SUPTS. MEMO. NO. 40
February 23, 1996
|FROM:||William C. Bosher, Jr.
Superintendent of Public Instruction
|SUBJECT:||Immunization Records for Students Committed to the Department of Youth and Family Services|
The Code of Virginia, 22.1-289 (E) requires that "Whenever the division superintendent is notified by the Department of Correctional Education, pursuant to 22.1-344 of this title, or by a school division employee responsible for education programs in a local jail or a detention center, that a pupil who last attended a school within the school division is a pupil in a school of a learning center of the Department of Youth and Family Services, or a pupil in an educational program in a local jail or detention center, the school division superintendent or his designee shall transfer the scholastic record of such pupil to the designated learning center or local jail or a detention center, as the case may be, within five work days. The Department of Correctional Education shall notify the relevant division superintendent when a student who last attended school while residing in the school division has been released from a learning center of the Department of Youth and Family Services and shall transfer such student's scholastic record to the relevant school division within five work days of a request from the school superintendent or his designee." Parental permission to affect this transfer is not necessary. Among the contents of the scholastic record is documentation that the student has received proper immunization. In most cases, this documentation will be located on Form MCH-213c (the School Entrance Physical Examination and Immunization Certification). We have been notified by the Department of Youth and Family Services that this important health information is seldom included when copies of the student's scholastic records are forwarded to the Department pursuant to the above-referenced Code section. The result of this omission is that many children must be re-immunized upon being committed to the Department of Youth and Family Services. SUPTS. MEMO. NO. 40 February 23, 1996 Page 2 We are seeking your cooperation in assuring that when copies of scholastic records are forwarded to the Department of Youth and Family Services, these records include necessary health records including documentation of immunization. A list of data that should be included in the record may be found in Guidelines for the Management of the Student's Scholastic Record in Virginia Public Schools, September, 1995, beginning on page 4. Thank you for your attention to this matter. Questions may be referred to Michelle Hathcock, Specialist, Federal Program Monitoring (804) 225-2339, or H. Douglas Cox, Director, Office of Special Education and Student Services (804) 225-2402. WCBJr/cp