December 18, 2017
(X) Action Required
(X) Informational
BULLETIN NO. 102-17 SPECIAL PROGRAMS & FEDERAL ACCOUNTABILITY
TO: Educational Service District Superintendents
School District Superintendents
School District Business Managers
Migrant Education Program Staff
Private School Administrators
FROM: Chris Reykdal, Superintendent of Public Instruction
RE: Adoption of Washington State Department of Health Immunization Information System (WAIIS) by the Migrant Education Health Program
CONTACT: Armando Isais-Garcia, Program Supervisor, Migrant Education Health Program
360-725-6159,
PURPOSE/BACKGROUND
The purpose of this bulletin is to inform districts that the Migrant Education Health Program will be adopting the Washington State Department of Health Immunization Information System (WAIIS) in lieu of the Migrant Student Information System (MSIS) immunization records. Multiple handoffs of immunization records have made it difficult to compile an accurate student immunizations database. As a result, more migrant students lack proper immunization documentation and are found “out-of-compliance” with state immunization requirements. This decision aims to adopt a single immunization system that will cut back on data entering on behalf of the Migrant Education Program and track immunizations more efficiently. Ultimately, the goal is to prevent disease outbreaks, establish statewide collaboration, and provide accurate immunization data.
As required by state law, administrative staff must attempt to verify the immunization status of the student prior to excluding such student pursuant to the provision of WAC 392-182-020 chapter 180-38 WAC. Verification of complete immunization records, scheduled appointment for immunization, or a statement of exemption, via electronic or telephonic, with the previous school administration must indicate the month and year in which the student’s vaccines were administered.
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December 18, 2017
Why Adopt WAIIS?
The Washington State Department of Health Immunization Information System, formally known as “Child Profile” is a statewide, lifetime registry that keeps track of immunization records for people of all ages. WAIIS is web-based, secure, and accurate – making an effective tool for school nurses, health care providers, and migrant education staff to capture student immunization. Through this tool, migrant staff will be able to print the most current Certification of Immunization Status (CIS) and give to families to review, sign, and turn in to the schools. Over 95 percent of doctors and clinics in our state participate in this statewide system. WAIIS also grants parents access to their child’s immunizations records through a registered username and password at https://wa.myir.net/register/.
Enrollment Requirements
Adoption of the Washington State Department of Health Immunization Information System will occur on February 21, 2018. School nurses and/or other health personnel with access to WAIIS will have 2 weeks to reply if they have any questions or concerns. If no response is received within this timeframe, your district’s Information Sharing Agreement (ISA) will automatically be expanded to include migrant records clerks and recruiters at your school or district. Under your district or ESD school nurse’s authority, migrant staff will be granted view-only access to verify immunization information. In late/early February 21, 2018, migrant staff will be sent login information.
In order for migrant staff to access the WAIIS, your school district must have an ISA with the Washington State Department of Health. If your school district does not have an ISA, one can be completed at https://www.doh.wa.gov/Portals/1/Documents/8200/348-575-WA-IIS-InformationSharingAgreementViewingImmunizationData.pdf.
Please note the enrollment/approval process may take several weeks to complete. You will not be able to login until the Migrant Education Health Program Supervisor at the Office of Superintendent of Public Instruction has approved your eligibility. If your school district has any questions about enrollment, please email .
Additional WAIIS Information
Systems training related materials can be found on the WAIIS website at https://www.doh.wa.gov/ForPublicHealthandHealthcareProviders/HealthcareProfessionsandFacilities/DataReportingandRetrieval/ImmunizationInformationSystem/IISTrainingPortal/IISBasicsforAllUsers. The Washington Department of Health WAIIS also has a School Module, which will allow school staff to log in and track school-level immunizations as well as enter immunizations missing in the WAIIS. For more information about the School Module please refer to the
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website at https://www.doh.wa.gov/CommunityandEnvironment/Schools/Immunization/SchoolModule.
TECHNICAL ASSISTANCE TRAININGS & WEBINARS
The Migrant Education Health Program and the Washington State Department of Health will be developing a series of trainings and webinars for districts and migrant staff participation.
Trainings and webinars will focus on system use, requirements, and reporting under the Family
Educational Rights and Privacy Act (FERPA). Future trainings and webinar dates will be publicized as they become available at https://www.doh.wa.gov/ForPublicHealthandHealthcareProviders/HealthcareProfessionsandFacilities/DataReportingandRetrieval/ImmunizationInformationSystem/IISTrainingPortal/IISBasicsforAllUsers.
INFORMATION AND ASSISTANCE
For questions regarding this bulletin, please contact Armando Isais-Garcia, Program Supervisor, Migrant Education Health Program at 360-725-6159 or email . The OSPI TTY number is 360-664-3631.
This bulletin is also available on OSPI’s website at http://www.k12.wa.us/BulletinsMemos/bulletins2017.aspx.
Michaela W. Miller, Ed.D., NBCT
Deputy Superintendent
Gayle Pauley Terry Garrett
Assistant Superintendent Director
Special Programs & Federal Accountability Migrant and Bilingual Education Program
CR:aig
Attachment A: How to Search for Students
Attachment B: Print the CIS for Parents
Attachment C: How to Report Duplicate Student Records
OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal by a person with a disability. Questions and complaints of alleged discrimination should be directed to the Equity and Civil Rights Director at 360-725-6162/TTY: 360-664-3631; or P.O. Box 47200