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Immunization Records SOP

Purpose

To ensure all children enrolled in the facility meet Florida immunization requirements and that immunization records are properly obtained, maintained, and reviewed in compliance with state regulations.

Scope

This SOP applies to all enrolled children and to all administrative personnel responsible for enrollment, recordkeeping, and licensing compliance.

Required Documentation

The child care facility is responsible for obtainingĀ oneĀ of the following forĀ each child in care:

  • Florida Certification of Immunization (DH Form 680)

    • Part A-1, B, or C, as applicable

  • Religious Exemption from Immunization (DH Form 681)

These forms are incorporated by reference inĀ 65C-22.001(7)(o) and (p), F.A.C.
Forms may be obtained from the local county health department.

Specific immunization requirements are detailed in the most current edition ofĀ ā€œImmunization Guidelines ā€“ Florida Schools, Child Care Facilities and Family Day Care Homesā€Ā as promulgated by theĀ Florida Department of Health.

Procedures

A. Out-of-State Immunizations

  • Immunizations received outside the State of Florida are acceptable.

  • All out-of-state immunizationsĀ must be transferred to DH Form 680.

  • The DH Form 680Ā must be signed by a physician licensed to practice in the State of Florida.

B. Enrollment Grace Period

  • Parents or legal guardians must provide required immunization documentationĀ within 30 days of enrollment.

  • If documentation isĀ not provided within 30 days, the childĀ may not remain enrolled.

For children who:

  • Have not received age-appropriate immunizationsĀ and

  • Do not have documented medical or religious exemptions,

The parent/guardian must provideĀ written documentation of a scheduled immunization appointment or arrangement.

The facility must include aĀ general disclosure statementĀ in the Parent Handbook indicating thatĀ some children in care may not have current immunizations.

C. School-Age Children

  • School-aged children attendingĀ public or non-public schoolsĀ areĀ not requiredĀ to have immunization records on file at the child care facility.

  • These records are maintained by the school the child attends.

D. Parent Assistance

  • If parents or legal guardians need assistance with immunization requirements, the facility shall refer them to:

    • The local Department of Health, or

    • The childā€™s physician

E. Ownership and Transfer of Records

  • Immunization and medical records are theĀ property of the custodial parent or legal guardian.

  • Records must be:

    • Returned when the child withdraws from the facility

    • Transferable if the child enrolls in another child care program

Staff Immunization Recommendation

While not required, it isĀ strongly recommendedĀ that all child care personnel remain current with immunizations routinely recommended for adults by theĀ Centers for Disease Control and Prevention, as advised by the Advisory Committee on Immunization Practices (ACIP) and referenced inĀ Caring for Our Children Basics: Health and Safety Foundations for Early Care and Education.

Record Retention & Compliance

  • Immunization records must be maintained on file and available for licensing review.

  • Records must be current, complete, and properly executed at all times.