Washington State Immunization Information System (IIS) School Module

The School Module is a feature of the Washington State Immunization Information System (IIS), an online registry of immunization records for people of all ages in Washington State. The School Module is a free, secure, and easy-to-use web-based tool that allows users to track and manage student and school-level immunization information.

With the School Module, schools can access existing immunization records in the IIS entered by healthcare providers, providing them with information they need to conduct important immunization work. The goal of this system is to improve compliance rates with immunization requirements and to support healthy, well-vaccinated students.

The Department of Health is currently rolling out the School Module to schools across Washington State. Check to see if your school or district is a current user of the system by viewing our List of Schools Using the School Module (PDF).

If your school or district is not a current user of the School Module and you are interested in getting access or have a question about the School Module, please contact us by email at schoolmodule@doh.wa.gov.

Learn more about the School Module

This information is intended to assist schools in establishing and managing School Module access. This page is designed to act as a toolkit to guide schools through the School Module onboarding process and provide assistance to using the School Module.

Click any of the links below to jump to a specific section.

Part 1: Getting Access to the School Module

Part 2: Implementing the School Module

Part 3: Using the School Module

Data Entry Resources

Additional School and IIS Resources

School Module Document Library

Part 1: Getting Access to the School Module

Use the printable School Module Onboarding Checklist (PDF) to guide you through each step of the onboarding process.
Talk to your school administrators and IT staff about the School Module. Use these Talking Points for School Nurses to help guide the conversation.
Once your school is ready to move forward, the first step to getting access is to complete the WA IIS Information Sharing Agreement (PDF). Both the school district nurse and superintendent, need to sign the Information Sharing Agreement.
- Note: School districts, private schools, and early learning centers must have a nurse or licensed healthcare provider who is able to sign the Information Sharing Agreement. If you do not have a nurse or other healthcare provider on staff you may use a volunteer nurse or licensed health care provider who is willing to provide oversight of School Module use.
To access the IIS all organizations, including schools, preschools, and child cares, must sign the Information Sharing Agreement (PDF). This ensures the confidentiality, privacy, and security of the system. Follow the instructions below when filling out the agreement:
- Enter the complete name of the district or private school on the top of page 1.
- Check the box for school, school district and circle the appropriate choice.
- Complete the contact information on the top of page 5.
- The district superintendent or designee, or private school principal signs as the Agency Signatory.
- The licensed healthcare provider/school district nurse signs as the Provider Signatory.
- Each user at your school district or private school should sign a confidentiality agreement (attachment b of the ISA). These do not need to be turned into the Department of Health, but make sure to keep each signed confidentiality agreement on file at the school district or private school.
- Please disregard attachment c of the ISA. Schools do not need to fill out this form.
Fill out a School Module Sharing Agreement Cover Sheet (PDF) to accompany your sharing agreement.
Mail the Cover Sheet and Sharing Agreement, with the original signatures, to:
Washington State Department of Health
Office of Immunization and Child Profile
PO Box 47843
Olympia, WA 98504-7843
Directory Upload (Optional) - Department of Health offers an initial directory upload when a school or school district first comes onboard the School Module. This eliminates the need for school staff to manually build their school rosters by linking each student with their school. If you are interested in a directory upload please review and follow the steps included on the Roster Upload Quick Reference Guide (School Module) (PDF)
- We recommend consulting your district or private school administrators regarding the notification process for the release of directory information.
- Once the initial upload is completed, we recommend assigning a dedicated staff person at each school to keep the rosters up-to-date by adding and removing students as they enroll or leave the schools.
- - Department of Health also offers to do a directory upload up to once a month all year long to update roster information on a continual basis.

Part 2: Implementing the School Module

Successful implementation of the School Module begins with the development of policies and procedures, as well as defining roles and responsibilities for immunization work. Take time to create a plan for rolling out the School Module in your school district or private school. The information below provides a framework, along with examples to aid you in developing your own policies and procedures for the School Module. We recommend doing the following:

Reference Part 2 of the printable onboarding checklist (PDF) to guide you through the implementation process
Create a plan for implementing the School Module using our Implementation plan template (Word) for guidance.
Review the School Module Guidance and Expectations document to guide the development of your policies and procedures for implementing and using of the School Module.
Consult your school or district administrators regarding the Family Education Rights and Privacy Act (FERPA) and the release of directory information and student immunization records.
Send a letter to parents (SAMPLE) (Word) explaining the changes in immunization recordkeeping at your school.
Send a memo to school staff (SAMPLE) (Word), such as secretaries and IT personnel, about the School Module implementation, and how it affects immunization management at your school.
Consider sending an announcement (SAMPLE) (Word) to your local health jurisdiction or healthcare providers in your area about your change in record keeping.

Part 3: Using the School Module

It is important that each person getting access to the School Module understands how to use it properly and efficiently. All users must review our training guide, watch the short video clips linked within it and, pass a brief posttest to get a School Module Account.

Reference Part 3 of the printable onboarding checklist (PDF) to guide you through the implementation process.
- There are two types of access:
  1. Full access – this type of access is for school nurses which includes the ability to enter immunizations.
    - RNs who wish to delegate vaccination entry in the IIS to unlicensed staff with a limited account can use the School Module Delegation Sample Form. Once the Delegation form has been completed, the delegating RN needs to fill out the WAIIS School Module Update form to request delegation for the staff. DOH staff will then change the limited account to a full access School Module account. The Delegation form does not need to be sent to DOH. It is kept by the delegating RN.
  2. Limited Access – this type of access is limited to updating the roster and printing the CIS, reports and letters. The vaccination view/ add and edit section of the School Module is blocked.
Each person who needs a School Module account should:
- Review the School Module Training Guide (PDF) or School Module Training Guide for Childcares (PDF) and watch the linked video clips within them.
- Complete the School Module Posttest and pass with 100%.
- Once you pass the posttest you will receive an automated email with the steps to set up your School Module account. If you do not receive these steps, please email us at Schoolmodule@doh.wa.gov.