Release Notes

Department of Health Annual School Report

Release:

Version 05.14.02.00.10, May 28, 2014 - addendum release

Change:

When run from Entity 000, the report will only print information for the entities selected.

Reason:

The report was printing misleading pages for entities not selected when run from Entity 000 where one or more default entities were selected.

Menu:

Student Management\Federal/State Reporting\WA\RE\SR\HR\AS

OR

Student Management\Office\HR\VA\RE\SR\AS

 

Release:

Version 05.13.06.00.05, July 31, 2013 - addendum release

Change:

Corrected the Out-of-Compliance and At-Risk Detail reports of the Department of Health School Age report to display the student and guardian information.

Reason:

After the July 2013 Standard Release, the student and guardian detail lines are no longer being displayed in the Out-of-Compliance and At-Risk Detail reports.

Menu:

Student Management\Federal/State Reporting\WA\RE\SR\HR\AS

OR

Student Management\Office\HR\VA\RE\SR\AS

 

Release:

Version 05.13.06.00.03, July 13, 2013 - standard release

Change:

Update the School Immunization Status Report as follows:

  1. Changed website to: WWW.WAIIS.WA.GOV.

  2. Removed phone number: (360) 236-3527.

  3. Added email address: OICPschools@doh.wa.gov

Reason:

Per the Department of Health Form DOH 348-014a.

Menu:

Student Management\Federal/State Reporting\WA\RE\SR\HR\AS

OR

Student Management\Office\HR\VA\RE\SR\AS

 

Release:

Version 05.13.02.00.12, May 1, 2013 - addendum release

Change:

Added the Most Recent District Entry Date (MRDED) to the At Risk Detail and Out of Compliance reports.

Reason:

The Enroll Date date used to be on the report. It was removed when Student Entry Date (found on the student profile/vaccinations screen) was added. Adding the MRDED field to the reports will provide users additional information for analysis.

Menu:

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AS

And

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AE

OR

Student Management\Office\HR\VA\RE\SR\AS

and

Student Management\Office\HR\VA\RE\SR\AE

 

Release:

Version 05.12.10.00.12, December 8, 2012 - standard release

Change:

Corrected the "Grades at this school from" value in Part A of the Required School Immunization Status Report and Export File.

Reason:

In some cases, the report had been displaying a value of "N/A" rather than the beginning grade defined in the Grades field on the School Code Maintenance screen.

Menu:

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AS

And

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AE

OR

Student Management\Office\HR\VA\RE\SR\AS

and

Student Management\Office\HR\VA\RE\SR\AE

 

Release:

Version 05.12.06.00.18, October 3, 2012 - addendum release

Change:

Added an option to create an export file.

Reason:

The Department of Health can now accept the School Immunization Status Report through a CSV export file. Files may be emailed to OICPSchools@doh.wa.gov.

Menu:

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AS

And

Student Management\Federal/State Reporting\ WA\RE\SR\HR\AE

OR

Student Management\Office\HR\VA\RE\SR\AS

and

Student Management\Office\HR\VA\RE\SR\AE

Implementation Notes:

To create the export file, clone the Required School Immunization Status Report, add a Template Description and select the Create Export File check box.

 

Release:

Version 05.12.06.00.14, September 5, 2012 - addendum release

Change:

Added the Tdap Vaccination to the Out of Compliance, At Risk Summary and At Risk Detail reports.

Reason:

The reports were not showing students who were out of compliance or at risk for the Tdap Vaccination.

Menu:

Student Management\Federal/State Reporting\WA\RE\SR\HR\AS

 

Release:

Version 05.12.06.00.06, July 14, 2012 - standard release

Change:

  1. Added two new Vaccination Waivers codes: "RMB," Religious Membership Exemption and "TMD," Temporary Medical Exemption.

    1. When the Vaccination Waiver Code "TMD" is entered for a student, an Expiration Date is required.

    2. Students with a "TMD" Vaccination Waiver have 30 days of conditional status from the date of expiration.

  3. Added a new screen to track Student Entry Date. When a Student Entry Date is entered for a student, 30 days of conditional status beyond that date is applied to all vaccinations that would otherwise be out of compliance.

  4. The At Risk indicator (!) for pertussis has been removed from the DOH At Risk Detail and At Risk Summary reports. Students that do not have all the required doses of a pertussis containing vaccine are considered out of compliance.

Reason:

  1. Updated as required by the "Certificate of Exemption" form DOH 348-106 (Rev June 2011).

  2. Updated as required by WAC 246-105-020

  3. Per communications with the Department of Health (DOH).

Menu:

  1. Student Management\Office\VA\Setup\CO\WA

  2. Student Management\ST\PR\Health\Vaccinations\Stu Entry Dt button

  3. Student Management\Federal/State Reporting\WA\RE\HR\AS

 

Release:

Version 04.11.06.00.14, October 4, 2011

Change:

The polio vaccination (POL) on the Vaccination Compliance Group table has been changed as follows for grades 1 - 12:

  1. Group "STN" - students who follow the recommended 4 dose schedule are not subject to the 8\7\2009 date which is used to determine when a student can receive dose 4; at either 6 months or 4 years of age.

  2. Group "CT3" - students who follow the 3 dose catch-up schedule are only required to wait 28 days between dose 2 and 3 rather than 6 months.

Reason:

In some cases, students in grades 1 - 12 were incorrectly being reported as out of compliance.  

Menu:

WS\SR\WA\RE\SR\HR\AS

               --OR--

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.11.06.00.05, August 13, 2011

Change:

  1. Vaccination Compliance Group rules updated to include 2011\12 Vaccination Requirements.

    1. Added a diphtheria\tetanus requirement for 10th grade students if it has been 5 years or more since their last DTaP, DT, or Td vaccine.  Students entering 6th - 10th grade, who received a Tdap vaccine as early as age 7, do not need a 5 year booster.

    2. Updated polio based on a national recommendation as of 8\7\09 requiring the 4th dose be given on or after the 4th birthday.  

      1. 4 doses required if child received dose 4 after 8\7\09.  The minimum age for dose 4 is 4 years old.  Dose 3 and 4 must be separated by > 6 months.

      2. 4 doses acceptable before the 4th birthday IF child received all doses before 8\7\09.  The minimum age for dose 4 is 6 months.  Dose 3 and 4 must be separated by > 28 days.

    4. Added new Compliance Group Code "CT3" for a polio catch-up schedule.

      1. 3 doses acceptable IF child got last dose on or after the 4th birthday.

      2. Minimum interval between dose 2 and 3 is 6 months.

    2. Added requirement for 1 dose of varicella to Grade 5.

    3. Added requirement for 2 doses of varicella to Grade 3.

  2. Entry Level now applies only to kindergarten in Part C of the Required School Immunization Status Report. First grade is no longer reported as an entry level grade.

  3. Added a new vaccine "MMRV" to the vaccine table.  MMRV is a combination of measles, mumps, rubella and varicella.  If student receives a dose of MMRV, all four vaccinations will be updated on the student record with the same dose date.

  4. Vaccinations where there is a recommended interval that is longer than the acceptable interval will be reported as "conditional."  However, if the student does not receive the next dose by the recommended interval, they will be reported as "out of compliance."  Vaccinations affected include:

    1. Varicella - recommended interval between dose 1 and 2 is 3 months.  However, 28 days is acceptable.

    2. DTaP\DT - recommended interval between dose 3 and 4 is 6 months.  However, 4 months is acceptable.

  6. Removed the totals from the last page of the At Risk Detail, At Risk Summary and Out of Compliance reports.  

Reason:

  1. Updated as required by form "Vaccines Required for School Attendance, Grades K-12" DOH 348-051 (Rev March 2011).

  2. Updated as required by "Required School Status Report" DOH 348-002.

  3. MMRV may be used in place of separate MMR and varicella vaccines.

  4. Corrects an issue where students were being reported "out of compliance" if they waited for the recommended interval to receive the next dose.

  5. The totals were hard to reconcile against and were causing confusion.

Menu:

WS\SR\WA\RE\SR\HR\AS

               --OR--

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.10.12.00.02, January 8, 2011

Change:

  1. A correction was made to use the Grad Year\Grade instead of the GLO to determine a student’s grade level.

  2. The program will only use grades "01" or "K*" (any value starting with a "K") to determine the Entry Level Only grade in Part C of the Immunization Status Report.  If the value defined in the Entry Grade Level in the Washington Information section of the School Code Maintenance table (WS\OF\PS\CO\SC) is anything other than a "01" or "K*," the students will not be reported in the Entry Level Only section of Part C.

Reason:

  1. In some cases kindergarten students were not correctly identified and reported when using the GLO field.

  2. The report was incorrectly reporting students in grades other than "01" or "K*" in this section.

Menu:

WS\SR\WA\RE\SR\HR\AS

              -- OR --

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.10.06.01.16, October 15, 2010 NSR

Change:

Changed program to accept one dose of Tdap after 7 years of age to meet the pertussis requirement in grade 9, even if the dose is more than five years old.

Reason:

To correct a programming issue. One dose of Tdap meets the pertussis requirement for a lifetime.  However, a student may be required to receive a Td booster if it’s been five years or more since the last diptheria\tetanus containing vaccination.

Menu:

WS\SR\WA\RE\SR\HR\AS

                --OR--

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.10.06.01.16, October 9, 2010

Change:

  1. Compliance Groups CT3 and CT4 for vaccination codes DT and PER have been changed to require that the 4th dose be given on or after the student’s 4th birthday.

  2. Removed the pertussis requirement for grades 1 - 9.  

  3. Changed program to accept one dose of Tdap after 7 years of age to meet the pertussis requirement in grades 6 through 9, even if the dose is more than five years old.

  4. Added an exclamation point "!" to the At Risk Detail and At Risk Summary reports to identify students who do not meet the required schedule for pertussis.

Reason:

  1. To qualify for either of these catchup schedules, the student must receive at least one dose after their 4th birthday.

  2. Students in grades 1 - 9 should have completed the childhood series of DTaP or if they had the DT series, also have an exemption for pertussis.  However, since they may not have been able to receive a Tdap booster, there is no pertussis requirement when in grades 1 - 9. It is highly recommended that a medical exemption is provided when a student has not received a pertussis containing vaccination.

  3. One dose of Tdap meets the pertussis requirement for a lifetime.  However, a student may be required to receive a Td booster if it’s been five years or more since the last diptheria\tetanus containing vaccination.

  4. Because students may not be able to receive the required pertussis doses, the system will not mark them out of compliance.  The exclamation point will be used as an identifier that these students are at risk in the event of an outbreak.

Menu:

WS\SR\WA\RE\SR\HR\AS

              --OR--

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.10.06.01.08, September 11, 2010

Change:

  1. Students who receive a MMR or VAR live virus vaccination on the 28th day will no longer be reported as out of compliance.

  2. There can be 28 days including a 4 day grace period between dose 1 and dose 2 of varicella.

  3. The interval between dose 1 and 3 for the hepatitis B vaccine has been changed from 4 months to 16 weeks.

  4. Removed the pertussis requirement for grades 10 - 12.  

  5. Modifications have been made to the Vaccination Entry screen in an effort to speed up data entry when using IE7 (Internet Explorer version 7).

Reason:

  1. The logic had read at least 28 days between live virus vaccines which forced the student to be out of compliance when the next live virus dose was given on the 28th day.

  2. Previously, the interval was 3 months between varicella doses.  Three months is the recommended spacing as defined on the Vaccines Required for School Attendance (DOH 348-051), however, 28 days is acceptable.

  3. For more accurate calculating.

  4. Students in grades 10 - 12 should have completed the childhood series of DTaP or if they had the DT series, also have an exemption for pertussis.  However, since they are not required to receive a Tdap booster, there is no pertussis requirement when in grades 10 - 12.

  5. There have been some reports that entering data in the Vaccination Entry screen can be slow when using IE7.

Menu:

WS\SR\WA\RE\SR\HR\AS

               -- OR --

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.10.06.00.00, August 14, 2010

Change:

  1. Vaccination Compliance Group rules updated to include 2010\11 Vaccination Requirements.

    1. Five doses of DTP (diphtheria\tetanus\pertussis) are now required for all grades.  Alternate schedules are acceptable which only require 4 or 3 doses depending on when the vaccine was given.

    2. Added DT (diphtheria\tetanus) requirement for 9th grade students who are 11 years old or older and if it has been 5 years since their last DTaP, DT or TD vaccination.

    3. Added requirement for 1 dose of VAR (Varicella) to Grade 4.

    4. Added requirement for 2 doses of VAR (Varicella) to Grade 2.

  3. Students will no longer be reported as out of compliance if they hold a waiver on DT or PER and it’s been more than 5 years since the waiver was added.   Additionally, waivers will no longer be identified as "Expired" on the At Risk Detail report if the waiver is more than 5 years old.

  4. Students holding a Conditional waiver will only be counted as "Conditional" during the minimum interval period to the next dose. For example; if the student has started the series but it is too early to get the next dose, the student will be counted as "Conditional."  Once the minimum interval period has passed and the student is eligible to receive the next dose but has not, they will be counted as "Out of Compliance."

  5. Conditional waivers no longer need to be manually assigned to a student.

Reason:

  1. Updated as required by form "Vaccines required for school attendance, Grades K-12" DOH 348-051 (Rev March 2010).

  2. The DOH no longer requires renewal of waivers\exemptions.

  3. In the past, a student could be counted as "Conditional" for up to 6 months between doses on all vaccinations.  An interval length of 6 months between doses does not conform to state law for many vaccinations.

  4. The system will now calculate the conditional period automatically.  There is no need for a waiver code on a student.

Menu:

WS\SR\WA\RE\SR\HR\AS

               -- OR --

WS\OF\HR\VA\RE\SR\AS

Implementation Notes:

Skyward has done a complete re-write of the vaccination module.  In order to implement all the changes and new requirements, a Vaccination Conversion Utility must be run.  Navigate to WS\OF\HR\VA\VC to run the utility.  For more information, refer to training manual "Vaccination Conversion and Vaccination Entry" posted on SharePoint in Student Services under Summer Academy\2010.

 

Release:

Version 04.09.06.00.01, August 15, 2009

Change:

  1. Updated the Vaccination Compliance Group = DOH to include 2009\10 Vaccination Requirements.  Changes include;

    1. Added Grade 12 to HEP B vaccination.

    2. Added DT (diphtheria\tetanus) requirement for 8th grade students who are 11 years old or older and if it has been 5 years since their last DTaP, DT or TD vaccination.

    3. Added requirement for 1 dose of VAR (Varicella) to Grade 3.

    4. Added requirement for 2 doses of VAR (Varicella) to Grade 1.

  3. Updated the layout of the Immunization Status Report.

    1. Removed Section D from the report output.

    2. Added a new URL for Web Reporting: https:\\fortress.wa.gov\doh\immenu.

    3. Removed the fax number and replaced with statement "Fax reports are no longer accepted."

    4. A third phone number has been added to call with questions; (360) 236-3527.

  5. Added age and interval minimums for DT (Diptheria\Tetanus) and POL (Polio) vaccinations to the "DOH" Vaccination Compliance Group.

  6. Corrected a defect where students holding a conditional "CON" waiver on vaccinations with blank dose dates were not showing on the At Risk reports.

  7. Students will no longer be reported as out of compliance if they hold a titer waiver on DT, HEP or POL.   

  8. The PaC menu path has been disabled.  

Reason:

 

  1. Updated as required by form "Vaccines required for school attendance, Grades K-12" DOH 348-051 (Rev 10\15\08).

  2. Updated as required by form "Required School Immunization Status Report for School Year 2009-2010" DOH 348-002 (Rev 3\31\09).

  3. These interval and age minimums had been missed in prior year’s reporting.

  4. Students who have a "CON" waiver on any vaccinations should be reported on the At Risk Reports.

  5. The DOH now accepts titer waivers as proof of immunity for these diseases.  

  6. The report is available on the web and will no longer be maintained in PaC.

Menu:

WS\SR\WA\RE\SR\HR\AS

               --OR--

WS\OF\HR\VA\RE\SR\AS

 

Release:

Version 04.08.10.00.01, December 6, 2008

Change:

The DOH Annual School Report is now available in Web Access.

Reason:

 

All Items in the Student Washington Feature Set are to be available in Web Access.

Menu:

WA\Student Management tab\SR\SR\RE\HR\AS

 

Release:

Version 03.07.10.01.04, August 16, 2008

Change:

  1. Updated the Vaccination Compliance Group = DOH to include 2008\09 Vaccination Requirements.  Changes include;

    1. Added Grade 2 to VAR (Varicella) vaccination.

    2. Added for Kindergarten - 2 doses of Varicella must be given on or after the 1st birthday.

    3. Added DT (diphtheria\tetanus) requirement for 7th grade students who are 11 years old or older and if it has been 5 years since their last DTaP, DT or TD vaccination. (Note: The DOH prefers that students receive 1 dose of Tdap to complete the student’s vaccination history).

    4. Added Grade 11 to HEP B vaccination.

    5. Add Alternate Schedule for Hep B

      1. Minimum age - 11th birthday.

      2. Minimum interval between dose # 1 & # 2 - 4 days less than 4 lunar months (108 days)

      3. Maximum age - 16th birthday

      4. Student who doesn’t get dose # 2 before 16th birthday would need to complete series with 2 more doses of regular Hep B (5 micrograms)

  1. Updated the layout of the Immunization Status Report.  

    1. Broke out Kindergarten Varicella by dose #1 and dose #2 in "Required School Immunization Status Report" for Part B and Part C.

  3. Included the guardian name\phone # print on the "At Risk" & "OOC" reports.

  4. Added feature to capture the student guardian and address info in a "Process List" to be available to print labels and\or letters.

  5. Add button to select vaccination codes to report for "OOC" report (like that in "At Risk" reports)

  6. Corrected issue with Conditional "waiver" students not showing on At Risk report or DOH report.  

Reason:

 

  1. Updated as required by form "Vaccines required for school attendance, Grades K-12 (Rev 1\23\08)."

  2. Updated as required by form DOH 348-002

  3. To provide Nurse or health clinic personnel with contact info for informing guardian of "At Risk" or OOC conditions.

  4. To provide method of creating mailing labels and\or forms to send to guardians about childhood immunization status’.

  5. To provide quick identification of OOC reporting for specific vaccinations (like that done in "At Risk" reporting.)

  6. Footprints ticket #202364 - Conditional "waiver" students not showing on At Risk report or DOH report

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 03.07.02.02.05, November 8, 2007 NSR

Change:

Corrected an issue where students were excluded from the report.

Reason:

 

The system was incorrectly excluding students from reports if: 1. The All School checkbox was deselected and 2. The district had School Codes with less than three characters.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

August 11, 2007

Change:

  1. Updated the Vaccination Compliance Group = DOH to include 2007\08 Vaccination Requirements. Changes include:

    1. Added Grade 1 to VAR (Varicella) vaccination.

    2. Added DT (diphtheria\tetanus) requirement for 6th grade students who are 11 years old if it has been 5 years since their last DTaP, DT, or TD vaccination. (Note: The DOH prefers that students receive 1 dose of Tdap to complete the student’s vaccination history).

    3. Added Grade 10 to HEP B vaccination.

    4. Added 2nd dose for MUM (Mumps) all grades.

    5. Added 2nd dose for RUB (Rubella) all grades.

  3. Updated the layout of the Immunization Status Report.

    1. Added reporting of Pertussis for "6th Grade Only."

    2. Broke out Mumps & Rubella by dose #1 and dose #2 to match the reporting that is done for Measles in "Required School Immunization Status Report" for Part B and Part C.

    3. Added DOH Website URL to form for Web reporting.

  5. Modified report to print a "V" rather than "C" when the ID is VER in the Summary At Risk report.

  6. Added "#" sign to identify "Live Virus" vaccinations (MEA, MUM, RUB, VAR) that are causing students to be Out of Compliance due to breach of 28 day minimum interval.

  7. Updated to allow exemptions to expire after 5 years for the DT and PER vaccinations of Grade 6 students that are at least 11 years of age.

Reason:

  1. Updated as required by form "Vaccines required for school attendance, Grades K-12 (Rev 3\20\07)."

  2. Updated as required by form DOH 348-002.

  3. To provide clarity to the "At Risk Summary report" for Verified by Disease.

  4. To provide quick identification of the live virus vaccinations that were performed less than the 28 day interval.

  5. Per DOH, all dates (vaccinations or exemptions) need to be checked to see if they are within last 5 years for Grade 6 students that are at least 11 years old for Tdap requirement.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

March 3, 2007

Change:

  1. Removed the error message received when printing the report on the client instead of the server.

  2. Clarified a statement on the Out of Compliance, At Risk Detail, and At Risk Summary reports when there are no students who are at risk or out of compliance at a specific entity or school.

Reason:

  1. The error message occurred when the program tried to open a file that did not exist.

  2. The message was misleading and suggested that there were no students with vaccinations at the entity or school.

Menu:

Student Management\Student\Health\Vaccinate\Student Vaccination Maintenance

-- OR --

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 03.06.06.00.01, August 12, 2006

Change:

Removed a warning message on the Department of Health Annual School Report parameter screen which says "These reports will run using the DOH ’Vaccines Required for School Attendance’ for the 2006\07 school year."

Reason:

This message was a warning to users that they were running the report against 2007 requirements during the 2006 school year; the warning is no longer necessary.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 03.06.01.5, July 15, 2006

Change:

  1. A data manipulation was run to update students with compliance group records other than "DOH." For these compliance groups, the data manipulation removed code "DTP" and added two new codes, "PER" and "DT" to track Diphtheria\Tetanus separately from Pertussis. Student records were updated with the new vaccination codes which included dose information from the DTP record.

  2. Corrected an issue with the Immune by Disease and Immune by Titer counts in Part D of the Immunization Status Report when run at Entity 000.

Reason:

  1. Schools that were tracking students in a preschool compliance group that contained a "DTP" code lost the record from the view on the Student Vaccination Maintenance screen.

  2. In some cases counts for Immune by Disease and Immune by Titer were not being reset correctly which inflated the vaccination counts.

Menu:

Student Management\Student\Health\Vaccinate\Student Vaccination Maintenance

-- OR --

Student Management\Office\Health Records\Enter Vaccinations\Student Vaccination Maintenance

-- And --

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

Implementation Note:

After the release, districts that track students in a vaccination compliance group other than "DOH" should update their systems using the following two processes in sequential order:

  1. Update the Vaccination Compliance Groups table (SM\OF\HR\CO\VC) by adding  a vaccination record of "DT" and "PER" for each grade you are tracking. Edit the Min\Max Age\Time Settings to apply dose intervals. This step is required for both 2006 and 2007 Vaccination Compliance Groups not equal to "DOH."

  2. Run the Mass Assign Vaccination Groups Utility (SM\OF\HR\UT\MG) to update student’s Vaccination Compliance Group. This step is needed in order to add back the Vaccination Compliance Group onto the student’s record which was removed by the data manipulation.

Enter Parameters as desired in addition to the following selections:

    1. Assign Type: Select "Overwrite Existing Records."

    2. Group:  Select the Group ID that is going to be assigned to the student record.

The above two system updates are necessary because the data manipulation will take away the old "DTP" code and add two new codes, "DT" and "PER" to student records. This data manipulation only impacts students in Vaccination Compliance Groups other than "DOH."

 

Release:

Version 03.06.01.4, May 13, 2006

Change:

  1. Updated the Vaccination Compliance Group = DOH to include 2006\07 Vaccination Requirements. Changes include:

    1. Added a new vaccination code "VAR" to track Varicella.

    2. Removed code "DTP" and added two new codes, "PER" and "DT" to track Diphtheria\Tetanus separately from Pertussis. Student records were updated with the new vaccination codes which included dose information from the DTP record.

    3. Added Grade 9 to HEP B vaccination.

    4. Polio vaccination is not required for age 18 or older.

    5. Four doses of polio vaccine before the 4th birthday is acceptable.

  3. Updated the layout of the Immunization Status Report:

    1. Printer format is now landscape.

    2. Includes a new section "Part D" to track students who are immune by disease for varicella and students who are immune by titer for Measles, Mumps, Rubella, and Varicella.

    3. Diptheria and Tetanus are now tracked separately from Pertussis.

  5. Enabled functionality to select vaccines individually when running the At Risk Detail and At Risk Summary reports.

  6. Corrected an issue where reports were not created for all schools within an entity.

  7. Corrected an issue where the Immunization Status Report was incorrectly counting measles in Part B, Box D1.

Reason:

  1. Updated as required by form DOH 348-051 (Rev 1\06).

  2. Updated as required by form DOH 348-002 (Rev 04\06).

  3. To provide greater functionality to print reports based on user-defined vaccination codes.

  4. In some cases an error was being received and schools within an entity were not being reported.

  5. In some instances students were not being counted correctly for their first dose of Measles vaccine.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 02.05.06.3, January 18, 2006

Change:

Vaccination Compliance Groups will no longer be deleted.

Reason:

There was an issue where Vaccination Compliance Groups were being deleted each time there was a WESPaC software release.

Menu:

Office\Health Recs\Codes\Vaccination Compliance Groups

 

Release:

Version 02.05.06.1, August 13, 2005

Remedy Tickets:

59546, 50091, 49067, 59938, 59937, 46425, 48595, 58200, 58491, 57690, and 59935

Change:

  1. Updated the Vaccination Compliance Group = DOH to include 2005\06 Vaccination Requirements.

  2. Include students with conditional waivers on the At Risk Detail and Summary reports.

  3. Updated the hierarchy on the DOH State Report; Part C, Section 2, Immunization Status.  Counts are reported using the following hierarchy: 1) Number of Complete; student must be complete for all vaccinations. 2) Number Conditional; student has a combination of statuses for various vaccinations. Conditional takes precedence over Exempt and Out of Compliance.  3) Number Exempt; student has a combination of statuses for various vaccinations but none are Conditional. Exempt takes precedence over Out of Compliance.  4) Number Out of Compliance; student has one or more vaccinations that are Out of Compliance but holds no waivers or exemptions.

  4. 4 Day Grace Period calculation correction.  The system will now subtract 4 days from the student’s birthday and use the adjusted birthdate to calculate the minimum age requirements.

  5. Use school.WA-sch-entry-grade-lvl to define the Entry Level grade for each school.

  6. Display a message on the report if an Entity does not have a default school defined.

  7. Display the correct Vaccination ID description on the Out of Compliance report. Display HLT-Vacination.HLT-Vacination-SDesc.

  8. Exclude the ability to run the report for Entity 999.

Reason:

  1. Updated as required by form DOH 348-051 (Rev 1\05).

  2. In some cases, students who hold a conditional waiver were not included on the At Risk Detail or Summary reports.  This occurred when the student was Out of Compliance and had a Conditional waiver for one or more vaccinations, but was not out of compliance on any other vaccination that did not hold a wavier.

  3. In some cases the system was not placing the students immunization status count in the correct column.

  4. The system was not correctly calculating the 4 day grace period for minimum age in some instances.

  5. The report was incorrectly using school.school-beg-grade.

  6. The report was printing a blank page when an Entity did not have a default school defined.

  7. The report was using the incorrect table for the vaccination description.

  8. Entity 999 typically holds schools that are outside the district. These schools should not be included in the entity or school selection for this report.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 01.04.07.3, October 8, 2004

Change:

  1. Modifications were made to improve the DOH report run times.

  2. Modifications were made to correct the reporting of students who do not have a birth date entered on the General 1 Student Tab.

  3. Updates to the Hepatitis B minimum ages and minimum intervals for grades K-7. Minimum interval between dose 1 and dose 3 was changed from 112 days to 108 days, thus recognizing the 4-day-grace DOH allows.

Reason:

  1. When the DOH reports were requested at the district level, they were not completing.

  2. Students without a birth date were not displayed correctly on the At Risk Detail, At Risk Summary, or Out of Compliance Report.

  3. Department of Health clarified that the Hepatitis B minimum interval between dose 1 and dose 3 was 108 days.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Release:

Version 01.04.07.2, August 20, 2004

Change:

The Department of Health Annual School Report release for the 2004-2005 school year includes an update to the WESPaC DOH Vaccination Compliance Group codes and ranges to reflect the Department of Health Minimum Vaccines Required for School Attendance, DOH 348-051 (rev1\04). Those changes include:

  1. Grade 4 - Measles now requires two doses.

  2. Grade 7 - Hepatitis B is now required.

  3. Updates to the Hepatitis B minimum ages and minimum intervals for grades K-7.

    • Minimum interval between dose 1 and 2 - 24 days.

    • Minimum interval between dose 2 and 3 - 52 days.

    • Minimum interval between dose 1 and 3 - 112 days.

    • Minimum age for dose 3 - 164 days.

In addition, the following program changes were made:

  1. New logic has been added to validate the Hepatitis B minimum ages and intervals.

  2. Modifications were made to the date calculations used to validate minimum ages and intervals.

  3. If the report programs identifies a vaccination date prior to the minimum age or minimum interval, the program will evaluate subsequent doses on the student’s vaccination history to determine if they are compliant.

  4. Logic was added to identify invalid dose dates; that is, dates prior to student’s birthday or a future date. A "bad date" notation has been added to the reports with detailed student vaccination history.

  5. Changes to the Department of Health Annual School Report request screen so the report options window is consistent with other report request option windows.

Reason:

These system changes were in response to requirements from the Department of Health and client requests.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

 

Report:

DOH State Report

This report closely mirrors the Department of Health’s Required School Immunization Status Report, DOH 348-002a.

Change:

General changes to the DOH State Report include:

  1. The report format and text labels were changed to be more consistent with the DOH 348-002a form.

  2. The DOH State Report now includes the two required measles boxes.  These boxes have been add under Part B:  Enter Total Number of Students Exempt for Each Vaccine and Part C, Section 3, Number of Students Whose Status is Exempt, Conditional, or Out of Compliance. On the DOH 348-002a form, these boxes are labeled as C#1 and C#2.

  3. Measles box 1 (box C#1 on the DOH 348-002a form), includes those students that do not have a qualifying measles vaccinations. This may include students with no dose history for measles or students with a single dose that was given prior to the minimum age requirement.

  4. Measles box 2 (box C#2 on the DOH 348-002a form), includes those students that have at least one qualifying measles vaccination on record.

Changes to Part B: All Schools - Please Complete.

  • Students with Exemptions\Waivers in WESPaC, that have subsequently completed their vaccinations, are not included in the Exempt count in this section.  The report now considers these students "Complete" for those vaccines.

Changes to Part C: Please Complete Only for Entry Level and 6th Grade:

  • Students with medical, personal, or religious exemptions or a conditional wavier in WESPaC, but that have subsequently completed all DOH vaccination requirements for their grade level, are considered complete.

Reason:

These system changes were made to assist schools with the Department of Health reporting requirements.

Note:

The report program determines the school address and county by looking at the building number associated with the school’s default entity. If the school address or county does not show on the report, verify the school is assigned to a building.

 

Report:

Out of Compliance Detail Report

Change:

In addition to general items included under the above Department of Health Annual School Reports release notes, the Out of Compliance Detail Report now identifies dose dates that may have been entered in error.

Vaccination dates that are prior to the student’s birthday or a future date are identified with a question mark (?) after the date in question.

Reason:

These system changes were made to assist schools with the Department of Health reporting requirements.

 

Report:

At Risk Detail Report

Change:

In addition to general items included under the above Department of Health Annual School Reports release notes, the At Risk Detail Report was modified as follows:

  1. The report identifies vaccination dates that are prior to the student’s birthday or a future date with a "?" after the date.

  2. Students with an Exemption or Conditional Waivers in WESPaC that have subsequently completed the required vaccinations are shown with "Complete" next to the exemption or wavier type. These students are considered complete for the related vaccination type on the DOH State Report.

  3. Students with exemptions in WESPaC that have subsequently completed all DOH required vaccinations for their grade level, are considered complete and are not shown on the At Risk Detail or At Risk Summary report.

  4. Students with a Conditional Waiver in WESPaC more than six months old are noted with a question mark (?). The DOH guideline is that a conditional status is valid up to 30 days after the minimum waiting period for the next dose.

Reason:

These system changes were made to assist schools with the Department of Health reporting requirements.

 

Report:

At Risk Summary Report

Change:

Format changes have made the report easier to read, plus making notations consistent with the other detail reports.

In addition to general items included under the above Department of Health Annual School Reports release notes, the At Risk Summary Report was modified as follows:

  1. The At Risk Summary format was changed to make it easier to read. In addition, notations for "out of compliance," asterisk (*), and other notations were changed to be consistent with the At Risk Detail and At Risk Summary reports.

  2. The labels for Enrollment Date and Birthday Date were corrected to reflect the appropriate fields.

  3. Students with medical, personal, or religious exemptions in WESPaC, who have subsequently completed all DOH required vaccinations for their grade level, are considered complete and are not shown on the At Risk Summary report.

  4. Unlike the At Risk Detail report, the At Risk Summary report does not specifically identify student vaccination types that are complete, but still have an exemption or conditional waiver assigned to that vaccine. The At Risk Detail does identify these students.

  5. If the last vaccination dose is a date prior to the student’s birthday or a future date, a "?" will display after the date.

Reason:

These system changes were made to assist schools with the Department of Health reporting requirements.

 

Release:

Version C05.01, August 15, 2003

Change:

  1. Addition of an "Out of Compliance" report to indicate which students are out of compliance for which vaccinations.

  2. Addition of an At Risk report that will list the students that are out of compliance or have waivers for selected vaccinations. This report is available in a summary or detail version.

Reason:

These reports were added to assist clients with their reporting needs.

Menu:

Student Management\Student\Reports\State Reports\Washington\Other State Reports\Department of Health Annual School Report

-- OR --

Student Management\State Reports\Other State Reports\Department of Health Annual School Report

Note:

A Data Manipulation will update the Compliance Groups to meet the 2003-2004 school year requirements.

 

Release:

Version 82, July 31, 2002

Change:

Program is referencing a new field to print the ESD number for the reporting district.

Reason:

New data base release, DF82

Menu:

Student Management\Student\Reports\State Reports\Washington\Department of Health Annual School Report

 

Release:

Version 80, May 2002

Change:

New development

Reason:

Addition to the Washington Feature Set

Menu:

Student Management\Student\Reports\State Reports\Washington\Department of Health Annual School Report

Implementation Note:

This report must be added to a user’s security group for access to be granted.

 

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