University of Hawaii at Manoa - School of Nursing and Dental Hygiene (SONDH)
This webpage will serve as a resource for both incoming and current SONDH students regarding their immunizations and the process of ensuring the accurate delivery of requested immunization records. Unvaccinated health professional students may not participate in required classes, rotations, or practicums where the site requires current vaccination for the safety of patients, other staff, and the public. Missing required coursework would impede the timely attainment of their degree.
Failure to submit immunization records timely may result in a delay in matriculation or starting of clinicals. *Submission in MedProctor is ONLY for UHM clearance, we do NOT have access to see what you may have already uploaded. You are responsible for sending us your requirements for program clearance.
Please use the following checklist to assist you: SONDH Immunizations Checklist (required for all students). Use the Immunizations and Non-Medical Required Forms in the links below to assist your completion of the checklist.
Please contact us at:
FORMS AND FREQUENTLY ASKED QUESTIONS:
IMMUNIZATION FORMS
- TB Requirement (Informative Flyer)
- TB Blood Test (Informative Flyer)
- Positive TB in Medical History (Form P-3 and Form D)
- 5 Required Titers (Informative Flyer)
- Measles (Rubeola), Mumps, & Rubella (Form M-1)
- Hepatitis B (Form H-1)
- VZV Varicella (Form V-1)
- Influenza (Form I-2)
- TdaP (Form T-2)
- COVID-19 (Informative Flyer)
Please note: You may submit other immunizations documentation if it contains the same information captured by our vaccination forms above. It is not imperative to have a physician’s signature if you provide acceptable alternate immunization records* (for examples please see tab: “Acceptable Forms of Proof of Immunization Records”).
*Exceptions: Forms P-3 and D are required if you have been positive for TB in the past. Form I-2 is required if you are unable to obtain the influenza vaccine due to medical reasons.
NON-MEDICAL REQUIRED FORMS
GENERAL
ACCEPTABLE FORMS OF PROOF OF IMMUNIZATION AND/OR VACCINATION
- Immunization Forms: I-2, H-1, M-1, T-2, V-1, P-3 (Attached in “Immunization Forms”)
- Legible copy of a school or public health immunization record (i.e. yellow book/immunization card)
- Legible copy of an official health care provider’s record
- Legible copy of an official laboratory test to show evidence of protective serology
- Pharmacy documentation of immunization(s)
Failure to find records of your immunizations will require you to repeat the series of the specific immunization.
Negative, equivocal or indeterminate serology results will require re-vaccination of the series.
Please allow 10-14 business days for processing/review of immunization records. You will be sent confirmation that your records have been received and informed of any additional requirements if needed.
How do I find my immunization records?
Check with previous school, hospital or clinic records
How long does it take to process immunization requests?
10-14 business days from the date of receipt to when the UHP immunization office will submit to the designated party.
How old can my lab results/titers be?
As long as your titer results are positive, they can be from when you last had them completed.
What is required to submit my immunization records?
All records should have your name and an identifier (e.g. DOB). Please ensure that you check the file size of your records, if it is blurry or too small we will ask you to resend. We will not accept screenshots of medical records without student identifying information such as name and date of birth.
Note that all records should be legible and in English to ensure vaccination compliance. Records should originate from US or US territories. If international, please contact us at UHPHealth@ucera.org for more information.
List of where you can find prior immunization records (be sure to submit both sides of each document):
- Official State / Country Immunization Records
- Prior medical records or lab records
- Yellow Book / Immunization Cards
- Pharmacy documentation of immunization
How do I request my immunization records?
Please submit request from your @hawaii.edu email address to UHPHealth@ucera.org. Records are sent encrypted with the subject line of ESECURE. You will need to create a password in order to open the document.
Please be advised that each facility may have their own unique immunizations requirements beyond what we are currently asking.
Disclaimer: Please note secure documents using ESECURE will automatically be deleted within 14 calendar days
Please contact the immunization office for further instructions at UHPHealth@ucera.org.
Yes, you are required to update UHP of both your TB (please see TB tab below) and influenza (AUG-JAN). All classes will receive normal email reminders from UHP, but it is student responsibility to keep their immunization records up to date.
Please be aware: If a facility requires you to update your TB sooner to suffice for clinic rotation dates, UHP will notify you of the given due date.
INFLUENZA
Current flu shots can be received with your PCP or at any public health clinic or urgent care or any outpatient pharmacy (e.g. CVS, Safeway, Times, Walmart,etc).
Influenza is not required for matriculation but is required prior to clinical placement. If you are entering the program in the SPR, influenza will be asked to be updated in the FALL of that year.
Influenza is required annually. Students should submit proof of vaccination by December 30th each year.
TUBERCULOSIS (TB)
TB screening is required annually. A hospital facility may require a TB test more current within a certain time frame (ex: within 3 months of rotation start date).
Quantiferon GOLD or T-Spot blood test more recommended than PPD testing? Yes, the Quantiferon IGRA Gold or T-Spot is highly recommended with submission of test results. However, this test must be done every 364 days. If your Quantiferon or T-Spot result is positive, you will need a current chest x-ray and complete Form D.
For more information, please review the TB Requirement (Informative Flyer) found above in the “Immunization Forms” tab.
If TB Screening was positive prior, will I still need to do an annual TB screening? If your follow up chest X-ray is negative or you have completed treatment, you are only required to complete annually Form D. Depending on your answers, you may need to repeat a chest X-ray.
Please refer to the Center for Disease Control (CDC) for more information.
The CDC recommends that the interferon gamma release assay (IGRA) or T-Spot test can be done before or during the same time as the vaccine administration.
However, if the live vaccine vaccination has already been administered, please defer the IGRA or T-Spot test until at least 4 weeks after completion of said vaccination. This is due to the unknown reliability of a negative IGRA or T-Spot result after receiving said vaccination.
IF you are an incoming UHM student (i.e., you had to submit a UHM system application), then you ALSO need the clear UHM’s TB requirement (as well as the other UHM health clearance requirements). UHM has its own set of health clearance requirements that are distinct from the SONDH health clearance requirements.
IF you have already cleared UHM’S TB requirement, then great! Otherwise, please know that you can use the lab report for your QFT or T-Spot test to clear UHM’s TB requirement.
Please remember, all UHM’s health clearance requirements must be cleared directly with UHM by submitting your documents using the MED+Proctor system. For more details, please visit:
https://hawaii.edu/health-clearance/?page=mp
For assistance with Med+Proctor, please visit support.medproctor.com to live chat or email at help@medproctor.com and they will speak directly with you. Due to federal FERPA and HIPAA regulations Med+Proctor does not offer telephone customer support to discuss student medical records or class hold status.
COVID-19
If you are confirmed positive for COVID, please inform your Program Director and/or current faculty as soon as possible.
The IGRA or T-Spot tests are not expected to affect the effectiveness of the COVID vaccination
The CDC recommends that the IGRA or T-Spot test can be done before or during the same time as the vaccine administration. However, it is recommended to wait at least 4 weeks for any IGRA or T-Spot test after the COVID vaccination.
SEROLOGIES
Healthcare personnel that are going to be in a setting that poses a high risk for transmission should complete the full series of vaccinations.
- Serologies must include patient name, date of results, name and address of performing lab, and reference ranges. Screenshots and flowsheets are not acceptable documentation.
- Some elective sites may have strict serology requirements that could preclude the student from participation.
- If serologies are negative, non-immune/reactive or equivocal you must get re-immunized, following another serology.
- Example: if your MMR (Measles, Mumps, Rubella) were negative you must get 2 MMR immunizations, following a serology one month after the second shot.
- Note: 2nd shot must be taken 28 days after first shot was taken.
- Varicella: must get 2 varicella immunizations and serology one month after second immunization shot.
- Hepatitis B: must repeat series of 3 (see below)
- 2nd shot taken one month after 1st
- 3rd shot taken 6months after 2nd
- Serology taken 1 month after completing 3rd
- 2-dose Hepislav-B series may also be administered as long as you have documentation of the first 3 childhood Hepatitis B vaccinations.
Make sure to submit all repeat boosters as you receive them and keep us in the loop in order to maintain provisional clearance. Provisional clearance is ONLY granted if re-immunization is the last thing you are pending.
Initial completion of a series of immunizations followed by a negative serology. Then a completion of a 2nd set of immunizations followed by another serology that is negative.
Talk to your healthcare provider if a 3rd set of immunizations would be necessary.
AWAY ROTATIONS AND PREPARING FOR CLERKSHIPS
We will gladly assist in completing your forms upon request. Please understand that processing and sign-off may take up to 10 business days after we have received the requirements below.
We will need the following before we submit your forms for signature:
- Complete demographic portion of the AAMC Standardized Immunization Form.
- Confirm your demographic information (address, phone number, etc)
- Quantitative Hep B Serology (ex 10 mIu/mL) or additional labs based on Hep B status (i.e. non-responder or chronic active)
- Your immunization and serologies on file may be sufficient for AAMC submission
- Please submit any additional required immunizations, boosters, or serology updates.
- For further information please review our AAMC Powerpoint.
Note: Skin test or IGRA results should not expire during proposed elective rotation dates or must be updated with the receiving institution prior to rotation.
Your immunization records must be sent to the facility coordinator, depending on which facility you will be attending:
- You or your NAWSON coordinator must submit an email request to UHP at NAWSONMR@ucera.org. Please include the name of the facility and the name and contact information of the facility coordinator.
- UHP will not sign off on forms that require a physical or fitness for duty exam unless you complete this with your PCP first and send us the letter/record.
- UHP will not forward your records to any NAWSON coordinator.
- UHP will not forward your records to Tripler Army Medical Center (TAMC).
- Each facility will have their own unique immunizations requirements beyond what NAWSON requires.
We will gladly assist in completing the immunizations portion of your form upon request from either clerkship coordinators or students.
We will need the following filled out by either the clerkship coordinator or student:
- Page 1: 1st table, Learner Information, Emergency Contact Information, and Insurance Information
- Date of Annual Fit Test
- N95s Cleared to Use
- Date of BLS Provider Expiration
Note: Skin test or IGRA results should not expire during proposed elective rotation dates or must be updated with the receiving institution prior to rotation.
You will need to request the specific lab order from either an MD, DO, or APRN to write you a lab order. Please make an appointment with your healthcare provider.
Depending on your insurance it may be possible to have a repeat serology ordered at a Minute Clinic or Urgent care. It is unlikely that insurance will cover the cost.
MISCELLANEOUS
Please email UHPHealth@ucera.org so we may review your records on file. Provisional health clearance is only granted if re-immunization is the only thing you are in process of completing.
This will depend on your Td/TdaP vaccination history. We will need to review your records first to determine the best route. Best practice would be to have a TdaP booster administered. Please see Form T-2 for further clarification.
CONNECT WITH THE IMMUNIZATION TEAM
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