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Annual School/Facility Immunization Survey
The Role of the Local Health Departments
Brittany Taylor, MPH
Immunization Program
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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
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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.
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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
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Completing the Worksheet
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2009 Annual Immunization Survey
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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
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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.
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Online Survey on KIP website
http://chfs.ky.gov/dph/epi/Immunization+Program.htm
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2009 Annual Immunization Survey
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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
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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
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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.
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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)
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• 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
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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
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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.
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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
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QUESTIONS?