Our Intake Program is the heart of our organization, serving as the first step in giving senior animals a second chance. This program is how we welcome dogs into our care, and every intake represents our ongoing commitment to compassion, responsibility, and thoughtful placement.
The Intake Program is divided into four key categories:
Rescue Transfers
Animals transferred from partner rescue organizations who align with our mission and standards of care.Owner Surrenders
When a pet owner is no longer able to care for their dog, we step in to help rehome them—provided we have the necessary resources and foster availability.Strays
In rare cases, we assist with stray dogs. These intakes follow a strict legal protocol to ensure the rightful owner has the opportunity to reclaim their pet.In-State & Out-of-State Shelter Transfers
We collaborate with both Minnesota shelters and approved out-of-state shelters to accept senior dogs into our program—prioritizing those with the greatest need and aligning intake decisions with our current foster capacity and medical resources.
This guide outlines the steps, policies, and expectations for processing owner surrenders, evaluating incoming animals, assigning fosters, and managing special cases like strays. Please review each section carefully to ensure a consistent and compassionate intake experience.
TEAM MEMBERS
Bethie Gondeck; Shelter Transfer Coordinator
intake@greyfacerescue.org
Katherine Soller; Owner Surrender Manager
ownersurrender@greyfacerescue.org
Meghan Murphy; Surrender Appointment Coordinator
meghan122208@gmail.com
Dawn Lenzen; Surrender Appointment Coordinator
dlenzen@csbsju.edu
If you don’t have access to any of the files/links below, ask your Manager.
OWNER SURRENDERS
Grey Face Rescue accepts owner surrenders only if a foster home is available. Due to limited resources, we cannot guarantee intake for every request.
Surrender Process:
Surrender Form: Required for all owner surrenders. This form gathers critical information about the pet and helps assess foster availability.
Legal Relinquishment: Owners must sign a statement legally transferring ownership to Grey Face Rescue.
Final Decision: Once an animal is surrendered, the decision is final. The pet will not be returned to the previous owner under any circumstances.
Future Adoptions: Former owners may still adopt in the future, provided they complete the full adoption process.
Legal Note:
Per Minnesota State Statutes, the surrender form must disclose whether the pet has bitten a human or another animal within 10 days prior to surrender.
Important Limitations:
Grey Face Rescue does not accept the following animals:
Pets that have bitten another animal or human at any time.
Dogs that are not friendly with other dogs.
Cats that do not use the litter box.
Pit Bulls coming from shelters outside Minnesota.
Any animal with concerning behavioral issues, as indicated on the surrender application:
"Has this animal ever..." (if any answer other than "None of these" is selected).
“Would you recommend the dog live with other dogs?” (If the answer is No).
If any of the following behaviors are selected: Snaps, Bites, Growls, or Lunges.
Additional Notes:
Grey Face Rescue does not offer boarding or long-term care. Animals can only be accepted to a foster home after legal surrender.
Dog Owner Surrender Process
SURRENDER FEE
Standard surrender fee is $100, paid prior to the surrender appointment.
Waived fee for dogs previously adopted from Grey Face Rescue.
Payment must be processed via PayPal. Checks (no cash) may be mailed to:
PO BOX 7072, St. Cloud, MN 56302
(Must be received and deposited before appointment.)
Resources:
INTAKE APPT EMAIL FOR FOSTER
Email template for foster families prior to intake appointment.
Surrender Contract
Surrendering families are required to fill out/sign our surrender agreement prior to surrender appointment.
PERSONAL PROPERTY
Any items brought with the dog (toys, blankets, collars, etc.) become the dog’s property and stay with them throughout foster and adoption.
VACCINATION INFORMATION
Vet records must be received before intake appointment.
Accepted formats: PDFs or sent directly from the vet clinic. No screenshots, photos, or reminders.
If no records are provided, the dog will follow Grey Face’s standard vet protocol.
MEDICATIONS
If the dog is currently on any medications, the surrendering party must provide 30 days of medication at the time of intake.
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
Though rare, strays must follow a strict legal process:
If stray is found in Benton or Stearns County:
Contact Animal Control at: 320-650-3164
If we have an open foster and take in the stray:
Search for the owner by:
Scanning for microchip
Contacting:
Local animal control
Tri-County Humane Society
Local veterinary clinics
Posting to at least two media outlets
Checking Grey Face Rescue’s Lost and Found Forms
Holding Period: 7 days (if no ID)
If not claimed within 7 days, the animal becomes property of Grey Face Rescue
Original owners must go through the adoption process to reclaim the dog
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INTAKE DAYS & SURRENDER APPOINTMENTS
All owner surrenders must arrive on an official intake day.
The surrender team should be prepared with:
Intake checklist
Contract and fee confirmation
Confirmation of vet records and meds
A welcoming and informative approach for the family
Foster folder ready for foster family
CHOOSING THE ANIMALS WE'RE GOING TO BE RESCUING
Strategic Considerations:
Review current rescue capacity. Avoid taking in large breed dogs if we’re at capacity or already struggling with long-term placements.
Smaller breeds are generally adopted faster and may take priority depending on current needs.
Always evaluate vet needs BEFORE accepting, especially for shelter dogs. Request records in advance to assess cost and care feasibility.
Shelters are partners, but we must maintain our standards and reputation. We are not obligated to take any dog that doesn’t align with our resources or mission.
CHOOSING A FOSTER FOR THE ANIMALS WE'RE RESCUING
Key Principles:
Do not assign based solely on availability or enthusiasm. The best fit is more important than the quickest match.
Research the breed and share traits with potential fosters. Ensure they’re equipped to meet those needs.
Example: Australian Shepherds need daily exercise and stimulation.
Fosters often offer from the heart; it’s our responsibility to ensure compatibility and readiness.
Pre-placement Checks:
Confirm with the Foster Team to validate the foster’s current capacity, experience, and suitability.
Transparency and education are essential—help the foster understand why you believe they’re a good match.
THE FIRST DAYS IN THE rescue
Intake Team stays involved through the transition phase.
If the foster expresses hesitation or uncertainty, reinforce their choice by reminding them why the placement was made.
“We felt your quiet home would be a perfect match for Sandy since she’s been so stressed in loud environments.”
This is a good time to hand off communication to the Foster Manager with a warm and supportive message.