REGION TEAM LEADERS HAND BOOK
JOB DESCRIPTION
Each region of the United States has a team leader who is responsible for an assigned multi-state area. These individuals are identified as REGION TEAM LEADERS or, as more frequently identified, RTLs. The RTLs duties include, but are not limited to:
1) To help guide and direct Representatives (members) within their Region and to recruit good volunteers.
2) To add new PHR members to the Admin Membership list.
3) To be familiar with and abide by the Papillon Haven Rescue Policies and Procedures, and to update representatives (members) within the region, of any changes or additions.
4) To be familiar with the appropriate Papillon Haven Rescue Forms (i.e. Adoption Application, Adoption Contract, Representative Application, Release Form, etc.)
5) To keep in contact with the Adoption Team Leader as to which applicants are approved or denied to adopt a PapHaven dog.
6) To make the In-Take Team aware of any dog within the Region that needs to come into rescue or that you are trying to bring into rescue. Should a person contact you about needing help, be sure to send to our Rescue Hotline (red telephone) on the home
web site. This form makes it legal for us to work with the person needing our help.
7) To assist the In-Take Team with rescues within the Region (i.e. assist/arrange transportation, foster care etc., general help if needed).
8) To assist the Foster Team Leader(s) when asked, and to check for OPEN foster homes for new incoming needs.
9) Screening applications (i.e. adoption applications, representative applications) in a timely fashion if asked to assist.
10) To make the Board of Directors aware of any dog within the region that is in need of veterinarian care in excess of $250.
11) To support the cause of Papillon Haven Rescue to the general public.
PAPHAVEN BUSINESS CARD
If you do not have a Paphaven business card a print template is available. Contact Jan if you are in need of this.
ACCESS TO ADMINISTRATIVE WEB SITE (http://admin.paphaven.org/)
As an assist to finding and getting the Paphaven administrative (admin) site, we now have a direct link from the PapHaven public website - www.paphaven.org Look far down the home page.... just below the Privacy Policy icon... there is a small key. Click and you are at the Admin Site. You will still have to sign in using the user name and password provided to you.
ADMIN CONTENT
Folks are on the non-members list on the Admin Site as potential contacts only, and should not be included in member information or activities.
Members whose password has been locked out -- is because they did not respond soon enough to the default password set when they were added to the Admin Site. If you check the names on the locked out list, none are active. If you are missing a new member from the regular membership list… look in the non-members list…. We have a glitch that will send a member there when the password is changed…sigh. Just use the Edit button and put a check mark in the member box. Save.
ADDING NEW MEMBERS USING THE ADMINISTRATIVE WEB SITE
When adding members to the Admin Site be sure to put a NEW temp password in the password box. See the "how to" directions below. The temporary password is “paps.” This password should be changed every few months or at least every 6 months. Or you may make whatever you like as long as you tell the new member what it is.
HOW TO ADD USERS
New members in your Region should be added to the Admin Membership List as soon as possible. Go to the Admin Site: admin.paphaven.org under OPERATIONS click People then click Other Members Everybody on the right side of the screen. At the top of that page you will see ADD. Click and then fill in the information for the new member. You save the new member’s information by clicking ADD at the bottom of page. Then double check the entry by using the state toggle feature to find out if it has appeared in the right place.
DIRECTIONS TO NEW MEMBER FOR ACCESSING ADMIN SITE
It is important that you become familiar with the Admin site since it will be one of your most important administrative resources. It is also important in that this is the vehicle for adding new member and foster homes as well as updating information on both. The instruction below can be emailed to new users as they are added.
Your last name is the User ID for the Admin site and your temporary password is paps. This temporary password is short lived, so you will need to change it to your personal password as soon as possible or our security feature will lock you out.
Once logged into the Admin site click Operations - People The first item listed on the right side of the screen will be Me (that is you). Clicking on Me will take you to your personal record. If you then click on EDIT at the right of your information you can change your password to something you will remember, as well as any other information that might need updated. Note that you will not be able to see it the password. Just delete the "dots" in the box titled Access Password, then add your personal password. Each letter typed will be represented by one dot. Be careful in typing your password since you will not be able to see exactly what you are typing. Scroll to the page bottom and click on UPDATE to save changes.
It is important that you look around the admin site so that you become familiar with all the various functions and reports. Knowing about the resources available through the admin page will make your administrative work much easier. Be sure to look under Forms & Documents. Clicking on Fosters displays all the information for fostering. Make special note that our Foster Handbook, required reading for all foster homes, is found here. Please print it out so that you have a copy for quick reference.
Also under Operations you may want to explore the section on Animals to see the paps in foster care. This is where you will be updating your foster pap's biographic information.
The edit process is the same process as it is for people click EDIT on the right and then update at the bottom when you are done.
You will want to add information about your foster as they progress. Some use "diary" style, while other simply write up little paragraphs. Either is fine UNTIL they become ready for adoption. Then the bio must be changed to a “public friendly” one. In the public friendly version the size and weight should be in the first part of the story as this is what most adopter candidates want to know first. You will not need to add information about being spayed/neutered, shots and preventatives as these are auto loaded to the public page. Once Paps are vetted their status should be "in evaluation" until identified as ready for adoption by the foster home. Any pictures should be sent to .
NOTE: You can update the foster’s record with the exception that the STATUS toggle for Adoptable can only be changed by either Jan Jorolan, Andy Watson or one of the Foster Team Leaders. When that is toggled it automatically triggers an auto upload to the public side of the website and also to Pet Finder site. So it is important that one of the contacts noted are informed when the foster is ready for adoption. If you need further assistance,
email Jan at or
PAPPYCARE ()
RTLs and the FTL may check the membership list on PappyCare by going here:
http://groups.yahoo.com/group/PappyCare/
and signing into Yahoo. On the left you will find MEMBERS. Click and then you may scroll through all the existing members. Some foster homes have not completed the yahoo requirements and they will be at the end of the list. However, they will still receive ONLY emails until registered fully.
This is a Foster List only and should be about Fostering/Adoption and related issues. And it is the Foster Team Leader’s main fostering information list. But RTLs may help with it.
All member’s list entries should be in the Traditional yahoo format. Otherwise you will get a bunch of advertising on email. No one should be NO MAIL. If someone does not want email, they should be listed as Special Notices. That way they will not receive email UNLESS it is something urgent that can be sent as a Special Notice.
As a RTL and FTL, you have privileges as a Moderator. Your access to info on this list is Confidential. There are 100 members listed. Short of the number of Foster Homes we have. Some RTLs may not be listed also. If you find there is someone that needs to be listed, as a Moderator you may add them. Use the INVITE members on the left column. Be sure to “save” more than once. Yahoo is tricky about saving info... they need to be done several times.
SHIPPING CRATES
Do you know how to ship crates? Here is how we do it. Separate the top from the bottom. Put the fasteners/screws in a zip lock baggie, place the baggie in the bottom of the crate – tape to bottom, lay the gate/door on top – tape down; nest the top inside the bottom. Tape together with shipping tape – the kind that has string/reinforcement in the tape. Turn upside down, and put a label on the bottom, etc.
Be sure to get a confirmation delivery on it... so we can track it if it gets way-laid.
Do you know how to mark the top of the crates?
General statement 07/016
All will work together for the betterment of Papillon Haven Rescue
· MANAGEMENT TEAM
Directors: financial; medical; archival records, all areas of ultimate responsibility are for the Directors.
Advisory Board: advises the Directors on issues within and outside of PapHaven.
· PROJECTS
Librarian – Amy Fretz - Collects educational materials, books, magazines related to the Papillon breed plus general training and health issues. These are available for check out to the members.
Newsletter – Nora Lenahan - Editor
Events/Creative – Liddy-ann Everett
Special WEBSITE Projects:
Pet Finder web –Pat Ebaugh
Media/Face Book Coordinators – Annie Johnson
seek suitable websites to link our PHR site and web searches to benefit our cause
Café Press – Bonnie Bias & Mary Fournier; eBay-PayPal Givings– Paula Dane
Rainbow Bridge – Bonnie Bias
Happy Tails – Annie Johnson (needs help)
Happy Tales – Annie Johnson (needs help)
PapHaven Yahoo List – Ann Paynter (all Yahoo list)
Shopping Mall Manager – Annie Johnson monitors the Mall
and takes inquiries and orders – coordinates sales with members with
merchandise and shipping to purchaser.
Blankie and Foster Balls – Jodylynne Rowswell
PapMingle – Liddy-ann Everett
Zazzle: Liddy-ann Everett
· Fund Raising -- Jan Jorolan (Donna Moore)
Nora Lenahan, Amy Fretz, Greg Ecklund, Sharon McGowan, Tina Bergstrom
http://groups.yahoo.com/group/PapMoneyTalks
Grants and Grant writing -- Joan Haddock
Spring & Fall Auction: Amy Fretz, Paula Dane & Sharon McGowan
Westminster Games – Annie Johnson (Jan Jorolan) cancelled 2014
2016 Calendars – Mary Fournier & Bonnie Bias (Jan Jorolan)
· Admin Site Monitor and Support - Sharon McGowan, Lyndell Penney
Enters new IN-COMING (Sharon & Linda Fleisch): Keeps DOG LOG (Intake Log) – Legal list of all rescues in our group and their disposition; FINAL records (Jan)
(send pics to Bonnie Bias )
Dog Log Name Keeper: Sharon McGowan
· Adoption - Andy Watson Records Assistant – Sharon McGowan & Missy Englehart/vet checks.
Receive and process Applications for Adoption. Answer prospective adopters' questions or direct to proper person. Work with Foster Home Coordinator to complete the cycle.
Monitor the Adoption webpage for up-to-date status of each rescue.
Adoption Announcements: Andy Watson and Foster Moms/Dads
New Foster Home Apps: from Andy Watson to Brian Dendis
DNA –Kathy Norton (Jan Jorolan) (for Foster Coordinator/Adoption Coordinator): review regularly the National Do Not Adopt databank and post to the membership any person deemed not fit for adoption.
Post Adoption Liaison – Ginger Heard & Joyce Young
Will do a follow-up interview with the Adopter at about one month; three months and one year to see how the Rescue Pap is adjusting to the new Forever Family.
· Finance – Donna Moore
Accounting; funds acquisition; banking; reporting; fund raising.
Virtual Foster site: Bob Foulk (Jan Jorolan) Tracking donations for specific paps and
providing updates to subscribers.
· Foster Home Team Leader – Brian Dendis
Maintain contact with all Foster Homes. Help with fostering issues, compliance with guidelines and policies, continuing education, training and mentoring, and fostering Goals. Work with In-Take & Placement Leaders in placing incoming Paps in proper and/or available foster homes. Assist Adoption Team Leader in Receiving/processing Foster Home Applications. Works with Foster Homes in making Adoption decisions. Notify Adoption Coordinator when a rescue deemed ready for Adoption.
Foster Home Trainer: Brian Dendis
Micro-Chip: Micro Chipping will have co-responsibility with Chip Manager, Lisa Winters and the RTLs. To be maintained on Chip Log and the DOG LOG.
Send original Micro Chip paperwork to Jan Jorolan.
Meds Manager: Toni Johnson – (default Jan Jorolan) - EMAIL
New Policy on Meds: Toni will send out 3 months of meds to each rescue.
Education: (Jan Jorolan) need
Behavioral Assistance - Carol Stewart EAST email first