300.51 chameleon tag link window

Number: 300.51

SUBJECT: CHAMELEON TAG LINK WINDOW Page: 1 Date: 11/7/02

Approved: Ryan Drabek, Director Revised: 3/25/14 I. PURPOSE

To establish a uniform procedure for the completion of the Chameleon Tag/Link window.

II. POLICY

It shall be the duty of all personnel charged with the responsibility of record storage to accurately complete the Tag/Link window using Chameleon.

III. SCOPE Applicable to all Field Operations personnel.

IV. FORMS Tag/Link Window Sample V. REFERENCES OC Animal Care 500.01 Orange County Codified Ordinance (OCCO) 4-1-76 VI. DEFINITIONS

Not applicable.

VII. PROCEDURE A. General Information:

It shall be the duty of all animal control officers (ACOs) to ensure that any citizen who maintains or owns a dog(s) or cat(s), in respect to OCCO 4-1-76 within the jurisdiction of OC Animal Care, procure a license for such animal(s).

B. When to Use:

The Tag/Link window is to be completed by an ACO in the following instances: 1. When license fees are collected in addition to other fees on one check.

Number: 300.51


Approved: Ryan Drabek, Director Revised: 3/25/14

2. When an animal is not licensed and must be linked to the owner or custodian for record keeping purposes.

3. When issuing a Potentially Dangerous/Vicious Dog tag. 4. When a citation is issued to an owner or custodian for a licensing violation and

no previous licensing record exists in the Tag/Link window.

All other licenses including new, renewed or temporary licenses will be entered into Chameleon by Customer Services staff once they receive the licensing paperwork. In order to maintain accurate licensing records, Field Operations staff is responsible for updating the Tag/Link window in the event they learn of a licensed dog being deceased, an owner who has moved from OC Animal Care’s jurisdiction or when the licensed dog no longer resides with the owner on record.

C. How to Create or Renew a Licensing Record:

1. Person ID: Complete per P&P 500.01. 2. Animal ID: Complete per P&P 500.01.

3. Tag No (applies to regular and temporary licenses as well as replacement tags):

a. This field will be left blank by the ACO and a “U” number will be generated upon storing the window. For regular licenses and replacement tags, the ACO will note on the license receipt for Customer Services staff that payment has been processed and only a tag is to be issued.

b. For temporary licenses, Customer Services staff will update the window with a tag number once all missing documents have been received and a tag is issued.

c. For license renewals, the previous year’s license tag number will already be displayed in the window. By clicking on the “Renew” icon at the top of the window, all information will be updated for the following year. When renewing an existing tag, review the window to ensure any changes necessary are made correctly. For example, if the ACO is renewing L13-123456, the year will be changed to L14-123456.

Number: 300.51



NOTE - When renewing a license the ACO must store the newly created window. Updating the window will cause the previous year’s record to be lost.

4. Common Tag types searchable by popup (F4) and appropriate usage:

a. LIC: Unaltered Dog License. b. LIC CAT: Unaltered Cat License. c. LIC CAT SN: Altered Cat License. d. LIC GUIDE: License for Guide Dog. e. LIC POLICE DO: License for Police Dog. f. LIC SR: Dog License for Senior Citizen. g. LICA: Altered Dog License. h. LIC PUP: Altered or unaltered dog under six (6) months.

5. Subtype: Select the term “Field” from the drop down menu to indicate the

license was generated by Field Operations staff.

6. S/N: If the animal is spayed or neutered, enter S or N accordingly.

7. Jurisdiction: Select the city or unincorporated area in which the dog is licensed.

8. Common Status types searchable by popup (F4) and appropriate usage:

a. Current: All required paperwork has been submitted. This is the default Status type.

b. Dead: Update to this status when animal is deceased. c. Moved: Update to this status if animal and owner have moved out

of OC Animal Care’s jurisdiction. d. Not Owner: Update to this status when animal is no longer owned by

person of record. e. Renewed: Will be displayed automatically when the “Renew” icon

is utilized. f. Temporary: Enter when documentation of valid rabies vaccination or

proof of sterility must be submitted by owner, for example.

9. Common Problem Code types searchable by popup (F4) and appropriate usage

(Problem Codes are only entered for temporary licenses):

Number: 300.51



a. A (Altering) – Proof of sterility missing b. AS (Altering + Senior) – Proof of sterility and proof of age for senior

missing. c. S (Senior) - Proof of age for senior missing. d. T (Term Reduced) – License term reduced from 12 months due to rabies

expiration date. e. V (Vaccine) – Proof of rabies vaccination missing.

10. Tag Date: The date in which the license was sold. 11. Term (for Tag): Enter the number of months the license is valid. Twelve

months is the default Term but can be changed as necessary.

12. Tag Exp: Enter the tag expiration date. (If "Date" and "Term" are entered, this field will automatically add one year from "Date" upon storing.).

13. Vac Date: Enter the date the rabies vaccination was given, if known. Leave

blank for temporary licenses where proof of valid rabies vaccination must be submitted.

14. Term (for Vaccination): Enter the number of months the rabies vaccination is

valid (typically 12 or 36 months). Leave blank for temporary licenses where proof of valid rabies vaccination must be submitted.

15. Vac Exp: Enter the rabies vaccination expiration date. (If "Vac Date" and

"Term" are entered, this field will populate upon storing.) Leave blank for temporary licenses where proof of valid rabies vaccination must be submitted.

16. Vaccine: May be left blank.

17. Cert No.: Leave blank.

18. Lot No.: Leave blank.

19. Lot Exp: Leave blank.

20. Field/Canvass Receipt: Enter the control number on the hand written receipt.

21. Vet ID: Leave blank.

Number: 300.51



22. Batch No.: Last name of the officer who sold the license.

23. Person ID: If there is a second person sharing responsibility for the animal, enter their Person ID number.

24. Cite: Enter the term “CITE” when a citation is issued for OCCO 4-1-70.

25. Date Cited: Enter the date the citation was issued.

26. Collections Invoice #: Leave blank (for accounting and Operations use only).

27. Price: Enter the price of the license. If additional fees such as a late fee are

collected, enter the total amount collected for licensing.

28. Receipt No.: Enter the Chameleon Receipt number.

D. How to Create a Link:

1. Complete Person ID per P&P 500.01. 2. Complete Animal ID per P&P 500.01. 3. Tag No.: Leave blank. 4. Tag Type: Enter "Link". 5. Subtype: Enter “Field”. 6. Price: Enter "0.00". 7. Date: Enter date Link is stored. 8. Status: Enter current. 9. Leave all other fields blank. 10. Store (F9) the information.

E. How to Create or Renew a Potentially Dangerous/Vicious Dog Tag Record:

1. Complete Person ID per P&P 500.01. 2. Complete Animal ID per P&P 500.01. 3. Tag No.: Enter the red permit tag number preceded by the letter “V” and the

year (i.e. V14-594). Each year this tag is renewed, the new year will have to be entered manually.

4. Tag Type: Enter “Vicious Perm”. 5. Subtype: Enter “Field”. 6. Status: Enter “Current”.

Number: 300.51



7. Tag Date: Enter the date the tag is issued. 8. Term: Enter “12” as the permit must be renewed on an annual basis. 9. Tag Exp: This date will be automatically populated upon storing so long as the

Tag Date and Term are populated. 10. Price: Enter the price of the Potentially Dangerous/Vicious Dog Permit. 11. Receipt No.: Enter the Chameleon Receipt number for the permit. 12. Store the window by pressing F9.

NOTE: When renewing a tag, the window must be stored. Updating the window will cause the previous year’s record to be deleted.

Government & Nonprofit

300.51 chameleon tag link window