Supporting Families through the Annual Assessment of Immunization Records

Ottawa Public Health (OPH) has started the annual process of assessing students’ immunization records for compliance with the Immunization of School Pupils Act (ISPA).

To attend school in Ontario, students need to be immunized against nine vaccine preventable diseases or have a medical or religious/philosophical exemption:

• diphtheria, measles, meningococcal diseases, mumps, pertussis, polio, rubella, tetanus, and varicella (required for children born in 2010 or after).

For the 2025/2026 school year, OPH’s assessment of record will focus on students born in 2008 and 2018 (ages 7 and 17). This week (Oct 27, 2025), Ottawa Public Health began sending notices of incomplete immunization to students in these two birth cohorts (2008 and 2018). Notices are grouped by school board and sent on a staggered schedule to decrease the possible impacts on the health care system.

Parents/guardians will have one month to update their child’s record before a Suspension Order is issued, following which they will have an additional month to provide records and update OPH before the suspension takes effect. The suspension can last up to a period of 20 school days if no action is taken.

Anticipated Increase in Demand for Vaccination Services

As letters are sent to parents/guardians, you may have an increased demand for immunization services in your practice, which could require increased vaccine ordering. Parents may contact you to:

1. Book an appointment for one or more routine immunizations required by the ISPA. Please ensure adequate supply of routine vaccines, including:
   • 4-year booster: Tetanus, diphtheria, pertussis and polio (Tdap-IPV)
   • 14-year booster: Tetanus, diphtheria and pertussis (Tdap)
   • Meningococcal (Men-C-ACYW or Men-C-C) * Please note:Men-C-ACYW is usually given through the grade 7 school-based vaccine program. If a student missed this dose, it can be requested using the School Based Vaccine Order form.
   • Measles, Mumps, Rubella (MMR)
   • Varicella (chickenpox)
2. Request information on their child’s immunization history. In most cases, vaccines have been administered but not reported to OPH. In these instances, provide the immunization details and guide parents to submit the dates of immunization through secure platforms such as ICON or CANImmunize.

Please Encourage Families to Update their Children’s Records

It is the parent or guardian’s responsibility to report childhood immunizations to OPH; however, they are often not aware of this requirement or are not thinking about the importance of keeping records for school when their child is receiving their primary series as an infant or toddler. We encourage you to remind parent/guardians to report vaccines to OPH every time their child is immunized. There are four ways for parents/guardians to report:

• NEW: Submit a copy online to OPH via electronic upload
• Through the CANImmunize App
• Online using Immunization Connect Ontario (ICON)
• By fax: 613-580-9660

Immunization Services offered by Ottawa Public Health

OPH encourages children and youth who have access to a physician or nurse practitioner to receive any overdue vaccines through their family physician pr nurse practitioner’s office whenever possible. OPH offers routine immunization clinics for children and youth who face barriers accessing primary care, including:

• Newcomers to Canada without an OHIP card
• Children and youth experiencing challenges with healthcare access

Families who have questions about the immunization notices can also call 613-580-6744 to speak with a public health nurse for assistance.

Thank you for your continued collaboration in ensuring your patients are up to date on immunizations and helping to protect our community from vaccine-preventable disease.

Physician & NP Resources

• Vaccine Order Form: OPH Online vaccine ordering form, Ottawa Public Health.
• Ontario’s routine immunization schedule, Ontario Ministry of Health.
• Statement of Medical Exemption, Ontario Ministry of Health.

Patient Resources

• Where to get children or youth vaccinated in Ottawa, Parenting in Ottawa.
• Immunization Requirements for School, Parenting in Ottawa.
• Updating and retrieving immunizations, Parenting in Ottawa.
• Frequently Asked Questions About Immunization, Parenting in Ottawa.
• Ontario’s Routine Immunization Schedule, Ministry of Health.

Lamia Palic, RN, BScN
Ottawa Public Health