Implement

Outreach and communication are key to making parents and schools staff aware of the upcoming vaccination clinics, as well as deadlines for returning completed consent forms and other participation requirements. It is also an opportunity to provide messaging that encourages parents to get their children ALL recommended adolescent vaccines.

In this tool, you will find templates you can tailor to fit your school/district’s needs. This format ensures that you can quickly adapt the materials to reflect your organization’s branding, messaging, and any unique details related to your or team’s needs.

The downloadable Word document includes scripts for communicating with parents in a variety of ways and includes icons suggesting the most effective distribution method for each resource, ensuring that families receive important information through the channels that work best for them. Some materials can be printed for physical distribution, while others are suitable for electronic sharing.

The downloadable PowerPoint includes social media templates. Each slide has a notes section at the bottom with information such as the communication channel, timeline for use, and other instructions. Each slide is customizable with editable text boxes, allowing you to:

• Easily input your event’s specific information
• Adjust text as needed
• Personalize content to fit your audience

Once you have edited the content, you can save each individual slide as a PNG or JPG file to then upload to your website or post on social media. Make sure to include bilingual content as appropriate for your population.

An essential part of the All for Them program is to use promotional materials to advertise the upcoming vaccine clinic happening at your school. Spread awareness of upcoming clinic days using these poster templates. These templates are available in both English and Spanish.

Print these 11x17 (tabloid size) posters, in color, when possible, and hang them on campus in high-traffic areas for parents such as:

• Main office
• Attendance office
• Outside the nurse’s clinic
• Parent/community spaces
• Front doors of the school
• Hallway bulletin boards

Complete the following information on each poster:

Change the color of the text to black once you have filled in your information. We recommend using the font Helvetica, though Arial is an acceptable alternative if Helvetica is not available. Delete the text placeholder and blue boxes after you add the school district and health care logos.

Parent engagement is essential for the success of any school-based health initiative, especially when hosting pre-consented clinics on campus. Since parents are the primary health-related decision-makers for their children, involving them early is key to building trust and increasing vaccine acceptance. It is important to keep parents well-informed about the clinic, including the steps needed for their child to receive recommended vaccinations at school. This bilingual parent/student information letter provides step-by-step instructions to help parents secure their child’s immunizations and should be included at the top of the consent form packet.

There are three versions of the letter available with different language based on the age of the student attending the clinic: the gold letter for parents of middle school students and younger, the maroon letter for parents of high schools students, and the navy letter for adult-age high school students ages 18 and older.

Change the color of the text to black once you have filled in your information. We recommend using the font Helvetica, though Arial is an acceptable alternative if Helvetica is not available. Delete the text placeholders after you add the school district and health care provider logos at the bottom of the letter.

We recommend having the district health services director/coordinator or school principal sign the letter to demonstrate leadership support, which can help secure parental buy-in and encourage parents to have their children participate. See the Consent Packet Guide tool for additional guidelines on structuring your consent packets and identifying a distribution timeline.

In Texas, select adolescent vaccines are required by the Texas Education Agency for school attendance at the start of 7th grade, making it crucial for families to be proactive about their child’s health as they approach this milestone. By sending a notification to parents and guardians of 6th grade students (via printed letter, email, parent app or other relevant communication method), you can help families ensure their children are aware of the clinic opportunity and can be protected against preventable diseases. They can meet the school requirements on time, avoiding last-minute rushes and potential barriers to school entry. Use this sample letter to motivate 6th grade families to stay ahead by securing ALL of their child’s 11-year-old vaccines, including recommended vaccines like HPV and flu, early.

Change the color of the text to black once you have filled in your information. We recommend using the font Helvetica, though Arial is an acceptable alternative if Helvetica is not available.

Promoting your clinic is an important step to ensure parents, staff, and students are aware of the event coming to your campus to increase clinic participation. This electronic flyer can be posted on the school’s website and social media accounts or sent directly to families.

Tailor the content to fit your school’s needs before posting online. We recommend you share this flyer at least one month before your scheduled vaccine clinic date.

Change the color of the text to white once you have filled in your information. We recommend using the font Helvetica, though Arial is an acceptable alternative if Helvetica is not available. Delete the text placeholders after you add the school district and health care provider logos at the bottom of the flyer.

Here is an example of how this flyer may look posted to your school website:

In addition to obtaining parent support for a successful vaccination clinic, teachers and other school staff are important advocates who can impact your community’s participation. This flyer can help build support from the teachers and staff to improve program participation.

We recommend pairing this communication with your schoolwide consent form distribution process. The school champion or principal can email this flyer to all teachers or staff or print a copy and provide it to them along with the consent forms if distributed by classroom. Do what works best for communicating with your staff. To ensure all teachers and staff are aware of the program, consider speaking at professional learning development days or other staff meetings to reach as many staff as possible.

Teachers and school staff are busy, yet they play a key role in helping distributing consent packets and promoting the clinic. Finding time to prioritize the program may come as a challenge, so send frequent reminders to keep staff involved throughout the process.

This sample flyer can be edited to match your school and clinic details, including information about how teachers and staff will receive the consent packets, and instructions for distributing consent packets to students and where/to whom to drop-off returned consent forms.

Change the color of the text to black once you have filled in your information. We recommend using the font Helvetica, though Arial is an acceptable alternative if Helvetica is not available. Delete the text placeholder after you add the school district logo at the bottom of the letter.

With all the conflicting and sometimes confusing information out there, parents need accurate facts about the HPV vaccine. This is where you come in! Empower parents and students by distributing these bilingual fact sheets, developed specifically to help parents make the decision to get the HPV vaccine for their child. Sharing these bilingual resources can improve vaccine knowledge among your community as well.

These fact sheets provide information about the vaccine’s importance, safety and efficacy, benefits, and the dosing schedule. To meet the needs of your audiences, we’ve created messaging for the following groups:

We strongly recommend including the relevant fact sheet(s) in each consent packet for your vaccination event. Reference the Consent Packet Guide for additional support to create your consent packet.

Additional ways to use the HPV Vaccine Fact Sheets:

• Parent events: Print and distribute at parent-teacher meetings, open houses, health fairs, or other parent-facing events.
• Conversation starter: Use the flyer as a tool to engage parents in discussions about the HPV vaccine and address their questions or concerns. With the comprehensive facts provided in these materials, you’ll be equipped to answer common questions and build trust within your community. For parents who still have questions after reading this fact sheet, provide the HPV Vaccine Resource Sheet for a deeper dive into this topic.

Provide reliable information to empower parents to make informed decisions about their child's health! The HPV Vaccine Resource Sheet is a bilingual tool to support parents who have questions or are hesitant about the HPV vaccine by providing evidence-based information to address common questions or concerns they may have about the vaccine. Keep printed copies on hand (ideally in color) to prepare for discussions with parents and send them home with students whose parents do not consent to the HPV vaccine.

This visually engaging educational flyer features QR codes and links to multiple reputable and accurate resources about HPV vaccination. Its flexible design allows parents to choose the type of media that best fits their learning style. Parents can explore materials in different formats including:

Featured resources include:

• HPV-related cancer survivor videos
• Video describing the HPV vaccine as a cancer prevention tool
• Podcast episodes led by vaccine experts
• PDFs answering common questions parents may have

Help students and parents keep track of when the next dose of the HPV vaccine is due by handing out personalized reminder cards at the clinic. These cards are designed to help students and parents understand their specific HPV vaccine schedule and remember to complete the series.

Before your clinic, print copies of this reminder card (preferably in color on thicker cardstock paper if possible).

Before distributing the cards, follow these easy steps:

• Determine the student/patient’s vaccine schedule based on their age at the FIRST dose.
  1. Ages 9-14 years at first dose (PINK card): Two doses are required, spaced 6 months to 1 year apart.
  2. Ages 15+ years at first dose (BLUE card): Three doses are needed.
     • The first and second doses are spaced 1–2 months apart.
     • The third dose is administered 6 months after the first.

Note: For students whose schedules differ from the above, visit the CDC website for more information.

• Use the decision tree below to identify whether a reminder card is needed and to assign the correct card color. Use the language of preference for the parent – if this information is unknown, complete both sides.

• Document the following information:

• Attach the HPV next-dose reminder card to the student/patient’s stamped vaccination record which can be sent home in an envelope with the child’s name.

As you receive consent forms from students to participate in your vaccination event, consider using a systematic process to track, secure, and transfer the consent forms to ensure patient privacy and record accuracy. The Consent Form Tracker Excel sheet is intended for use with pre-consented vaccination clinics.

See our Tips for Clinic Planning and Management tool for additional guidance on ways to improve your clinic flow and participation.

• What does a complete consent packet look like? What content can school staff support with and what fields or forms need to be completed by the parent/guardian?
• Which patients are eligible for the vaccines?
• What types of shot records can the provider accept?
• What process will you follow to transfer consent forms to the provider (often in advance of the clinic)? Can you share this tracking form with the provider electronically (securely)?
• Will the provider register patients in advance or on the day of the clinic? How early does the provider need the consent forms?

Redirecting ineligible students

Depending on the provider’s protocols, some students may not be eligible to receive vaccination services at the school-located clinic event. For example, if the provider only serves those eligible for Texas Vaccines for Children, students with private insurance (or CHIP, in some instances) would not qualify. To address this issue, have a list of other providers who accept private insurance on hand that you can share with these families.

This tool features sections for tracking consent form-related information, including:

1. Student information: Name, date of birth and grade.
2. Consent form status: Monitor the completion and submission of consent forms.
3. Vaccine records: Track and review the types of student vaccine records provided or gathered.
4. Class schedules: Preparing printed class schedules in advance enables you to locate students efficiently on the clinic day and organize them by classroom, minimizing disruptions to teaching.
5. Notes: Use this section to document both successful and less effective strategies. This practice will help streamline your process and provide valuable insights for future implementers.

Using the Clinic Sign-in Log on the day of the vaccination clinic is essential for:

• Effective communication with your provider partner and other school staff when students arrive at the clinic site.
• Avoiding vaccination errors, students’ demographic information allows for accurate identification to be cross-referenced with consent forms and vaccination records.

This tool features sections for tracking information, including:

1. Student information: Name, grade, date of birth
2. Vaccination status: Sometimes students may sign-in but refuse to be vaccinated, they are up-to-date on all immunizations, or there may be some other reason they don’t get vaccinated. Tracking this data may help reduce confusion. Add a check mark for those students who received vaccines and an X for students who came to the clinic but didn’t end up being vaccinated.
3. Notes: Use this section to document relevant details or messages for other school staff who may need a copy of the sign-in sheet for coordination or follow-up.

Using an efficient method to keep track of students who receive vaccines at the clinic can help ensure a smooth clinic day and help you understand the impact of your clinic event on student vaccination status. The Data Tracking and Analysis Log provides an electronic spreadsheet template to record student vaccination data and helps to ensure there are no missed opportunities for vaccination. Using this template can help you adhere to privacy and compliance standards.

This tool features two sheets for tracking information, including:

Vaccination Data Log

1. Student information: Record essential details, including student ID, name, date of birth, grade, and gender.
2. Vaccines administered: This list includes childhood and adolescent vaccines (you may not offer the exhaustive list of vaccines at your event).
3. HPV vaccine status: Document dosage and scheduling information for the HPV vaccine. The data from this log can be used to report the number of students vaccinated at the clinic and build support for future program implementation.
   • Use the HPV Vaccine Next-Dose Reminder Cards tool to help parents plan for future doses
4. Notes: Document any observed adverse reactions, additional relevant details, or process notes for improved coordination and follow-up.

Data Analysis

• Sharing with your partner allows both organizations to understand the impact of the All for Them program on adolescent vaccine rates and decide how the organizations want to continue the partnership.
• Sharing these results with your organizational leadership can support the decision to sustain All for Them in your organization.

Although each student will have their vaccines documented on their immunization record in the provider’s system (and ideally ImmTrac2 for parents who consent), consider giving parents a simple letter that notifies them of the vaccines their child received at the All for Them clinic event.

This letter allows the health care provider to share essential vaccine information with parents, including details on any vaccine adverse events, follow-up doses needed, and clinic contact information, to assist parents in scheduling the next vaccine appointment.

Customize the letter to reflect information specific to your clinic event, including: