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.

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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.

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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