Washington State Immunization Information System (IIS) School Module

The School Module, or Immunization Module for child cares, is a feature of the Washington State Immunization Information System (WAIIS), 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, users can access existing immunization records in the WAIIS entered by healthcare providers. This gives users the 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 children/adolescents.

The School Module is available for school districts, schools, Early Childhood Education and Assistant Programs (ECEAPs), and child cares across the state. Check to see if your school, district, child care, or ECEAP is a current user of the system by viewing our List of Schools Using the School Module (PDF).

If you are not a current user of the School Module and you are interested in getting access, please scroll down to step 1. If you have 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 school districts, schools and child cares in establishing and managing School Module access. This page is designed to act as a toolkit to guide you through the School Module onboarding process and aid in using the system.

Select 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

Part 4: Ongoing Use of 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 (PDF) to help guide the conversation.
The first step in gaining access to the School Module is to complete the Information Sharing Agreement (PDF). Both a licensed medical professional and superintendent or child care provider, need to sign the Information Sharing Agreement.
- Note: School districts, private schools, early learning centers and child cares 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 health care 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, you 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 school district, school, or child care 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, designee, private school Head of School, or child care provider signs as the Agency Signatory.
- The licensed healthcare provider/school district nurse signs as the Provider Signatory.
- Each user at your school district, private school or child care should sign a confidentiality agreement (attachment b of the ISA). These do not need to be sent to the Department of Health, but make sure to keep each signed confidentiality agreement on file.
- Please disregard attachment C of the ISA. This form does not need to be filled out.
Fill out a School Module Sharing Agreement Cover Sheet (PDF) to submit with 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
P.O. Box 47843
Olympia, WA 98504-7843
Once we receive and process your Information Sharing Agreement, the School Module team will reach out to you with the next steps. It takes about 30 days from the time the paperwork is received by our office for it to be approved.

Part 2: Implementing the School Module

The information below provides examples and framework for successful implementation of the School Module to help in developing your own policies and procedures:

Reference Part 2 of the printable School Module Onboarding Checklist (PDF) to guide you through the implementation process.
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 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 health care providers in your area about your change in record keeping.

Part 3: Using the School Module

Roster Upload (Optional)

The Department of Health offers an initial roster upload when a school district, school, or child care first starts using the School Module. This eliminates the need for staff to manually build the rosters by hand and links each child with their school or child care. If you are interested in a roster upload, please review and follow the steps included on the Roster Upload Quick Reference Guide (School Module) (PDF)
We recommend consulting with your administrators regarding the notification process for the release of directory information.
Once the initial roster upload is completed, we recommend assigning a dedicated staff person at each location to keep the rosters up to date by adding and removing children as they enroll or leave.
We offer roster uploads once a month all year long. Or twice monthly for those who remove withdrawn students/children from their rosters themselves. For more information on the roster clearing process please see the Roster Upload Quick Reference Guide (School Module) (PDF).

Creating Accounts

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

Reference Part 4 of the printable School Module Onboarding Checklist (PDF) to guide you through the account creation process.
- There are two types of access:
  - 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 (PDF). Once the Delegation form has been completed, the delegating RN needs to fill out the WAIIS School Module Update form (PDF) 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.
  - 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 Training Guide (School Module) (PDF) or Training Guide (School Module for Childcares) (PDF) and watch the linked video clips within.
- Complete the 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.
- Please note that accounts can only be set up for one School District. We cannot set up accounts that cover multiple Districts. If you work at a multiple Districts or an ESD you will need to set up a different account for each.

Part 4: Ongoing Use of the School Module

Beginning of the School Year:

Complete the first roster upload of the school year:
- See the Roster Upload Quick Reference Guide (PDF) to see our detailed instructions for how to create and submit your roster for us to upload.
Update School Information:
- If any schools or childcares have had a name change update them by emailing us at schoolmodule@doh.wa.gov.
- Add a new school to the system by emailing us at schoolmodule@doh.wa.gov.
- If the grades at your school have changed, follow the instructions in the School Module Training Guide linked here to update them: Training Guide (School Module) (PDF).
Staff Account Management:
- If the lead contact for the School Module at your school or child care has changed please contact us at schoolmodule@doh.wa.gov with the new lead’s contact information.
- For new staff who need to set up accounts please have them follow the instructions in Part 3. Creating Accounts above.
- In order to reset a password, get assistance accessing an account, or to inactivate the accounts of staff who no longer work at the school/district or childcare, contact the WAIIS Helpdesk at: waiishelpdesk@doh.wa.gov.
- Request a new RN delegation or rescind delegation of vaccination entry to unlicensed staff by using this form: WAIIS School Module Roster Delegation form.
Prepare for the Annual Immunization Report:
- Determine if your school/district will report through REDCap or the School Module. We will send out a survey to collect this information as we get closer to the deadline.
- If reporting through School Module, have a plan to ensure that your roster is up to date.
- If reporting through REDCap, identify a point person who will manually complete the report.
- Additional information about reporting will be sent out to your lead contact.

During the School Year:

Continue roster uploads up to a bi-monthly basis. See the Roster Upload Quick Reference Guide (PDF) to see our detailed instructions for how to create and submit your roster.
If you see duplicate records, have a set of twins that accidently merged, or need other School Module and clinical support please email us at schoolmodule@doh.wa.gov.
- Please note, we cannot accept any student identifying information via email. This includes names and dates of birth. When emailing us about a student please only include the SIIS ID number associated with their profile within the IIS. All emails sent to the School Module inbox are subject to public records requests and are not secure.

End of the School Year:

Determine how you plan to update student grades in the upcoming school year. The School Module Team can complete a roster upload to update grades and add new students. Follow these instructions to send us your roster in August: Roster Upload Quick Reference Guide (School Module) (PDF)
Contact the WAIIS Helpdesk to notify them of any users’ accounts to be inactivated (such as former employees). After 4 months of inactivity, accounts are automatically deactivated and will require a password reset.
Rescind delegation of vaccination entry to unlicensed staff no longer at the school by using this form: WAIIS School Module Roster Delegation form.
Email the School Module team at schoolmodule@doh.wa.gov if your lead contact for the School Module has or will change and send us the new leads contact information.