Post on 23-Aug-2020
2020/21 Seasonal Influenza
Vaccination School Outreach
(Free of Charge)
Guide for
Primary Schools, Kindergartens,
Kindergarten-cum-Child Care Centres
and Child Care Centres
1
Table of Contents
DISCLAIMER ......................................................................................................................... 2
1. Introduction .................................................................................................................. 3
2. Application and eligibility ........................................................................................... 4
3. Preparation before the 1st dose vaccination ................................................................. 6
3.1 Timeline ....................................................................................................................... 6
3.2 Temporary storage of clinical waste........................................................................... 10
4. Arrangement on the 1st dose vaccination day ............................................................ 14
5. Arrangement of the 2nd dose vaccination day ............................................................ 16
ANNEX .................................................................................................................................. 20
3.1.1 Consent Forms (Sample) ............................................................................................ 20
3.1.2 The Number of Students Consented to Vaccination of Each Class............................ 24
3.1.3 Consent Forms Receipt Note (Sample) ...................................................................... 26
3.1.4a 1st dose of Seasonal Influenza Vaccination Student List (Sample) ............................ 28
3.1.4b 2nd dose of Seasonal Influenza Vaccination Student List (Sample) ........................... 28
3.1.5a Notice to Parents One Week before the 1st dose of Vaccination Day (Sample) ......... 29
3.1.5b Notice to Parents One Week before the 2nd dose of Vaccination Day (Sample) ........ 30
3.2.1 Clinical Waste Temporary Storage Handover Note (Sample) .................................... 31
3.2.2 Clinical Waste Trip Ticket (Sample) .......................................................................... 33
4.1 List of Students Withheld Vaccination on the Vaccination Day ................................. 34
4.2 Seasonal Influenza Vaccination Card (Sample) ......................................................... 35
4.3 Notification to Parents - Seasonal Influenza Vaccination Has Not Been Given (Sample) 36
4.4 Seasonal Influenza Vaccination Information on Side Effects (Sample) ..................... 38
4.5 Student Vaccination Record (On Vaccination Day) .................................................... 42
2
DISCLAIMER
The Guide for schools in the 2020/21 Seasonal Influenza Vaccination School Outreach
(Free of Charge) is provided as complementary information for participating schools,
including primary schools, kindergartens (KGs), kindergarten-cum-child care centres
(KG/CCCs), and child care centres (CCCs). It illustrates the roles and responsibilities of
the schools when collaborating with the Department of Health (DH) or medical
organisations/ private doctors to provide outreach vaccination to students at schools.
The contents of this Guide will be updated continuously for schools’ reference. If you
have any comments or questions, please contact Programme Management and Vaccination
Division (PMVD) of DH by 2125 2128.
The English version shall always prevail in case of any discrepancy or inconsistency
between English and Chinese versions.
Produced and published by
Centre for Health Protection, Department of Health
Government of Hong Kong Special Administrative Region
July 2020
3
1. Introduction
Vaccination is one of the most effective ways to prevent seasonal influenza and its
complications. In order to lower the risks of serious complications and hospitalisation from
seasonal influenza infection, the Government has been providing subsidised/ free seasonal
influenza vaccine (SIV) to eligible children aged 6 months to less than 12 years (or aged 12
years or above but attending primary schools in Hong Kong).
In 2019/20 school year, the Government regularised the SIV school outreach by
launching the 2019/20 Seasonal Influenza Vaccination School Outreach (Free of Charge)
(the Programme) to cover more primary schools and to extend the Programme to KGs,
KG/CCCs, and CCCs as a pilot programme. In 2020/21, the SIV school outreach for KGs,
KG/CCCs, and CCCs has also been regularised.
This Guide serves as a reference for schools. The information covers:
Application and eligibility for the Programme;
Preparation before vaccination; and
Arrangements on the vaccination day and upon completion of vaccination.
DH staff or medical organisations/ private doctors participating in the Programme will
contact schools regarding the upcoming outreach activity in due course.
4
2. Application and eligibility
Application
All primary schools (including primary section of special schools) and pre-primary
institutions, including KGs, KG-cum-CCCs, CCCs and special CCCs can join the
Programme.
Primary schools should apply for the Programme on or before 9 June 2020, through
Self-selection of Doctors or DH-matching. Application results will be released in July
2020.
KGs, KG-cum-CCCs, CCCs and special CCCs requiring DH-matching should apply
for the Programme on or before 9 June 2020. For KGs, KG-cum-CCCs, CCCs and special
CCC joining the Programme through Self-selection of Doctors, they may choose a doctor/
medical organisation from the list posted on the Centre for Health Protection website
(https://www.chp.gov.hk/en/features/101413.html) and should submit application on or
before 24 July 2020. Application results will be released in July 2020.
Eligibility
All students attending the participating primary schools, KGs, KG/CCCs, or CCCs
and have not received SIV in the 2020/21 season are eligible for free SIV under the
Programme. Those under the age of 9 who have never received SIV before are eligible to
receive two doses of free SIV.
Parents/ guardians acting on behalf of students must fill out and sign the consent forms
that permits to provide students’ personal data to the Government or other relevant
healthcare personnel.
5
Remarks
For schools not joining the 2020/21 Seasonal Influenza Vaccination School Outreach
(Free of Charge) may consider the Vaccination Subsidy Scheme (VSS) School Outreach
(Extra Charge Allowed). Persons other than students can receive SIV in a different session
at schools, but the Government only provides subsidy to persons of VSS eligible groups.
Persons ineligible under VSS can join the activity with self-payment.
Schools and doctors/ medical organisations should stay clear of engaging in any
improper financial or profitable transactions during the participation of the 2020/21
Seasonal Influenza Vaccination School Outreach (Free of Charge) and/ or VSS School
Outreach (Extra Charge Allowed).
6
3. Preparation before the 1st dose vaccination
3.1 Timeline
A general timeline of the preparation before the vaccination is provided below for
your reference:
Date Preparatory Work
Primary
schools, KGs,
KG/CCCs, and
CCCs: By 14
Aug 2020
1. Confirm the 1st and 2nd dose vaccination dates with the
vaccination team
Proposed schedule : 1st dose (Late-Oct to Mid-Dec), 2nd
dose (recommended to be at least 6 weeks apart to allow
logistic preparation for the 2nd dose, before the end of Jan
2021)
Please note that the vaccination date by School
Immunisation Teams (SIT) is recommended to be at least
one week apart
Inform Programme Management and Vaccination
Division the vaccination dates by the vaccination team
End of August 2. Check and receive the consent forms which will be delivered
to the school directly from the printing agent.
At least 8 weeks
before the
vaccination day
3. Distribute the consent forms (Annex 3.1.1) to the parents/
guardians.
Before distribution, please fill out:
(i) The date of 1st dose vaccination; and
(ii) The date for school to collect the consent forms
At least 6 weeks
before the
vaccination day
4. Collect and check the signed consent forms to ensure they
have been completed fully. Samples of the Consent Forms
can be seen in Annex 3.1.1.
5. Separate the consent forms into:
(i) Consent for vaccination; and
(ii) Not consent for vaccination
7
6. Sort out the consent forms for vaccination by class and class
no. in ascending order (DH or medical organisations/ private
doctors will arrange staff to school for collection). The not
consent forms are to be retained for your school’s record.
7. Complete 2 copies of The Number of Students Consented to
Vaccination of Each Class (Annex 3.1.2).
8. DH or medical organisations/ private doctors will contact
participating schools, arrange staff to collect consent forms for
vaccination and the form of The Number of Students
Consented to Vaccination of Each Class (Annex 3.1.2), and
complete the Consent Forms Receipt Note (Annex 3.1.3).
9. Please fax a copy of The Number of Students Consented to
Vaccination of Each Class (Annex 3.1.2) to the Programme
Management and Vaccination Division of the Centre for
Health Protection (Fax number: 2984 9608) after consent
forms collection at least 6 weeks before the vaccination date.
10. Assist DH or medical organisations/ private doctors in
verifying the particulars of the students provided in the
consent forms.
11. Liaise with the vaccination team the issues about the
vaccination day including:
Starting time, logistics, manpower and venue setup
Temporary storage of clinical waste (please refer to
Section 3.2)
Arranging health talk/ provide hotline
School suspension arrangement (e.g. inclement weather,
the outbreak of communicable disease, etc.)
8
2 to 3 weeks
before the
vaccination day
12. Do not arrange other vaccination activities within one week
before or after the scheduled vaccination date.
13. Observe for any conditions that may affect the number of
students to receive vaccination, e.g. infectious diseases
outbreak or other sudden incidents/ special activities, which
cause consented students cannot receive the vaccines on the
vaccination day. If any, please inform DH or the relevant
medical organisation/ private doctor as soon as possible.
14. Reserve the venue, resources and manpower, including:
(i) Hall or spacious venues, e.g. multipurpose room
(ii) Tables, chairs, mattresses, and rubbish bins for use on
the vaccination day
(iii) Lockable cabinet(s) for temporary storage of sharps
boxes (size 26 x 25 x 17 cm each)
(iv) Teachers who accompany students to the venue
(v) School staff/ workers/ volunteers who provide
assistance during vaccination
15. Videos on venue setup, temporary storage of clinical waste
are uploaded to CHP website for reference:
https://www.chp.gov.hk/en/features/100634.html
1 week before
the vaccination
day
16. DH or medical organisations/ private doctors will send the 1st
dose of Seasonal Influenza Vaccination Student List (Annex
3.1.4a) to school.
17. Distribute the Notice to Parents One Week before the 1st dose
of Vaccination Day (Annex 3.1.5a) according to the list
Remind parents to inform school immediately if
students have received 2020/21 seasonal influenza
vaccine after 1st of September 2020
9
Remind students to bring seasonal influenza vaccination
card on the vaccination day (if any)
Remind students to have breakfast on the vaccination
day
Arrange all consented students to wear clothes such that
the arm can be exposed easily for vaccination (if
receiving injectable vaccine)
10
3.2 Temporary storage of clinical waste
The vaccination team would schedule the collection of clinical waste on the same day
as far as possible. If collection cannot be arranged on the vaccination day, the vaccination
team should inform school at least 2 weeks in advance for the details of arrangement.
School must provide lockable cabinet(s) for temporary storage of the sharps boxes (size 26
x 25 x 17 cm each; Figure 1).
Figure 1: Example of a sharps box
Clinical waste collection will be arranged approximately 2 weeks within the completion
of each dose for primary schools and 2 weeks within the completion of 2nd dose for KGs,
KG/CCCs, and CCCs, and schools located in remote areas and on islands.
Name of Organisation DrXXX/XXX Clinic
Emergency Contact
No. 2XXX XXXX
Address of Clinical
Waste Generation XXX School, XXX Road.
Date of Sealing DD/MM/YYYY
11
Specifications of cabinet for clinical waste storage
The cabinet should only be used for storage of clinical waste and must be lockable
The cabinet must be located in a covered place, which is unaffected by weather
The outside of the cabinet must be labelled with the name of the medical
organisation, emergency contact number, etc. (Figure 2)
Depending on the number of vaccinated students and vaccination personnel, the
cabinet should be able to contain about 6-8 sharps boxes
Figure 2: Example of warning sign and label on a cabinet for clinical waste storage
Name of Organisation Dr XXX/
XXX Clinic
Emergency Contact No. 2XXX XXXX
12
By Medical
Organization
By School
Handover of sharps boxes
Fill in the Clinical Waste Temporary Storage Handover Note (Annex 3.2.1) when
the medical organisation hands over the clinical waste to the school staff
The school staff has to fill in his/ her name, rank and contact number. He/ she
should also sign and stamp the school chop on the form (Figure 3)
Figure 3: Clinical Waste Temporary Storage Handover Note
13
Clinical waste collection
Upon collection, school staff and clinical waste collector should confirm the
quantity and weight of sharps boxes. School staff should sign on the Clinical
Waste Trip Ticket (Figure 4; Annex 3.2.2) and return it to the medical
organisation/ private doctor.
Figure 4: Clinical Waste Trip Ticket
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4. Arrangement on the 1st dose vaccination day
A general timeline is provided below for your reference, Figure 5.
Date Preparation and Arrangement
On the
vaccination day
Before the start of vaccination activity:
1. Confirm the venue, resources and manpower are readily available
(Please refer to Pt. 14 under Section 3.1).
2. Vaccination team will be responsible to arrange the vaccine delivery/
receive vaccines at school. School staff assist to arrange safe and
cool area for vaccine storage.
3. Check if there are consented students who cannot have vaccination
due to individual circumstances, e.g. absence, sick leave, etc. If so,
please fill in and give the List of Students Withheld Vaccination on
the Vaccination Day (Annex 4.1) to the outreach team before the
vaccination activity starts.
During vaccination activity:
4. Responsible teachers should accompany students to the vaccination
venue, assist in identifying students and monitor the queue. (For KG/
CCC: Remind teachers that students need to wear their name badges
or bring their handbooks for identification.)
5. Distribute the signed consent forms to each student and arrange them
to queue up for vaccination.
6. After completion of vaccination, teacher guides the students to the
observation area. Students can leave the vaccination venue 15
minutes after the vaccination if they show no signs of discomfort.
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Upon completion of vaccination:
7. Vaccination team will provide the following documents to the
teacher. Please manage the corresponding documents according to
the following criteria:
Students who need 2nd dose SIV
2nd dose of Seasonal Influenza Vaccination Student List (Annex
3.1.4b)
Seasonal Influenza Vaccination Information on Side Effects and
2nd dose Arrangement (Annex 4.4)
Keep their Seasonal Influenza Vaccination Card (Annex 4.2) in
school (distribute after the completion of the 2nd dose
vaccination)
Students who do not need 2nd dose SIV
Seasonal Influenza Vaccination Card (Annex 4.2)
Seasonal Influenza Vaccination Information on Side Effects
(Annex 4.4)
Students withheld vaccination on the vaccination day
Notification to Parents - Seasonal Influenza Vaccination Has
Not Been Given (Annex 4.3)
8. (For KG/ CCC only) Responsible teacher checks with medical
organisation and completes Student Vaccination Record (On
Vaccination Day) (Annex 4.5) then fax to DH within one working
day after the completion of each vaccination activity.
16
5. Arrangement of the 2nd dose vaccination day
Preparation and arrangement of the 2nd dose vaccination are similar to that of the 1st
dose. Fewer students are expected in the 2nd dose. Parents do not need to sign the consent
forms again.
A general timeline is provided below for your reference, Figure 5.
Date Preparation and Arrangement
1 week before
the vaccination
day
1. 2nd dose of Seasonal Influenza Vaccination Student List (Annex
3.1.4b) was provided to school by the Vaccination Team upon
completion of the 1st dose activity.
2. Distribute the Notice to Parents One Week before the 2nd dose of
Vaccination Day (Annex 3.1.5b) according to the list.
Inform school immediately if students have received 2nd dose
2020/21 seasonal influenza vaccine after 1st September 2020
Remind students to bring seasonal influenza vaccination card
on the vaccination day (if any)
Remind students to have breakfast on the vaccination day
Arrange all consented students to wear clothes such that the arm
can be exposed easily for vaccination (if receiving injectable
vaccine)
On the
vaccination day
3. Similar to the arrangement of the 1st dose
Upon completion of vaccination:
4. Vaccination team will provide the following documents to the
teacher. Please manage the corresponding documents according to
the following criteria:
Students completed the 2nd dose SIV
Seasonal Influenza Vaccination Card (Annex 4.2)
Seasonal Influenza Vaccination Information on Side Effects
(Annex 4.4)
17
Students withheld vaccination on the vaccination day
Notification to Parents - Seasonal Influenza Vaccination Has
Not Been Given (Annex 4.3)
5. (For KG/ CCC only) Responsible teacher checks with medical
organisation and completes Student Vaccination Record (On
Vaccination Day) (Annex 4.5) then fax to DH within one working
day after the completion of each vaccination activity.
18
Figure 5: A schematic diagram illustrates an example of vaccination venue
setup and logistics on the vaccination day
Registration Counter
Submit List of Students Withheld
Vaccination on the Vaccination Day
to vaccination team
Teachers receive the consent forms
from Registration Counter
Observation Area
Students can leave the vaccination
venue 15 minutes after vaccination
if they show no signs of discomfort
Vaccination Area
School staff/ workers/ volunteers
assist in holding students
Vaccination team provides
vaccination to students
Treatment Area
Vaccination may cause serious
adverse reactions, therefore
mattress is prepared for emergency
assessment and management if
needed
Waiting Area
Assist students to line up in
ascending class numbers
Distribute the consent forms to
students
19
DH staff or medical organisation/ private doctor will follow up with your school closely
for the detailed arrangement. If you have any enquiries, please contact DH at 2125 2128 or
the medical organisation/ private doctor. Please notify us as soon as possible if there is any
change of the vaccination activity in special circumstance.
20
ANNEX (Can be downloaded from CHP website: https://www.chp.gov.hk/en/features/100782.html)
3.1.1 Consent Forms (Sample)
Inactivated Seasonal Influenza Vaccines (by injection)
1st
dose vaccination date
(To be filled in by school)
Date for school to collect the consent forms
(To be filled in by school)
21
Tick this box
if parents agree for SIV
Choose one of the
followings:
1) HK Birth
Certificate: fill
in the
Document no.
2) HKID card: fill
in the
Document no.
and Date of
Issue
3) Others: attach
a copy of the
identity
document
22
Live Attenuated Seasonal Influenza Vaccines (by nasal spray)
1st
dose vaccination date
(To be filled in by school)
Date for school to collect the consent forms
(To be filled in by school)
23
Tick this box
if parents agree for SIV
Choose one of
the followings:
1) HK Birth
Certificate:
fill in the
Document
no.
2) HKID
card: fill in
the
Document
no. and
Date of
Issue
3) Others:
attach a
copy of the
identity
document
24
3.1.2 The Number of Students Consented to Vaccination of Each Class
Primary Schools
25
Kindergartens/ Kindergarten-cum-child care centres/ Child care centres
26
3.1.3 Consent Forms Receipt Note (Sample)
27
28
3.1.4a 1st dose of Seasonal Influenza Vaccination Student List (Sample)
3.1.4b 2nd dose of Seasonal Influenza Vaccination Student List (Sample)
29
3.1.5a Notice to Parents One Week before the 1st dose of Vaccination Day (Sample)
30
3.1.5b Notice to Parents One Week before the 2nd dose of Vaccination Day (Sample)
31
3.2.1 Clinical Waste Temporary Storage Handover Note (Sample)
32
33
3.2.2 Clinical Waste Trip Ticket (Sample)
34
4.1 List of Students Withheld Vaccination on the Vaccination Day
35
4.2 Seasonal Influenza Vaccination Card (Sample)
36
4.3 Notification to Parents - Seasonal Influenza Vaccination Has Not Been Given
(Sample)
37
38
4.4 Seasonal Influenza Vaccination Information on Side Effects (Sample)
Inactivated Seasonal Influenza Vaccines (by injection)
39
40
Live Attenuated Seasonal Influenza Vaccines (by nasal spray)
41
42
4.5 Student Vaccination Record (On Vaccination Day)
Kindergartens/ Kindergarten-cum-child care centres/ Child care centres