School Board Policy 530 - Procedure for Providing Notice of Immunization Requirements
REVISED: october 10, 2011
revised: november 20, 2012
Revised: March 1, 2018
Revised: January 9, 2023
(Developed to correspond with section V of Policy 530)
This is a procedure for the notification of parents/guardians regarding immunization requirements and consequences for failure to provide the required documentation, per White Bear Lake Area School District School Board Policy 530.
II. Early Childhood Programs
A. A health information packet is distributed to parents/guardians which includes immunizations needed for attending early childhood programs and also includes information describing the exemptions from immunization as permitted by law.
B. If students do not have the proper immunizations by their start date, their parents/guardians will get a notification informing them of impending exclusion from school until their immunizations are compliant with the law or the proper conscientious objector paperwork is on file with the school.
A. Enrollment packets will be sent to parents of incoming kindergarteners in January, which includes immunizations needed for entering kindergarten and information describing the exemptions from immunization as permitted by law.
B. In the spring, individual elementary schools will send welcome packets to families as they enroll in kindergarten. These packets will include information about which immunizations are required for entering kindergarten and information describing the exemptions from immunization as permitted by law.
C. In August, prior to school starting each year, families are sent information on which immunizations are required to enter kindergarten along with information describing the exemptions from immunizations as permitted by law.
IV. Middle School
A. A parent newsletter is sent home four times per year which includes information on immunizations needed for entering 7th grade along with information describing the exemptions from immunizations as permitted by law.
B. An individual letter is sent at the end of year to all parents/guardians of 6th grade students who do not have the required immunizations for entering 7th grade in the fall. The letter includes the student’s specific immunizations needed. The notification includes information describing the exemptions from immunization as permitted by law. The same information is mailed home in Hmong or Spanish for students who speak Hmong or Spanish at home.
C. In August, prior to school starting each year, families are sent information on immunizations needed for entering 7th grade along with information describing the exemptions from immunizations as permitted by law.
V. Procedure for Students Arriving on the First Day of School Who Do Not Have Complete Immunization Records:
A. A parent/guardian is notified by phone.
B. A MIIC (Minnesota Immunization Information Connection) check is made by school health personnel regarding student immunization status.
C. School health personnel contact the student's primary health clinic to secure dates regarding the student’s current immunization status.
D. When needed, a cultural liaison is contacted to assist with student and family communication.
E. A referral is made to the health care provider or the local public health immunization clinics for those that do not have insurance; this information is also included in all notices sent home to parents/guardians
VI. Review of Student Health Records to Determine Whether the Required Information Has Been Provided
A. Immunization information on all students shall be reviewed every year, as part of the AISR (Annual Immunization Status Report) required by the Minnesota Department of Health (MDH). Annually by the date set forth by MDH or by December 1 of each school year the school district will complete a report to MDH summarizing the immunization status. The school nurse assigned to the school is responsible for completing and submitting the AISR.
B. Immunization information on enrolling students transferring into the school district is reviewed at the time of enrollment by the school nurse or health assistant. If the immunization information is not included at the time of enrollment, school health personnel will contact the family, previous school, or check the state database to get immunization information.
VII. Maintenance of Student Immunization Records
A. All information is entered into the student information system and updated as information is received from parents. District Center personnel maintain data on the student information system.
B. A paper copy of immunization records is placed in the Student's Health Files. The Student Health File follows the student from school to school in the district. Upon graduation, the District Center stores the Student Health File.
C. Upon request from another school district or education institution, designated school staff will forward immunization records.
D. Upon request from a public or private post-secondary educational institution, designated district center staff assist in the transfer of the student’s immunization record to the post-secondary educational institution.
VIII. Students Transferring Into the District
A. A student transferring into the district is given a maximum of 30 days to provide the appropriate proof of immunization or the required documentation related to an applicable exemption of the student from the required immunization(s). Students who do not provide the appropriate proof of immunizations or exemption documentation within 30 days will be excluded from school until such time as appropriate proof of immunizations or exemption documentation has been provided.
B. Homeless Students – A federal law requires school districts to immediately enroll students who are homeless, even if they do not have required documents such as immunization or medical records. Since federal law supersedes state law, the state law that says that a school may allow up to 30 days for a transfer student to submit their immunization records does not apply. There is no 30-day limit on submitting records for a homeless student [Minnesota Statutes section 121A.15, subd.7]
IX. Immunization Letters to Non-compliant Students
A. Each year, the district's licensed school nurses will set an annual compliance date for all enrolled students. Students who are not compliant with their immunizations on this date will be excluded from attending school until they are in compliance with the state immunization requirements or have a notarized conscientious objection on file.
B. Prior to the annual compliance date, parents/guardians will be notified by health office staff by phone and in writing if their student is not in compliance with immunization law. If students are still not in compliance by the set date, parents will receive a letter notifying them of impending exclusion.