Immunization Toolkit for Schools

What is the role of Ottawa Public Health under the Immunization of Schools Pupils Act (ISPA)?

Each year, Ottawa Public Health (OPH) is responsible for reviewing and maintaining immunization records for students enrolled in schools across Ottawa, as required under the Immunization of School Pupils Act (ISPA). This legislation ensures students have the vaccines required to attend school, or that they have submitted valid medical or non-medical exemptions. 

For the 2025-2026 school year, OPH is reviewing records for students born in 2018 and 2008 (typically ages 7 and 17).

When records are incomplete or exemptions are not provided, OPH issues a Notice of Incomplete Immunization, informing parents/guardians of the missing vaccine requirements and steps needed to update the record or submit a valid exemption. If the required information is not received by the deadline indicated (typically one month), OPH issues a Suspension Order, providing them an additional month to comply before the student is suspended from school under the Immunization of School Pupils Act. 

What is the role of School Administrators under the ISPA?

While OPH manages immunization record collection and assessment, school administrators play a key role in enforcement and communication during the immunization record assessment process.

Schools do not assess if a child/youth meets ISPA requirements or make decisions about suspensions. This is the responsibility of OPH.

School administrators/operators ensure they are meeting immunization requirements under the ISPA:

• Provide student information as requested by OPH.
• Assist in dissemination of important vaccination and public health information as requested by OPH.
• Assist in supporting any suspension or exclusion orders that the local medical officer of health issues under the authority of the ISPA or the Health Protection and Promotion Act (HPPA).

Although schools do not collect immunization records, they play a critical role in ensuring families are aware of their responsibilities and in maintaining compliance with OPH guidance during suspension periods.

Privacy Reminder:

• Student immunization records and related health information are strictly confidential and protected by privacy legislation. School staff must not share any information about a student’s immunization status or suspension with other families. If parents have questions or concerns about immunization, please direct them to contact Ottawa Public Health directly.

What is the role of Parents and Legal Guardians under the ISPA?

Parents and guardians are responsible for:

• Ensuring their child is compliant with ISPA requirements – either by completing the required immunization schedule for each designated disease or by submitting a valid exemption from the Ministry of Health  to Ottawa Public Health (OPH).
• Reporting immunizations to Ottawa Public Health ( as applicable) – Please note: health care providers are not required to and in most cases do not submit immunization information to Ottawa Public Health. .
• Using www.ParentinginOttawa.ca/immunization to submit records, book appointments, or learn more about the process.

Children and youth without a primary care provider or those experiencing barriers can access immunization services via:

• Kids Come First - Vaccinate and Up-to-Date Initiative
• Neighbourhood Health & Wellness Hubs

Private Schools & Consortium du Centre Jules-Léger (CCJL)

Ottawa Public Health will issue all official suspension notices. Schools should not generate or send their own notices related to immunization suspensions. These official notices include the required details:

• Which immunizations are missing
• The deadline to respond
• The potential for suspension if no action is taken 

November 2025 - Principal Memo - OCDSB

October 2025 - Principal Memo - OCSB

Review the suspension list carefully

• Check the daily list sent by Ottawa Public Health to confirm which students are suspended starting today.
• Ensure all relevant staff who interact with students are aware but maintain confidentiality.
• Refer to the Kiteworks User Guide for help accessing the list.

• Make sure front desk and reception staff know the process for responding to parents, guardians and students.
• Remind them not to accept immunization records at the school; all records must be submitted directly to Ottawa Public Health.
• Provide staff with standard language they can use when speaking to parents/guardians:

“Please contact Ottawa Public Health directly for all questions related to immunization records or suspension status. Schools are not involved in record assessment or decision-making.”

• While the suspension legally starts today, you may allow a one-day grace period for families to respond and make arrangements. As of day 2, the student must not attend school until cleared.
• Use clear language and provide the link to www.ParentinginOttawa.ca/immunization for next steps.

• For parents, guardians, and the public:

  • For immunization-related questions or to submit immunization records, contact Ottawa Public Health’s Public Phone Line at 613-580-6744.

• For school staff only:

  • The OPH School Administrator Hotline is available at 613-580-2889 for questions related to school processes and student immunization status. Please note that nurses do not answer this line, and clinical questions cannot be addressed. Do not share this number with parents.

• If a student is sick or on a planned trip during the suspension, remind families that the suspension period continues and ends on the final date indicated.
• If a parent or guardian claims their child’s immunization record is up to date but the student is still suspended, advise them to contact OPH directly for verification.
• If they have been cleared by OPH, their name should not appear on the suspension list the next day. 

• Immunization records are personal health information protected under the Personal Health Information Act (PHIPA). Do not share or discuss a student’s suspension details with other staff, students, or families.
• Redirect any external inquiries to Ottawa Public Health.

Report to OPH

• Notify OPH via the School Administrator Hotline (613-580-2889) if you identify families needing additional support.
• If you notice errors in the suspension list (e.g., student who no longer attends the school), contact OPH promptly through the School Administrator Hotline so that the record can be updated in the database. 

1) What is the immunization record assessment process?

• The immunization record assessment process  is a review of children's immunization records by Ottawa Public Health to ensure compliance with the Immunization of School Pupil’s Act (ISPA).

2) Who reviews student immunization records?

• Ottawa Public Health (OPH) is responsible for reviewing and maintaining immunization records, including issuing an order of suspension for students who do not meet the requirements under the Immunization of School Pupils Act (ISPA). Schools do not assess whether a student meets ISPA requirements.

3) Are immunization suspensions issued under the Education Act?

• No. Immunization-related suspensions are issued under the Immunization of School Pupils Act (ISPA) — a separate piece of legislation from the Education Act.
• The Education Act, the Personal Health Information Protection Act, and the Immunization of School Pupils Act are pieces of legislation in Ontario that can be found on the e-laws website. One Act does not supersede the other.
• The Immunization of School Pupils Act (ISPA) helps to protect school-aged (elementary and secondary school) children from serious diseases which are designated under that Act.

1) Can schools collect or submit immunization records on behalf of families?

• No. Schools should not collect immunization records or exemption forms. Parents must submit directly to OPH using the instructions at: ParentingInOttawa.ca/immunization. 

2) What is an immunization exemption?

• An exemption allows a student to attend school without all required vaccines for medical or non-medical (conscience or religious belief) reasons, as permitted under the Immunization of School Pupils Act (ISPA).
• Ottawa Public Health (OPH) manages all exemption requests. Schools are not responsible for reviewing or collecting exemption documentation.
• Parents inquiring about exemptions can contact OPH directly by calling 613-580-6744 or visiting ParentingInOttawa.ca/immunization.
• *Please note: In the event of a vaccine-preventable disease outbreak, students with exemptions will not be permitted to attend school for the duration of the outbreak for their protection and to help prevent further spread.

3) What should we do if a parent, guardian or child brings their immunization record to school?

• Schools should not be collecting immunization information.  Parents can be directed to submit their child’s immunization record(s) directly to Ottawa Public Health at www.ParentingInOttawa.ca/immunization.

4) Where do we direct parents and guardians to update their child’s immunization record? 

• Parents can be directed to www.ParentinginOttawa.ca/immunization to update their child’s immunization record.
• If a parent needs additional support – for example, due to language barriers or unfamiliarity with the system – school staff can:
  • Refer the family to the school’s Multicultural Liaison Officer (if available)
  • Encourage the family to visit an OPH Neighbourhood Health & Wellness Hub, where staff can help update records, assess immunization needs, and even administer missing vaccines.
  • Contact the OPH School Administrator Hotline (for staff only) at 613-580-2889 for further guidance or to flag a family in need of follow-up.

5) How long does it take for Ottawa Public Health to update immunization records submitted online or by fax? 

• It can take up to 5 business days for Ottawa Public Health to update a record submitted online or by fax.

6) What should we do if parents or guardians inform us that their doctor confirmed their child’s record is up to date? 

• Inform the parent to contact Ottawa Public Health by calling 613-580-6744 to verify the status of the immunization record.
• It is possible that their record is up-to date but that it has not been received by OPH. Ottawa Public Health does not receive automatic updates from health care providers. Parents are to ensure all required vaccine information has been submitted to Ottawa Public Health.

1) Where can students get their missing vaccines if they don’t have a family doctor? 

• Ottawa Public Health and Kids Come First offer routine vaccination clinics. Please visit www.ParentinginOttawa.ca/immunization  for more details.
• Families facing barriers can visit one of Ottawa Public Health’s Neighbourhood Health & Wellness Hubs offering routine vaccines.
• Medical walk-in clinics. 

2) What can we do to help families who face barriers and require additional support? 

• Encourage families to visit one of Ottawa Public Health’s Neighbourhood Health and Wellness Hub, where they can bring their child’s complete immunization record. A Public Health Nurse will be available on site to review the records, provide any required immunizations, and update the record in the provincial system.  
• If the family is unable to attend a Hub, advise them to contact Ottawa Public Health (OPH) by calling 613-580-6744.
• With the family's permission, schools can provide OPH with the child’s physicians’ contact information. An OPH staff member will follow up with the physician directly.
• Schools can  flag these families to OPH using the OPH School Administrator Hotline at 613-580-2889; an OPH staff member will follow up with the family to help resolve the situation. 

3) What should we do if the parent or guardian does not speak French or English and needs assistance in updating their child’s immunization record? 

• Identify these families to Ottawa Public Health (OPH), and they will be contacted with the help of telephone translation services.
• Provide parents or guardians with a copy of the OPH translated letters (See Section: Communication from OPH). The Notice of Incomplete Immunization Record and the Suspension Notice have been translated in 8 languages (Arabic, Bengali, Chinese, Portuguese, Russian, Somali, Spanish and Vietnamese).
• Refer the parent to your school’s Multicultural Liaison Officer to help these families, when available. 

1) Will schools receive advance notice of which students may be suspended?

• In some cases, school boards may request information to help schools identify students who are at risk of suspension. Schools can be encouraged to proactively communicate with these families to help them update their immunization records and avoid suspension where possible.  

2) How will I know which kids are on the suspension list?

• An electronic list will be sent via Kiteworks (a Secure File Transfer Protocol) every morning once suspensions begin (see Timelines).
• Schools are required to open and review the suspension list each day.
• This will continue until all students return or the 20-day suspension period ends. 

3) What should we do if a parent brings their child to school, but their name still appears on the suspension list? 

• Schools may grant the first day of suspensions as a grace period; however, parents are to be instructed that the student cannot return to school until Ottawa Public Health (OPH) has received the requested information or until the end of the suspension period (20 school days).
• Inform the parent to contact OPH to verify the status of their child’s immunization record.
• The student should not be admitted to class and should wait at the office to return home.
• If the parent believes there has been a mistake, or the record was submitted but not yet processed, instruct them to contact OPH directly at 613-580-6744. It can take up to 5 business days for records to be updated after submission.
• Notify OPH of families who require additional support, using OPH School Administrator Hotline (613-580-2889).
• Contact your School Board Superintendent if you have questions about school-level processes or need additional support.

4) Do immunization suspensions apply to students who are 18 years or older?

• No. The Immunization of School Pupils Act (ISPA) applies only to students aged 17 and under. Students who are 18 years old or older are not subject to suspension and should not appear on the suspension list.
• If a student over 18 is mistakenly included on the list, they are still permitted to attend school. Please contact the OPH School Administrator Hotline at 613-580-2889 to correct the list promptly.

5) Do suspensions apply to students in co-op placements?

• Yes. Co-op students aged 17 and under are considered enrolled pupils and are still subject to suspension under the ISPA if their immunization records are not up to date. If they are suspended, they are not to attend either their co-op placement or in-school classes until OPH clears them to return.

6) What happens if a suspended student is away on vacation or sick during the suspension period?

• The 20-day suspension period under the Immunization of School Pupils Act (ISPA) continues regardless of a student’s absence due to illness, travel, or other reasons. The student remains suspended until Ottawa Public Health (OPH) confirms their immunization record is complete or a valid exemption is on file.

• The suspension officially ends on the final date indicated in the Timelines section, whether or not the student has been present at school during that time.  

• If a student on the suspension list will be away from school for an extended period of time – or for the entire suspension period – schools are encouraged to notify OPH using the OPH School Administrator Hotline at 613-580-2889.

Where can I find more information?

• Website: Visit www.ParentinginOttawa.ca/immunization for up-to-date information on vaccines,  requirements and how to submit records.
• OPH School Administrator Hotline: Call 613-580-2889 – a dedicated phone line for school staff and administrators only to speak with OPH staff about student suspensions or urgent questions.
• Public Phone Line (for parents and guardians): They can contact 613-580-6744 for help with submitting records, booking appointments, or general immunization inquiries. 

Clinic Dates

Dates for in-school immunization clinics are available on the Parenting in Ottawa website, under "Clinic Dates". Please visit the site to view the schedule for your school.  

Clinic Scheduling

• OPH contacts schools in advance to schedule clinic dates. Schools are asked to host the clinic in a private, accessible space.
• Due to the high number of participating schools and the required interval between vaccine doses, clinic dates are very difficult to reschedule. Schools are encouraged to avoid making changes unless absolutely necessary.

Clinic Day Setup

OPH will bring all required supplies. Schools may be asked to provide basic items such as tables, chairs, gym mats for a recovery station and access to garbage and recycling bins.  

School Support

For virtual learners, vaccines are not available in the same manner as for those who attend in person. 
If a student is registered as a virtual learner, they may receive their vaccines at the following locations:

• Health care provider’s office if they have agreed to offer this service
• OPH community-based clinics (by appointment)
• OPH Neighbourhood Health and Wellness Hubs.

Parents and guardians can visit ParentingInOttawa.ca/immunization for more information on locations and hours of operation. 

Consent Forms

• OPH sends consent forms to each school board, which are then delivered to individual schools through their internal mail.  Schools help distribute these consent forms approximately 3 weeks before the clinic. Sending forms too early (e.g. more than 2 to 3 weeks in advance) increases the chance they may be misplaced, especially since staff cannot collect or store completed forms due to privacy regulations.
• If the student misplaces their consent form, it can be reprinted from ParentingInOttawa.ca/immunization.  Students should bring their completed form with them on the day of the clinic.
• Note: Students who submitted a completed consent form to OPH during the first cycle (fall) do not need to submit a new form for the second cycle (spring). The signed consent is valid for a period of two years.

Reminders to Families

• Schools are encouraged to share clinic dates in newsletters, emails, or other school communications. Additionally, reminders – such as morning announcements the day before the clinic – can help prompt students to bring their completed consent form on the day of the clinic.
• Students should keep the form with them; schools should not collect completed consent forms, as they contain personal health information. 

Template message for school communications

• "Ottawa Public Health will be holding a Grade 7 vaccination clinic at our school on [insert date]. Please ensure your child brings their completed and signed consent form to school on the clinic day. For more information about school vaccinations, visit www.ParentingInOttawa.ca/immunization."

Questions from Parents

If the school receives questions from parents, they may respond with:

• "Thank you for your question. Unfortunately, we are not responsible for the organization of this vaccination clinic. Please visit www.ParentingInOttawa.ca/immunization for more information."

Missed Clinics

• If a student is absent on the day of the clinic, they may still have an opportunity to receive their vaccines:
  • For multi-day clinics, students can attend on a subsequent day if the clinic is still operating at the school. They must bring their completed consent form.  
  • If no further clinic dates are scheduled at the school during the student’s  Grade 7 year, families should be advised to contact their primary health care provider.  
  • For students without a health care provider, schools can refer families to OPH’s Community Vaccination Clinics or Neighbourhood Health and Wellness Hubs for catch-up vaccination.  

Documents for School Administrators

• Principal Memo - Grade 7 Vaccinations 2025-2026
• Parents in School Clinics
• Preparation Checklist for School Immunization Clinics
• Virtual Learners Memo

1) Can a parent or guardian accompany their child during the clinic?

• No. Parents or guardians are not permitted to attend in-school clinics to ensure clinic efficiency and student privacy.
• Parents wishing to accompany their child can attend a clinic outside of school hours (e.g., OPH Neighbourhood Health & Wellness Hubs).
• Exceptions can be made in special cases. Principals may email the clinic lead or immunization@ottawa.ca with the request.
• OPH will not accommodate walk-in parents at school clinics without prior approval. 

2) Can students receive their vaccine in a private setting?

• Yes. Students may request a more private space at the clinic, and OPH nurses will accommodate the request where possible. Students should inform the nurse when they arrive.

1) Do students need a new consent form for each clinic cycle?

• No. A completed consent form submitted in the fall is valid for two years.

2) What if a student forgets or loses their consent form?

• Students can:

  • Reprint the form from ParentinginOttawa.ca/immunization

  • Ask the school to print a new blank copy
    Note: Schools should not collect or store completed forms. Students must bring them on clinic day.

3) Are schools responsible for collecting or storing consent forms?

• No. Completed forms contain personal health information and must remain with the student or parent.

4)  Who may give consent?

• According to the HCCA, a person is considered mentally capable of giving consent if they understand:
  • The important information about the vaccine
  • What may happen if they choose to receive or refuse to get the vaccine
• There is no specific “age of consent” in this HCCA. A student aged 12 or 13 can consent to receive a vaccine. If the nurse determines that the student cannot give informed consent, the parent/guardian may give or refuse consent on their behalf.

5) Who should sign the consent form?

• Ideally, both the student and the parent/guardian sign the consent form before the vaccine is given. This shows that both are aware of the purpose of the vaccine.
• If a student has a signed consent form but refuses to get the vaccine, a nurse will speak with the student and encourage them to speak more about it with their parent/guardian.

1) What if a student is absent on clinic day?

• If the clinic runs over multiple days, the student may attend on another day with their consent form.

• If no additional clinics are scheduled during Grade 7, the family can go to a health care provider or OPH clinic.

2) Can schools reschedule their clinic date?

• Rescheduling is highly discouraged as clinic dates are set in advance based on logistics and vaccine schedules. Changes should only be requested in exceptional circumstances.

1) Are schools responsible for storing or tracking student immunization records?

• No. OPH manages all immunization records using Ontario’s database (Panorama). Schools are not expected to track or store this information.

2) How will the school clinic run?

• Students will be called by class to the school clinic to receive their vaccines.
• After vaccination, students will be supervised for at least 15 minutes.
• Severe reactions are rare and typically occur within 15 minutes of vaccination.
• Nurses will remain on-site for at least 15 minutes after the last vaccine is given.
• In large schools, the clinic may run over two to four days.

Communication & Support

1) What if a parent has questions about the vaccines or eligibility?

• Direct them to Ottawa Public Health.
• Suggested message: "Thanks for your question. Ottawa Public Health manages all aspects of the Grade 7 immunization clinics. Please visit ParentingInOttawa.ca/immunization."

2) Who should I contact for clinic coordination or urgent issues?

• Contact your school’s assigned clinic lead. If unknown, call Ottawa Public Health at 613-580-6744.

Legislation

What is the Health Care Consent Act, 1996 (HCCA)?

• The HCCA is a law that sets out rules about consent for medical treatment including immunization. It addresses:
  • When consent is required for health treatment
  • Who may give consent
  • How consent is obtained
• OPH nurses follow the HCCA when administering vaccines.