December 9, 2016
Animal shelters and rescues cannot operate efficiently without volunteers and employees. Their dedication and time drive donations, adoptions, and increase the organization’s overall reach to the community. Often times, volunteers and employees get involved in making the animal welfare organization successful; they forget to take time for themselves. Directors, managers, and leaders need to know how to identify and understand the overall impact of stress or burnout.
Volunteer and employee stress negatively impacts their well-being and your animal shelter or rescue in a number of ways.
- Volunteers with no passion. The best animal shelters and rescues have passionate volunteers and employees who believe in the mission and vision of the organization. Highly stressed volunteers and employees lose their spark and passion which leaves them with little desire to be present.
- Lack of engagement. Stressed individuals stop offering to help or participating in team brainstorming sessions. Their mind is too full to be actively engaged in helping others or your organization.
- Animals feel it. Animals can feel stress. Over time, that stress impacts their personality and behavior patterns. Some animals stop eating or act aggressively to other animals and human beings as a result.
- Supporters see it. Potential adopting families visit your shelter or rescue full of excitement to find their new family member. Their excitement can quickly dwindle if they interact with a stressed volunteer or employee that makes them feel uncomfortable.
Avoid these negative impacts by knowing what warning signs to look for and actively helping your volunteers and employees.
- They withdraw or stop communicating.
- Positive attitudes turn negative.
- Low productivity.
- Increased absence due illness or headaches.
- Increased turnover.
- Continuous training. Offer consistent training and education to help them understand new techniques and responsibilities. Your effort to keep them knowledgeable shows you are invested in their overall success.
- Start a conversation. If an individual appears to be acting different, talk to them. Ask them if something is bothering them or if they are unhappy with their responsibilities. Sometimes volunteers or employees are stressed due to things outside of your control – but sometimes it has to do with their work. Listen and create a plan that helps reduce their stress and takes them back to the positive personality they were before.
- Show appreciation. Show gratitude for their efforts on a consistent basis. Volunteers and employees feel stress when they don’t think they are doing a great job or their efforts aren’t appreciated.
- Change their workload. If they are feeling overwhelmed by their workload, offer to change it either temporarily or permanently. Life changes every day and some volunteers may not be able to commit to the same number of hours as they once were.
- Offer a leave of absence. If the volunteer or employee’s stress stems from an outside source, they might need some time off to handle and manage the situation. Be understanding and give them the time they need. They are more likely to come back fully charged when they know you care.
Pay attention to your volunteer and employee actions and take action when they change. Volunteers and employees are vital to your long-term success. Show them you care about their well-being and help them manage their stress. Your animal shelter or rescue will experience positive results when you do.
November 25, 2016
Working with animals on a daily basis requires special individuals with big hearts and a strong will. Animal shelters and rescues rely on these individuals to run smoothly and make decisions in the best interest of the animals in need. Animal rescue organizations vary in type and size. Some have a physical location and others are 100% foster-based. Some participate actively in adoption events while others rely on social media to promote adoptions. No matter the operational differences – they all require specialized liability insurance.
Animal rescues that are foster-based rely on volunteer foster parents to house and care for their animals. One of the most common questions we hear is,
“Does my animal rescue really need liability insurance if we don’t have a physical location?”
The answer is simple: “Absolutely!”
Many assume general liability insurance only protects organizations from slip and fall accidents at their location. While this is true – there are other protections included in liability insurance policies for nonprofit animal rescues. Here are 5 main reasons your foster-based animal rescue needs liability insurance:
- Animal Bites.
Liability insurance protects against damage or injury to individuals not associated with your rescue (volunteers or employees). One of the biggest risks you face is a member of the public getting bit by a dog, cat, or horse in your care. These individuals may file a lawsuit claiming your organization was negligent which led to the bite. Lawsuits involving minors can be extremely costly to an organization. Liability insurance pays to defend you and settlement costs when necessary.
- Adoption Events.
Many foster-based rescues rely on adoption events to introduce animals to the public and increase chances of adoption. If you attend adoption events, your organization faces many risks because you can’t control everything all the time. Animals can jump and knock individuals over, scratch, and attendees might fall and injure themselves at your booth/table. Liability Insurance pays to defend your organization and any settlement costs resulting from the lawsuit. The best liability insurance policies extend to include coverage at these events while others may charge an additional fee for each event you attend.
- Foster Home Visits.
Foster parents open their hearts and homes to animals in need of care. The actions of the animals are not covered under their personal homeowner’s insurance policy. To protect your organization from incidents occurring in a foster home, you need to purchase liability insurance. Liability insurance protects you in the event a potential adopter visits the home, injures themselves and files a lawsuit for damages.
- Medical Expense.
Each of the incidents above shares a common factor- the chance for an individual not related to your organization to become injured. Whether they choose to file a lawsuit or not – there are still medical bills that need to be paid. Liability insurance pays medical expense in these instances.
- Adoptions Gone Wrong.
You go to great efforts to place animals with amazing forever homes. Aggression testing, socialization, and adoption applications are necessary parts of this process. Even with these steps, adoptions sometimes go wrong. A dog may bite or show aggression in their new home causing a lawsuit to be filed against your animal rescue. The right liability insurance covers instances like these and pays to defend you and any settlement costs incurred.
These coverages are unique to animal rescues and shelters and require an insurance policy tailored to your specific needs. Contact your insurance agent today to confirm these necessary coverages are present on your policy. If you have additional questions or need more information, contact the team at Animal Welfare Organization Insurance program at 800-673-2558.
November 4, 2016
The most important service an animal shelter or rescue provides their local communities is matching animals with the perfect forever home and family. Sometimes adopting families are not readily available. And sometimes the animals need to be reintroduced to loving home and family. Both of these require time – time to find the perfect family and time for the animal to readjust to a safe and comfortable life. Animal shelters and rescues rely on foster homes to provide the animal in need with the care and environment they need.
It is important for the animal shelter or rescue to recruit caring and loving foster parents capable of providing this care. Where do you start? How do you know they will make amazing foster parents? Use this checklist to select the best foster parents.
What to do
- Require a foster home application.
- Conduct an in-person or over the phone interview.
- Visit the home.
- Require a foster agreement.
- Conduct a background check.
- Conduct a foster parent orientation and training.
Questions to ask
- How long can they commit to fostering?
- How many hours do they spend away from their home daily?
- Where do they live?
- What does their property consist of? Is there a yard? Is there a fence?
- What do they think proper care consists of?
- Are the financially able to provide for the animal?
- How will they handle any potential trips out of town?
- Who lives in their home? What are their ages?
- Do they have any additional animals?
- Do they have knowledge of proper animal care?
- Do they have experience caring for animals?
- Are they willing to allow potential adopters visit their home?
- Why do they want to be a foster parent?
- How will they handle the animal leaving after growing attached?
These are vital questions to gain a better understanding of the potential environment for the animals. You want to match the animal with a home that best suits their needs.
Recruiting great foster parents increases your long-term retention and gives more opportunity to help animals in need.
Accidents happen. Every day nonprofit animal shelter teams work to educate, provide, and raise money for animals in need in their communities and beyond. Directors in charge of these valuable animal rescue organizations know firsthand volunteers are the foundation of a nonprofit’s success. But accidents do happen – to volunteers, visitors, and foster parents. Many animal shelters utilize policies, procedures, and handbooks to minimize the risk of incidents and accidents. Do you have an accident investigation plan ready to implement when “life happens”?
There are a variety of accidents animal shelters and rescues experience during normal daily operations:
- Slip & falls
- Animal scratches
- Animal bites
- Animals knocking down volunteers or visitors
- Scrapes, bruises, and cuts
Each type of accident (sometimes referred to as incidents) requires a unique plan to proactively manage the outcome and take care of the injured parties.
Accident Investigation Plans
Accident investigation plans are too often overlooked as part of the plan to manage accidents. They offer nonprofit animal shelters and rescues a great deal of valuable information. You can identify 3 main items in an accident investigation:
- What and how the accident occurred.
- What critical decisions were made or missed?
- What can you do to prevent in the future?
Taking the time to investigate every accident requires time – but it is time well spent if you prevent future injuries.
Step by Step
- Appoint a lead person to investigate.
Select a neutral individual to lead and conduct the accident investigation. A neutral party has no outside personal ties to any of the parties involved in the accident and is not considered a witness to the accident.
- Provide a briefing.
Provide them with an overview of the accident. What you know happened, where it occurred, who is involved, and what steps are being taken to provide care and treatment.
- Inspect the accident site.
It is important the investigator start by inspecting the accident site. Look for signs of the accident, anything that might have caused the accident, anything that potentially impacted the decision-making process during the accident.
- Conduct interviews.
Have the investigator interview those involved in the accident along with any witnesses. Document facts only and guide interviewees to leave personal opinions out of the discussion.
- Analyze findings.
Review all facts and interview details to gain a 360-degree perspective of the accident. Look for changes and updates your animal shelter can make to prevent future occurrences.
- Make changes.
Implement these changes by updating procedures, policies, and handbooks. Hold a mandatory volunteer training to assure each volunteer has a clear understanding of new expectations. Have each volunteer sign a statement acknowledging they understand the updates.
Documentation is vital in any incident, occurrence or accident. Document complete investigation findings in a final report along with updates and changes implemented. Include a list of all volunteers who participated in the training and include their signed acknowledgment form.
Conducting a comprehensive accident investigation seems daunting and time-consuming. It doesn’t have to be. Create a plan and procedure now on how you will investigate future accidents. Your animal shelter or rescue benefits from a better understanding of how and why decisions are made in critical moments. You can be proactive in making changes to minimize future occurrences and promote a safe volunteer work environment.
October 21, 2016
Introducing a new dog or cat into your animal shelter is a vital yet stressful step in the path to successful adoption. Vital, because it’s the only way to gain a better understanding of the animal’s personality, traits, and behaviors. Stressful, because animals’ behavior is unpredictable – especially when their past leads them to be fearful of people and other animals. If you have volunteers new to the animal welfare world or volunteers who struggle in the initial phases of new animal socialization, now is the time to create an animal socialization plan. An animal socialization plan is a guide for volunteers to better understand animal behaviors. It doesn’t address every possible occurrence – it does provide steps volunteers can take during crucial moments.
- Initial Introduction. Choose experienced volunteers who don’t get nervous in stressful moments for the animal introductions. Cats and dogs have different temperaments and unique methods for successful introductions.
Introduce cats to other cats in an open area with a few hiding spots set up. Make sure the cat you introduce the new cat to is well-behaved. Give the cat time to explore and feel comfortable in the room. Bring the other cat in after the cat is comfortable. Interact and play with this cat to increase your new furry friend’s trust. Cats cannot be rushed to meet and be friends – it takes time and commitment.
Initial dog-to-dog introductions require both dogs to be on a leash that allows freedom of movement. They need to feel like they can explore at their own pace. Keep dogs 10 feet apart and give them a chance to sniff one another without touching.
If any of the animals show signs of aggression, remove the animals from the meetings for the day.
- Assess body language. Body language speaks volumes when analyzing dogs and cats in different situations. Pay attention to their body language to gain an understanding of how they are handling and reacting to the situation. Aggressive or uncomfortable body language to look for includes:
• Hissing or growling
• Raised hair
• Stiff body
• Bare teeth
• Get low (getting ready to attack)
Lunging at one another
In these moments, separate the animals and try again the following day.
- Group introductions. After the dogs or cats successfully interact with others in a one-on-one situation, move them to group introductions.
Add more cats to the first room. Watch to see how the cat reacts. Do they run and hide? Play? Attack? As long as all of the animals are behaving well, watch them for varied lengths of time. Increase the lengths of time daily until they can be trusted 100% of the time with the other cats.
Take dogs into group settings on a leash. Give the dog time to sniff around and then drop the leash, letting them roam freely. Pay attention to their initial reactions and responses to the other dogs. Repeat this daily at increased lengths of time until they can be left on their own.
- Human interaction. Throughout the entire introduction process, keep track of how the animals respond to human interaction, new volunteers, male versus female volunteers. Make note of any potential human socialization dangers.
Your ultimate goal is to adopt the animals to their forever homes. The best way to accomplish that is to properly introduce and socialize all animals with other animals, volunteers, and your shelter setting.
The difference between being almost right and actually right leads to lawsuits every day. It’s no secret that our society continues to resort to lawsuits as a popular method to work out differences and be heard by a larger audience. Over the years, animal welfare organizations received lawsuit papers for multiple types of incidents.
The best animal welfare organizations implement policies and procedures to promote safety, honesty, and proper care of animals in need. When was the last time you reviewed these policies and procedures? Many times organizations utilize a “set it and forget it” approach to policies and procedures. This is risky business for animal welfare organizations.
How often do you need to review?
It depends on the scope of your animal welfare organization’s operations. A few things to consider before you determine how often to review:
- How many volunteers are a part of your team?
- What is your volunteer turnover rate?
- Do you offer any TNR services?
- Do you provide any veterinary services?
It is important to look at your services and what types of compliance you need to be up to date on. If you offer veterinary services, you need to review policies and procedures more frequently. Review policies and procedures at least once every year but more often if volunteer turnover is high and they type of services you provide requires it.
There are 3 important reasons you need to update policies and procedures on a regular basis.
- Prevents incidents and accidents from occurring.
Policies and procedures provide a solid outline of expectations for volunteers. Those expectations address your operations at the time they are drafted and implemented. Your operations change as you grow and increase your volunteer team. It is important to “relook” at the procedures to identify operational changes, efficiency updates, and missing items.
- Provides the solution to the problem.
Strong policies and procedures include solutions to problems that arise – how to reprimand or address non-compliant volunteers. Having this documented lets volunteers know what to expect and gives you a path to address issues and be consistent with all volunteers. Laws change over time – make sure you update regularly to remain in compliance.
- Protection in the event a lawsuit occurs.
No matter how many steps you take to minimize lawsuits – they do happen. Your defense is only as strong as your documentation. Having up to date compliant policies and procedures helps you with that defense.
You understand the importance of keeping policies and procedures up to date. How do you make it happen with an already overloaded busy schedule? Use this 4-step plan to simplify the process.
- Create a policy and procedures panel. Choose 2-3 strong volunteers to lead the project research for you.
- Review changes. Have the volunteers identify any changes made since your last review. Does a policy or procedure exist addressing these changes or new services?
- Review existing policies and procedures. Look for any changes that need made to comply with regulations, improve overall efficiency, and decrease risk.
- Implement. Make the changes to the policies and procedures. Hold a volunteer training with your volunteers reviewing the changes and updates.
Policies and procedures are vital to the daily operations of your animal welfare organization. Make it a point to update them regularly to keep volunteers safe, visitors, safe, and prevent potential incidents and lawsuits.