why are immunizations important?
TRANSCRIPT
Why are immunizations important?
• Immunizations are one of the most important means of keeping our children safe from vaccine preventable diseases
• High immunization levels prevent serious diseases and are an important contributor to public health
• Failure to report by schools or childcares is a misdemeanor, reportable to the State Attorney General
• Reporting is primarily monitored and supported (training, assistance, follow-up) by your local health department
Purpose of MCIR/SIRS
• The Michigan Care Improvement Registry & the School/Childcare Immunization Registry System (MCIR/SIRS) function is web-based and allows for immunization data to be entered on all Michigan children enrolled in Schools with Consent on file, Preschools or Childcares Centers and enables these facilities to easily and securely report their immunization data to their Local Health Departments (LHDs).
• All School and Childcare reporting requirements are in effect. NO Changes!
• All children who attend school in Michigan are required by State law to be fully immunized.
• Including all Virtual Students
• It is the responsibility of the parent(s)/guardian(s) to ensure that their child has received all required vaccine doses upon school entry.
• A child who fails to meet immunization requirements shall not be admitted into the school/childcare
Public Health Code Act 368 of 1978
Available flyers listing of all immunization requirements
• Schools and childcare centers cannot distribute waiver forms to parents/guardians
• Must refer to the Local Health Department (LHD) to schedule a waiver visit
• Schools and childcare centers can only accept a current State of Michigan Immunization Waiver Form that has been certified by the local health department
• Waiver forms that are altered cannot be accepted by schools or childcare centers
• The certified nonmedical waiver can only be obtained at a county health department
• Foreign Exchange students need to meet the same Immunization Requirements as any other child when entering a school district
• If the Foreign Exchange student is not up-to-date with their immunizations, or does not have a physician-documented immunity, the responsibility for getting the student vaccinated or waivered may fall on the host family
• Based on Children’s Services Policy: Child in Foster Care should be immunized
• Immunizations cannot be waived if:
Parental rights are terminated by the court
Legal guardian is dismissed by the court
Child is under the care of a foster parent (Foster parents cannot waive vaccines or sign waivers/or declinations)
• Immunizations can be waived if:
Birth/legal parent has religious or philosophical objection (still has legal rights of the child)
Child is a temporary court ward, as birth/legal parents still have legal rights
Administrative Rules:
• Children 11 years and older in grades 7 and higher have received 1 dose of meningococcal conjugate vaccine
• MCIR/SIRS only accepts MenACWY for the 1st dose
• Second dose recommendation at age >16 years are for Men ACWY vaccine (not currently school required)
Foreign exchange students may have only received Meningitis AC or Meningitis C only serogroup vaccines. Please review immunization record with your local health department to verify vaccine origin
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Vaccines for Meningitis available:
• Meningococcal Conjugate (Men ACWY serotypes) Menactra™ (MenACWY-D) Menveo® (MenACWY-CRM) School Required
• Serogroup B Meningococcal Vaccine Trumenba™ (MenB-FHbp). Bexsero® (MenB-4C)
• A Roster is a listing of students that have been associated with your School or Childcare Site in MCIR. Only children who are required to be reported to the Health Department should be on the Roster
• Roster Requirements • School Sites: All Kindergarteners, Students who are new to
your School District since January 1, and all 7th Graders
• Childcare Sites: All students (except school-age children, who will be reported by their school)
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• Building a Roster in MCIR for Schools and Childcares
• https://www.mcir.org/resource/how-to-build-a-roster/
• Build a Roster Cheat Sheet:
• https://www.mcir.org/wp-content/uploads/2014/09/How_to_Build_a_Roster1.pdf
Immunization Status Key • Incomplete (I)—Currently needs Immunizations.
• Provisional (P)—Currently needing vaccinations but cannot
receive due to vaccine required spacing.
• Waivered (W)—Waiver on file for Immunizations.
• Complete (C)—Up-to-Date on Required Immunizations.
• No Evaluation (ø)—Child may be too old or young for the Site
status.
• Students that are truly “Homeless” should be entered as such into MCIR/SIRS by checking the McKinney-Vento Act box
• Person tab
• Information
• School/Childcare section
• These students will not affect the school’s overall compliance percent. If a student is “Homeless”, but is UTD for required vaccines, it may be better left unchecked
• Use this form to edit discrepancies, i.e. errors in name (spelling), errors in DOB, differences in immunization shot dates, or duplicate immunization records
• School/Childcare Petition to Modify MCIR Datamust be filled out and Faxed to 517-335-9855
• Form is found at MCIR.org
• https://www.mcir.org/wp-content/uploads/2014/10/School-Childcare_Modify_Person_Data.pdf
• This form is ONLY for use by a student,
parent, or Legal Guardian of a child that
requires a name change, i.e. adoptions or
legal name changes
• A picture ID MUST accompany the
request form
https://www.mcir.org/wp-
content/uploads/2014/09/SS_Public_Name_Change.pdf
• FERPA is a Federal law that protects the privacy of students’ “education records.” (See 20 U.S.C. § 1232g; 34 CFR Part 99). FERPA applies to educational agencies and institutions that receive funds under any program administered by the U.S. Department of Education. This includes virtually all public schools and school districts and most private and public postsecondary institutions, including medical and other professional schools. If an educational agency or institution receives funds under one or more of these programs, FERPA applies to the recipient as a whole,including each of its components, such as a department within a university. See 34 CFR §99.1(d).
• A consent form must be sent to all parents of children currently being reported
• Kindergarten, 7th Grade and all new enterers into the School District
• If forms are not returned – you must mark the “FERPA No Consent” box on child’s record
https://www.mcir.org/wp-content/uploads/2018/08/Consent-Form-for-Disclosures.pdf
Example
• A templet for Consent for Disclosure of
Immunization Information to Local and State Health
Departments form is available at mcir.org:
• Click on School & Childcare
• Click on Reporting to the Health Department
• Scroll down to School Packet - Click on Consent
Form for Disclosure
• This document is editable: Schools can enter the
name of their school and the student’s name
* Schools may choose to create their own forms if they wish. However, they are
strongly encouraged to check with their legal team to assure that all required
information has been covered
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• A signed Consent for Disclosure, is valid for that student for that student’s entire time at the specified school and or until the parent rescinds the consent
• Schools are responsible for obtaining and maintaining this consent. The consent should not be forwarded to the state or local health department.
When school personnel does not receive a signed consent form from the parent/legal guardian that states permission to share information with the local health department, the school MCIR/SIRS user will need to enter this denial of permission (no consent form) in MCIR/SIRS:
• On Student information page, click Edit Information hyperlink
• Edit the School information for the Student by checking the new “FERPA No Consent” checkbox
• Save the change by clicking Submit button
Remember:
Consent to share data (Consent form on file) = an unchecked/blank FERPA checkbox
No Consent to share data (No Consent Form) = a checked FERPA checkbox, data not visible to LHD
• Students who need additional data entered into their record (ex: waiver information or additional vaccines), and no signed consent on file, will need to be removed from the roster and reported on the “Aggregate Reporting Form”
• Any out of state student without a MCIR record cannot be added without a consent for disclosure and will be reported on aggregate form
• Students may be added to the roster in order to view the provider entered data and to assist in determining their immunization status
• If the provider entered data shows that the student is complete for school immunization requirements, the student can remain on the roster since no additional immunization data will be added
It is very important to get those consent for disclosure forms signed allowing you to utilize MCIR/SIRS for all reporting
• The aggregate reporting form only contains aggregate, non-identifiable information for students who do not have a consent on file
• Those students being reported on this form should be removed from the student roster in MCIR/SIRS, so they are not reported twice
• The completed “Aggregate Reporting Form” should be submitted to the local health department each November and February when the MCIR/SIRS report is completed
• Available at mcir.org
• Click on School & Childcare
• Click on Education & Training
• Under All School/Childcare Information: Click on Guidance for Completing the Aggregate Form
There are two types of MCIR/SIRS access profiles
• School Administrator – Has access to all SIRS school site system functions including adding/expiring users from the school site
• School User – Has access to the information and can enter student data but does not have all SIRS site management functions
MCIR/SIRS Site Administrators
MCIR/SIRS Site Administrators are users who have access to extra functions that School User or Childcare User roles do not have:
• Site Administrators are responsible for keeping the information in MCIR/SIRS Complete and Accurate
• Site Administrators are responsible for adding and removing site users
• Remove site visit user when employee leaves your facility
• Add an LHD staff member to your site for help
• Remove LHD user when help is completed
• When a MCIR/SIRS site administrator adds a person directly to their school site, that person can see all the student SIRS data
• LHD Staff should only be added to the site when there is a specific need and access should expire or be expired/removed after that need is met
• Examples:
• MCIR Field or Regional Representatives who provide SIRS training and technical assistance
• Local Health Department personnel who are assisting the school with a suspected or confirmed disease outbreak
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Occasionally, LHD personnel need to provide assistance to school staff to help resolve reporting issues or errors (Roster adjustment per reporting periods, grade assignments, duplicate student records, etc.)
MDHHS Division of Immunization recommends that School Administrators only grant school site access for a short time frame during the assistance period. Once there is no further need for assistance, it is the school site administrator’s responsibility to expire/remove the access rights
Tip sheet found at MCIR.org:
https://www.mcir.org/wp-
content/uploads/2014/09/Add_Delete-Site-Users.pdf
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Information added by a school/childcare and not verified by a
healthcare professional displays in red and student must have a
consent to share on file to add data
• Pink data is UNVERIFIED immunization data that has been entered by a childcare or school and is not visible on the medical side of MCIR
• If the parent has agreed to share immunization data with the health department (FERPA Consent) fax a copy of the immunization record to the health department—NOT the FERPA Consent
• Immunization records will be verified by the LHD resulting in these records being viewable on the medical side of MCIR to avoid unnecessary revaccination
Enter Documented Immunizations Administered by Date
Enter Waivers using dropdown menu (only if student has a consent to share on file)
Enter immunities to a specific disease here
Status—Displays Vaccine series status as complete and, if applicable, overdue dates
Immunization Status displays Vaccine series as a row and indicates the next dose due and the date it is due or overdue
Immunization History displays red highlighted
dates that indicate school/childcare entries
which are not verified by a healthcare professional
Schools and Childcares can only delete or modify those immunizations, waivers and titers entered by their School or Childcare
To delete or modify: click on the “History” tab then click on the red, underlined data that you wish to edit. A popup box will appear. You can either correct the date and click OK, delete it altogether, or click “Cancel” to go back and leave the data as entered
Reports are created using the information entered on the Roster. It is important to ensure that all information is accurate on the Roster for
accurate report generation
Report Parameters:Report—Types of reports available to be createdName--User-driven field, it helps when retrieving reports if they have been described by the end user in the Name fieldGrade—Select a specific grade, or “All” Roundup—Include, Exclude or Only show Kindergarten Roundup students Report Period—Only students marked with the selected report period will appear on the chosen report A popup window will ask you to verify the report criteria selected. Click “OK” to create the report or “Cancel” to go back
Choosing the type of report does not name the report for retrieval
Best Practice: rename each report for easy identification at retrieval
Creates a list of students that are on your Roster sorted
alphabetically by grade. Can also be run to include student’s
address.
Generates letter addressed to parents of all children whose Immunization Status is Incomplete
Three options are available:
• Warning—States that the law requires students to be immunized to attend school. Lists needed immunizations and shows full vaccine history
• Exclusion—Names an actual date that the student will be excluded from attending school. Lists needed immunizations and shows full vaccine history
• Custom—Same as Warning Letter, but allows the User to enter a customized paragraph into the generated document
• Schools/childcares should consider adding a letter from their Superintendents and/or Childcare Directors informing parents that they plan to follow the Public Health Code
• Generates a Report with children listed
from the Roster who are not in a Grade
assigned to the Site
• LHD uses this report to assure that
schools have correct grades for the
students as well as correct grades on
the Site
• Invalid grades will appear in pink on the
school/childcare roster
Generates letters and a listing of students that match the
Report Period who will be overdue for a vaccination by the
end of the current calendar year
• Generates a listing of all students who have a series or
overall Waiver status. • This is the report that your Local Health Department needs
Note: Run the Waiver Report for your Local Health Department
before closing the report period
IP Status shows a School or Childcare’s percentage of compliance with required Immunizations as defined by the Michigan Department of Health and Human Services (MDHHS)
From your Site’s Home Screen, under the
“School/Childcare” Menu click “IP Status”
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IP Status generates overnight. If you have worked on your
Roster today, the results will display on your IP Status tomorrow!
Childcares
All Childcares in Michigan are required by law to report immunization data yearly by the close of business on October 1st. The report can be closed on October 2nd following the overnight IP Status update.
All students, except school-age children who will be
reported by their schools, must be included in the report.
Schools
Schools in Michigan are required by law to report immunization data on all Kindergarteners, all 7th Graders and students who are new to the School District every year on November 1st and February 1st
Reporting is based on a CALENDAR year!
January 1 November Report September 30
Students reported for November plus
October 1 February Report December 31
• Waiver report
• Copies of waivers for which the school has FERPA Consent
(do not send copies of the FERPA Consent)
• Completed Aggregate Reporting Form
• Check your roster to verify:
• All Required students are listed?
• All Grades (Gr) are correct?
• Report period (Pd) on all records are correct?
• Run your Waiver Report,
• Run the report before the reporting period is closed
• View IP status
• Assure that your numbers are correct
• IP Status requirements
• Schools need an IP Status of 90% to submit their first report November 1st
• School districts that are below 90% may lose 5% funding
• Schools need an IP Status of 95% to submit their second report on February 1st
• School districts that are below 95% may lose 5% funding
• Childcares need an IP Status of 90% to submit their only report October 2nd
Note: IP status takes overnight to update. Finish work
on the roster the day before you are ready to close
Note: The Close Period Button will only appear for schools that
are above 90% complete for November and 95% for February
and only for childcares that are above 90% for October
On the IP Status Screen, if everything looks correct, click on the “Close Period” button to submit your information to the Health Department
• Clicking the “Close Period” button automatically creates an end of period report (under Reports/Retrieve Results)
• Print a hard copy for your records
• Do not delete children from your roster until after August 1 following February deadline.
• You may delete children who have left your facility or who do not need to be included in your report.
• Schools: Keep your November report children on your roster as they will need to be reported again in February
• The Reporting Period in February encompasses children from January 1 thru December 31
Annual letter from Michigan Department of Health & Human Services and Department of Education along with other important information will be sent directly to schools and childcare sites
Completed 2020/2021 Packets for Schools/Childcares are
also available at www.mcir.org
Get updated forms and information!
