Immunization Reporting
Every time your child gets an immunization from their health care provider, you need to notify Public Health. Your health care provider does not report these records for you.
The Immunization of School Pupils Act requires that Public Health maintain the immunization records of all students in all grades at private, public and Catholic schools in Waterloo Region. For more information visit the School Immunization page.
Reporting immunizations
To report to Public Health, make sure you have an updated copy of your child's "yellow card" or a printout of your child's immunization record from their health care provider.
There are three ways you can report your child's immunizations. Please choose only one of the following methods:
- Immunization Connect Ontario (ICON)
- Email immunizationservices@regionofwaterloo.ca
- Call 519-575-4400
Personal Health Information: By completing the online reporting form, you are consenting to the collection and use of your personal health information by Region of Waterloo Public Health and Emergency Services to maintain the provincial immunization database. For further information about this, please contact us at 519-575-4400.
Frequently asked questions about immunizations
I cannot update my child's record online using ICON |
Possible reasons why you cannot access ICON
Possible solutions
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I received a letter from Public Health |
What is Immunization Surveillance? Under the Immunization of School Pupils Act (ISPA) and Child Care and Early Years Act, children attending school and childcare in Ontario are required to be vaccinated against specific diseases or have a valid exemption. Parents are required to report their child's immunization information to Public Health on an ongoing basis, if the child attends school or childcare in the Region of Waterloo. The information reported is stored in a confidential electronic province wide database called Panorama. Every year, Region of Waterloo Public Health reviews the immunization records of all children attending childcare and schools in the Region of Waterloo to make sure the information is up-to-date. Updates on immunizations are crucial information to protect the health of children during an infectious disease outbreak, such as measles. Why is Immunization Surveillance important? Immunization is a simple and effective way to protect your child against vaccine preventable diseases. By maintaining an up to date record, Public Health can quickly determine which children are protected and which are at risk in the event of an outbreak. Public Health can then take the necessary steps to protect everyone from vaccine preventable disease. Sometimes this means that children who are not adequately immunized must be excluded from school or childcare until the outbreak is over. What does the Immunization Surveillance process look like?
Why did I receive a letter from Region of Waterloo Public Health? There are several common reasons for receiving a letter requesting that you update your child's immunization record:
What should I do next?
Click here to update immunization records online or call 519-575-4400 ext. 5001. |
Where can I have my child immunized? |
Your child can receive immunizations at:
Or at a:
If you need help in finding a family doctor, check out Health Care Connect to register. |
My child does not have an Ontario Health Card (OHIP). How can I get my child immunized? |
Children, who are new to Canada, are International students or who do not have an Ontario Health Card can call Public Health at 519-575-4400 ext. 5003 to book an appointment. |
I do not have a copy of my child’s immunization record. What are my options? |
If your child had immunizations in the past, contact your current or past health care providers and request a copy of their immunization record. If you moved from another city, you may be able to contact your previous health unit to obtain the records that they have on file. If your family doctor has retired, Contact the Ontario College of Physicians and Surgeons or call 416-967-2603.
For more information on the recommended schedule and catch up schedules, please visit the Publicly Funded Immunization Schedules for Ontario. |
Why are my child’s records not automatically submitted to Public Health from my doctor or school? |
Under the Immunization of School Pupil’s Act, parent(s)/legal guardian(s) are responsible for updating Public Health every time their child receives an immunization. Your child's health care provider and school are not mandated to report your child's immunization to Public Health. In some cases, your health care provider may tell you that your child's immunization is up-to date. However, the information may not have been reported to Public Health. It is recommended that you obtain a copy of the record and submit it to Public Health every time your child receives immunizations. |
Why is Public Health asking for a vaccine that my child has already received? |
Some immunizations that your child receives require multiple doses given at specific ages and intervals in order to develop adequate immunity. For this reason, Public Health may ask you for dates of immunizations administered several years ago. |
Why did I receive a suspension letter? My child received the required vaccine. |
There are several common reasons for receiving a suspension letter:
The immunization information has not been reported to Public Health. Parent(s)/legal guardian(s) are responsible for updating Region of Waterloo Public Health every time their child receives immunization. The information you provided was submitted after the suspension orders were printed. A suspension order is automatically generated for your child if Public Health has not received the required information in time. Contact Public Health and speak with a nurse by calling 519-575-4400 ext. 5003. Your information has not yet been processed. Please note that if you submit the requested information online or via fax, it can take up to five business days for the information to be processed and for your child's record to be updated. You can expect to receive a follow up phone call if your child's record is still not up-to-date. Otherwise, please contact Public Health and speak with a nurse by calling 519-575-4400 ext. 5003. |
What if I do not want my child to receive vaccines for philosophical reasons? |
In order to receive an exemption for non-medical reasons, parents/guardians must:
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What if my child hasn’t been immunized due to health reasons? |
Book an appointment with your child’s Health Care Provider to obtain a legal medical exemption completed by a Medical Doctor (Physician) or Nurse Practitioner. |
Which immunizations are mandatory for child care centres and schools? |
Immunization requirements for child care registration Upon registration at a licensed child care centre, parent(s)/guardian(s) must provide a copy of their child's immunization record to the child care provider and to Public Health (OPH). Under the Child Care and Early Years Act, 2014 (CCEYA), children attending childcare in Ontario are required to be vaccinated against:
Visit our Immunizations and Vaccines page for more information. Immunization requirements for school attendance Under the Immunization of School Pupils Act (ISPA), children attending school in Ontario are required to be vaccinated against:
Visit our Immunizations and Vaccines page for more information. |
Is it okay if my child receives multiple immunizations at the same time? |
Yes. Multiple immunizations can be received at the same time. Your child's immune system can safely and effectively handle more than one immunization at a time. Most common side effects are mild (such as low grade fever and tenderness on the injection site) and will last for only a day or two. |
Why does my child need another Measles/Mumps/Rubella (MMR) vaccine. He/she already received it. |
Children require two doses of Measles and Mumps vaccine and one dose of Rubella vaccine after their first birthday. You may have received a letter for the MMR vaccine due to any of the following reasons:
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Why does my child need Varicella vaccine? He/she already received it. |
Children born in 2010 or later are required to have two doses of Varicella vaccine after their first birthday. As recommended by the National Advisory Committee on Immunization (NACI), two doses of Varicella vaccine can reduce varicella disease incidence, increase herd immunity, potentially decrease disease outbreaks, as well as minimize the number of cases occurring in adolescents and adults. You may have received a letter for varicella due to any of the following reasons:
You have to report to Public Health if your child born in 2010 or later has had previous infection of chickenpox on or after one year of age. |
Why does my child need Polio vaccine? He/she already received it. |
Polio is a series vaccine, meaning that it requires multiple doses at specific ages and intervals to provide adequate protection. You may have received a letter for Polio due to any of the following reasons:
Confirm with your health care provider if your child has completed the series in correct intervals (time between vaccines) and update the immunization record with Public Health. Knowing the brand name of the vaccine will also be helpful so it can be accurately recorded in your child's file. |
Why does my child need Diphtheria, Tetanus and/or Pertussis vaccine? He/she already received these. |
Diphtheria, Tetanus and Pertussis are given in a series, meaning that they require multiple doses at specific ages and intervals to provide adequate protection. In Ontario, these vaccines are not available on their own. The Pertussis vaccine always includes Tetanus and Diphtheria, and these are always available together. You may have received a letter for Diphtheria, Tetanus and/or Pertussis due to any of the following reasons:
Confirm the dates with your health care provider and update the immunization record with Public Health. Knowing the brand name of the vaccine will also be helpful so it can be accurately recorded in your child's file. |
Can my child receive Pertussis only if he/she has already received Tetanus and Diphtheria? |
A Pertussis-only vaccine is not available in Canada. If your child requires a Pertussis immunization, they will receive a combined Diphtheria, Tetanus and Pertussis vaccine. Some health care providers administer Diphtheria and Tetanus (Td) only vaccine during an emergency procedure. There is no harm in receiving a Diphtheria, Tetanus and Pertussis (DTaP/Tdap) vaccine for the added protection against Pertussis. Confirm with your healthcare provider if a Diphtheria and Tetanus (Td) or a Ddiphtheria, Tetanus and Pertussis (DTaP/Tdap) vaccine was given and update the immunization record with Public Health. Knowing the brand name of the vaccine will also be helpful so we can accurately record it in your child's file. |
Why does my child need Men-C-C? He/she already received it. |
All children in Grade 6 or below require one dose of Men-C-C vaccine received on or after their first birthday. You may have received a letter for Men-C-C due to any of the following reasons:
Confirm the dates with your health care provider and update the immunization record with Public Health. Knowing the brand name of the vaccine will also be helpful so it can be accurately recorded in your child's file. |
Why does my child need Men-C-ACYW135? He/she already received it. |
All children in Grade 7-12 require one dose of men-C-ACYW135. You may have received a letter for Men-C-ACYW135 due to any of the following reasons:
The Men-C-ACYW135 vaccine is offered in schools in Grade 7 and is a mandatory vaccine. All children in Grade 7 or older must have received one Men-C-ACYW135 vaccine.
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What is the age of consent in Ontario? |
The Health Care Consent Act, 1996 of Ontario, states that there is no minimum age for consent to health care. If the student is deemed by the nurse to be able to consent, they can sign their own consent form. Region of Waterloo Public Health requires consent from a parent of legal guardian when providing services at school. Please call Public Health at 519-575-4400 ext. 5003 to speak to a Nurse if you have any concerns about consent. |
School Immunization Clinics - Questions/Answers for Parents/Guardians
Who gives the vaccines in school clinics? | ||||||||||
Our Public Health Nurses receive specific immunization training. All our nursing staff are licensed with the College of Nurses of Ontario. They administer thousands of vaccines annually and have great knowledge and experience at putting anxious children at ease. | ||||||||||
How will the school clinics run? | ||||||||||
Students will be called down by class to the school clinic to receive their vaccines. Students will be supervised for at least 15 minutes post-vaccine. Severe reactions are rare and most occur within 15 minutes of getting the vaccine. The nurses will stay at the school for at least 15 minutes after the last vaccine is given. |
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What will happen if my child has a reaction after the nurses have left? |
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Most reactions occur within the first 15 minutes after receiving the vaccine. Public Health Nurses are always available at the school for at least 15 minutes after the last vaccine is given. Before leaving, the nurse provides the school with first aid instructions should a reaction occur. This may include referring the student to their family physician or emergency Report any reactions that occur after nurses have left, to Public Health at 519-575-4400 ext. 5003 |
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Who can I contact if I have questions or if I did not get a consent form? | ||||||||||
Consent forms can be obtained by calling our Vaccine Information Line at 519-575-4400 ext. 5003. | ||||||||||
My Grade 7 child missed a school clinic. Where can he/she get the vaccines and when? | ||||||||||
At your child's next school immunization clinic (if available) Public Health has school clinics twice a year, in the fall and then again in the spring (currently paused due to COVID-19).
At a Public Health clinic Your child can come to a Public Health clinic all year, including the summer (currently paused due to COVID-19).
Call 519-575-4400 ext. 5003 to make an appointment At your doctor's office School program vaccines are also available through local health care providers. Parents/students can access immunization records and submit immunization information via Immunization Connect Ontario (ICON). Students without a health card or those needing assistance can call Public Health at 519-575-4400 ext. 5001. |
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I have questions about Hepatitis B vaccine | ||||||||||
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I have questions about Meningococcal C-ACWY135 | ||||||||||
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I have questions about the HPV vaccine |
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Through the School Immunization Program, all students attending Grade 7 in Ontario are eligible to receive publicly-funded doses of HPV9 until the end of Grade 12 for female clients and until the end of Grade 10 for male students.
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I have questions about how the school immunization program works |
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My child is on special medications for an underlying health condition. Is it safe for him/her to receive the school immunization program vaccines? |
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Very few underlying health conditions would prevent a child from receiving vaccines. Consult with your doctor and/or contact Public Health at 519-575-4400 ext. 5003 to speak with a nurse about your child's specific situation. The nurse can answer your questions and provide you with information about what options are available for your child to receive the publicly funded vaccinations. | ||||||||||
My child has a serious needle phobia. What are my options to ensure that publicly funded vaccines are received? |
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Needle anxiety is common in teens. Our nurses in the school clinics have dealt with many anxious children and have developed several techniques to make the process as anxiety-free as possible, for example:
Tips for you:
If your child knows ahead of time that they are prone to fainting, please have them notify the nurse prior to getting their needle. |
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My question is not answered here |
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If you have questions, please contact Public Health to speak with a nurse at 519-575-4400 between 9 a.m. and 4 p.m. Monday through Friday excluding statutory holidays. |
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