Standard Operating Procedures

1.1 Universal Contact Protocol

To ensure streamlined communication and rapid response times, any and all operational, medical, or administrative escalations must be directed exclusively through the following official channels:

• By Phone / Text Message: 347-850-2287

• By Email: team@tnrutopia.org

1.2  Level 1: Routine Operational & Behavioral Support

For non-urgent inquiries, routine behavioral advice, scheduling of standard preventative care (e.g., booster vaccines), or requests for standard supplies, fosters and volunteers shall utilize the universal contact protocol. Responses for Level 1 inquiries are typically provided within 24 to 48 hours.

1.3 Level 2: Urgent Medical Escalation & Veterinary Authorization

TNR Utopia requires explicit administrative authorization prior to seeking external veterinary care, except in extreme, immediate life-or-death scenarios where a delay would result in the animal's demise. For any situation meeting the criteria of acute trauma, severe illness, or significant physical distress, fosters must immediately escalate the issue using the universal contact protocol (phone call or text message is highly recommended for immediate medical triage). Only designated administration (Louis Lotito or Michelle Haverkamp) can authorize emergency veterinary visits and approve the associated financial expenditures.

1.4 Level 3: Administrative & Capacity Exceptions

Strict adherence to the individualized housing capacity limits and adoption protocols is legally mandated. Fosters or volunteers seeking an exception to standard operating procedures (such as capacity limit overrides or variations to the "Power of Two" adoption mandate) must escalate the request using the universal contact protocol. Any operational exception must be reviewed and explicitly approved in writing by administration prior to the movement or placement of any feline.

2.1 Emergency Visual Triage (2-Hour Mandate)

Upon admission into the TNR Utopia rescue network, every feline must receive a baseline visual assessment within two (2) hours of intake. The strict purpose of this initial scan is to identify any acute trauma, life-threatening medical emergencies, signs of severe physical distress, or obvious symptoms of highly contagious infectious diseases. Felines demonstrating any of these critical conditions must be immediately isolated and routed for emergency veterinary evaluation in accordance with Emergency Vet Care & Pain Management protocols in this SOP.

2.2 Comprehensive Intake Examination (24-Hour Mandate)

Within twenty-four (24) hours of initial intake, a comprehensive physical and behavioral evaluation must be completed and formally documented in the rescue's operating database. This examination must include, but is not limited to:

• Recording the feline's estimated age, sex, current weight, and overall body condition score.

• Visual screening for the presence of external parasites (fleas, ticks, ear mites) and dermatological abnormalities (e.g., ringworm).

• TNR Exception: For feral or highly fractious community cats admitted in humane traps, this comprehensive examination shall be deferred and conducted concurrently with sterilization surgery while the animal is under anesthesia to ensure humane, low-stress handling.

2.3 Mandatory Microchip Scanning & Community Cat Exemptions

To ensure compliance with state lost-and-found regulations, felines admitted to the rescue must be thoroughly scanned for an existing microchip at the time of intake using a universal scanner. This mandate is subject to the following strict operational exemptions and third-party facility realities for the Trap-Neuter-Return program:

• Field Identification of Ear-Tipped Cats: Whenever possible, felines trapped and admitted with a visibly healed left ear-tip are visually confirmed as previously altered community cats in the field. These felines are strictly exempt from intake processing and microchip scanning, and shall be promptly returned to their original outdoor colony location without further intervention.

• Third-Party Surgical Protocols (ASPCA Mandate): TNR Utopia utilizes third-party high-volume spay/neuter clinics (e.g., the ASPCA) for surgical services. Felines transported to these external facilities in humane traps are subject entirely to the independent operational and surgical policies of the attending clinic. The ASPCA strictly mandates that all felines presented in humane traps automatically and immediately undergo surgical sterilization and receive a left ear-tip while under anesthesia. TNR Utopia formally notes that this is an external clinic requirement, not an internal rescue policy. Consequently, the ASPCA will perform these procedures immediately upon intake, bypassing any mandated stray-hold period, even if the feline is subsequently discovered by the clinic to possess a registered microchip.

• The Legal Stray-Hold (Internal Operations): For all other felines processed directly by TNR Utopia (e.g., companion cats admitted in carriers), if a microchip is detected, personnel must document the 15-digit identifier and immediately initiate a trace through the registry to locate the owner. Routine surgical alteration and foster placement must be placed on an administrative hold until the legally mandated stray-hold period is satisfied. Under New York State law, the hold period for a microchipped feline is a minimum of seven (7) to nine (9) days following official notification attempts to the registered owner.

• Resolution: Spay/neuter procedures under TNR Utopia's direct authorization may only proceed on a microchipped feline if the registered owner explicitly signs a surgical consent/surrender form, OR if the 7-to-9-day legal stray hold expires without the owner reclaiming the animal, legally transferring custody to the rescue.

3.1 Unique Identifier Assignment

To ensure strict compliance with state tracking and transparency mandates, every feline physically admitted into the TNR Utopia rescue network must be immediately registered in the central operating database.

• Mandate: At the time of intake triage, each feline shall be assigned a unique, permanent alphanumeric identifier. This ID number must be linked to the feline across all medical records, foster agreements, and adoption/disposition paperwork for the duration of the animal's life within the rescue system.

• TNR Tracking: Feral or community cats processed strictly for Trap-Neuter-Return are also subject to this mandate and must be logged with a unique identifier detailing their colony location, trap date, and return date.

3.2 Comprehensive Animal Records

TNR Utopia administration and designated fosters must maintain accurate, up-to-date, and comprehensive records for every feline in the rescue's custody. These records must be readily available for review by New York State Department of Agriculture and Markets inspectors upon request.

• Required Documentation: Records linked to the feline's unique identifier must include:

  1. Origin details (e.g., surrender, stray intake, or specific colony location).

  2. All veterinary records, including vaccination dates, deworming, spay/neuter certificates, and medical treatments.

  3. Final disposition (e.g., adoption contract, transfer partner receipt, return-to-field location, or euthanasia authorization).

3.3 Record Retention Mandate (§423.3) 

To satisfy state audit and transparency requirements, TNR Utopia strictly enforces the following archiving protocols:

• Retention Period: All comprehensive animal records—including intake documentation, behavioral histories, medical logs, and final disposition paperwork—must be securely retained for a minimum of two (2) yearsfollowing the date the feline officially leaves the custody of TNR Utopia (via adoption, transfer, return-to-field, or euthanasia).

• State Availability: During this mandatory two-year retention period, all archived records must be maintained in a centralized format that can be easily accessed, reviewed, and produced upon the request of any authorized New York State Department of Agriculture and Markets inspector.

4.1 Mandatory Foster Intake Quarantine

To strictly prevent the introduction and transmission of infectious diseases (e.g., Panleukopenia, upper respiratory infections, ringworm) and parasites into the resident pet population, all new feline intakes must undergo a mandatory, strict fourteen (14) day quarantine.

• During this 14-day isolation period, the foster feline(s) must be housed in a separate, enclosed room or designated quarantine space with zero physical contact with the foster provider’s resident animals or previously established foster cohorts.

4.2 Primary Disinfectant & Chemical Standards 

TNR Utopia mandates specific chemical disinfectants based on the environment and the equipment being sanitized. To ensure efficacy, all organic matter (feces, food, dirt) must be physically removed prior to the application of any chemical disinfectant.

• Indoor Environments & Surfaces: For indoor foster spaces, hard surfaces, and indoor equipment, Accelerated Hydrogen Peroxide (Rescue™) is the exclusively approved primary disinfectant. It must be prepared at a 1:16 or 1:32 dilution ratio and allowed to sit for the manufacturer-mandated contact time before wiping.

• Outdoor/Field Equipment (Traps & Crates): For humane traps, transport crates, and other field-related equipment washed outdoors, a standard 1:32 bleach solution (one half cup of bleach per gallon of water) is mandated to ensure broad-spectrum environmental decontamination.

4.3 Fomite Control (Bedding & Litter Boxes)

Shared objects (fomites) are the primary vector for disease transmission between cats. The following sanitation protocols are mandatory between different cats or litters:

• Litter Boxes & Food Bowls: Litter boxes and feeding equipment must be treated as potential infectious fomites. Before they can be reassigned to a different cat or litter, they must undergo a strict two-step decontamination process:

  1. Complete mechanical cleaning using standard soap and hot water to scrub away all organic matter and biofilm.

  2. Chemical sanitation using the approved indoor disinfectant (Rescue™) or bleach solution.

• Laundry & Bedding: All soiled foster bedding, towels, and fabric crate liners must be washed separately from household laundry. Bedding must be washed in hot water with bleach, strictly utilizing the "sanitize" setting on the washing machine whenever available.

5.1 Emergency Medical Stabilization & Pain Management

In the event of acute trauma, severe illness, or signs of significant physical distress, felines under the care of TNR Utopia must receive immediate veterinary evaluation. The administration of analgesics or emergency stabilization treatments shall be directed exclusively by a licensed veterinarian to ensure the humane management of the animal's pain while a comprehensive medical assessment is completed.

5.2 Medically Mandated Euthanasia

Euthanasia is strictly reserved as a final, compassionate medical intervention. It shall only be authorized in cases of terminal suffering, irremediable physical trauma, or severe, unmanageable medical decline where the animal's quality of life is fundamentally compromised and cannot be restored.

• Veterinary Requirement: The medical necessity for euthanasia must be determined, and the procedure itself performed exclusively, by a licensed veterinarian in a clinical setting.

5.3 Capacity-Based Euthanasia

TNR Utopia operates strictly as a limited-admission, foster-based rescue. Animal intake is carefully managed and restricted based entirely on the availability of approved foster housing. Under no circumstances shall euthanasia be utilized as a mechanism for population control, space management, or resource limitation. Euthanasia for space or duration of stay is explicitly forbidden.

6.1 Core Vaccination Protocol (FVRCP)

To establish baseline immunity against Feline Viral Rhinotracheitis, Calicivirus, and Panleukopenia, TNR Utopia strictly adheres to standard shelter medicine protocols. All companion/friendly felines must receive the core FVRCP vaccine immediately upon intake, including those presenting with mild to moderate illness (e.g., routine upper respiratory infections). There is no minimum weight requirement for the administration of the FVRCP vaccine.

• Medical Exemption: The only permissible exception to immediate intake vaccination is if the feline meets the criteria for emergency medical stabilization outlined in the Emergency Vet Care & Pain Management protocols of this SOP (e.g., acute trauma, life-threatening illness, or severe physical distress).

• Pediatric Protocol (Under 16 Weeks): Kittens shall receive their initial FVRCP vaccine starting at four (4) weeks of age. Subsequent booster doses must be administered at intervals of three (3) to four (4) weeks until the kitten reaches a minimum of 16 to 20 weeks of age.

• Adult/Unknown History Protocol (16 Weeks and Older): Felines admitted at 16 weeks of age or older with an unknown or undocumented vaccination history shall receive an initial FVRCP vaccine upon intake, followed by a second booster dose administered three (3) to four (4) weeks later to establish primary immunity.

6.2 Internal Parasite Control (Deworming)

Routine prophylactic treatment for gastrointestinal nematodes (roundworms and hookworms) is mandatory for all felines admitted to the foster network.

• Medication & Dosage: Pyrantel Pamoate (Strongid) suspension (50 mg/mL) shall be administered orally at a standardized dosage of 0.1 mL per pound of body weight.

• Administration Schedule: Deworming protocols commence at four (4) weeks of age. All felines must receive a minimum of two (2) doses, administered two (2) to three (3) weeks apart.

6.3 External Parasite Control (Fleas, Ticks, Ear Mites)

The prevention and eradication of external parasites is critical to prevent anemia and facility-wide infestations. Treatment protocols are strictly dictated by the age and weight of the feline:

• Primary Preventative (Revolution® Plus): Felines that meet the manufacturer's safety thresholds—specifically, a minimum age of eight (8) weeks AND a minimum weight of 2.8 pounds—shall receive a topical application of Revolution Plus to provide comprehensive protection against fleas, ticks, ear mites, and selected internal parasites.

• Pediatric & Underweight Protocol (Under 8 weeks OR Under 2.8 lbs): Felines that are too young or underweight for topical selamectin/sarolaner treatments require a two-step mechanical and oral intervention:

  1. Surfactant Bathing: Kittens heavily infested with live fleas shall be bathed using original formulation blue Dawn dish detergent. This acts as a safe, non-toxic surfactant to break the surface tension and immediately eradicate live adult fleas without utilizing harsh neurotoxic dips.

  2. Oral Nitenpyram (Capstar): Following the bath, kittens may be administered oral nitenpyram (Capstar) for rapid systemic knockdown of remaining fleas. Depending on the exact weight of the pediatric patient, a tailored dose of 0.5 to 1 tablet shall be administered.

6.4 Medication Administration & Drug Logs Regulatory Reference: New York State AGM Article 26-C, §429.2

To ensure continuity of care, prevent accidental overdosing, and maintain strict compliance with state veterinary tracking mandates, all foster providers must accurately document the administration of any medical treatments.

• Logging Mandate: Fosters are strictly required to maintain a formal "Medication Administration Log" (digital or physical) for every feline actively receiving prescribed treatments, parasite control, or preventative medications.

• Required Documentation: For every individual dose administered, the log must explicitly record:

  1. The date.

  2. The time of administration.

  3. The name of the medication.

  4. The exact dosage amount given.

  5. The name of the individual who administered the dose.

• Record Integration: Upon the completion of the prescribed treatment regimen, or when the feline is officially transferred or adopted, this completed log must be submitted to TNR Utopia administration to be permanently attached to the feline's central medical record.

7.1 Feline Leukemia (FeLV) and Feline Immunodeficiency Virus (FIV) Testing

Baseline Routine screening for FeLV and FIV is conducted at the time of spay/neuter surgery. Testing protocols are dictated by the feline's temperament and intake method:

• Companion/Friendly Felines: All friendly cats and kittens admitted and transported in standard carriers are subject to routine FeLV/FIV testing at the time of sterilization.

• Community/Feral Felines (TNR): Healthy feral cats admitted in humane traps are strictly exempt from routine FeLV/FIV screening. Testing for trapped community cats shall only be performed if explicitly recommended by a consulting veterinarian based on symptomatic presentation or compromised physical condition.

7.2 Management of Positive Diagnoses

TNR Utopia explicitly forbids the euthanasia of any feline solely on the basis of a positive FIV or FeLV diagnosis.

• Felines testing positive for either retrovirus shall remain in the rescue's care and proceed through the standard foster-to-adoption workflow.

• Complete medical transparency is mandatory. Adopters must be fully briefed on the diagnosis, prognosis, and necessary lifestyle management prior to the execution of any adoption contract.

7.3 Isolation and Cohorting of Positive Felines

To prevent the transmission of infectious diseases within the rescue network, strict housing boundaries must be maintained within all foster homes:

• Any feline diagnosed with FIV or FeLV must be strictly isolated from negative or untested feline populations.

• Cohorting is permissible only among felines sharing the exact same diagnosis. FIV-positive cats may be housed together, and FeLV-positive cats may be housed together, provided they demonstrate behavioral compatibility.

8.1 Minimum Age and Weight Baselines

In accordance with standard veterinary practices, TNR Utopia adheres to the "2 and 2" baseline for pediatric spay/neuter procedures. Healthy kittens must reach a minimum age of two (2) months (8 weeks) and a minimum weight of two (2.0) pounds before being cleared for sterilization surgery.

8.2 Trap-Neuter-Return (TNR) & Surgical Identification 

To ensure the immediate visual identification of altered felines and prevent unnecessary future trapping or surgical exploration, the following protocols are strictly enforced:

• Community/Feral Cats: All community cats admitted through the TNR program via humane traps must receive a mandatory 3/8-inch straight-line amputation of the tip of the left ear (left ear-tip) while under anesthesia.

• Surgical Tattooing: All felines moving through the TNR Utopia program, regardless of sex or temperament (friendly or feral), shall receive a small, green linear tattoo on the abdomen (belly) at the time of spay/neuter. 

8.3 Pre-Adoption Alteration Mandate

TNR Utopia enforces a strict 100% spay/neuter policy for all cats transitioning to permanent homes. No feline, regardless of age or breed, shall be finalized for adoption unless they have been surgically altered.

• Medical Exemptions: The sole exception to this mandate is an explicit, documented medical contraindication (e.g., severe congenital heart defect, active life-threatening illness). Any such exemption must be formally documented, justified in writing, and signed directly by a licensed consulting veterinarian prior to adoption finalization.

9.1 "The Power of Two" Kitten Adoption Mandate

To ensure proper behavioral socialization, promote healthy psychological development, and prevent single-kitten syndrome, TNR Utopia strictly enforces "The Power of Two" placement policy.

• Requirement: All kittens under six (6) months of age must be adopted in pairs.

• Exception: The sole exception to this mandate is if the approved adopter already has a friendly, established resident cat in the home to serve as a companion. No kitten under six months of age shall be placed as a solo feline.

9.2 Individualized Foster Housing Capacity Limits

To ensure the health and safety of both foster animals and resident pets, prevent overcrowding, and strictly comply with state housing standards, TNR Utopia enforces individualized capacity limits for all approved foster homes.

• Annual Assessment: Maximum housing capacity and approved foster types (e.g., neonates, weaning kittens, adult felines, medical cases) are established on an individual, home-by-home basis.

• Foster Agreement Mandate: These individualized limits are formally documented and agreed upon in the annual Foster Care Provider Agreement, which is reviewed and executed by the foster provider each January. No foster home shall exceed the specific maximum capacity limit declared and approved within their current annual agreement without explicit written authorization from TNR Utopia administration.

10.1 Behavioral History Assessment

State regulations mandate that rescues document the behavioral baseline of animals in their care to ensure safe handling and appropriate placement.

• Intake Documentation: Within the first 48 hours of a feline entering a foster home, the foster provider must submit a baseline behavioral history to TNR Utopia administration. This history must note the feline's observed temperament, litterbox habits, known socialization level, and any demonstrated fears or aversions.

10.2 Daily Enrichment & Socialization Mandate

In accordance with state regulations for the psychological well-being of sheltered companion animals, TNR Utopia requires all foster providers to ensure safe, daily enrichment for the felines in their care.

• Companion Cats: In addition to standard feeding and sanitation routines, fosters must provide daily positive social interactions (e.g., gentle petting, interactive play, and vocal engagement) and environmental enrichment (e.g., scratching posts, toys, and safe hiding spaces).

• Feral/Community Cats: For fractious or feral felines recovering from TNR surgery, enrichment consists strictly of minimizing stress. Fosters must provide a quiet, low-traffic environment with covered traps or designated hiding areas. Forced socialization or handling of feral felines is strictly prohibited, as it constitutes a severe psychological stressor.

11.3 Routine Physical Care & Grooming Regulatory Reference: New York State AGM Article 26-C, §429.14

While felines are generally self-grooming, TNR Utopia requires all foster providers to routinely monitor the physical condition of the animals in their care to prevent neglect, discomfort, or hygiene-related health complications.

• Routine Assessment: During daily enrichment and feeding, fosters must visually assess felines for severe coat matting, overgrown claws, and fecal or urine contamination (particularly in kittens or animals with mobility issues).

• Intervention Mandate: If a feline is unable to maintain its own coat, the foster must provide humane grooming assistance (e.g., gentle brushing, nail trimming, or sanitary wipes). If a cat presents with severe, painful matting that cannot be safely brushed, the issue must be escalated to administration for professional or veterinary grooming.

• Feral Exemption: Feral or fractious community cats are exempt from forced, awake grooming. Any necessary grooming for community cats (e.g., shaving severe mats) must be performed under sedation during their TNR spay/neuter surgery.

11.1 Human Safety & Incident Reporting (Bites and Scratches)

The physical safety of TNR Utopia volunteers, fosters, and the public is paramount. Due to the zoonotic risks associated with animal bites (e.g., rabies, Bartonella), all incidents involving broken skin must be addressed immediately.

• Immediate First Aid: Any volunteer or foster who is bitten or significantly scratched by a feline must immediately wash the wound with warm water and antibacterial soap for a minimum of five (5) minutes, followed by the application of a topical antiseptic.

• Mandatory Reporting: All bite incidents that break the skin, as well as severe scratches, must be immediately reported to TNR Utopia Administration by phone/text message to 347-850-2287 or by email to team@tnrutopia.org.

• Quarantine & Documentation: The feline involved must be safely secured and placed on an immediate administrative hold. Administration will formally document the incident and determine if a mandatory 10-day rabies observation quarantine is legally required based on the animal's vaccination history and origin.

11.2 Humane Handling & Restraint

TNR Utopia mandates low-stress, humane handling techniques for all felines in our care.

• Permitted Techniques: Volunteers and fosters shall utilize approved restraint methods, including towel wrapping (the "purrito" method), humane transfer cages, or squeeze traps when handling fearful or fractious cats.

• Prohibitions: Physical force, scruffing (unless medically necessary for immediate stabilization), or aggressive handling as a form of behavioral correction is strictly forbidden. Fearful or aggressive community cats must never be forced into unnecessary physical interaction.

11.3 Feline Transportation Standards

To prevent escapes, injuries, vehicular accidents, and temperature-related distress, strict transportation protocols are enforced for all felines moving through the rescue network.

• Containment: Felines must never be transported loose inside a vehicle. All companion cats must be secured within a hard-sided or structurally sound soft-sided carrier. All feral or community cats must be transported exclusively in secured, humane traps.

• Placement & Positioning: Carriers and traps must be placed on a secure, level surface within the vehicle. Felines must not be transported in open truck beds or fully enclosed trunks.

• Unattended Vehicle Mandate (§431 Compliance): Felines shall never be left unattended in a vehicle during extreme hot or cold weather conditions. Under standard, safe weather conditions, a feline may be left unattended in a vehicle for a maximum absolute limit of one (1) hour, and this is only permitted if the vehicle is actively utilizing a remote temperature monitoring system for the animal compartment. Fosters or volunteers utilizing transport vehicles without remote temperature monitoring capabilities are strictly forbidden from leaving felines unattended for any duration.

11.4 Escape & Lost Animal Protocol

In the event that a feline escapes from a foster home, transport carrier, or during a veterinary visit, immediate containment efforts must be initiated.

• Protocol: The handler must immediately secure all remaining exit points (doors and windows) to prevent further flight. Handlers must avoid actively chasing a panicked cat, which typically forces them further into hiding or danger.

• Escalation: The escape must be reported to TNR Utopia Administration immediately by phone/text message to 347-850-2287 or by email to team@tnrutopia.org. Administration will coordinate the deployment of humane recovery traps and initiate any necessary microchip lost-pet traces.

11.5 Mandatory Bite History Disclosure Regulatory Reference: New York State AGM Article 26-C, §423.4

In compliance with state consumer protection and liability mandates, TNR Utopia strictly enforces the written disclosure of any known bite history prior to the transfer or placement of a feline.

• Disclosure Requirement: If any feline in the custody of TNR Utopia has a documented history of biting a human (resulting in broken skin), this history must be explicitly disclosed in writing to any prospective adopter, temporary foster provider, or transfer partner before physical placement or transfer occurs.

• Documentation & Acknowledgment: This disclosure must be formally integrated into the adoption contract, foster agreement, or transfer paperwork. The receiving party must sign a specific acknowledgment of this bite history prior to finalizing the transfer of custody