Immunization Letter to Parents

Contents

Introduction

This report generates letters to parents, detailing the student’s immunization records on file and the evaluated vaccine and overall status as of the report date.

Students Overall Status is evaluated according to the logic of the Immunization Audit Report.

Immunization for the following vaccines will be returned for each student who meets the report criteria.

DTAP
POLIO
VARIC
MEASLES (when MMR vaccine information exists both MEASLES and MMR dates are considered together)
MUMPS (when MMR vaccine information exists both MUMPS and MMR dates are considered together)
RUBEL (when MMR vaccine information exists both RUBELLA and MMR dates are considered together)
HEPB
HEPA (Note: The Hepatitis A vaccine is needed for a child 18 months or older entering Preschool, Child Care, or Head Start, a student entering Kindergarten or Grades 1-6, and a student entering Grades 7-12)
HIB

Note: F, G, and H Sections have the non-medical exemptions for Measles, Mumps, and Rubella.

Vaccine statuses are evaluated according to the logic of the Immunization Audit Report.

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Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

The student must have a current or previous school enrollment at the appropriate school on the student inclusion date.
The student must not be excluded from state reporting.
If specified, the Student Overall Status must be one of the user-selected values.
If specified, the Vaccine and Vaccine Status must be one of the user-selected values.

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Report Input

To generate the Immunization Audit report, do the following:

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Student Inclusion Date	Enter the student inclusion date. Students enrolled in school on this date will be included.
Compliance Evaluation Date	Enter the compliance evaluation date.
Select Schools	Choose one of the following: Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. Note: The All Schools option is only available when running the report from the District Office.
Current Selection Students	Indicate which students to include in the report by selecting one of the following options: The selected [number] number of students only – Run the report for students in the current selection. All Students - Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running the report.
File Name	OR_Immunization_Letter_to_Parents_[Timestamp].pdf
Scheduling	Choose a time to run the report from the following options: Run Now (default) Schedule
Student Overall Vaccine Status	Indicate if the report results should be filtered by one or many Student Overall Statuses.
Vaccine	Indicate which vaccines should be filtered by the selected Vaccine Status. If no Vaccine Status is selected, this parameter will have no impact on the report results.
Vaccine Status	Filter the report by the selected vaccine and vaccine status.
Print Report in	Select the language in which to print the letter. English Spanish

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName
1	Report Date	The date for which a snapshot of data is collected for the report (Compliance Evaluation Date). This value is entered at report runtime.	N/A
2	Date	System date for the Report	From PowerSchool server.
3	Time	System Time for the Report	From PowerSchool server.
4	StudentID	ID of the Student (Used for grouping students to generate individual letters)	[Students]ID [Reenrollments]StudentID
5	Name	Name of the student	[Students]LastFirst
6	Mailing Address	Mailing Address of the Student	[Students]MailStreet [Students]MailCity [Students]MailState [Students]MailZip
7	Dose1	First dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
8	Dose2	Second dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
9	Dose3	Third dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
10	Dose4	Fourth dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
11	Dose5	Fifth dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
12	Dose6	Sixth dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
13	Dose7	Seventh dose date of vaccine	Calculated using [HealthStudImmRec]HealthVaccineID [HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered
15	Vaccines Needed	A list of all vaccines that are not compliant as of the report date	Generated based on current vaccine status for each vaccine
16	School Name	Name of the enrolled school	[Schools]Name
17	School Address	Address of the enrolled school	[Schools]SchoolAddress [Schools]SchoolCity [Schools]SchoolState [Schools]SchoolZip
18	School Phone	Phone number of the enrolled school	[Schools]SchoolPhone

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