COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO. NO. 40
February 23, 1996

INFORMATIONAL

TO: Division Superintendents
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