User Guide for the Companion Animals Register

Companion Animals Register User Guide

October 2015

Issued by: Chief Executive, Local Government Office of Local Government

www.olg.nsw.gov.au [email protected]

http://www.olg.nsw.gov.au/

mailto:[email protected]

__________________________________________________________________________________________October 2015 Companion Animals Register User Guide 2 of 51

TABLE OF CONTENTS Preface SECTION 1 – GENERAL INFORMATION 1.1 Legislative requirements 1.2 Contacting the Office of Local Government 1.3 Levels of access to the NSW Companion Animals Register 1.4 Accessing the NSW Companion Animals Register SECTION 2 – REGISTER QUICK START GUIDE 2.1 Logging on 2.2 Privacy and inactivity 2.3 Changing your password and locked accounts 2.4 Selecting functions 2.5 Navigation 2.6 Getting help 2.7 Logging off SECTION 3 – DATA ENTRY FUNCTIONS 3.1 Animal Identification Only 3.2 Animal Registration Only 3.3 Animal Identification and Registration 3.4 Flag an animal as eligible for Pound/Shelter discount registration SECTION 4 – CUSTOMER SERVICE FUNCTIONS 4.1 Animal Search 4.2 Animal search from mobile devices 4.3 Certificate Reprint 4.4 Change Details 4.5 Death of Animal 4.6 Missing Animal SECTION 5 – NOTIFICATION FUNCTIONS 5.1 Control Order 5.2 Dangerous Dogs 5.3 Impounded Animal 5.4 Nuisance Order 5.5 Restricted Dogs SECTION 6 – COUNCIL MANAGER FUNCTIONS 6.1 Authorised Identifier Search 6.2 Authorised User Search 6.3 Correct Registration Details 6.4 Remove Animal Record


TABLE OF CONTENTS (Cont.) SECTION 7 – REGISTER REPORTS 7.1 Requesting Reports 7.2 Enforcement Reports

7.2.1 Control Order Report 7.2.2 Dangerous Dog Order Report 7.2.3 Death of Animal Report 7.2.4 Missing Animal Report 7.2.5 Muzzle Exempt Greyhound Report 7.2.6 Nuisance Order Report 7.2.7 Pound/Shelter Animal report 7.2.8 Restricted Dog Report 7.2.9 Unregistered Animal Report

7.3 Financial Reports

7.3.1 Correct Registration Details Report 7.3.2 Financial Report List 7.3.3 Remove Animal Report

7.4 Management Reports

7.4.1 Address and Transferred Animal Reports 7.4.2 LGA Totals Report 7.4.3 Username Listing Report

7.5 Statistical Reports

7.5.1 Animal Count 7.5.2 Registrations by LGA, by Registration Type List

SECTION 8 – MISCELLANEOUS 8.1 Dog attack reporting 8.2 Greyhound muzzling 8.3 Invoices and statements 8.4 Survey of council seizures 8.5 Sample and prescribed notices 8.6 Suppressed records Notes


PREFACE This manual is intended for use by authorised users of the NSW Companion Animals Register (the Register). Not all activities in this manual are available to all Register users. Different options are displayed on each user’s Main Menu depending on the level of access and the activities they are required to perform. Please refer to the separate user guides for Dog Attack Reporting and Council Seizures of Cats and Dogs modules on the Register. The manual is designed to provide step-by-step instructions for carrying out each activity. Activities are presented in the following functional groups:

Section 1 gives general information and an overview of the legislative requirements, as well as contact information for the Office of Local Government. Section 2 provides a quick start overview for using the Register, including logging on/off, changing passwords, system navigation and selecting functions. Section 3 details the data entry activities in relation to entering animal identification and registration information on the Register. Section 4 details customer service functions for registration agents, including searching records, certificate printing, changing details, missing animals and death of animals. Section 5 details the functions associated with notifications and enforcing the provisions of the Companion Animals Act 1998 and the Companion Animals Regulation 2008, such as nuisance animals, restricted dogs, dangerous dogs, control orders and pound/shelter functions. Section 6 details the council manager functions including correcting registration records, removing animal records, and searching the council user and authorised identifier accounts. Section 7 lists the Register reporting functions. Section 8 provides information regarding other miscellaneous Companion Animals Register functions.


SECTION 1 GENERAL INFORMATION 1.1. Legislative requirements The Companion Animals Act 1998 (‘the Act’) provides for the effective and responsible care and management of companion animals (cats and dogs). Section 74 of the Act provides that there is to be a register of companion animals (NSW Companion Animals Register; ‘The Register’). Sections 70 and 71 of the act provide that the identification and registration information for companion animals is to be entered on the Register. The Companion Animals Regulation 2008 (‘the Regulation’) specifies the information that is to be the identification and registration information, and the manner and procedures for the identification and registration of companion animals. The Register also includes functions for the notification of other events prescribed by the Act and for the mandatory reporting of dog attack information (refer clause 33A of the Regulation) and the activities of pounds operated by the council or the council’s agent (refer section 67A of the Act). Clause 13 of the Regulation provides that Registration Agents must follow any guidelines issued by the Director-General with respect to the procedures to be followed in exercising functions under the Act. All persons using the Register should first read and understand the Guideline on the Exercise of Functions under the Companion Animals Act (‘the Guideline’). The Guideline can be downloaded from the Companion Animals page of the Office of Local Government’s website at www.olg.nsw.gov.au. Part 10 of the Act establishes the Companion Animals Fund into which is to be paid registration fees and all other fees paid under the Act. Registration Agents should refer to chapter 14 of the Guideline for information on paying and reconciling registration fees. Other guidelines issued by the Director-General include:

Guideline for Authorised Identifiers

Guideline for Approved Persons

Guideline for Approval to be an Organisation Exempt from Companion Animal Registration under Clause 16(d) of the Companion Animals Regulation 2008

Guideline for Approval as a Recognised Breeder Body under Clause 3(1) of the Companion Animals Regulation 2008

Guideline for approval as a greyhound re-training program under clause 33B(1)(a) of the Companion Animals Regulation 2008

Guideline for Breed Assessors

Guideline for Temperament Assessors. In addition to guidelines, the Chief Executive, Local Government may issue circulars from time to time regarding exercising functions and legislative requirements. It is recommended that council users are familiar with the information contained in the Circulars.



Relevant circulars can be reviewed on the Office of local Government’s website at www.olg.nsw.gov.au 1.2. Contacting the Office of Local Government Please refer to Table 1 below for determining when to contact the Register Help Desk and when to contact the Office’s policy officers to resolve Companion Animals queries. Hours of duty are standard business hours, Monday to Friday (except public holidays). TABLE 1

Issue Contact Details

Problems with usernames and passwords

Can’t access Register

Register off-line

Technical problems accessing/using Register

Assistance performing Register functions

New accounts

Changing access level

Register Help Desk

[email protected] Tel: 1300 134 460 Locked Bag 3030 NOWRA NSW 2541

Payments/reconciliations

Financial reports

Office of Local

Government

[email protected] Tel: 02 4428 4100 Fax: 02 4428 4199 Locked Bag 3015 NOWRA NSW 2541

Companion Animals Forms and Brochures

Fuji Xerox 2 Military Road Matraville NSW 2036 Tel: 02 9311 9899 Fax: 02 9311 1076

After hours access to the Register for lost dogs – NSW Vets Only

Petline 1300 13 P-E-T-S (1300 137 387) NOTE: NSW Vets can also apply for direct access to the Register as Approved Persons.

When contacting the Office of Local Government, councils should use the helpdesk email address and phone number for companion animals related enquires relating to the Register. Otherwise, use the general enquiries contact details for the Office of Local Government shown above. This will ensure that the call is logged and that the message is referred to the appropriate staff member. If you are leaving a voice message, please state your name, the council/organisation/practice, contact details and what you are calling about so that the appropriate staff member can return your call as soon as possible.



Councils are reminded that the Office of Local Government’s primary clients are local councils themselves, and that councils should answer all companion animals enquiries from the general public. Members of the public should not be referred to the Office of Local Government. Councils may refer to the Office of Local Government for assistance resolving enquiries where necessary. 1.3. Levels of access to the NSW Companion Animals Register The level of access to the Register given to each user will depend on the functions they perform. Please refer to the Guideline on the Exercise of Functions under the Companion Animals Act for more information and details for requesting new Register user accounts. Table 2 below outlines typical Register user roles. TABLE 2

Level Role Typical Users Functions

AI Authorised Identifiers

Vets and other Approved Identifiers

Animal identification

AP Approved Persons

Vets and other Approved Premises

Reunite lost pets

1L Council Limited Access

Council Customer Service

Animal search and certificate printing

1C Council Data Entry

Council Officers Animal identification and registration

1W,1T and 1G

Registration Agents

Agents and Contractors Animal identification, registration and update details

2 Data Entry and Enforcement

Council Rangers Animal search, identification, registration, update details and enforcement orders

3 Council Manager Council Environmental Services Manager, Customer Service Manager, Finance Manager

Animal search, identification, registration, update details, enforcement orders, error correction and reporting

1.4. Accessing the NSW Companion Animals Register The Register is an internet-based application. Connect to the internet with your internet browser and enter the following address: www.petregistry.nsw.gov.au You will be directed to the Introduction Page. You must log in using your username and password to access the system beyond this point. Use the Internet browser Microsoft Internet Explorer version 5.0 or above for best results. The operational parts of the system may not function correctly if using other browsers eg Netscape, Firefox, Safari etc.

http://www.petregistry.nsw.gov.au/


NOTE: For full functionality, including certificate printing, you will need to configure your browser and/or security settings to enable ‘pop-ups’ to be used with the Register. Please contact your system administrator for assistance if required.

TIP Smartphone and Tablet PC users can access the Animal Search from Mobile

Devices function at: http://www.petregistry.nsw.gov.au/mobile

http://www.petregistry.nsw.gov.au/mobile


SECTION 2 REGISTER QUICK START GUIDE 2.1. Logging on (www.petregistry.nsw.gov.au) Authorised users include relevant local council staff, approved persons, accredited vets and authorised identifiers. Those users will have received a username and password upon approval from the Office of Local Government. 2.1.1. Click ‘Login’ on the Companion Animals Register introduction screen

2.1.2. Enter your username and password and click ‘Login’ (Note – your

password cannot be read on the screen by anyone walking past your computer.)

http://www.petregistry.nsw.gov.au/


2.2. Privacy and inactivity Information entered on or obtained from the NSW Companion Animals Register is protected from direct or indirect disclosure to any other party under the provisions of the Companion Animals Act 1998. All persons accessing or using information from the Register are also bound by the Privacy and Personal Information Protection Act 1998 to maintain the confidentiality of that information. Register users are provided access to appropriate Register functions for the lawful exercise of functions under the Act. An authorised person must not allow another person to access, change or use confidential information. Register users are assigned their own username and a secret password. Passwords must be kept confidential and cannot be shared. Penalties may apply for improper use. The system is designed to require the user to take responsibility for the data that they access and/or enter onto the database. To maintain confidentiality of information on the Register, ensure your terminal is not left unattended while using the Register. Please refer to the Guideline on the Exercise of Functions under the Companion Animals Act for further information about user obligations regarding privacy and confidentiality. 2.2.1. If your session is inactive for more than 15 minutes at a time, you will be logged off and must re-enter your username and password to re-enter the system. The following message will be displayed:

2.3. Changing your password and locked accounts When you first login to the Register or when your password has been reset, and after every three months, the Register will prompt you to change your password.


Your password must have eight or more characters (letters or numbers). It is recommended that the password is not a family name or one easily associated with your organisation. It should also be different from other passwords you use.

2.3.1. Click on ‘Change Password’ on the Register toolbar.


2.3.2. Enter and confirm your new password and click ‘Finish’.

If you do not change your password within four logins when asked, your account will be locked. Your account will also be locked if you enter the incorrect password three times or if you have not used the Register for over one month. 2.3.3. Use the online Forgotten password, reset request where possible.

2.3.4 Alternatively, if your account is locked, use the contact details displayed on the screen to have your account reset. You will need to provide your name, organisation, Register username and contact details.



2.4. Selecting functions Register users are provided access to appropriate Register functions based on their level of access and the functions they are required to perform. Functions available to each user are listed on the Register MAIN MENU which can be accessed from any Register screen by clicking ‘Main Menu’ on the Register Toolbar. Detailed information about using each function is provided in chapters 3 to 7 of this user guide. 2.4.1. Available functions are highlighted when the mouse pointer passes over them. Select the required function by clicking on the appropriate highlighted function.

2.5. Navigation Move around the Register by clicking on the available functions with the mouse. NOTE: The right mouse button is not available on the Register.

TIP You can copy and paste information in the Register by highlighting the selection and using the keyboard commands [CTRL] + ‘C’ (copy) and [CTRL] + ‘V’ (paste).


2.5.1. A Toolbar is located at the top of each screen to provide direct access to the Register Main Menu, the User Manual, to change your password, or to log off.

2.5.2. Some functions contain more information than will fit on your screen, you can use the up or down arrow keys on your keyboard or drag or click the scroll bar at the right hand side of the screen to move up or down the screen. 2.5.3. You can cancel a function without saving any changes by clicking the ‘Cancel’ icon.

2.5.4. Some functions have several steps. You need to click the ‘Next’ icon after completing each step to progress to the next step.

2.5.5. When all steps in a function have been completed, you must click the ‘Finish’ icon to save your entries.

TIP You can also return to a previous screen without losing any entered data by clicking the ‘Previous’ icon.

2.6. Getting help The Guideline on the Exercise of Functions under the Companion Animals Act sets out the procedures to follow in relation to common problems such as data entry errors in microchip numbers, amending registration types, duplicate microchips and animals microchipped interstate. If you have technical problems using the Register or require additional assistance performing functions on the Register, refer to the details in Chapter 1.2 of this user guide for the appropriate contact details.


2.6.1. General Register help is available by accessing this user guide from the ‘User Manual’ item on the Register Toolbar.

2.6.2. A separate user guide for the Register Dog Attack module is available by selecting the ‘Dog Attack User Manual’ link at the top of each Dog Attack screen.

2.6.3. A separate user guide for the Survey of Council Seizures of cats and dogs module is available by selecting the ‘User Guide’ link at the top of each Survey screen.


2.7. Logging off 2.7.1. To log off the Register click ‘Logout’ on the Register toolbar.


SECTION 3 DATA ENTRY FUNCTIONS All data entry should follow conventional Title Case formatting, ie capitalisation of the first letter of proper titles (eg names of persons or animals, street names etc) and the capitalisation of the first word in new sentences. All information provided on identification or registration forms must be entered onto the Register. This includes postal address, secondary address and secondary contact person where those details are provided. A Certificate of Identification or Certificate of Registration must be provided to the owner of the animal to confirm all information that is entered on the Register. 3.1. Animal Identification Only Authorised Identifiers must enter the identification information directly onto the NSW Companion Animals Register within seven days (4.1.1 of the Guidelines for Authorised Identifiers refers). Alternatively, authorised identifiers who do not have internet access must forward the completed paperwork to their council within three days.

Properly completed identification information submitted to a council must be entered onto the Register within seven days of receipt (refer to the Guideline on the Exercise of Functions under the Companion Animals Act for more information).

3.1.1. Select Animal Identification Only from the Register MAIN MENU. 3.1.2. Enter the Microchip Number and click OK. 3.1.3. A ‘Limited Lookup’ search is performed to ensure the microchip is not

already identified. 3.1.4. If the microchip is already identified, check you have entered the correct

microchip number then review the ‘Limited Lookup’ details to ensure the correct details are entered for the microchip.

3.1.5. Non-ISO standard microchips (refer to the Guidelines for Authorised Identifiers for more information) will produce a warning message. Older microchips or microchips implanted interstate or overseas, provided they are functional and can be read by a standard microchip scanner, can be entered by clicking Continue.

3.1.6. Select Animal Identification Only from the available menu items to start data entry.

3.1.7. Enter all required information from the Permanent Identification Form as follows:

Re-enter the Microchip Number to confirm correct entry.

Authorised Identifier Number – as provided by the authorised identifier – refer to the Guideline on the Exercise of Functions under the Companion Animals Act if the Identifier is unknown.

Date of Implantation – as provided by the authorised identifier – refer to the Guideline on the Exercise of Functions under the Companion Animals Act if the Identifier is unknown.

Animal Status – default is HOME.

Animal Name – optional.

Species – select CAT or DOG – other animals cannot be entered.


Breed – select the breed (mandatory) and cross-breed (leave blank for pure breed animals or select ‘Unknown’ if not specified) from the list that the animal most commonly resembles – unlisted breeds can be noted in the identifying marks field. Domestic short hair (DSH), domestic medium hair (DMH) and domestic long hair (DLH) cats should be entered as ‘Domestic’ and the initials should be entered into the Identifying Marks field.

Date of Birth – enter the animal’s date of birth – use 1 January and approximate year if actual date is unknown.

Gender – select Male or Female.

Colour – mandatory – enter ‘Unknown’ if not supplied.

Identifying Marks – any information that may assist with identification of the animal – optional.

Additional Comments – optional – mainly used by local councils.

Out of Date – select Yes if no current owner details are known – enter all known details.

Address Usually Kept – do not enter post office boxes etc. The full street address must be obtained from the owner – click Edit Address – the address capture system will ensure a valid address is entered and assigns the record to the appropriate local government area – enter (separated by commas) the street number and name (do not enter street type), suburb, state, postcode – click Search – select the appropriate address from the list – if the required address is not found, use Manual Entry to manually enter the address details – click Accept to copy the selected address back to the main form.

TIP 1. If unsure of the street number or the correct spelling of a street or suburb, use a

wild card search by omitting the number or entering a minimum of 3 characters. 2. Overseas addresses can be entered by selecting Manual Entry and entering the

suburb as ‘Outside Australia’ and postcode ‘0000’.

Secondary Address – any other address where the animal may reside on a regular basis ie a holiday home or boarding kennel – optional.

Owner Title – select as appropriate.

Owner Family Name – individual owner’s surname – additional owners can be listed as secondary contacts – the owner can also be an organisation (eg Company or clause 16(d) rescue group), but a contact name must be entered in the secondary contact field.

Owner Given Names – only leave blank for organisations.

Owner Date of Birth – an owner must be at least 18 years of age.

Owner Home Phone – optional – NOTE: at least one contact number should be entered – phone numbers should include the area code – multiple numbers can be entered in each field separated by a ‘/’ where necessary.

Owner Work Phone – optional.

Owner Mobile Phone – optional.

Owner Email Address – optional.

Residential Address – will default to the ‘address usually kept’ – can be overwritten if the owner resides at a different address from the address the animal is usually kept.


Postal Address – optional.

Secondary Contact Details – enter additional owner, friend or relative, or organisation representative – optional.

3.1.8. Click NEXT when all required fields are entered. 3.1.9. Review the summary information – click PREVIOUS to correct any errors. 3.1.10. Click FINISH to complete and save the identification details. 3.1.11. A pop-up window will preview the Certificate of Identification. 3.1.12. Click PRINT to print a copy of the Certificate of Identification for the owner. 3.2. Animal Registration Only Properly made applications for registration of a companion animal must be entered onto the Register within seven days of the receipt of the application (5.1.2 of the Guideline on the Exercise of Functions under the Companion Animals Act refers). There is no provision to issue refunds to people who failed to claim a discount at the time of registration. Councils are therefore reminded to ensure pet owners are fully informed of the possible discounts or exemptions before they pay their registration fee. Councils that fail to do so may receive claims for ex-gratia payments from pet owners who have paid more than necessary. Exemptions from registration are set out in clause 16 of the Regulation. Registration fees are set out in clauses 17 and 18 of the Regulation. Further information is available in chapter 5 of the Guideline on the Exercise of Functions under the Companion Animals Act. 3.2.1. Select Animal Registration Only from the Register MAIN MENU. 3.2.2. Enter the Microchip Number and click OK. 3.2.3. A ‘Limited Lookup’ search is performed to ensure the microchip is correctly

identified. 3.2.4. Check you have entered the correct microchip number and review the

‘Limited Lookup’ details to ensure the correct microchip has been accessed.

3.2.5. Select Animal Registration Only from the available menu items to start data entry.

3.2.6. Enter all required information from the Lifetime Registration Form as follows:

Registration Type – select the appropriate registration type from the list – NOTE: registration requests for dogs in service of the State, including Police dogs and customs dogs, should be referred to the Office of Local Government for processing.

TIP If entering a registration for a fee that was receipted under previous registration types, tick include old registration types to include all previous types in the list.

Receipt Number – from the Council’s internal receipting system.

Date Receipt Issued – from the Council’s internal receipting system.

Receipt Issued By – will default to the user’s council.

Amount Paid – will default to the appropriate amount for the registration type.


Desexed – select Yes or No as appropriate – NOTE: the system will check that the registration type matches the desexed status selected.

TIP The desexed status cannot be changed after the animal is registered. If an animal is desexed at a later date, the information should be noted in the identifying marks field of the animal record.

3.2.7. Click NEXT when all required fields are entered. 3.2.8. Review the summary information – click PREVIOUS to correct any errors. 3.2.9. Click FINISH to complete and save the registration details. 3.2.10. A pop-up window will preview the Certificate of Registration. 3.2.11. Click PRINT to print a copy of the Certificate of Registration for the owner. 3.3. Animal Identification and Registration An owner may request registration of an animal when its identification details are not yet on the Register. Where this occurs, data entry for both identification and registration can be carried out as a single function. 3.3.1. Select Animal Identification and Registration from the Register MAIN

MENU. 3.3.2. Enter the Microchip Number and click OK. 3.3.3. A ‘Limited Lookup’ search is performed to ensure the microchip is not

already identified. 3.3.4. If the microchip is already identified, check you have entered the correct

microchip number, then review the ‘Limited Lookup’ details to ensure the correct details are entered for the microchip.

3.3.5. Non-ISO standard microchips (refer to the Guidelines for Authorised Identifiers for more information) will produce a warning message. Older microchips or microchips implanted interstate or overseas, provided they are functional and can be read by a standard microchip scanner, can be entered by clicking Continue.

3.3.6. Select Animal Identification and Registration from the available menu items to start data entry.

3.3.7. Follow the identification data entry step in point 3.1.7, and registration steps 3.2.6 to 3.2.11 to complete the combined ‘Identification and Registration’ of the animal.

3.4. Flag an animal as eligible for Pound/Shelter discounted registration An animal sold from an eligible council pound or shelter (a NSW Council pound, the Cat Protection Society, Animal Welfare League and RSPCA NSW) is eligible for a 50% discount of the desexed animal registration fee. Where an animal is not required to be registered at the point of purchase, the Flag animal as sold/transferred from pound/shelter function should be used.


3.4.1. Select Flag animal as sold/transferred from pound/shelter from the Register MAIN MENU.

3.4.2. Enter the Microchip Number and click OK.

3.4.3. A ‘Limited Lookup’ search is performed to ensure the microchip is not

already registered.

3.4.4. If the microchip is not registered, check you have entered the correct microchip number then review the ‘Limited Lookup’ details to ensure the correct details are entered for the microchip.

3.4.5. Select Apply – sold/transferred from pound/shelter flag to animal from the available menu items at the bottom of the screen.


3.4.6. Enter the notification details as follows:

Date Applied – this is the date the animal left the facility.

Pound/Shelter – this is the pound/shelter the animal left.

Comments – enter any other details necessary 3.4.7. Once all details have been entered, click Apply Flag.


3.4.8. The animal has now been flagged and notification will be included on the

Certificate of Identification (page 2 see below), as well as when applying a registration to the record.

3.4.9. A message confirming the animal has been flagged as eligible for pound

shelter discounted registration is included on the Print Certificate screen.

3.4.10. To remove a flag that has been applied to a record in error, follow steps

3.4.1 to 3.4.3. If the record has previously been flagged, the following screen will show. Select Remove – sold/transferred from pound/shelter flag from the bottom of the screen.


3.4.11. Check the ‘Limited Lookup’ details and ensure the existing details are incorrect. Then click Remove flag.


3.4.12. The flag has now been removed from the record.


SECTION 4 CUSTOMER SERVICE FUNCTIONS 4.1. Animal Search The ‘Animal Search’ function allows authorised users to search the Companion Animals Register and displays the identification and registration information for specific animals where the microchip number of the animal is known. Registration information includes whether a dog has been declared a menacing dog, a dangerous dog or a restricted dog. Approved Persons may use this information to reunite lost dogs with their owners. Additional functions may be available to authorised council officers, depending on their level of access, to search by exact street address, or street name and breed of animal. The exact street address search allows users to view a list of all animals on the Register for a particular street address. On entering a street address, the user is provided with a list of animals displaying the microchip number, species and breed. The user is able to click on a microchip number in the list to obtain full details of a particular animal. The street and breed search is designed to allow council users to search for animals on the Register when the exact street address of an animal is unknown. All animals on the Register which match the selected breed and street will be listed. The user is able to click on any microchip number in the list to obtain full details of a particular animal. 4.1.1. Select Animal Search from the Register Main Menu. 4.1.2. Enter search information – either microchip number; exact address; or

street name and breed details.

TIP Click on search tips on the ‘Animal Search’ screen for help searching for addresses.

4.1.3. Click Next 4.1.4. If only one record matches the search criteria, the identification information

for that record will be displayed – click Finish to cancel the search or Previous to return to the search screen.

4.1.5. If more than one record matches the entered search criteria, a list will be displayed. The user can display the identification information for each animal in the list by clicking on the animal’s microchip number – click Finish to cancel the search or Previous to return to the search list.

NOTE: If searching by address only, details must be entered in exactly the same way as when the record was created or the search will display “No animal recorded at this address”. If the record does not exist, it may be that the data was entered incorrectly when originally identified.


TIP Try entering the number with a zero (0) in front or leaving off the three (3) or five (5) digits if looking for a 15 digit microchip. Also try substituting the letter O for zero or the letter S for the number 5.

If none of these attempts yield a result, the microchip distributor should be contacted as details are often kept of microchip batch sales and the authorised identifier who originally implanted the animal may be traced. Also, the microchip may have been erroneously registered with a private database instead of the Register. Microchip distributor information and private databases contact details are available on the Companion Animals page of the Office of Local Government’s website at www.olg.nsw.gov.au. 4.2. Animal Search from Mobile Device Enforcement officers in the field can use available technology, such as a Smartphone or Tablet PC, to access the Register Animal Search from Mobile Device function to display a summary of the ‘Identification and Registration’ information for specific animals.

4.2.1. Connect to: http://www.petregistry.nsw.gov.au/mobile

4.2.2. Enter the required Microchip number, your Username and Password. 4.2.3. Click OK. 4.2.4. A Summary screen will display information relating to the animal, its owner

and selected enforcement information. 4.3. Certificate Reprint The Certificate of Identification or Certificate of Registration details the identification and registration information that is entered on the NSW Companion Animals Register. A Certificate is to be provided to the owner at the time of identification and registration, or whenever any details change. Replacement Certificates can be provided if a Certificate is lost, stolen, damaged or destroyed. Councils may also be asked from time to time to assist authorised identifiers to reprint a Certificate for an owner where the Certificate has not printed correctly at the time of identification. 4.3.1. Select Certificate Reprint from the Register MAIN MENU. 4.3.2. Enter the Microchip Number and click Next. 4.3.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 4.3.4. Check you have entered the correct microchip number and review the


4.3.5. Click Finish. 4.3.6. A pop-up window will preview the Certificate of Identification/

Registration.


http://www.petregistry.nsw.gov.au/mobile


4.3.7. Click Print to print a copy of the Certificate for the owner.

TIP 1. Clear the header and footer print area in the Page Setup feature of your internet browser to print certificates without the header and footer information appearing at the top and bottom of each page. 2. Set your printer preferences to two-sided printing to print the certificates on a single page.

4.4. Change Details Depending on the level of user access, the ‘Change Details’ function allows authorised users to change all identification and registration details of a record. The only item of data that cannot be changed is the microchip number itself (incorrect microchip numbers should be removed from the Register and the details re-entered for the correct microchip number – refer point 6.4). The Guideline on the Exercise of Functions under the Companion Animals Act sets out the circumstances when changes can be made to a microchip record. A Certificate of Identification or Certificate of Registration must be provided to the owner of the animal to confirm all information that is entered on the Register. 4.4.1. Select Change Details from the Register MAIN MENU. 4.4.2. Enter the Microchip Number and click OK. 4.4.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 4.4.4. Check you have entered the correct microchip number and review the


4.4.5. Select Change details from the available menu items to start data entry. 4.4.6. Please note the following information regarding changing data:

The owner of Dangerous or Restricted dog cannot be changed (refer s52A,52B,57A,57B of the Act).

The breed of a Restricted breed dog cannot be changed (refer to the Guideline on the Exercise of Functions under the Companion Animals Act for details).

The desexed status cannot be changed before or after the animal is registered. If an animal becomes desexed after registration the information should be noted in the identifying marks field of the animal’s record.

To change the Address Usually Kept click Edit Address – The address capture system will ensure a valid address is entered, and assigns the record to the appropriate local government area – enter (separated by commas) the street number and name (do not enter street type), suburb, state, postcode – click Search – select the appropriate address from the list – if the required address is not found, use Manual Entry to manually enter the address details – click Accept to copy the selected address back to the main form.

If no current owner or contact details are available, retain any previous details, select Out of Date = Yes, and make a notation in the


Additional Comments field including your name, the council and the date of the change.

TIP Remember to remove any secondary contact details, postal address, or other contact details when changing ownership of an animal.

4.4.7. Click NEXT when all required changes have been entered. 4.4.8. Review the summary information – click PREVIOUS to correct any errors 4.4.9. Click FINISH to complete and save the changed details. 4.4.10. A pop-up window will preview the Certificate of Identification/

Registration. 4.4.11. Click PRINT to print a copy of the Certificate for the owner. 4.5. Death of Animal Owners are required to notify the Council within 28 days of the death of an identified or registered companion animal. Clause 30 of the Companion Animals Regulation 2008 provides that notification of the death of an animal may be made in writing or by telephone. NOTE: Councils may, at their discretion (particularly in the case of dangerous or restricted dogs), request a statement of euthanasia from a veterinary practitioner and, where any doubt exists as to the legitimacy of the notification, request for the notification to be made in writing and/or a statutory declaration from the owner. 4.5.1. Select Death of Animal from the Register MAIN MENU. 4.5.2. Enter the Microchip Number and click Next. 4.5.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 4.5.4. Select Death of Animal from the available menu items to start data entry. 4.5.5. The full record is displayed. Check you have accessed the correct record

and click Next. 4.5.6. Enter the notification details as follows:

Notified By – select Owner or Other.

If Owner selected – enter any details in the Comment field relevant to the notification and death of the animal.

If Other selected – enter the details of the person making the notification and any details in the Comment field relevant to the death of the animal.

4.5.7 Click Next. 4.5.8 Review the summary information – click PREVIOUS to correct any errors. 4.5.9 Click FINISH to complete and save the details. NOTE: A deceased record cannot be altered in any way. If an error is discovered and the record requires amendment, email a request to the Office of Local Government at [email protected], setting out the circumstances so that the status of the record can be reinstated to allow amendment by the Council.



4.6. Missing Animal Owners are required to notify the Council whenever an identified or registered animal is missing for longer than 72 hours, and after a missing animal is found. Councils must update the animal’s status on the Register to ‘Missing’ or ‘Home’ at the first available opportunity. NOTE: Animals that are seized or delivered to a council pound or shelter should be recorded using the ‘Pound/Shelter’ function. Where the animal is a dog, ensure an ‘Animal Search’ is performed first to identify whether the dog has been declared a menacing dog, dangerous dog or a restricted dog. To reduce the likelihood of stolen animals being registered in a new person’s name, a record flagged as ‘Missing’ cannot be altered in any way, except to change its status to ‘Home’. Therefore, any address changes notified should be updated on the record before notifying it as ‘Missing’.

TIP If an owner moves address after an animal has been notified as ‘Missing’, the animal must be marked as ‘Home’, the address updated and a note placed in the Additional Comments field to indicate the reason for updating the record, and the record notified as ‘Missing’ again.

4.6.1. Select Missing Animal from the Register MAIN MENU. 4.6.2. Enter the Microchip Number and click OK. 4.6.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 4.6.4. Select Missing or Home from the available notification menu items. 4.6.5. The full record is displayed. Check you have accessed the correct record

and click Next. 4.6.6. Enter the notification details as follows:

Date – enter the date the animal was lost or found.

Notified By – select Owner or Other.

Contact Details – enter the contact details for the person making the notification.

Comments – enter any other details regarding the circumstances. 4.6.7. Click Next. 4.6.8. Review the summary information – click PREVIOUS to correct any errors. 4.6.9. Click FINISH to complete and save the details. NOTE: If a record has been incorrectly flagged as ‘Missing’, send an email request to the Office of Local Government at [email protected] setting out the circumstances so that the ‘Missing’ status history can be removed from that record.



SECTION 5 NOTIFICATION FUNCTIONS 5.1. Control Order Control orders can be made by a court either in lieu of or, in addition to, a menacing or dangerous dog declaration, under section 47 of the Companion Animals Act 1998. 5.1.1. Select Control Order from the Register MAIN MENU. 5.1.2. Enter the Microchip Number and click OK. 5.1.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.1.4. Select Court Control Order from the available notification menu items. 5.1.5. Enter the notification details as follows:

Order Issue Date – enter the date the order was issued.

Issued By – defaults to ‘Local Court’.

Council – defaults to the user’s council.

Instruction – select appropriate order behaviour.

Comments – enter details regarding the order including the court that issued the order.

5.1.6. Click Next. 5.1.7. Review the summary information – click PREVIOUS to correct any errors. 5.1.8. Click FINISH to complete and save the details. 5.2. Dangerous Dogs Dogs that display unreasonable aggression or, without provocation, attack or repeatedly threaten to attack any person or animal, or are kept or used for hunting may be declared to be dangerous dogs under section 34 of the Companion Animals Act 1998. A notice of intention to declare a dog to be a dangerous dog must be given to the owner setting out the control requirements to be complied with if the declaration is made, and the owner’s right to object to the declaration within seven days after the notice is given. Authorised officers must first consider the objections, if any, made by the owner of a proposed dangerous dog before a decision is made to declare the dog to be a dangerous dog. The owner may appeal a decision to declare a dog to be a dangerous dog to a local court within 28 days of the decision. The owner may also make an application to the council for the area where the dog usually resides to revoke a dangerous dog order, but this cannot be made until after a period of 12 months following the date on which the dog was declared to be dangerous (refer chapter 9 of the Guideline on the Exercise of Functions under the Companion Animals Act). Section 40 of the Act requires the Director-General to be notified within seven days of the making or revocation of a dangerous dog declaration. The Dangerous Dog Declaration Process function of the Register meets the requirement of section 40.


NOTE: Dogs must be microchipped before a dangerous dog declaration can be entered on the Register. Section 36 of the Act requires non-microchipped dogs to be identified and registered within seven days of receiving a notice of intention to declare the dog to be a dangerous dog. The identification and registration information, together with the notice, should be entered on the Register as soon as possible.

TIP Once a record has a Dangerous Dog Declaration history, the record cannot be removed by a Register user. The Dangerous Dog Declaration history can only be removed by sending an email request to the Office of Local Government at [email protected] setting out the circumstances and reason for removal.

5.2.1 Dangerous Dog Declaration Process Under construction 5.2.2 Menacing Dog Declaration Process Under construction. 5.3. Impounded Animals The ‘Pound/Shelter Animal’ function allows the recording of animals entering and leaving council pounds and shelters. Councils should ensure that all animals entering or leaving the pound are recorded on the Register using this function. This function records whether an animal is returned to its owner, rehoused or euthanased. Over time this feature will provide data which can inform future policy and planning in relation to lost and stray animals. NOTE: It is important that an ‘Animal Search’ is performed on all animals arriving at a pound or animal shelter prior to entering the details of the animal into the ‘Pound/Shelter Animal’ function of the Register. The ‘Animal Search’ function provides a full record of the animal including, where the animal is a dog, whether it has been declared a dangerous dog, Menacing dog or a restricted dog. 5.3.1. Entering the Pound Warning: The ‘Limited Look-up’ displayed using the Pound/Shelter Animal function does not display the full record of the animal – see NOTE above 5.3.1.1. Select Pound/Shelter Animal from the Register MAIN MENU. 5.3.1.2. Enter the Microchip Number and click OK. 5.3.1.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.3.1.4. Select Notify Incoming Animal from the available notification menu items. NOTE: Missing animals must be marked as Found before entering the pound. 5.3.1.5. The full record is displayed. Check you have accessed the correct record

and click Next. 5.3.1.6. Enter the notification details as follows:

Date Animal Arrived – enter the date the animal entered the pound.

Held By – defaults to the user’s council.



Pound Contact Details – enter the contact details for the pound.

Brought In By – select from list as appropriate.

Contact Details – enter the contact details for the person who brought in the animal.

Incoming Comments – enter any additional information surrounding the animal’s arrival at the pound.

5.3.1.7. Click Next. 5.3.1.8. Review the summary information – click PREVIOUS to correct any errors. 5.3.1.9. Click FINISH to complete and save the details. 5.3.2. Leaving the Pound 5.3.2.1. Select Pound/Shelter Animal from the Register MAIN MENU. 5.3.2.2. Enter the Microchip Number and click OK. 5.3.2.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.3.2.4. Select Notify Outgoing Animal from the available notification menu items. 5.3.2.5. The full record is displayed. Check you have accessed the correct record


Date Animal Left – enter the date the animal left the pound.

Action – select appropriate option from the list – NOTE: Escaped or Stolen animals will generate a Missing Animal record.

Outgoing Comments – enter any additional information surrounding the animal’s departure from the pound.

5.3.2.7. Click Next. 5.3.2.8. Review the summary information – click PREVIOUS to correct any errors. 5.3.2.9. Click FINISH to complete and save the details. 5.3.3. Review Pound/Shelter History 5.3.3.1. Select Pound/Shelter Animal from the Register MAIN MENU. 5.3.3.2. Enter the Microchip Number and click OK. 5.3.3.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.3.3.4. Select Animal Pound/Shelter History from the available notification menu

items. 5.3.3.5. The full record is displayed. Check you have accessed the correct record

and click Next. 5.3.3.6. Review the Pound/Shelter information. 5.3.3.7. Click Cancel to return to the MAIN MENU – click Previous to return to the

Pound/Shelter Animal Menu. 5.4. Nuisance Animals The owner of a dog that is habitually at large, makes a noise or barks persistently, repeatedly defecates on property other than where it is ordinarily kept, runs at or chases a person or animal, endangers the health of a person or animal, or repeatedly causes substantial damage to anything outside the property where it is ordinarily kept may be issued an order, under section 21 of the Companion Animals Act 1998, to prevent the behaviour that is alleged to constitute the nuisance.


The owner of a cat that persistently makes a noise that unreasonably interferes with the peace, comfort or convenience of any person in any other premises, or repeatedly damages anything outside the property where it is ordinarily kept may be issued an order, under section 31 of the Companion Animals Act 1998, to prevent the behaviour that is alleged to constitute the nuisance. Nuisance orders must specify the behaviour that is required to be prevented, and remain in force for six (6) months. Sections 21A and 31A of the Act provide that notice of the proposed order must be given to the owner setting out the requirements to be complied with if the order is made, and the owner’s right to object to the proposed order within seven (7) days of the date the notice is given. Authorised officers must first consider the objections, if any, made by the owner of an alleged nuisance animal before a decision is made to issue the order. Sections 21 and 31 of the Act require the Director-General to be notified within seven (7) days of issuing a nuisance order. The Nuisance Order function of the Register meets this requirement. NOTE: Cats and dogs must be microchipped before a nuisance order can be entered on the Register. Clause 22 of the Companion Animals Regulation 2008 requires non-microchipped cats and dogs to be identified and registered within seven (7) days of the issuing of a nuisance order. The identification and registration information, together with the order, should be entered on the Register as soon as possible.

TIP Once a record has a Nuisance Order history, the record cannot be removed by a Register user. The Nuisance Order history can only be removed by sending an email request to the Office of Local Government at [email protected] setting out the circumstances and reason for removal.

5.4.1. Nuisance Order entry 5.4.1.1. Select Nuisance Order from the Register MAIN MENU. 5.4.1.2. Enter the Microchip Number and click OK. 5.4.1.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.4.1.4. Select Notify Nuisance Animal from the available notification menu items. 5.4.1.5. The full record is displayed. Check you have accessed the correct record


Species – defaults to Dog or Cat as appropriate.

Order Issue Date – enter the date the order was issued.

Council – defaults to user’s council.

Primary Reason – select the appropriate behaviour from list.

Other Reason – select one or more if required. NOTE: hold down [CTRL] and click to select multiple behaviours.

5.4.1.7. Click Next. 5.4.1.8. Review the summary information – click PREVIOUS to correct any errors. 5.4.1.9. Click FINISH to complete and save the details.



5.4.2. Review Nuisance Order history 5.4.2.1. Select Nuisance Order from the Register MAIN MENU. 5.4.2.2. Enter the Microchip Number and click OK. 5.4.2.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.4.2.4. Select Nuisance Animal History from the available notification menu


and click Next. 5.4.2.6. Review the Nuisance Order information. 5.4.2.7. Click Cancel to return to the MAIN MENU – click Previous to return to the

Nuisance Animal Menu. 5.5. Restricted Dogs The American pit bull terrier or pit bull terrier, Japanese tosa, dogo Argentino and fila Brasileiro, Perro de Presa Canario or Presa Canario dogs are Restricted Dogs under the Act. In addition, an Authorised Officer of a council may declare any dog to be a Restricted Dog if they are of the opinion that it is of a breed or cross breed of any such breed or kind of dog. A Notice of Intention to Declare a Dog to be a Restricted Dog (NOI) must be given to the owner setting out the control requirements to be complied with if the declaration is made, and the owner’s right to object to the declaration within 28 days of date the notice is given. The NOI should be entered on the Register as soon as possible to allow Division of Local Government staff to confirm the notice has been issued prior to providing the owner with breed assessor contact details. Authorised Officers may extend the 28 day period in extenuating circumstances. Authorised officers must first consider the results of any breed and temperament assessment, or appropriate breed papers provided by the owner of a proposed Restricted Dog, before a decision is made to declare the dog to be a Restricted Dog. The results of any written breed or temperament assessments received by the Council should be entered on the Register as soon as possible. Breed and Temperament assessments made by an approved assessor in good faith may not be challenged, reviewed, quashed or called into question on any grounds before any court or tribunal in any legal proceedings. Restricted Dog declarations can be revoked by a resolution of the Council whose Authorised Officer made the declaration. Refer to section 58D(3)(c) of the Companion Animals Act 1998 for more information. Section 58DA of the Act requires the Director-General to be notified within seven (7) days of the making or revocation of a Restricted Dog declaration. The Restricted Dogs function of the Register meets the requirement of section 58DA. NOTE: A dog subject to an NOI must be microchipped before it can be breed assessed. Breed and Temperament Assessors must scan the dog being assessed to


verify the microchip number matches the number identified on the NOI issued by the Council. 5.5.1. Notice of Intention to Declare a Dog to be a Restricted Dog 5.5.1.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.1.2. Enter the Microchip Number and click OK. 5.5.1.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.1.4. Select Enter Notice to Declare Restricted from the available notification

menu items. 5.5.1.5. The full record is displayed. Check you have accessed the correct record


Date – enter the date notice is given.


Comments – enter details regarding the circumstances. 5.5.1.7. Click Next. 5.5.1.8. Review the summary information – click PREVIOUS to correct any errors. 5.5.1.9. Click FINISH to complete and save the details.


5.5.2. Restricted Dog Declaration 5.5.2.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.2.2. Enter the Microchip Number and click OK. 5.5.2.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.2.4. Select Restricted Dog Declaration from the available notification menu



Date – enter the date the declaration was made.


Dangerous – select YES or NO as appropriate.

Comments – enter details regarding the decision to declare dangerous or not.

5.5.2.7. Click Next. 5.5.2.8. Review the summary information – click PREVIOUS to correct any errors. 5.5.2.9. Click FINISH to complete and save the details. 5.5.2.10. A pop-up window will preview the Certificate of Identification/

Registration 5.5.2.11. Click PRINT to print a copy of the Certificate for the owner. 5.5.3. Revoke Restricted Dog Declaration 5.5.3.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.3.2. Enter the Microchip Number and click OK. 5.5.3.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.3.4. Select Revoke Restricted Dog Declaration from the available notification

menu items. 5.5.3.5. The full record is displayed. Check you have accessed the correct record


Date – enter the date the declaration was revoked.


Comments – enter details regarding the revocation. 5.5.3.7. Click Next. 5.5.3.8. Review the summary information – click PREVIOUS to correct any errors. 5.5.3.9. Click FINISH to complete and save the details. 5.5.3.10. A pop-up window will preview the Certificate of Identification/

Registration. 5.5.3.11. Click PRINT to print a copy of the Certificate for the owner. 5.5.4. Extend NOI expiry date 5.5.4.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.4.2. Enter the Microchip Number and click OK. 5.5.4.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.4.4. Select Extend NOI expiry date from the available notification menu items.


5.5.4.5. Click FINISH to complete and save the details. 5.5.5. Enter Breed Assessment 5.5.5.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.5.2. Enter the Microchip Number and click OK. 5.5.5.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.5.4. Select Enter Breed Assessment from the available notification menu

items. 5.5.5.5. Enter the notification details as follows:

Date – enter the date the assessment was made.

Assessor – enter the Breed Assessor Number eg BA0001.

Pass – select only if the dog is assessed as not a pure breed or cross breed of a restricted dog.

Fail – select only if the dog is assessed as a pure breed restricted dog.

Cross – select if the dog is assessed as a cross-breed of a restricted dog.

Refused – select if the owner has not provided an assessment within the 28 day expiry period.

Breed – enter the breed and cross breed as assessed by the Breed Assessor.

NOTE: Dogs that fail (ie pure breed restricted dogs) and dogs where the owner has refused an assessment will be marked as Restricted Dogs. Ensure that the Temperament Assessment is also marked as ‘refused’ to flag the Restricted Dog status on the Register. Cross-breed dogs are required to be temperament assessed. 5.5.5.6. Click Next. 5.5.5.7. Review the summary information – click PREVIOUS to correct any errors. 5.5.5.8. Click FINISH to complete and save the details. 5.5.6. Enter Temperament Assessment 5.5.6.1. Select Restricted Dogs from the Register MAIN MENU. 5.5.6.2. Enter the Microchip Number and click OK. 5.5.6.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 5.5.6.4. Select Enter Temperament Assessment from the available notification

menu items. 5.5.6.5. Enter the notification details as follows:

Date – enter the date the assessment was made.

Assessor – enter the Temperament Assessor Number eg TA0001.

Pass – select only if the dog is assessed as not dangerous.

Fail – select only if the dog is assessed as dangerous.

Refused – select if the owner has not provided an assessment within the 28 day expiry period.

NOTE: Dogs that fail (ie are temperament assessed as dangerous) and dogs where the owner has refused an assessment will be marked as Restricted Dogs. 5.5.6.6. Click Next. 5.5.6.7. Review the summary information – click PREVIOUS to correct any errors. 5.5.6.8. Click FINISH to complete and save the details.


SECTION 6 COUNCIL MANAGER FUNCTIONS 6.1. Authorised Identifier Search This function can be used to verify or contact authorised identifiers for the purposes of exercising functions under the Act. This includes compliance with all provisions of the Guidelines for Authorised Identifiers issued by the Director General under section 7(2) of the Companion Animals Regulation 2008. Approved persons can also be searched by selecting the Approved Persons indicator as ‘Yes’. 6.1.1. Select Authorised Identifier Search from the Register MAIN MENU. 6.1.2. Enter the username (V, I or P number) (if known) or the person’s

surname then click Next. 6.1.3. If the username was selected then that record will be displayed. If the

surname was selected, a list will be displayed of all identifiers or approved persons with that surname. Select the required username to display the individual record.

6.2. Authorised User Search The ‘Authorised User Search’ allows users to view details of authorised users of the Register. Users can search by username, surname or council. When a search by the Council is performed, a list of all active and inactive users for the Council is displayed. It is then possible to click on a username in the list to display full details of a user. 6.2.1. Select Authorised User Search from the Register MAIN MENU. 6.2.2. Enter the username, surname or council, and click Next. 6.2.3. If the username was selected, then that record will be displayed. If the

user’s surname or council was selected, a list will be displayed of all users matching the criteria entered. Select the required user’s number to display the individual record.

6.3. Correct Registration Details The ‘Correct Registration Details’ function is available to Level 3 (Manager) users. The ‘Correct Registration Details’ function eliminates the need to remove records containing incorrect registration details. All registration details can be amended using this function. 6.3.1. Select Correct Registration Details from the Register MAIN MENU. 6.3.2. Enter the Microchip Number and click OK. 6.3.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 6.3.4. Select Correct Registration Details from the available menu items. 6.3.5. Enter changes as required and click Next.


6.3.6. Review the summary information – click PREVIOUS to correct any errors. 6.3.7. Click FINISH to complete and save the details. 6.3.8. Select Print Certificate to provide confirmation of the updated information

to the owner. NOTE: When the registration details of a record are altered, an automatic debit or credit is generated to the council’s account, depending on the change made. This will be detailed in the invoice for the month when the correction is made. Therefore, registration details can only be amended by the council that originally receipted the registration fee. 6.4. Remove Animal Record NOTE: This function should only be used in cases where microchip numbers have been entered incorrectly. Registered records can only be removed by the council that originally receipted the registration fee. The Guideline on the Exercise of Functions under the Companion Animals Act contains further information regarding removing records from the Register, including where a registered record indicates that a receipt was issued by “None”. 6.4.1. Select Remove Animal Record from the Register MAIN MENU. 6.4.2. Enter the Microchip Number and click OK. 6.4.3. A ‘Limited Lookup’ search is performed to ensure you access the correct

microchip. 6.4.4. Select Remove Animal Record from the available menu items. 6.4.5. Click FINISH to confirm removal of the record.

TIP Where information needs to be re-entered, ensure you print a copy of the information prior to removing the record from the Register. Records containing dangerous, restricted, nuisance, pound or missing history etc cannot be removed by a Register user. The history can only be removed by sending an email request to the Office of Local Government at [email protected] setting out the circumstances and reason for removal.



SECTION 7 REGISTER REPORTS 7.1. Requesting reports Select the required report from the Register MAIN MENU. Enter any required report parameters to include or exclude data as appropriate and click FINISH. Where available, a Total report will provide a statistical overview and a List report will provide an itemised table of the selected records. Click DOWNLOAD to run the report. This may take some time depending on the amount of data requested. Click SAVE to download the report to your computer,

or Click OPEN to view the report online. The report can then be saved to your computer by selecting the required data (click the top left cell to select the entire report) and copy ( [CTRL]+[C] ) and paste ( [CTRL]+[V] ) it into a new Excel spreadsheet. Saved reports can be filtered, sorted or manipulated with standard Excel functions. Some reports, such as the Unregistered Animal Report, can be used with a ‘Mail Merge’ function to produce standard letters or notices. Report request dates are inclusive. Care should be taken when requesting reports to include all information required. Please also take note of the date and time the report is run. As the Register is a real time database, current changes will affect the results over time. NOTE: Any report generated which contains the personal details of animal owners, or other information that results in access to the personal details of animal owners, must remain confidential under the terms of the Companion Animals Act 1998. The information must not be used for any purpose other than exercising functions under the Act, nor be directly or indirectly disclosed to any other person, and must be handled, stored and disposed of in keeping with the Director General’s Guidelines, the requirements of the Privacy and Personal Information Protection Act 1998, and the Council’s privacy policy. Please refer to the Guidelines on the Exercise of Functions under the Companion Animals Act for more information. 7.2. Enforcement reports 7.2.1. Control Order Report

By entering the council’s name, a report of all control orders entered or revoked by the council will be generated.

The report is filtered by the date that the order event took place.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all orders ever entered on the Register by the council.


7.2.2. Dangerous Dog Declaration Report & Menacing Dog Declaration Report

This is a report of all Dangerous or Menacing Dog Declarations issued or revoked by the council, and is generated by entering the council name. The report optionally includes animals resident in the local government area which have been issued with a Dangerous or Menacing Dog Declaration by a different council.

The report is filtered by the date that the order was made.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all dangerous or menacing dog declarations ever entered on the Register by the council.

7.2.3. Death of Animal Report

This is a report of all deceased animals by the animal’s local government area of residence, species, breed, gender and year of birth.

The report is filtered by the date of the animal’s death.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all deceased animals within a local government area.

7.2.4. Missing Animal Report

This report provides a summary of all missing and found animals by the animals’ local government area of residence, for a given period.

7.2.5. Muzzle-Exempt Greyhounds Report

This report lists all the muzzle-exempt greyhounds for each local government area for a given period.

The report provides the option to include greyhounds which are not muzzle-exempt.

The report is filtered by the date on which the muzzle exemption was granted, where applicable.

7.2.6. Nuisance Order Report

By entering the council name, this report lists all Nuisance Animal Orders issued by the council, by species, breed and gender. The report optionally includes animals resident in the local government area which have been issued with a Nuisance Animal Order by a different council.

The report is filtered by the date that the order was made.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all nuisance animal orders ever entered on the Register by the council.

7.2.7. Pound/Shelter Animal Report

This report provides a summary of the record of all animals processed through a pound/shelter for a given local government area.

The report is filtered by the dates of incoming/outgoing activity.


Select a ‘Start Date’ of 1/1/1980 to generate a report of all pound/shelter records for the council.

7.2.8. Restricted Dog Report

This report provides details of Restricted Dogs by breed and owner.

The report additionally lists cross-breed dogs which are pending assessment. 7.2.9. Unregistered Animal Report The follow-up of animals that should be registered is a significant enforcement function of the Companion Animals Act 1998 for councils. Ensuring that all animals which should be lifetime registered are in fact registered will also provide councils with their full entitlement of registration fees for animal control functions.

The Unregistered Animal Report provides a report of the unregistered animals over six months of age in the council area.

Only animals residing within the selected council’s local government area will be listed.

This report is based on an animal’s date of identification. 7.3. Financial reports 7.3.1. Correct Registration Details Report

This reports all the registration adjustments entered by a council within a specified period.

The report is filtered by the date that the adjustment was entered onto the Register.

NOTE: When reconciling invoices, always use the report provided with the invoice. 7.3.2. Financial Report List

This reports all the registrations entered by a council onto the Register within a specified period (Note - adjusted entries will replace original entries in this report).

The report is filtered by the date that the registration information was entered onto the Register.

NOTE: When reconciling invoices always use the report provided with the invoice. 7.3.3. Remove Animal Report

This reports animals which have been deleted from the Register by the processing council.

The report is filtered by the date that the animal’s information was removed from the Register.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all animals removed from the Register by the council.

NOTE: When reconciling invoices always use the report provided with the invoice.


7.4. Management reports 7.4.1. Address and Transferred Animal Reports

The ‘Animals at an Address Report’ lists all animals recorded on the Register as residing at a specific address. The address refers to the address where the animal is usually kept. Additional rows in the report allow multiple addresses to be searched at the one time. A formatted report can be downloaded in Excel format for sorting and formatting.

The ‘Transferred Animal Report’ lists all animals released from a Pound/Shelter through being 'Transferred to another organisation'. This report may be used, for example, to track animals in the care of organisations with an exemption under clause 16(d) of the Regulation, which have been in the organisation’s care for a period greater than 12 months, and now require registration.

7.4.2. LGA Totals and List Reports

The ‘LGA Totals’ report provides, by local government area (LGA), the totals for identified and registered animals by registration type.

The ‘List’ report provides a snapshot of animals by status, species, gender, breed, suburb, postcode, date of birth, year of birth, deceased and whether the information recorded is out of date.

These reports include all animals currently in the local government area, irrespective of which council originally entered identification or registration information into the Register.

The report excludes all animals identified or registered in the local government area which have subsequently moved out of the local government area.

7.4.3. Username Listing report

This report lists all Register users and their levels of access, by local government area.

The report is filtered by the date on which the user’s account was created.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all Register users ever recorded for the local government area.

7.5. Statistical reports 7.5.1. Animal Count

This report provides state-wide totals for identified and registered animals, by registration type.

The report is filtered by the date on which an animal was entered onto the Register, and excludes deceased animals.

Select a ‘Start Date’ of 1/1/1980 to generate a report of all animals on the Register.


7.5.2. Registrations by LGA, by Registration Type List

This report provides information, by registration type and local government area, for all animals registered by a council during a specified date range.

The report information includes species, breed, date of implantation, registration date, Authorised Identifier, and desexed status.


SECTION 8 MISCELLANEOUS 8.1. Dog attack reporting Clause 33A of the Companion Animals Regulation 2008 provides for the mandatory reporting of dog attack incidents by councils. The on-line dog attack module on the Companion Animals Register is provided for the purposes of clause 33A. A separate user guide within the module outlines the terms and process for reporting dog attack incidents. The dog attack module includes functions for entering reported incidents as well as a reporting function to assist councils manage incidents. Please refer to chapter 18 of the Guidelines on the Exercise of Functions under the Companion Animals Act for more information regarding dog attack reporting requirements. 8.2. Greyhound muzzling Section 15 of the Companion Animals Act 1998 provides that greyhounds must wear a muzzle when in a public place. Clause 33B of the Companion Animals Regulation 2008 provides an exemption from the requirements of section 15 for dogs that pass an approved greyhound retraining program and which wear an approved green collar. Refer to the Guideline for approval as a greyhound re-training program under clause 33B(1)(a) of the Companion Animals Regulation 2008 for more information. Administration of the greyhound certification process is undertaken by Greyhound Racing NSW. A greyhound that is certified as meeting the requirements of an approved retraining program will be updated on the Companion Animals Register to be muzzle-exempt. Council enforcement officers can check the status of any greyhound wearing an approved green collar by the Animal Search function on the Companion Animals Register. The muzzle-exempt status and applicable date is displayed following the breed information for greyhounds. An alert will also be displayed at the top of the record to indicate that a greyhound is exempt from wearing a muzzle in a public place.

Tip You can also check the status of a greyhound via the Register WAP function while in the field.

The following function is available to authorised Greyhound Racing NSW officers to manage the certification of greyhounds that complete an approved retraining program:


8.2.1. Update Greyhound Muzzle Exemption 8.2.1.1. Select Update Greyhound Muzzle Exemption from the Register MAIN

MENU. 8.2.1.2. Enter the Microchip Number and click Search. 8.2.1.3. If an existing exemption exists, it will be displayed for update. Where no

previous exemption exists the data entry screen will be displayed. 8.2.1.3.1. Select Exempt if the dog passed an approved program or Not Exempt if

the dog failed the program. 8.2.1.3.2. Select the appropriate approved retraining program from the drop down

list. 8.2.1.3.3. Enter the date the dog passed or failed the program. 8.2.1.3.4. Enter any notes as required. Where an exemption is revoked, enter the

reason in the Notes field. 8.2.1.3.5. Click Save to update the details on the dog’s record. 8.3. Invoices and statements Registration agents have an obligation to reconcile accounts and remit all companion animals lifetime registration fees receipted each month to the Companion Animals Fund. The Office of Local Government generates invoices from receipts entered by each registration agent on the Companion Animals Register on a monthly basis. The spreadsheet includes an introduction tab, a formatted tax invoice, and a financial report which provides conformation of the receipts entered by each officer during the month. Adjustments are shown separately and relate to registration records removed from the Register, and any corrections to registration details processed on the Register during the month for records that were registered in previous months. ‘Changed’ and ‘Removed’ reports will also be attached to the invoice to assist reconciliation. Invoices are sent, following the end of each month, to the registration agent’s nominated central email address for internal distribution. The total amount should be remitted to the Fund by the end of the following month. Remitted amounts are allocated against the oldest unallocated amounts totalling the remitted amount. A debtor statement listing all unallocated debits and credits is produced and emailed to registration agents quarterly. Unallocated amounts remain on the statement until matched against an appropriate figure. Ageing columns provide a snapshot of unallocated amounts paid or outstanding in previous months. The total balance at the end of the statement indicates the total payable by the council, taking into consideration all unallocated debits and credits.


Registration Agents should refer to chapter 15 of the Guideline on the Exercise of Functions under the Companion Animals Act for more information on paying and reconciling registration fees. 8.4. Survey of council seizures In respect of section 67A of the Companion Animals Act 1998, the Guidelines on the Exercise of Functions under the Companion Animals Act issued by the Chief Executive, Local Government under delegation from the Director-General, Office of Local Government, Department of Planning requires local councils to report all activities relating to seizing and holding companion animals. A report for each financial year must be submitted by 31 August each year. An online survey for reporting council seizure activities is available on the Companion Animals Register. A separate user guide within the survey module outlines the terms and process for completing the survey. Please refer to chapter 17 of the Guidelines on the Exercise of Functions under the Companion Animals Act for more information regarding reporting requirements. 8.5. Sample and prescribed notices The Companion Animals Act 1998 provides that councils must provide written notice to the owners of companion animals in relation to registration, nuisance orders and dangerous or menacing dog declarations, and sets out the information to be included in the notice. Section 58A provides that a notice of intention to declare a dog to be a restricted dog must be given in the approved form. The following form, approved by the Chief Executive, Local Government for the purposes of section 58A of the Act can be downloaded from the Companion Animals Register in both .pdf and .doc formats:

Notice of intention to declare a dog to be a restricted dog The following sample notices are also available for download for the assistance of enforcement officers:

Certificate of compliance for dangerous and restricted dog enclosures

Restricted dog declaration

Notice of intention to declare a dog to be a dangerous dog

Dangerous dog declaration

Notice of intention to declare a dog to be a menacing dog

Menacing dog declaration

Notice of proposed nuisance dog order

Nuisance dog order

Notice of proposed nuisance cat order

Nuisance cat order.


8.6. Suppressed records Suppressed records are records kept on the Register, which only a limited number of people will have access to (section 89(3) of the Act refers). Access to suppressed records for enforcement purposes may only be provided to council general managers or the nominated public officer on written request to the Office of Local Government. NOTE: Council officers do not have permission to suppress or un-suppress records. Requests to suppress a record should be forwarded to the Office of Local Government. It is recommended that when an owner requests suppression of their animal’s record, the council staff advise that future access to suppressed records can only be obtained through the Office of Local Government, which may delay the process of contacting them should their animal go missing. Further information regarding suppressed records is available in chapter 7 of the Guidelines on the Exercise of Functions under the Companion Animals Act.


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Documents

User Guide for the Companion Animals Register