Annual School/Facility Immunization Survey

The Role of the Local Health Departments

Brittany Taylor, MPH

Immunization Program

Agenda

• The role of the Local Health Departments

• Who to distribute the survey to

• How to complete the survey on paper

• How to complete the survey online

• Who to contact with questions

• Timeline and Deadlines

• Helpful hints

Role of the Local Health Dept.

• Designate a person within the HD to be responsible for the School Survey

• Compile a list of Childcare, Kindergarten, and 6th grade school/facilities within your county

• Receive survey, worksheets and instructions from KIP.

• Distribute surveys, worksheets AND instructions to all schools/ facilities with the appropriate grades/groups.

Role of the Local Health Dept. cont.

• Assist schools/facilities with questions regarding completing the survey

• Conduct follow-up with schools/facilities

• Communicate with KIP any updates on facility closings and name changes as well as online submissions

• Return completed surveys to KIP by

October 30, 2009

Completing the Worksheet

2009 Annual Immunization Survey

Completing the top portionList current and former namesMust list County

Must circle Private or Public

Please include valid number

Indicate ONLY 1.Each grade/group must complete a separate form

A

B

C

E

D

***** Please only use valid numbers: B + C + D + E = A *****

Current, Provisional, & Expired Certificates

Completing the bottom portion

•Indicate the number of children who have had the age appropriate vaccines listed to the left.

•Write NA if the vaccine is not applicable. (ie: Td booster is not appropriate for childcare and Kindergarten.)

•‘Combination’ does not refer to a single shot, but rather a series of immunizations over the course of time.

•Do not leave any of the 9 cells blank.

Online Survey on KIP website

http://chfs.ky.gov/dph/epi/Immunization+Program.htm

2009 Annual Immunization Survey

Demographic Information

Must click Private OR Public

•Type 1 response in each text box.•All questions on the survey with an asterisk will require a response

Completing the first portion

# of Current, Provisional & Expired Certificates

# of Official Medical Exemption Immunization Certificates on file

# of Official Religious Exemption Immunization Certificates on file

# of Children in grade/group with NO Immunization Certificate on file

•Indicate ONLY 1 grade/group•Each grade/group must complete a separate survey

Indicate date that survey is prepared

The answer to 5 MUST = 6 + 7 + 8 + 9

Completing the second portion

•Indicate the number of children who have had the age appropriate vaccines listed to the left.•Write NA if the vaccine is not applicable. (ie: Td booster is not appropriate for childcare and Kindergarten.)

•All cells here require an answer.

Completing the Survey• Completing the Survey is required by KY state

regulation 902 KAR 2:055 and CDC.

• All blank fields require an answer/response

• A separate survey is required for each childcare, kindergarten, and/or 6th grade at each school/facility

• Childcares only assess children ages

19 mo -5yrs.

• Children in before/after school programs are assessed only in their school (excluding the childcare)

• 2008 Kentucky Schools directory: http://www.kde.state.ky.us/KDE/About+Schools+and+Districts/Kentucky+Schools+and+Districts+Directory.htm

• OIG: http://chfs.ky.gov/os/oig/directories.htm

• KIP 2008 reported list: to be mailed with survey packet in July

• Local phone book listings

Utilize more than 1 source to get

the most complete list.

Sources to guide who to send surveys to

Who to Contact

• If a school/facility calls with questions regarding completing the survey that is not able to be answered by the LHD personnel:

Brittany Taylor, MPH

Immunization Epidemiologist

Phone: (502) 564-4478 ext 4038

Fax: (502) 564-4760

Timeline and DeadlineDate Event

July 1, 2009 KIP will distribute surveys to the LHD

August 1, 2009

All surveys should be distributed to the schools/facilities for completing after the 1st day of school.

October 30, 2009

Deadline to return completed surveys to KIP

October – November 2009

LHDs will follow-up with schools/facilities that have not reported and contact KIP with any closings, name changes, remind schools/facilities to report, etc.

December 30, 2009

NO MORE SURVEYS ARE ACCEPTED BY KIP AFTER CLOSE OF BUSINESS ON WEDNESDAY.

Helpful Hints• Utilize the Worksheets and Instructions

that are sent with the survey

• Check over the final form to ensure that it is filled out correctly before returning to KIP

• Never leave any response areas blank

• Remember that the purpose of the survey is to assess number of children with age appropriate doses

QUESTIONS?

Thank you!

Brittany Taylor, MPH

Brittany.Taylor@ky.gov

502-564-4478 ext. 4038