Our Intake Program is truly the heart of Grey Face Rescue. It’s where every journey begins—bringing senior animals into our care so they can begin a new chapter filled with love, comfort, and dignity.

Our intake process falls into four main categories:

  1. Rescue Transfers

  2. Owner Surrenders

  3. Strays

  4. In-State & Out-of-State Shelter Transfers

We recognize that the intake process can be emotional and overwhelming, especially for those making the difficult decision to surrender a beloved pet. That’s why we approach every situation with compassion, empathy, and understanding—for both the people and the animals involved.

Each intake scenario can be challenging for the animal—new environments, unfamiliar faces, and the stress of transition—but this is exactly why our mission exists: to ensure senior animals are never left behind and always given the second chance they deserve.

TEAM MEMBERS

Bethie Gondeck; Shelter Transfer Coordinator
bethieg@greyfacerescue.org 

Owner Surrender Manager
intake@greyfacerescue.org

Meghan Murphy; Surrender Appointment Coordinator
meghan122208@gmail.com

Dawn Lenzen; Surrender Appointment Coordinator
dlenzen@csbsju.edu

OWNER SURRENDERS

Owner surrenders are accepted to Grey Face Rescue if a foster family is available.

OWNER SURRENDER FORM

There are times when an owner can no longer care for their pet. Our Surrender Form provides information we need in order to determine if we can assist with the re-homing of a dog or cat. Although we would love to help all pets, we need to assess our current foster home availability, among other factors, before making a decision.

Every individual surrendering an animal must sign a statement that ownership of the animal is relinquished to the rescue. In every case, staff must ask the person to complete the form. The Surrender Form also attests to the knowledge of the individual as to whether the animal has bitten a human or other animal within ten (10) days of surrender, per Minnesota State Statutes. 

Rescue staff will make certain that individuals surrendering their pets understand that relinquishment is final and the animal will not be returned to them. Those individuals will not, depending upon the circumstances of relinquishment of the animal, be banned from adopting animals in the future. They will, however, be required to go through the entire adoption process.

We do not offer long-term care for animals (boarding, etc.). We can only LEGALLY keep an animal in our care if it is surrendered to us.

Animals we DO NOT accept into rescue (2024):

  • Animals that have bitten another animal or person under any circumstance.

  • Dogs that are not friendly with other dogs.

  • Cats that do not use the litter box.

  • Pit Bulls in shelters outside of Minnesota.

Application questions that qualify as an automatic denial to our program.

Has this animal ever: If any of the answers have been chosen, including unknown besides ‘None of these’.

Would you recommend the dog live with other dogs in the future? If the answer is no.

Does the dog have any problems in the following areas (pick all that apply). Snaps, Bites, Growls or Lunges.

Dog Owner Surrender Process

Below is the step-by-step process for handling dog surrender applications at Grey Face Rescue. Please follow each step carefully to ensure a smooth, professional, and compassionate intake experience.

1. Receive and Review the Surrender Form

  • Applicant completes the Dog Surrender Form.

  • Review the application thoroughly, paying close attention to the dog’s age, medical condition, and behavioral history.

2. Determine Eligibility

If Approved for Intake:

  • Send the email template: DOG INTAKE: Intro Email.

If Denied (Due to Aggression or Ineligibility):

  • Send the email template: DOG INTAKE: Denial Letter (Aggression).

3. Initial Assessment for Foster Placement

If the dog appears to be a good candidate (no history of aggression toward people or other animals):

  • Send the email template: DOG INTAKE: Seeking Foster.

  • This email requests:

    • Clear photos

    • Additional information (copy/paste into the attachment with the photos)

If the dog has shown aggressive behavior:

  • Send the email template: DOG INTAKE: Denial Letter (Aggression).

4. Foster Search

  • Post the dog’s info in the Facebook Army Group and email the opportunity to approved fosters.

  • Continue seeking a foster for up to 14 days.

If a foster is not found within 2 weeks:

  • Send the email template: DOG INTAKE: Can’t Find Foster.

  • At this point, you may:

    • Continue seeking a foster

    • Request updated photos and more information to make the dog more appealing

    • Repost the opportunity

    • OR remove the dog from the intake pipeline and close the surrender application

5. Foster Secured

Once a foster is found:

  • Update any social media posts accordingly

  • Notify the surrendering owner using the template: DOG INTAKE: Contract, Fee, Records

6. Collect Surrender Fee

  • The standard surrender fee is $150.

  • Send a PayPal invoice.

  • We do not accept check or cash in person on the day of surrender.

  • If the owner prefers to mail a check:

    • Send to: PO BOX 7072, St. Cloud, MN 56302

    • The check must be received and deposited before the surrender appointment.

7. Administrative Setup

  • Update the animal's profile using the DOG TEMPLATE:

    • Status: Intake

    • Name, breed, age, and all relevant details

  • Upload:

    • Veterinary records

    • Photos

    • Surrender form and additional documentation

  • Link the surrender application to the animal’s profile

8. Update Master Spreadsheet

  • Include all relevant information:

    • Foster details

    • Veterinary care

    • Medications

    • Any known background or behavior info

  • The more details, the better—please document everything thoroughly.

9. Schedule Surrender Appointment

Once the fee is paid and vet records are received:

  • Send the template: DOG INTAKE: Surrender Appointment Scheduled, including the date, time, and location of the appointment.

  • Share all necessary details with the volunteers facilitating the appointment to ensure a smooth transition.

10. Inform the Foster Family

  • Send the email template: "Intake Email for Foster Families" to the assigned foster.

  • Be sure to include:

    • Date and time of the surrender appointment

    • Any important notes about the dog (medical needs, behavior, etc.)

  • CC the intake volunteer who will be facilitating the appointment to keep everyone aligned.

SURRENDER FEE

Surrenders are expected to pay the fee prior to the surrender appointment, no exceptions. Any surrenders unable to pay the fee must be approved by the Executive Director.

DOGS

$150 Surrender Fee

If a dog is formerly from Grey Face Rescue, we will waive the fee. 

CATS

$75 Surrender Fee

If a cat is formerly from Grey Face Rescue, we will waive the fee. 

Surrender fees are important to our organization. It assist with the needs of senior animals especially those whom have not received the proper veterinary care since birth.

These fees MUST be paid via invoice PRIOR to the appointment. We will not accept any payments the day of. If a surrendering family chooses to pay check, it must be sent and received prior to their surrender appointment.

INTAKE APPT EMAIL FOR FOSTER

Hello Fosters,

We’re excited to welcome you to the next step in your foster journey! Below are important details regarding your upcoming appointment to pick up your foster animal.

📍 Pick-Up Location

Grey Face Rescue Office
30593 Pearl Drive, Suite 1
St. Joseph, MN 56374
Look for our logo on a small sign in the window — we’re located in an office building.

What to Expect During Intake

The intake process can be stressful for both the animals and the people involved, so we strive to maintain a calm and quiet environment to help your foster feel safe and supported.

Please follow these important guidelines:

  • Do NOT bring resident animals. This adds unnecessary stress for the incoming foster.

  • Do NOT bring small children. Intake can be overwhelming, and loud or fast movement may trigger unwanted behavior (nipping, growling, lunging, etc.).

  • Show compassion. If you meet the surrendering family, please remember that surrendering a pet is an emotional and difficult decision. Always treat families with kindness, empathy, and zero judgment.

Before You Leave with Your Foster

Prior to pick-up, your foster will receive:

  • A wellness exam

  • Microchip

  • Heartworm test

  • Preventatives (flea/tick + heartworm)

  • Basic supplies prepared by our team

Please review the appropriate Rescue Resource Guide before your appointment:

  • Dog Fosters Rescue Resource

These guides are filled with valuable info for first-time and returning fosters, including tips on transitioning your foster home and how to handle common behaviors.

Be sure to read “The First Day” chapter to set your foster up for success from the very beginning.

Need Supplies or Vet Support?

Use the Dog Foster Request Form (linked in the resource guides) to:

  • Request additional supplies

  • Report veterinary concerns

  • Ask foster-related questions

Scheduling Veterinary Appointments

After your foster has settled in, our veterinary team will reach out to schedule a clinic visit (if needed). You’ll be sent the next available appointment time. If that doesn’t work for you, simply reply with your availability and we’ll do our best to accommodate.

Thank you so much for opening your heart and home to a senior animal in need. We’re so grateful for your support and look forward to helping your foster find their forever home!

With gratitude,
The Grey Face Rescue Team

Surrender Contract

Surrendering families are required to fill out/sign our surrender agreement prior to surrender appointment.

PERSONAL PROPERTY + MEDICATION

Any toys, blankets, collars, etc. that are brought in with the animal become the personal property of the animal. If any of the items smell of smoke, urine or severely worn, please dispose of the items.

If the animal is currently on medication, the surrender is responsible for providing 30-days of medication at the time of surrender. The medication should be in the original container.

SHELTER TRANSFERS

Our Intake Team partners with multiple shelters to pull senior animals at risk of euthanasia.

Oftentimes, these animals are either emailed to us or found posted on Facebook pages. Below are Facebook pages that post animals in need that we are APPROVED through. Please note, we are not always approved and there is an application process.

If it is a shelter transfer, the foster must be willing to bring the animal to the next intake day, if not fully vaccinated and altered. Veterinary records should be requested prior to transfer and not the responsibility of the foster.

Shelters DO NOT need to fill out the surrender form.

MN Cats Needing Rescue
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STRAYS

We do not often receive strays into rescue, however, when we do we have a specific protocol to follow.

If a stray is found in Benton or Stearns County, they must contact Animal Control at 320-650-3164.

If we happen to have a foster home open for a stray animal in need, we will begin to search for the animal’s owners by looking for a microchip, contacting local animal control, Tri-County Humane Society and local veterinary clinics. Rescue staff and designated volunteers notify at least two media sources for each stray animal. They also cross-check the Lost and Found forms at the rescue. Animals without identification are held for seven (7) days to give owners time to reclaim their animals. Every effort is made to find the owner during this time. On the 7th day, the animal is the property of Grey Face Rescue and Owner’s must go through the adoption process to reclaim the dog.

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INTAKE DAYS & SURRENDER APPOINTMENTS

Owner surrender animals must come to Grey Face Rescue on an intake day.

For those Grey Face Rescue representatives assisting with a surrender appointment, here is a guide to navigate that appointment, questions to ask and expectations for you and the surrendering family.

CHOOSING THE ANIMALS WE'RE GOING TO BE RESCUING

- Review the animals we currently have available for adoption. Do we have an abundance of large breed dogs? Dogs that are unable to be with other dogs? As of right now, we have many large breed dogs continuing to look for their forever home (TeeDee nearly two years in October). With that, we should avoid committing to large breed dogs until we can find homes for the dogs in rescue. Smaller breed dogs get adopted quicker - that's always been the case for Grey Face.

- Evaluating their veterinary needs. Even with shelters, we can request the veterinary records PRIOR to committing to ensure we have the resources to tag that animal. We are a reputable rescue with a reputation of adopting great senior dogs. We want to keep this reputation and if a shelter wants to partner with us they must respect that. We are helping them, they are not helping us as we have a lengthy list of owner surrenders we can turn to instead of tagging animals from their shelter. We can also accept owner surrenders that are willing to fully vaccinate their dogs without an investment from us.

CHOOSING A FOSTER FOR THE ANIMALS WE'RE RESCUING

- We have to avoid the mentality that if a foster offers to foster they instantly get the dog without evaluating IF that is the best home for the dog. This will avoid us needing to move dogs or cats around.

- Research the breed prior to placement. For example an Austrailian Shepherd has characteristics that are cautious, energetic, obedient, loyal and protective. We should seek out a foster home that is willing to provide exercise; daily walks, fetch, appropriate play. Often our fosters will offer to foster based on their heart (especially if it's a sad story) but it's our job to determine if the animal is going to thrive in the home and if the foster is prepared to fulfill the needs of the animal's breed. It's ok to share the breed's characteristics and background with the foster to ensure they believe it's a good fit for their home. They may not be knowledgeable of that specific breed.

- Review with our Foster Team to ensure they are a good candidate. Although the home may be a great fit, the foster may not be. Stephanie works very closely with the foster families and will know if they have the capabilities to foster that specific dog.

THE FIRST DAYS IN THE rescue

- I believe our intake team should stay involved while the dog transitions into the home. Your input on why you chose that dog for that foster home will help validate any concerns they may have. For example, if a foster is second guessing their commitment, it's great to validate the foster by explaining why you felt their home was the perfect choice for that dog (we feel you have a quiet home that would be a good match for Sandy because she is so stressed). This is a great opportunity to do a "hand-off" to the Foster Manager.