5.3.2 - Immunizations

COD program students with patient-facing responsibilities must receive certain immunizations to protect patients, other students, and health care providers. Every new undergraduate or graduate student must upload proof of immunity into Complio. Each student is responsible for maintaining compliance with all required immunizations while enrolled for the duration of your program. Students failing to comply with their immunizations could be removed from class or clinic until requirements are met.

For immunization proof to be valid, all records must contain:

• The student's name and any aliases used must be listed within the student's profile in Complio
• Full dates of vaccination; just a month and year listed will not be considered valid
• Treating facility, clinic, or provider's information who administered the vaccination or be an Official Immunization Record of the state
• Vaccination name
• Date the vaccination was administered
• English or be a certified English translation of the documentation
• The FULL record. Do NOT crop your vaccination records; upload the entire document into Complio

Frequently Asked Questions:

1. Can I use my shot records that are in another language?

No. Any childhood immunization records in a language other than English should have a certified translation into English before they can be approved for your requirements.

2. Do I upload my Vaccine History Form for HSC Students?

No. You do not upload the vaccine history form into Complio. It is not necessary and not a valid record of your immunization history.

Students with potential for exposure to blood or Other Potentially Infectious Materials (OPIM) must receive the Hepatitis B vaccination series, which may be obtained from the appropriate campus student health service. All applications, immunization schedules, vaccine doses, etc., should follow the Centers for Disease Control and Prevention Morbidity and Mortality Weekly Report.

Students must upload documentation of three childhood Hepatitis B vaccines and a positive quantitative Hepatitis B surface antibody titer showing immunity. Once a positive titer is provided, the requirement will be complete. 

If titer results are NEGATIVE or nonreactive, upload your result in the Initial Hepatitis B Titer requirement. Begin booster doses as directed by your PCP or Student Health. Repeat the quantitative Hepatitis B surface antibody titer four weeks after your last Hepatitis B booster dose.  Upload a POSITIVE result in the Repeat Hepatitis B Titer requirement.

• Students should consult with their PCP or Student Health to determine which course of action is best for establishing immunity - repeating a 3-dose or a 2-dose booster series.
• 3-dose series (Engerix-B or Recombivax-B):
  • Booster dose 1 will cause 1 month of TEMPORARY compliance.
  • Booster dose 2 will cause 5 months of TEMPORARY compliance.
  • Booster dose 3 will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• 2-dose series (Heplisav-B):
  • Booster dose 1 or 2 of the Heplisav-B series will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• Uploading proof of booster doses will cause TEMPORARY compliance.

Frequently Asked Questions:

1. I just started my Hepatitis B booster series; how do I know I won’t be reported as non-compliant?

Uploading documented proof of your booster doses will cause TEMPORARY compliance while you finish the Hepatitis B series. If you are on schedule with your series, you will NOT be held from class or clinic.

2. I had my Hepatitis B titer and the results came back negative but I have already completed the 3-shot series as a child; what should I do?

Upload your negative titer results into the Initial Hepatitis B Titer requirement. Next, talk to your healthcare provider or Student Health about the best way to proceed. You can either take a 3-dose or 2-dose booster series. Whichever route you choose, you will still need to re-titer 4-6 weeks following the last vaccine. 

3. I just started my Hepatitis B series; can I still attend class or clinic?

Yes. If you have initiated a series but have not completed it, you can participate in the program if vaccination documentation is uploaded into Complio. If you do not upload vaccination documentation, you will not receive temporary compliance.  If you do not keep up with your immunization schedule, you could be held from the program until you are compliant again.

4. I’ve completed my Hepatitis B vaccine and titer, what should I do next?

If you are immune, you are finished. Complio will mark this requirement completed and it will not need to be re-visited as long as you are a student.

5. What kind of titer do I need?

Students must supply a quantitative Hepatitis B surface ANTIBODY titer. Quantitative gives us a measurement of your immunity.  An antigen titer only tells us if you were exposed to Hepatitis B, not if you are immune.

6. I had two 3-dose series and both of my titers have come back negative. What do I do?

If you had two 3-dose series and two negative titer results, you may be considered a non-responder which means you are not developing an immunity to the virus. Typically, your PCP may want to try the alternate series of the vaccine to see if your body develops immunity; please speak to your healthcare provider. About 60% of non-responders will develop immunity with another series. 

7. Why was my proof for the Hepatitis B vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.

8. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your Hepatitis B vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload documentation of two Varicella vaccines OR a positive quantitative antibody titer to show immunity. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: History of disease is not accepted.

Frequently Asked Questions:

1. I had Chicken Pox as a child; what should I do since I did not receive the vaccinations?

You should ask your primary care physician or Student Health for a quantitative Varicella antibody titer to determine if you are still immune. If so, you will upload proof into Complio. If not, you will complete a 2-dose vaccination series.

2. I only had one dose of Varicella as a child; what should I do?

• You can choose to get a second dose of Varicella as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
• You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination.

3. Why was my proof for the Varicella vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your Varicella vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload documentation of two MMR vaccines OR three positive quantitative antibody titers to show immunity. The titers for MMR will be processed separately and proof of immunity must be uploaded separately into Complio. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: If MMR vaccination is indicated separately, then proof of 2 doses of Measles and Mumps and 1 dose of Rubella vaccination is required.

Frequently Asked Questions:

1. I only received one MMR shot as a child. What should I do?

• You can choose to get a second dose of MMR as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
• You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination. 

2. Why was my proof for the MMR vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

3. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your MMR vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload proof of one TDaP vaccine received as an adult. If the Tdap vaccine is older than 10 years or received as a minor (less than 18 years of age), documentation of a booster or an updated Tdap vaccine is required.

NOTE: Tdap vaccines received under the age of 18 are not valid.

Frequently Asked Questions:

1. What expiration date should I use for my TDaP?

TDaP is valid for 10 years from the date of the vaccination. Complio will automatically add the expiration date for you.

2. My TDAP is not expired but Complio rejected it; why?

To fulfill this requirement, you must receive at least one TDAP as an adult (over the age of 18).  If you received a TDAP as an adolescent and it has not expired yet, you will need to get another TDAP vaccination as an adult and upload that proof into Complio.

3. Why was my proof for the TDaP vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your TDaP vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must provide proof of receiving an annual influenza (flu) vaccine. The flu vaccine must be administered AFTER September 1st and before the deadline of November 1st of each year. Students getting the flu vaccine during the Spring and Summer semesters will still be required to vaccinate with the current flu vaccine that becomes available in September; flu vaccinations administered before September will be denied by Complio. All flu requirements expire on September 15th of the following year no matter when they were administered; therefore, the vaccination or an approved declination is required every year.

Frequently Asked Questions:

1. Can I opt out of the flu shot?

Yes, see the information regarding declinations here. You can discuss your concerns regarding the flu vaccine with Student Health since it is a requirement for all healthcare providers on the OUHSC campus. Call Student Health at 405-271-9675 to schedule an appointment to discuss this issue.

2. Since I can’t take the flu shot until October, what do I do for Complio?

The deadline for the flu vaccination is November 1st. Your enrollment will not be affected unless you do not comply with the deadline.  

3. I recently took my flu shot before September. Do I have to take another flu shot in October?

Yes. The flu vaccine is created yearly for the upcoming flu season which starts approximately in September. If you received a flu shot before Oklahoma’s flu season started, you were likely injected with a vaccine for last year’s flu. You will have to vaccinate with the current vaccine when it becomes available.

4. Can I receive my flu shot at any pharmacy or healthcare center? 

Yes. While OUHSC in Oklahoma City and OU-Tulsa offer flu clinics during October, students can seek treatment with their PCP, local health department, area clinic, or a nearby pharmacy. 

5. Why was my proof for the flu vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

6. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your flu vaccination information. Follow these instructions for getting valid proof:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

7. I did not get proof of my vaccination from the campus flu clinic. How can I prove that I received my vaccination?

• Search the email you registered with for an email from OUCollegeofPharmacy@ouhsc.edu
• If you did not find one, you can send an email to the OU College of Pharmacy (see address above) with your Name and Date of Birth requesting another copy be sent to you. 

Effective 9/30/2024, COVID-19 vaccines are no longer required or mandatory, but rather are strongly encouraged, especially for students with patient-facing responsibility. As the COVID-19 vaccine is no longer required, you will notice that the COVID section in Complio now shows as optional.

Frequently Asked Questions:

1. Do I have to take a COVID-19 vaccination?

 No. COVID-19 vaccination proof can be uploaded into Complio. Fields are available for the one- or two-dose series and booster doses. 

2. Where can I get the COVID-19 vaccination?

The vaccine is available in various locations on the OU Health Sciences Center campus, in designated HSC pharmacies and clinics, as well as in the community.

3. Why was my proof for the COVID-19 vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your COVID-19 vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must provide documentation annually for Tuberculosis (TB). TB tests are valid for 12 months from the date they are interpreted/read. Students are responsible for ensuring their annual TB documentation does not expire. Students with a history of either a positive TB Skin Test or a positive TB blood test must contact Student Health for further assessment and instruction regarding TB clearance.

New students:

• Two 2-step PPD skin tests read 1 - 3 weeks apart OR
  • 4 visits to PCP or Student Health
  • If PPD skin test results return positive, Student Health may require a clear chest x-ray and medical clearance before issuing a Student Clearance Letter for Complio
  • Do NOT upload x-rays or physician notes into Complio
  • Failure to complete the second PPD skin test within the 3 weeks will negate the first test and the student will be required to start the process again.
• One negative IGRA (Quantiferon or TSPOT) TB Gold test
  • 1 visit to PCP or Student Health
  • This is a lab test where blood is drawn. It requires orders from a healthcare provider.

Returning students:

2nd and 3rd year students:

• Complete and upload the Annual Screening Questionnaire after your 1st academic year in your educational program. 
  • Students who answer ‘Yes’ to any question must first contact Student Health for further evaluation and assessment. Students must submit the Student Health Clearance letter they receive from Student Health.

4th year students:

• One negative 2-step PPD skin test OR
• One negative IGRA (Quantiferon or TSPOT) TB Gold test will be required for externship participation. 

NOTE: Expiration dates are one year from the date of the IGRA test, the annual questionnaire, or the second PPD skin test.

Frequently Asked Questions:

1. I was an OUCOD student last year, do I have to take two 2-step PPD skin tests?

You will complete the  Annual Screening Questionnaire form which is found in Complio. After uploading the document, the expiration date should reflect one year from the signed date on the questionnaire.

2. My PPD came back positive, what do I do?

You will be required to complete an IGRA test. If the IGRA is negative then you have satisfied your requirement. If your IGRA is positive then you will need to consult with Student Health. If you are cleared, Student Health will issue a Student Clearance Letter. Do NOT upload x-rays or physician statements into Complio, only upload the Student Clearance Letter.

3. Can I decline the TB test?

No. The requirement for TB is a TEST and not a vaccination. It will be conducted via skin or blood analysis. The declination is not valid for the TB requirement. 

4. As a child, I was vaccinated with the BCG vaccine. Which test should I take?

The BCG vaccine will cause a positive result on a PPD SKIN test, for this reason, it is best to complete an IGRA test which is a blood test.

Students must upload documented proof of receiving vaccinations or titers into Complio. Students should upload the FULL record into Complio; do NOT crop vaccination or titer information. To assist with finding vaccination information:

Oklahoma residents:

• Immunization records may be located at the Oklahoma State Immunization Information System (OSIIS) website: https://shotrecords.health.ok.gov/

Out of State:

• Immunization records may be located at the county health department where you grew up

Frequently Asked Questions:

1. I can't find my shot record; what should I do?

You can choose to have quantitative antibody titers drawn for all of the vaccinations that you do not have documented. If the titers return positive, you will upload the titer results into Complio. If the titers return negative, you will need to complete the required number of vaccinations to satisfy the enrollment requirement.

OUHSC program students can submit declinations for a required vaccination, either on a medical basis or for religious reasons. Please note that a separate form is required for each vaccination being declined. The below steps outline the process for submitting a declination form for consideration:

1. Complete the Vaccine Declination Form for OUHSC & OU-Tulsa Students
2. Based on your declination reason, please gather the documentation as requested on your Vaccine Declination Form.
3. Submit your completed Vaccine Declination Form and required documentation to the following email address, based upon your geographic campus location, using the subject line Vaccine Declination Form:
   • HSC-OKC and remote site learners: SAS-HealthSciences@ou.edu
   • OU-Tulsa learners: Tulsa-SAS@ou.edu
4. Following submission, a member of the Student Accommodation Services team will be in communication with you, if needed, and will return your Vaccination Declination Form with their signature, if approved.
5. Do not upload this form to Complio until you receive notification of approval along with a copy of the signed form. 

A separate Vaccine Declination Form, and supporting documentation, are required for each vaccination being declined. Additionally, if declining the influenza vaccine, that declination form must be submitted after September 15th and is required annually.

Frequently Asked Questions:

1. Why are vaccinations required?

HSC program students are required to receive immunizations to protect the patients, visitors, and the healthcare providers they work and train with.

2. If I am unsure about the vaccine, who can I call?

You can contact your primary care provider or Student Health to discuss the research and safety of the vaccines. The phone number is 405-271-9675.

3. How long does it take to review my documentation for a declination?

Allow 15 business days (not including holidays, school breaks, or weekends) for review. The requirement will be non-compliant until an approved declination or appropriate vaccination/titer proof is uploaded.

4. If my declination is approved, how will I protect my patients?

Students will visit with their program/college student service team to understand the next steps and possible program limitations. Generally, all unvaccinated patient-facing students will be required to mask in all indoor campus facilities.

5. What happens if my declination is declined?

Students will visit with their program/college student service team to understand the next steps and possible program limitations.

6. Will declining vaccinations be a challenge to completing my program?

The University of Oklahoma Health Sciences Center does not control the vaccination policies of the facilities, hospitals, or physician groups that provide clinical experiences for our students. If you are not allowed to participate in a particular clinical experience due to your declining vaccination, the University may not be able to find you an alternate clinical experience without fundamentally altering the program. If you are unable to complete the required clinical experiences, you will be unable to fulfill the requirements of your program, eliminating the opportunity to fulfill the requirements for graduation. In other words, although you may be able to participate in the didactic portions of the program if you decline required vaccinations, the University cannot guarantee that you will be able to ultimately graduate from the program.