do something we will all be sorry for!
F. In both transport and overnight foster, avoid having
the dog in contact with your own pets. Diseases and fights are to be
avoided. Keep the dog's stay with you as simple and stress free as
possible. It is not your task to socialize the dog with your pets. Just
keep him calm and safe and send him on his way.
G. Make sure you and your vehicle is prepared:
1. Maps, gas, oil, windshield washer fluid, spare tire
& jack, etc. Have extra towels/sheets/rags, water, water dish, first
aid kit, Nature's Miracle (if your car still cares), etc. Bring extra
leash(es) and collar(s), just in case.
2. Emergency supplies, water, food, and gear appropriate
to the season or location (such as blankets, down parkas, sunscreen),
writing materials and paper, and something to read or work on if you have
to wait a while.
3. Cell phone (if you have one) with charged battery and
an extra battery or an adapter if you have them. Bring the cell phone
operating instructions in case you need to program it to work in the
location you'll be in. Be aware that you may not be able to dial certain
area codes and exchanges over your cell phone.
4. Bring cash, coins for pay phones, credit cards, your
driver's license and car insurance information.
IV. Special Notes for First and Final Runners
The runners at each end of the journey may have extra
tasks to complete in getting the dog from the rescue group or shelter, and
introducing the dog to its new family. If this portion of the run falls to
you, always request contact information and feel free to contact the start
or final destinations with any questions you may have, as well as
discussing it with the run coordinator.
In general, having the BUR runner be the person who
takes the dog out of the shelter is strongly discouraged. Far too often it
is found that the promised vaccinations and grooming were not provided, or
the runner is expected to pay shelter fees. Unless you are fully prepared
to see that the dog is truly ready for its journey despite what was
promised to you, do not accept this responsibility. At any time you are
faced with expectations you were not informed of in advance, you need not
feel responsible for carrying out the relay you promised. The fault for
these snafus is not yours. Conversely, however, make it quite clear during
the run planning stage that you understand the dog will be vetted, have
crate if applicable, etc., so that there is every opportunity to clear up
confusion. The final runner may be occasionally asked to deliver adoption
contracts or collect adoption fees. This is also discouraged. If you are
comfortable with these duties, you are free to carry them out. Also, the
last runner should be reasonably assured that the rescue group has made
the proper home checks for adoption, so that the runner is not faced with
leaving a dog in a situation he or she deems unacceptable based on
firsthand observation.
V. Reporting Your Run
A. After completing your portion of the run, notify your
Home Base Contact Person or Phone Center contact that the transfer has
been completed successfully.
B. On your return home, send a leg report to the run
Mini-List (some runners may not be on BUR) which will, of course, include
your Run Coordinator. Be sure to properly identify the report so people
will know what it is. You may also want to post this to the BRAT List.
Example: PAC-S: Name of Basenji, Arrived in Oregon
C. Relax, put your feet up and Feel Real Good About the
World!
BASENJI INFORMATION FORM - SEND-OFF STATION AND
RELAYS
Information Provided by Send-Off Station:
Date:
Your Name:
City/State:
Phone:
Name of dog:
Gender:
Age:
Color:
History, if known:
Behavior:
Medical Needs:
Food:
REMEMBER TO BRING PROOF OF RABIES VACCINATION! BASENJI
UNDERGROUND RAILROAD RUN PLAN OUTLINE
Run Coordinator:
Start of Run:
Name:
Location:
Email:
Phone:
Description of vehicle and individual:
Notes:
Name:
Location:
Email:
Phone:
Description of vehicle and individual:
Transfer Place:
Time:
Notes:
Name: Location: Email: Phone: Description of vehicle and
individual: Transfer Place: Time: Notes:
Repeat the above for each person in the run.
Final Destination: Name: Location: Email: Phone:
Description of vehicle and individual: Transfer Place: Time: Notes:
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