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This toolkit is intended for schools and serves as a guide for coordinating school-located vaccine (SLV) clinics, including best practices and resources to support schools in the planning, coordination, and promotion of immunization services in school settings. While it includes information and resources for TK-12 schools, the overall content is helpful for childcare facilities, preschools, and institutes of higher education.
Vaccination is critical in protecting students and staff from preventable and potentially serious diseases. School sites are an ideal location for vaccine clinics because they are important and trusted community hubs. SLV clinics can provide a convenient and familiar place to vaccinate students, school staff, and the surrounding community.
Benefits of SLV clinics include:
If you have any questions about this toolkit or need additional resources, please contact the Los Angeles County Department of Public Health (LACDPH) School Support Team at SchoolSupport@ph.lacounty.gov.
School-Located Vaccine (SLV) Clinics have a long history in the US as an effective strategy in helping to protect children and communities from vaccine-preventable diseases. The SLV clinic strategy has been used to successfully administer vaccinations to children for routine and school-required immunizations and to large masses of community members for influenza and COVID-19 vaccines.
SLV clinics typically are temporary mobile or pop-up events in school facilities that have been set up for mass vaccination and involve coordination with partners. There is no one-size fits all approach for SLV clinics. Considerations for determining the best model for your school include:
Key components of successful SLV clinic events:
Coordinating SLV clinics involves collaboration between schools/school districts, vaccine provider, LACDPH, and other community partners.
By law, children are required to receive certain immunizations in order to attend public and private schools and pre-kindergarten facilities, including childcare centers, family daycare homes, and nursery/preschools (CA Health and Safety Code, Sections 120325-120375). Schools and pre-kindergarten facilities are responsible for enforcing immunization requirements, maintaining immunization records of enrolled students, and submitting reports. For information and resources on requirements and implementation, go to Shots for Schools website (CDPH) and see Requirements FAQs.
School Personnel Roles & Responsibilities:
Los Angeles County Department of Public Health (LACDPH)
Below is a checklist to guide schools and your school vaccine champions through the planning, coordination, and implementation of your school-located vaccine clinics. We recommend printing this checklist to make it easy to track your progress and plan next steps.
|School-Located Vaccine (SLV) Event Checklist|
|Task Description||Check When Complete|
|Preparing for your school-located vaccine clinic event|
|Connect with a Vaccine Provider Partner
DPH can assist in identifying vaccine partners for your school if needed.
Determine what vaccines will be offered and any associated cost.
|Set a date and time for the Vaccine Clinics
at your school
Decide if you want to have an ongoing clinic or a one-time event. Schedule them during a time when vaccinations are in higher demand such as back-to-school or flu season. Consider aligning them with other events on campus like community resource or wellness fairs, school enrollment events, holiday events, etc. Consider offering other needed services such as physical exams for sports participation, or resources such as food distribution for families.
|Identify key school personnel
to support vaccine clinic event coordination and promotion
|Finalize clinic details and
conduct a site visit at the school with the vaccine provider, if needed
Discuss consent requirements with vaccine provider. Confirm vaccine provider arrival time and set up needs. Consider conducting a walk-through of the school with the vaccinating partner and school personnel who will be present at the school clinic
|Outreach and Promotion of Your SLV Clinic Events
Begin at least 2 weeks in advance
Consider focusing on students with conditional status or at risk for exclusion.
|Create a flyer with school-clinic
Include registration info and required documents Make sure to have translated version of flyers, if needed for your school.
|Disseminate Vaccine Clinic Information
Print flyers and display at key locations on your school campus Share flyer on landing page of school website Share flyer on school's social media accounts Share flyer via parent/student communications platforms Share clinic information and flyer with athletic coaches and other key staff.
Some families may require multiple phone calls and reminder contacts, including students who have missing doses.
|School principal to send a letter to parents with clinic information|
|Remind key school personnel and/or volunteers who will be present on campus during school clinic about upcoming clinic details|
|Host Vaccine Clinic Event|
|Set up clinic space|
|Place directional signage and
flyers/banners to guide people to the vaccine clinic location
at your school
If the clinic is open to the community, make sure that there are signs at the entrance of the parking lot, so people know where to park and where to go after parking.
|Vaccine provider will arrive up to 1 hour prior to the clinic to set-up|
|School volunteers tasked with directing people to clinics and promoting the vaccine clinic to passerby or students/staff who happen to be on campus
Provide resources for additional low and no-cost vaccination services
Provide affirmation and information on the benefits of getting vaccinated, information on what to expect (side-effects) and how to treat them.
|DPH is available for additional support or troubleshooting.|
|Assess Vaccine Clinic Event|
|Identify what went well and lessons learned for future vaccine clinic events, if applicable. Suggested areas for review: planning process, promotion and outreach activities, physical space and set up, clinic flow, day, and time, etc.|
|Schedule additional clinics as needed.|
Other SLV Clinic Planning Checklists:
Various options can be considered for scheduling SLV clinics depending on needs, resources, and access.
In general, when selecting clinic dates and times:
For SLV clinics for school-required immunizations:
For seasonal flu and COVID vaccine clinics:
Select site locations fitting for the type of immunizations offered. For example, consider elementary schools and early childhood education centers for immunizations for younger children, middle school sites for 7th grade requirements, or multiple central locations for flu vaccination.
Identify a space on the school site to host the vaccine clinic. Typical space options for mobile pop-up events include:
For vaccine providers with mobile clinic vehicles, identify an area on the school property to park the vehicle with adequate space for recipients to check in/check out and for waiting areas. Consider roping off the area for the mobile clinic vehicle.
Size of the space needed will depend on number of individuals expected and the length of time of the clinic. Ideally, the space should be configured to allow for a unidirectional flow through each station from check-in to check-out. It is best practice to conduct a walk-thru with the vaccine provider to review the space and confirm what the provider will bring and what the school will supply. During the site walk-through, the vaccine provider can identify how the vaccine clinic should be set up. Consider drafting a site map to configure layout and label designated areas.
When identifying the site, please consider:
Configure the layout to allow spaces for:
Supplies needed are dependent on both the vaccine clinic location and vaccine provider so please work with your provider to determine specific needs. Vaccine providers will be responsible for bringing all medical/clinical supplies. A list of general supplies and materials that the school may need to provide include:
Identify school personnel that will be present during the vaccine clinics, including the lead point of contact and any school vaccine champions. During the planning stage and/or site walk-through, the vaccine provider might also identify how many school staff volunteers will be needed for the clinic event.
Key Strategies for Promoting School Vaccine Clinics
Best Practices and Other School Outreach Strategies
Create a vaccine clinic flyer and begin sharing the flyer as early as possible. The flyer can be printed and posted on your school campus and shared digitally on social media, school website, and parent messaging platforms.
The following are key elements to include on your flyers:
Clinic flyer templates are available to download as PowerPoint files. They can be edited and customized for your SLV clinic events. To use the templates, click on the links.
Other clinic flyer templates can be found here – California Immunization Council
For assistance in finding a vaccine partner, contact the LACDPH School Support Team at 213-351-7800 or SchoolSupport@ph.lacounty.gov
Families that have health insurance can get routine immunizations from their health care provider. To refer families to no cost and low cost immunization providers, dial 2-1-1 (Los Angeles County Information Line) or click here for a list of immunization clinics. This interactive map can also be used to locate vaccine providers for no or low cost in LA County.
We recommend that planning start at least 3-4 weeks before the desired date of the clinic. This will allow you to have enough time to confirm details with partners and staff involved, promote the event, and help make your vaccine clinic a success!
Under the California School Immunization Law, children are required to received certain immunizations in order to attend childcare facilities, preschools, and public and private TK-12 schools. The lists of required immunizations can be found here.
The CDC recommends immunizations to protect the public’s health. Click here for the immunization schedules for children and adolescents.
Vaccine schedule will vary by age, vaccine, and which vaccines were previously received. View the COVID-19 vaccine schedule here.
Typically there is no direct cost to the school or school district to host a vaccine clinic, though the school may provide school personnel (volunteer or paid time) and other resources during the clinics such as water, snacks, or vaccine incentives. The vaccine provider will bring the vaccines and all the clinical supplies needed. If they are a VFC provider, immunizations are free for those that are eligible. Discuss with your vaccine partner options for people with insurance or who do not qualify for VFC.
Yes! This is a great strategy because it increases the visibility of the vaccine clinic and therefore more people will be able to access the vaccine. We have found that these vaccine events are more successful.
School vaccine clinics are usually held in a school cafeteria, auditorium, gym, or an outdoor area such as a section of the parking lot. Scheduling a site visit with your vaccine provider is very important in identifying the optimal vaccine clinic location at your school.
Written consent is allowable, but it is up to the host site and the vaccine provider to decide what will work best for the clinic.
For more information on immunization resources and vaccination access, please contact the LA County Department of Public Health school support unit at 213-351-7800 or SchoolSupport@ph.lacounty.gov
Interactive map to find free or low-cost vaccination sites in LA County
Lists (English and Spanish) for free and low cost immunization clinics
COVID-19 Vaccine Resources
Additional resources for parents are available on the COVID-19 Resources for Parents & Guardians webpage.