Germ Illustration

Collecting and Keeping Immunization Records

Ensure immunization records are submitted with each child on enrollment to your centre. Each parent should be provided with an Enrollment Information for Child Care Setting Form (PDF) to sign and return. This letter explains immunization requirements and has the phone number of the health unit if parents have any questions or concerns about their child’s immunization record.

Medical Exemptions

There may be medical reasons for parents not immunizing their children. In these cases, a medical exemption form must be completed by the child’s health care provider stating the reason for the medical exemption. Statement of Medical Exemption, Child Care and Early Years Act, 2014 (CCEYA) forms are available from the health unit.

Infant/Child enrolled in a child care centre only:

  • A Statement of Medical Exemption, (CCEYA) must be completed by your health care provider. The original form must be returned to the health unit.

Child enrolled in a child care centre and a school:

  • A Statement of Medical Exemption, Immunization School Pupils Act (ISPA) must be completed by your health care provider. The original form is to be returned to the health unit.

Conscientious or Religious Beliefs Exemptions

A parent may choose not to immunize their child for religious and/or philosophical reasons. In this case, a Statement of Conscientious or Religious Belief Affidavit, (CCEYA)  must be completed. These forms are available at the health unit.

Infant/Child enrolled in a child care centre only:

  • A Statement of Conscientious or Religious Belief Affidavit, (CCEYA)  form must be completed by the parent and signed by a Commissioner of Oaths (e.g. lawyer, municipal clerk). The original must be returned to the Health Unit.
  • There may be a fee to notarize these forms. Forms are available from the health unit.

Child enrolled in a child care centre and a school:

  • A Statement of Conscience or Religious Belief Affidavit (ISPA) form must be completed by the parent and signed by a Commissioner of Oaths (e.g. lawyer, municipal clerk). The completed original form must be returned to the Health Unit.
  • There may be a fee to notarize these forms. Forms are available from the health unit.

Keeping Immunization Records Up-to-Date On Enrollment

The annual assessment of children’s immunization records will start in the spring and will be completed by the beginning of summer. After that time, it will be the facility’s responsibility to follow up with any outstanding information needed to complete children’s records. The health unit will be available to answer any questions you may have.

  • The health unit will send to the facility two lists in early spring. Facilities will review the two lists and return them to the health unit by the due date.
    • Alpha-List | Please remove children no longer attending facility
    • Excel Spreadsheet | Please add new or missing children
  • Once the completed Alpha-List and Excel Spreadsheet has been received, the health unit will do a record review and distribute letters to the parents via the child care centres for all children who are not up to date. The parents are to respond/take action by the specified deadline.
  • After that deadline, the health unit will do a second review and inform the facilities of which children are still not up to date.
    • It will then be the facility’s responsibility to follow up with any outstanding information needed to complete the children’s records.

Semi- Annually

A semi-annual enrollment review of children will be conducted in early fall with the goal of reducing the amount of time and work needed during the spring immunization review process. This will be an opportunity for your facility to update the demographic information of children and add new enrollments. This will not be a complete immunization review, although childcare facilities will receive a list of children who have no immunization information on file. It will be up to the facility to follow up with those parents.

  • The health unit will send the facility the Alpha-List to remove children who are no longer attending and an Excel Spreadsheet to add new or missing children.
  • The facilities are to return the completed lists to the health unit by the specified deadline.
  • The health unit will update the records and inform the facilities of children who have no immunization information on file.

ICON (Immunization Connect)

Parents should be encouraged to obtain or submit their child’s immunization information 24/7 online using our secure, online immunization portal ICON (Immunization Connect) at www.hpph.ca/ICON

If a parent submits an immunization record to your facility that is printed from ICON, missing immunizations will be listed on the bottom of the record. If this information appears at the bottom of the record, the child is not up-to-date with immunizations according to Health Unit records.

Last modified: February 19, 2020