Customizable Content for School-Located Vaccination Clinics

Illustration of eight different children

This page includes customizable content to inform parents, school principals, and healthcare providers about upcoming school-located vaccination clinic(s). Copy and paste text from the letters, newsletters, and social media content for use in your communications.

Sample Letter to School Principals from School Governing Body

School-Located COVID-19 Vaccination Clinic Plans

[Date]

Dear [Name of school principal],

[Insert School District] considers the health and well-being of our students and staff a priority. With that in mind, we are offering vaccines to students [Insert age groups that will be vaccinated during the clinic] at your school.

We are partnering with [Insert name of clinic provider] to host vaccination clinics for your students in the coming weeks. Some vaccines will require two doses to complete the series, scheduled [Insert # weeks] apart. We will reach out to you soon about setting up dates for these clinics.

To get started, we are including the following information that you may share with parents/guardians:

  • A letter informing parents about the clinics,
  • The Vaccine Information Statement (VIS) for the [Insert type of vaccines] vaccine that will be offered,
  • [Insert if applicable] The parental consent form, which will need to be reviewed and signed by parents/guardians and returned to school staff [or to the vaccine clinic], in order for their child to be vaccinated.

We will contact you soon to discuss specific plans and how to prepare for the clinics. If you have questions, please contact [Insert name and contact information for point of contact].

For more information about childhood/adolescent vaccines, including [Insert type of vaccines], please visit [Insert state/local public health department website] or https://www.cdc.gov/vaccines/index.html.

Thank you,

[Signature]

Sample Notification Letters to Parents/Guardians from Schools

Announcing School-Located COVID-19 Vaccine Clinic

Dear Parent or Guardian,

[Insert School or School District] considers the health and well-being of our students a priority. With that in mind, we are partnering with [Name of clinic provider] to host school vaccination clinics for your eligible children [Insert age groups that will be vaccinated during the clinic]. These clinics will offer the following vaccines:

  • [Insert list of vaccines to be offered]

On the following dates and times:

  • [Insert list of times & dates]

Registration: Parents/guardians may register their children by [Insert registration information]. [If no registration: Vaccinations will be given on a first come first serve basis.] There will be no cost to you for this vaccine, although your health plan may be billed. Your health plan cannot charge you a co-pay.

Consent: Vaccination is optional. If you choose to have your child vaccinated, you will need to provide consent by [insert details]. If you have questions, please contact [Insert point of information].

COVID-19 vaccine [if applicable]: If your child is getting their second COVID-19 dose, please send their vaccination card with them on the clinic day. You may also take a photograph of the card and email it to [insert POC email address] before the clinic day. If you do not have or cannot find your child’s vaccination card, please contact [Insert point of contact information].

Vaccine Recommendation: It is very important to make sure your child is up to date on their routinely recommended vaccines, including those that may have been missed during the pandemic. Go to CDC’s Immunization Schedule for a complete list. This will help them keep up with normal activities such as in-person learning, sports, and visiting friends.

Questions: If you have questions or concerns about vaccines, you may call us at [Insert phone number] or visit [Insert State/local public health department website].

Sincerely,

[Insert school or school district signature block]

Child Vaccinated with First or Second COVID-19 Dose

[Date]

Dear parent/guardian,

Thank you for participating in [Name of School or School District] COVID-19 vaccination program. Your child was VACCINATED with their [Insert first/second dose] of COVID-19 vaccine on [Date and time of the vaccination clinic].

[If the second dose was administered, insert – The COVID-19 vaccine series is now complete.]

[If the first dose was administered, insert – Your child is scheduled to receive the 2nd vaccine dose on [INSERT DATE HERE]. A reminder will be sent out to parents 1 week prior to this date.]

Mild side effects are common after vaccination. These may include pain, redness, and swelling on the arm, as well as tiredness, headache, muscle pain, chills, fever, or nausea. This means that your child’s body is building protection. These side effects may affect your child’s ability to do daily activities, and they may need to stay home for a day or two after vaccination. These side effects should go away in a few days. Some people have no side effects.

If you think your child is having a severe allergic reaction or other reaction to the vaccine, call 911 immediately. To learn more about COVID-19 vaccines and rare severe allergic reactions, visit What to Do if You Had an Allergic Reaction After Getting a COVID-19 Vaccine. We encourage you to report vaccine side effects to FDA/CDC Vaccine Adverse Event Reporting Systemexternal icon.

You are encouraged to register for an account and then enroll your children in V-safe, a smartphone-based tool that uses text messaging and web surveys to check-in on how anyone who has received a COVID-19 vaccine is feeling.

[If applicable, insert] We have attached the Emergency Use Authorization Fact Sheet for the COVID-19 vaccine. It includes information about the benefits and risks of the vaccine.

Your child also received a COVID-19 vaccination record card showing which COVID-19 vaccine they received, the date it was received, and the date the second dose is due, if applicable. Make a copy of this vaccination record card for your records for safekeeping.

It is important to continue with well child visits and check-ups with your child’s regular health care provider. It is also very important to keep up to date on your child’s routinely recommended vaccines, including those that may have been missed during the pandemic.

If you have questions, please contact [Point of contact with contact information]. For more about COVID-19 vaccines, please visit [State/local public health department website] or www.cdc.gov/coronavirus/vaccines.

Sincerely,

[Signature]

Child Not Vaccinated with Second COVID-19 Dose

[Date]

Dear parent/guardian,

Thank you for your interest in [Name of School or School District] COVID-19 vaccination program. We are writing to let you know that your child was NOT VACCINATED with [insert their first/second] dose of COVID-19 vaccine at [Location of clinic] on [Date and time of the vaccination clinic] because they:

☐ were sick with: __________________________

[Insert if applicable] ☐ had a reaction to the 1st dose of COVID-19 vaccine: ______________________
☐ were not present for vaccination
☐ did not want to get vaccinated
☐ other: _____________________________

We encourage you to reach out to your child’s regular healthcare provider to ask about a COVID-19 vaccine for your child. To learn about other places offering the COVID-19 vaccines near you, visit https://www.vaccines.gov/.

It is important to continue with well child visits and check-ups with your child’s regular health care provider. It is also very important to keep up to date on your child’s routinely recommended vaccines, including those that may have been missed during the pandemic.

If you have questions about the [Name of School or School District] vaccination event, please contact [Insert point of contact with contact information]. For more information about COVID-19 vaccines, please visit [State/local public health department website] or www.cdc.gov/coronavirus/vaccines.

Sincerely,

[Signature]

Child Vaccinated OR Child Not Vaccinated (General)

[Date]

Dear parent/guardian,

[Insert School District] considers the health and well-being of our students a priority. We are writing to let you know that your child was:

☐ VACCINATED with [Insert types of vaccines] vaccine at [Location of clinic] on [Date and time].

☐ NOT VACCINATED with [Insert types of vaccines] vaccine at [Location of clinic] on [Date and time] because they:

☐ were sick: _________________________________
☐ had a contraindication or precaution to vaccination: _______________________________
☐ were not present for vaccination
☐ did not want to get vaccinated
☐ other: ______________________________________

[Insert if vaccinated] We have included the Vaccine Information Statement for the [Insert types of vaccine] vaccine your child received. This includes information about the benefits and risks of the vaccine.

[Insert if not vaccinated] We encourage you to ask your child’s regular healthcare provider about getting [Insert types of vaccine] vaccine, if applicable.

It is important to continue with well child visits and check-ups with your child’s regular health care provider. It is also very important to keep up to date on your child’s routinely recommended vaccines, including those that may have been missed during the pandemic.

If you have questions about the [Name of School or School District] vaccination event, please contact [Insert point of contact with contact information]. For more information about COVID-19 vaccines, please visit [State/local public health department website] or www.cdc.gov/coronavirus/vaccines.

Sincerely,

[Signature]

Sample Notification Letter to Healthcare Providers from Schools

Announcing School-Located COVID-19 Vaccine Clinic

[Date]

Dear Healthcare Provider,

We’re writing to let you know that [Name of school or school district hosting clinic] is holding school-located vaccination (SLV) clinics in your community on [Dates]. Some of your patients may attend schools hosting these clinics.

[Name of school or school district] will offer the following vaccines:

[Insert list of vaccines being offered and ages of eligibility]

We will let parents/guardians know about this opportunity and emphasize the importance of continuing with their child’s well visits and keeping up to date on routine vaccines that may have been missed during the COVID-19 pandemic.

Parents/guardians of your patients may have questions about whether to have their child vaccinated at school. SLV clinics for vaccines are safe and convenient. We encourage you to recommend this opportunity to parents/guardians. We would be more than happy to talk with you if you have any questions or concerns. Please contact [Insert name and contact information of POC].

All student vaccination information will be entered into [Insert name of jurisdiction’s immunization information system] within [insert number of days/hours], following the SLV clinic. Should a patient present with a clinically significant adverse event following vaccination, we encourage you and your staff to report all events to the Vaccine Adverse Event Reporting Systemexternal icon, even if you are unsure of cause. You may file reports securely online, by mail, or by fax. Report forms are available online or can be obtained by calling 1-800-822-7967.

For information about the SLV clinics being offered, please go to [insert website of clinic’s vaccine provider] or contact us at [insert phone number of clinic provider].

Thank you,

[Signature]

Sample Newsletter Blurbs to Promote School-Located Vaccination Clinics

For Parents – Long Version (268 words)

Stay on track with your child’s vaccinations

As a parent, you want to keep your child safe. Vaccinations are an important way to make sure that your child and community stay healthy and protected against serious diseases, like COVID-19, measles, and whooping cough.

[Insert School or School District] considers the health and well-being of our students a priority. With that in mind, we are partnering with [Name of clinic provider] to host school-located vaccination clinics for your eligible children. These clinics will offer the following vaccines:

  • [Insert list of vaccines to be offered]

On the following dates and times:

  • [Insert list of times & dates]

To register [Insert registration information]. [If no registration: Vaccinations will be given on a first come first serve basis.]

It is very important to make sure your child is up to date on their routinely recommended vaccines, including those that may have been missed during the pandemic. This will help them keep up with normal activities such as in-person learning, sports, and visiting friends. You can also review the 2021 easy-to-read immunization schedule recommended by the Centers for Disease Control and Prevention (CDC).

For more information about vaccines and the diseases they prevent, visit these resources from the CDC:

If you have questions or concerns about vaccines, you may call us at [Insert phone number] or visit [Insert State/local public health department website].

We look forward to hearing from you!

For Parents - Short Version (146 words)

Stay on track with your child’s vaccinations

Vaccinations are an important way to make sure that your child and community stay healthy and protected against serious diseases.

[Insert School District] is partnering with [Name of clinic provider] to host school vaccination clinics for your eligible children. These clinics will offer the following vaccines:

  • [Insert list of vaccines to be offered]

On the following dates and times:

  • [Insert list of times & dates]/

To register [Insert registration information]. [If no registration: Vaccinations will be given on a first come first serve basis.]

It is very important to make sure your child is up to date on their routinely recommended vaccines, including those that may have been missed during the pandemic.

If you have questions or concerns about vaccines, you may call us at [Insert phone number] or visit [Insert State/local public health department website].

We look forward to serving you!

For Healthcare Providers - Long Version (248 words)

Help Kids Get Up-to-Date on Recommended Vaccines

COVID-19 disrupted both in-person learning and routine well-child visits for many children over the last two years. As a result, too many children have fallen behind on receiving recommended vaccines. The Centers for Disease Control and Prevention’s data show significant drops in routine vaccination coverage during the pandemic. Children need to get caught up now so that they are protected as in-person learning continues.

[Insert School or School District] considers the health and well-being of children a priority. With that in mind, we are partnering with [Name of clinic provider] to host school-located vaccination (SLV) clinics for eligible children who may be your patients. Schools offer unique opportunities for getting children vaccinated:

  • Children are already present in schools.
  • SLV clinics can be more convenient for parents and guardians.
  • SLV clinics can be used to administer COVID-19 vaccine rapidly and efficiently to eligible students and possibly their family members, teachers, school staff, and others in the community.
  • SLV clinics can be used to offer routine vaccinations and catch-up vaccinations for students behind on their vaccinations because of the pandemic.
  • SLV clinics are often used for yearly flu vaccination.

You can help protect your patients and their families by promoting these clinics. Here is a link to more information: [Insert link to registration information]

If parents have questions or concerns about vaccines, they may call us at [Insert phone number] or visit [Insert State/local public health department website].

Thank you for your help!

For Healthcare Providers - Short Version (105 words)

Help Kids Get Up to Date on Recommended Vaccines

The Centers for Disease Control and Prevention’s data show significant drops in routine vaccination coverage during the pandemic. Children need to get caught up now so that they are protected as in-person learning continues.

[Insert School District] is partnering with [Name of clinic provider] to host school-located vaccination (SLV) clinics for eligible children who may be your patients. Here is a link to information: [Insert link to registration information]

If parents have questions or concerns about vaccines, they may call us at [Insert phone number] or visit [Insert State/local public health department website].

Thank you for your help!

Sample Social Media Content to Promote School-Located Vaccination Clinics

Considering using this messaging on your school or practice social media platforms. Each message can be tailored for COVID-19 school-located vaccination clinic or for general school-located vaccination clinics.

For Schools:

  • [COVID-19-specific] The science is clear: COVID-19 vaccinations are important to help keep children safe. To help, [Insert school/district] is hosting a COVID-19 vaccine clinic. We want your child to have the safest possible environment and receive the best education possible. Schedule your appointment today. [Insert link]
  • Childhood vaccinations are an important part of children’s safe return to school. Make sure they have everything they need, including all of their recommended vaccinations. [Insert school/district] is hosting a vaccine clinic. Schedule your appointment today. [Insert link].
  • You don’t want your kids to miss anything this year, so make sure your child is caught up on all their vaccinations. [Insert school/district] is hosting a vaccine clinic. Schedule your appointment today. [Insert link]

For Healthcare Providers:

  • [COVID-19-specific] We all want kids to be safe and healthy at school, and that means getting them vaccinated against COVID-19. DYK [Insert school/district] is offering school-located vaccination clinics? Share the news to help your patients and families get the protection they need to stay healthy. [Insert link to flyer].
  • DYK [Insert school/district] is offering school-located vaccination clinics? Encourage your patients and families to take advantage of this safe and convenient way to stay up-to-date on all their vaccines. [Insert link to flyer].
Posters and Social Media Graphics for Schools
Available in English and Spanish

Download age-appropriate COVID-19 vaccine educational posters to use around the school building, in classrooms, and on your school social media channels.

Children Ages 5-11

Adolescents Ages 12-17

Posters and social media graphics

Sample Consent Forms for School-Located Vaccination Clinics

The requirements for informed consent prior to vaccination are regulated by each state or jurisdiction ─ including the circumstances under which minors can consent to their own medical treatment.

If planning on obtaining advanced parental consent, school-located vaccination clinic planners should:

  • Discuss this approach with state and local legal advisors before deciding to implement it.
  • Consider whether state/local law would require separate consents for administration of each dose of a two dose vaccine series.
Example 1: COVID-19 Vaccine Consent Form for Child Under 18 or Adult Conservatee

From Oklahoma City Public Schools in partnership with the Oklahoma City County Health Department

COVID-19 vaccine consent form for child under 18 or adult conservatee
Example 2: School-Based Supplemental Health Services Consent Form

From Cleveland Metropolitan School District in partnership with the MetroHealth System

School-based supplemental health services consent form
Additional Resources
Page last reviewed: December 6, 2021