Recording a student's immunizations

Each student has an Immunizations page where staff can see whether the student meets California's school immunization requirements, add and correct doses, and record exemptions.

Who can do what

Opening a student's immunizations

1. Open the student's profile.

2. On the Profile tab, find Immunizations in the Quick links card.

3. Click the arrow next to it.

The badge next to Immunizations shows the student's status:

An amber alert icon next to the badge means the student has uploaded records waiting for review.

Checking what a student is missing

1. Open the student's Immunizations page.

2. On the Compliance Status tab, hover over the red icon next to the status.

The list shows each requirement the student hasn't met.

What Scout checks

Scout checks each student against the California requirements for their grade.

• A dose given up to 4 days before a birthday counts as given on the birthday.

• Only doses with a date count.

• DT, Td, HIB, HPV and Hepatitis A doses are kept on the record but don't count toward any requirement.

• A note in a dose's Exemption field doesn't change the student's status. To exempt a student, set an override.

• Students in Infant/Toddler, Preschool or Pre-K aren't checked.

• If the student's school has no classroom-based instruction, Scout marks the student Independent Study (No Classroom), which counts as compliant.

Adding doses from a document

Every new dose is added from a document, such as a scanned immunization card.

1. Open the student's Immunizations page and click the Immunization Records tab.

2. Click Add/Update Doses with Documents.

3. Drag the file into the box, or click it to pick a file. Scout accepts PDF, PNG and JPG files up to 100 MB.

4. Choose how to add the doses:

   • Yes, parse document: Scout reads the document with AI in the background. In a few minutes it shows up as Ready for review above the tabs. Click Review doses, check what Scout found, and save it.

   • No, enter manually: click Add Dose for each dose, pick the vaccine, and enter the dose number and date. Then click Save N doses.

To add a document that's already in the student's documents, click the ... menu in the pop-up and choose Use Existing.

If a dose on the document is already on file, open Attach to Existing Doses and check it instead of adding it again. Scout links the document to that dose.

If you see one of these messages, Scout won't save until you fix it:

Editing or deleting a dose

1. Open the student's Immunizations page and click the Immunization Records tab.

2. Find the vaccine's card and the dose's row.

3. To edit the dose, click Edit, change the dose number, date or exemption note, and click the check mark to save. To remove the document linked to the dose, click the X next to it before saving.

4. To delete the dose, click the trash icon, then click Delete. You can't undo this.

An amber triangle with Dose Deadline means the dose has no date yet and your student information system set a deadline for it.

Setting an override

An override replaces the status Scout works out from the doses. Use it when a student is exempt or conditionally enrolled.

1. Open the student's Immunizations page.

2. On the Compliance Status tab, open the Override as Exempt... dropdown.

3. Pick the override.

Scout saves the override as soon as you pick it. The Compliance Status tab then shows the override with Overridden by staff next to it.

• Every override counts as compliant on the Compliance page.

• Overrides don't expire and aren't tied to a school year. When a temporary exemption ends or a conditionally enrolled student gets their doses, click Clear Override.

• A student can have only one override.

• Some students have an older Medical Exemption override that doesn't say whether it's permanent or temporary. The state assessment report can't place these students. Click Clear Override, then pick MED-P or MED-T.

• To change an override, click Clear Override first. The dropdown only appears when no override is set.