Section R9-6-707. Reporting Requirements

A.      By November 15 of each year, a school administrator shall submit a report to the Department or local health agency on a form provided by the Department that contains:

1.        The name and address of the school;

2.        An identification of whether it is a public school, private school, or charter school;

3.        The name, telephone number, and fax number of a con- tact person;

4.        The name and district number of the school district, if applicable;

5.        The county the school is located in;

6.        Each grade taught at the school;

7.        The number of children enrolled at the school in desig- nated grades as of the date of the report;

8.        The number of children with documentary proof of immunization status, including the number of children who are in each of the following categories:

a.        Have received each immunization required for their age,

b.        Have a medical exemption,

c.        Are exempt for personal beliefs according to A.R.S.

§ 15-873, and

d.        Have submitted laboratory evidence of immunity as defined in A.R.S. § 36-671, and

9.        The number of doses received per child of each vaccine required in Table 1.

B.       If requested by the Department or local health agency, a school administrator or child care administrator shall provide the fol- lowing outbreak, case, or suspect case information:

1.        Immunization information in R9-6-704;

2.        Attendance information specifying each date each child was present at the school or child care during the commu- nicable period; and

3.        Any other information relating to the outbreak, case, or suspect case that is requested by the Department or local health agency.

C.      A school administrator that has an individual authorized by law to administer vaccines and receives vaccines provided by the Department shall:

1.        Prepare a report on a form provided by the Department each calendar month that contains:

a.        A VFC PIN number;

b.        The provider name or business name, address, tele- phone number, and fax number;

c.        The beginning date and end date of the report;

d.        The number of children immunized during the pre- ceding calendar month;

e.        The age and date of birth of each child immunized during the preceding calendar month;

f.         Whether each child immunized during the preceding calendar month is:

i.         Covered by KidsCare;

ii.        Covered by AHCCCS;

iii.      Uninsured;

iv.      A Native American or an Alaskan native;

v.        Underinsured; and

vi.      Non-VFC eligible, if applicable;

g.        The number of doses of each vaccine administered during the preceding calendar month; and

h.        The manufacturer, manufacturer’s lot number, and expiration date of each vaccine listed in Table 1 that was administered during the preceding calendar month; and

2.        Send the report required in subsection (C)(1) by the fifth day of the following month to:

a.        The local health agency, if the vaccine was provided by the local health agency; or

b.        The Department, if the vaccine was provided by the Department.

D.      By November 15 of each year, a child care administrator shall submit to the Department or local health agency a report on a form provided by the Department that contains:

1.        The name, mailing address, and telephone number of the child care;

2.        The date of the report;

3.        The name of a contact person;

4.        The Department license or certificate number of the child care, if applicable;

5.        The name of the child care administrator;

6.        Whether the children are in child care;

7.        Whether the children in child care are in a Head Start pro- gram;

8.        The number of children attending the child care who were less than 5 years of age as of October 1; and

9.        The number of children less than five years of age as of October 1 for whom the child care has immunization

records on file specifying the number of children who are in each of the following categories:

a.        Have received each immunization required for their age;

b.        Have medical exemptions;

c.        Are exempt for religious beliefs according to the rules in 9 A.A.C. 5 regulating child care facilities or child care group homes; and

d.        Have submitted laboratory evidence of immunity.

E.       In addition to the report required in subsection (D), by Novem- ber 15 of each year, a child care administrator shall submit to the Department or local health agency a report on a form pro- vided by the Department that contains:

1.        The information in subsection (D)(1) through (D)(4),

2.        The information in subsection (D)(6), and

3.        For each child less than 5 years of age as of October 1:

a.        The birth date of the child;

b.        How many doses of each vaccine listed in Table 1 the child has received;

c.        For each vaccine listed in Table 1 except MMR, the month, day, and year of the most recent immuniza- tion;

d.        For MMR, the month, day, and year of each immu- nization; and

e.        Whether each child has a medical or religious exemption.

F.       By March 30 of each year, a local health officer shall forward to the Department the information contained in the reports received by the local health agency according to subsections

(A) and (D).

G.      A local health officer who receives and distributes vaccine provided by the Department shall submit to the Department the report required in subsection (C) every calendar month.

H.      As required by A.R.S. § 36-135, a health care professional shall submit for each vaccine administered to a child the infor- mation required in A.R.S. § 36-135(B), the IRMS number, and the VPC PIN number, if applicable, to the Department as fol- lows:

1.        If reporting by mail or fax, the health care professional shall use a form provided by the Department.

2.        If reporting by telephone, the health care professional shall call a telephone number provided by the Department for this purpose between 8:00 a.m. and 5:00 p.m., Mon- day through Friday, except state holidays.

3.        If reporting electronically, the health care professional shall:

a.        Connect to the ASIIS web page through a secure Internet connection and enter the information; or

b.        Ensure that the information is submitted in a format that can be imported into ASIIS and:

i.         Provide a compact disk or digital video disk that contains the information to the Depart- ment; or

ii.        Transfer the information to the Department through a secure file transfer protocol.

Historical Note

Former Section R9-6-115, Paragraph (5), renumbered and amended as R9-6-707 effective January 28, 1987 (Supp. 87-1). Renumbered to Section R9-6-307 effective Octo- ber 19, 1993 (Supp. 93-4). Adopted effective April 4, 1997 (Supp. 97-4). Former Section R9-6-707 renumbered to R9-6-708; new Section R9-6-707 renumbered from R9-6-706 and amended by final rulemaking at 8 A.A.R.

4274, effective September 16, 2002 (Supp. 02-3).

Amended by final rulemaking at 13 A.A.R. 4106, effec- tive January 5, 2008 (Supp. 07-4).