Records & Reports

Records

An Individual Student Health Record is required for every student enrolled in school. The record should include, identifying and demographic information on the student, a health history, significant medical conditions, immunizations, medications administered, the school nurse narrative documentation and other documentation related to the student’s health. The Individual Student Health Record is part of the Educational Record; therefore it is governed by the Family Educational Rights to Privacy Act

Health Record Order Form 

Reports 

Outbreak Reporting to CDC

A potential outbreak of disease is reportable to Maine CDC. In schools, this is defined as 15% of the school population being absent on a particular day due to illness. Schools must report elevated absenteeism. This reporting tool will complete this report to both DOE and Maine CDC in one step. For step by step direction see the NEO Reporting Reference Guide. 

Yearly Reports

There are three yearly mandatory reporting items for school health that relate to medication, hearing and vision screenings, and immunizations.  

Immunizations Summary Report 

 In accordance with Chapter 126/261, all schools must submit a summary report which will include the following information at a minimum: specific information identifying the school, the superintendent; the total student enrollment, the number of new students identified by vaccine type, as either immunized, exempt or out of compliance, and the number of students who are previously enrolled and unimmunized. Each report shall be signed by the school superintendent as a certification that the information is accurate and complete. 

The Maine Center for Disease Control and Prevention will, from time to time, select a small sample of student health records for the purpose of comparing reported results against the criteria delineated in these rules. The results of this sample survey will be shared with school superintendents for the purpose of identifying problem areas that may be occurring in the completion of their school health records. Individual students will not be identified by name. Contact the Maine Immunization Program, Maine CDC for more information. 

School Health Services Report  

In accordance with Department of Education Chapter 45 Rule for Vision and Hearing Screening in Maine Schools, each school administrative unit and approved private school shall provide an annual report to the Department summarizing hearing and vision screenings completed as required by this rule. This report should reflect the number of students screened by type, the number of students referred, and the number of referred findings that were confirmed.  

In accordance with Department of Education Chapter 40 Rule for Medication Administration in Maine Schools, each school administrative unit and approved private school shall provide an annual report to the Department summarizing all the incidents of epinephrine administration. It is also encouraged to submit to the Department a report of each incident involving a severe allergic reaction or the administration of an epinephrine autoinjector. 

Anaphylaxis Incident Reporting Form

Optional, but recommended Reporting Section for ALL Maine schools, public, private, and charter. The goals of Every Student Counts™ are to develop a robust national school health data set that will influence local, state, and national student health policy, as well as identify best practices in school health.

Contact

Emily Poland, RN
School Nurse Consultant
Coordinated School Health Team Leader
207-624-6688
Emily.Poland@Maine.gov