School Staff Immunization Checklist for Registration

General Guidance

All required forms for state immunizaon requirements have extensive foreign language

opons. Addionally, supporng handouts and leers have some addional language opons.

Use the materials and language opons that best t your community.

Use grade-specic communicaon and materials for requirements that apply to your school

seng. Examples include immunizaon requirements around:

• Tdap boosters for newly enrolled students in 7th to 12th grades.

• Tdap boosters for all 7th graders.

• Preschool or kindergarten students 4 years or older on September 1st.

• Required meningococcal and HPV informaon for 6th through 12th graders each school

year.

Find all referenced materials listed in the resources secon at the end of this checklist.

Prepare For Next Year’s Student Enrollment

Include immunizaon requirements in student enrollment communicaons.

Include immunizaon requirements informaon in enrollment mailings or packets.

Add student enrollment informaon, including immunizaon requirements, to

your school web page.

To request this document in a dierent format, call 1-800-525-0127. Deaf or hard of

hearing customers, please call 711 (Washington Relay) or email

doh.informaon@doh.wa.gov. DOH 348-1030 March 2024

SCHOOL STAFF IMMUNIZATION CHECKLIST FOR REGISTRATION

Suggested language: Student enrollment for the 2024-2025 school year starts

on XX-XX-XXXX. Students need to meet immunizaon requirements to aend

the rst day of school.

To make sure your child meets requirements, visit the Department of Health’s

family page for immunizaons at hps://doh.wa.gov/vaxtoschool. Families can

view and print out ocial immunizaon records at hps://myirmobile.com.

Updated records can be turned in to sta on or before the rst day of school.

If you have quesons, reach out to our nurse/school sta at [school.email.com].

Suggested language: Student enrollment is just around the corner. As part of en-

rollment, make sure your child meets immunizaon requirements. You can nd

parent charts and required forms at hps://doh.wa.gov/vaxtoschool.

We encourage you to talk to your doctor or health provider if you are unsure of

your child’s immunizaons.

Spring/Summer Communicaons

Include reminders about scheduling doctor visits for immunizaon requirements.

Highlight that scheduling appointments early reduces family stress during start of

school, and lowers the need to nd last-minute appointments.

Include informaon about any planned school vaccinaon clinics.

Remind families of school immunizaon requirements for the new school year.

If applicable, remind families of the preschool and kindergarten immunizaon

requirements for students 4 years of age and older.

If applicable, remind families of 6th graders they have a year to meet the Tdap

booster requirement before students become 7th graders.

Remind families about approved records for immunizaon requirements.

Highlight myIRmobile.com, CIS and COE forms, and approved medical records.

Prepare For The Start of School

Print the Registraon Flowchart for Immunizaon Records and review the process.

Determine how immunizaon records review ts within school registraon process.

Use the school and child care module or another records keeping process to idenfy

students who need to provide addional records for immunizaon requirements.

Print addional copies of materials for families as needed.

Cercate of Immunizaon Status (CIS) and Cercate of Exempon (COE) forms

School Charts for Parents

During/Aer Student Registraon

Update immunizaon records of students.

Direct families to appropriate resources if their student doesn’t meet immunizaon

requirements. Refer to the registraon owchart for specics.

If available, provide communicaon about current school vaccinaon clinics.

Idenfy students who sll need to show paperwork in order to start school.

Send out follow-up nocaons with families who need to provide paperwork for

immunizaon requirements. Remind them their student cannot start school unl

required paperwork is turned in.

Prepare For School Immunizaon Reporng (Select 1)

Via School and Child Care Module:

If using the school and child care module of the Immunizaon Informaon System

(IIS), make sure the student roster is up to date by December 1st.

Fill in missing immunizaon dates and exempons.

Send quesons to schoolmodule@doh.wa.gov.

Via Direct Reporng:

Use the K-12 Annual Report Worksheet to idenfy informaon you need for the

immunizaon report.

Use the emailed link from DOH to access the online survey and complete the

report.

Complete by December 1, 2024.

Send quesons to oischools@doh.wa.gov.

Parent Nocaons At The Start of The School Year

At the beginning of the school year, provide informaon to parents of children in 6th

through 12th grade about meningococcal and HPV diseases and vaccines. See resources

secon for more details.

Highlighted Resources

Family Friendly Immunizaon Requirements Page: hps://doh.wa.gov/vaxtoschool

• School Immunizaon Requirement Charts for families (mulple languages)

• Cercates of Immunizaon Status (mulple languages)

• Cercates of Exempon (COE) (mulple languages)

• Quick Reference Guide for COE (mulple languages)

Family accessible immunizaon records: hps://myirmobile.com/

• Printable Cercate of Immunizaon Status forms

• Medically veried from the Washington State Immunizaon Informaon System

Clinical/Sta Immunizaon Page: hps://doh.wa.gov/scci

• Registraon Flowchart for Immunizaon Records

hps://doh.wa.gov/sites/default/les/legacy/Documents/Pubs/

348-756-RegistraonFlowcharorImmunizaonRecords.pdf

• Students 4 Years of Age Immunizaon Reminder Leer

hps://doh.wa.gov/sites/default/les/2022-12/348-897-

4YearOldImmunizaonReminder-SampleLeer.docx

• 7th Grade Student Tdap Reminder Leer

hps://doh.wa.gov/sites/default/les/legacy/Documents/Pubs/348-693-

6thGradeComboInsert.pdf

• Incomplete Immunizaon at Enrollment Noce

hps://doh.wa.gov/sites/default/les/2022-09/348-754-Incomplete

ImmunizaonatEnrollmentNoce.doc

• Condional Status Leer

hps://doh.wa.gov/sites/default/les/legacy/Documents/Pubs/348-277-

CondionalImmunizaonStatus.doc

Highlighted Resources (connued)

Parent Nocaons Resources

• Schools can choose how they inform parents. Public and private schools have dierent

requirements for this yearly nocaon. The Department of Health has sample leers

available for schools if they do not post or share the informaon in a dierent format.

• Requirement listed in RCW 28A.210.080

hps://apps.leg.wa.gov/RCW/default.aspx?cite=28A.210.080

• Sample HPV and Meningococcal Vaccines Leer for Public Schools

hps://doh.wa.gov/sites/default/les/2023-03/348-186_

SampleMeningococcalHPVComboLeer.docx

• Spanish Sample HPV and Meningococcal Vaccines Leer for Public Schools

hps://doh.wa.gov/sites/default/les/2023-03/348-186-SampleMeningococcalHPVCom

boLeerES.docx

• Sample HPV Leer for Private Schools

hps://doh.wa.gov/sites/default/les/2023-03/348-188-HPVSampleLeerPrivate.docx