Grade 7 Vaccine Program

Program Overview:

Each year RCDHU visits schools to provide publicly funded vaccines to all grade 7 students. RCDHU will visit schools in the fall (first dose) and in the spring (second doses).

The Grade 7 Vaccine Program helps protect students from serious diseases through in-school immunization clinics. Vaccines offered are:

• Meningococcal (single dose) *required to attend school
• Hepatitis B (2-dose series)
• Human Papillomavirus (HPV) (2-dose series)

Parent/guardian signed consent is required for a student to be vaccinated at school.

Timelines, Scheduling, and Logistics:

RCDHU will contact each school individually to schedule clinic dates. Once scheduled, a confirmation email will be sent to the school with further details.

• First clinic: Schools will be contacted in June to confirm a clinic date for the upcoming fall clinic. Fall clinics are usually scheduled between September and November.
• Second clinic: Schools will be contacted in January/February to schedule the second clinic date. The spring clinic is usually scheduled between April and June.

Schools must send home information packages to families at the start of the school year to provide families with appropriate notice and time to complete consent forms. The consent form covers both the fall and spring clinics, so families only need to complete and return one consent form for the school year.

On clinic day, we ask that schools provide a room with tables and chairs, that is large enough to accommodate approximately 15 people at a time.

What We Need Schools to Do Before Our Visit:

Steps for School Administrators:

1. As soon as you receive the information package from RCDHU, please ensure the parent packages are distributed to all grade 7 students to take home. The package contains a parent/guardian letter and a consent form for each student.
2. Ask students to return their completed consent forms to the school by the set due date.
3. Notify parents/legal guardians of scheduled clinics dates.
4. Collect returned consent forms from students.
5. Prepare and print grade 7 class lists.
6. RCDHU will arrange to pick up the consent forms and class lists from your school prior to the clinic date, if it is not indicated to send them back through the school board courier.  If any consent forms are returned after the pickup date, please provide them to RCDHU staff on the clinic day.
7. On clinic day: provide a room with tables and chairs, that is large enough to accommodate approximately 15 people at a time.

Steps for Grade 7 Teachers:

1. Distribute the information package provided by your school administration to all grade 7 students. The package includes a parent/guardian instruction letter and a consent form for each student.
2. Remind students/parents to return their signed consent form by the identified due date.
3. Forward all returned consent forms to the main office.
4. Help students prepare for the clinic. Tools are available to support you. Please see the section below called ‘Teacher Resources’.
5. On clinic day: Release students from class only when requested by RCDHU staff. This helps reduce student anxiety and minimizes wait times.

What to Expect on Clinic Day:

On the clinic day, RCDHU staff will:

• Arrive in the morning and register at the main office.
• Pick up any remaining consent forms that may have been submitted after the pickup date. RCDHU staff will also ask for any student absences for the day.
• Set up supplies in the provided clinic space/room.
• Speak with grade 7 teachers to determine how students will be called to the clinic and return after the clinic.
• Give vaccines to participating students and monitor students for a set period afterwards.
• Provide proof of vaccination to the student to bring home.

What We Need Schools to Do After Our Visit:

At this time, no additional school actions are typically required following the clinic unless otherwise communicated by RCDHU.

Schools may continue to direct parent or guardian questions regarding clinic outcomes or follow-up vaccinations directly to RCDHU.

Frequently Asked Questions:

Is parent/guardian consent required?

• Yes. Students can only receive vaccines at school if a signed consent form has been submitted by a parent or guardian.

Can parents decline to have their child vaccinated at school?

• Yes, parents can decide not to have their child vaccinated at school. RCDHU asks that parents still complete the consent form, selecting the option ‘I do NOT authorize RCDHU to immunize my child.’ This is to inform RCDHU that the information was received and the family is aware of the services offered.

Are all grade 7 vaccines mandatory?

• The meningococcal vaccine is required to attend school in Ontario, unless the student has a valid exemption.
• Hepatitis B and HPV vaccines are strongly recommended but are not required for school attendance.

What happens if the student missed a school immunization clinic?

• They can call and book an appointment with their health care provider to receive their missing vaccines. Families must report proof of vaccination to RCDHU after receiving vaccines through their healthcare provider.
• Vaccination clinics are also available by visiting an RCDHU clinic. For booking details, visit: Immunization events and Booking page.

What if a student missed their grade 7 vaccines?

• Students who missed their vaccinations in grade 7 remain eligible to receive their vaccines for free up until graduation (grade 12). They may book with RCDHU to a community clinic or contact their health care provider.

Contact Us:

If school administrators or staff have any questions related to the Grade 7 Vaccine Program, please contact us at the information listed below.

If you receive questions from parents regarding these clinics, vaccines, or vaccine requirements, please direct them to contact RCDHU directly:

• immunization@rcdhu.com
• 613-732-9436 or 1-833-773-0004

Additional Resources:

Teacher Resources:

• Vaccination Talks Toolkit (available in French ) (OPHEA)
• A teen’s guide to vaccination (Public Health Agency of Canada)
• School-based vaccine programs(Praxus Health)
• RCDHU Immunizations for Children page

 Consent Forms:

• Grade 7 School Immunization Program Consent Form (English)
• Formulaire de consentement pour le programme de vaccination des élèves de 7ième année (Français)

Program Overview

Each year, RCDHU reviews immunization records for all students (JK to grade 12) that attend school in Renfrew County and District, as required under the Immunization of School Pupils Act (ISPA).  

RCDHU is required to collect and review records to ensure that students have: 

• submitted their current immunization information to RCDHU 
• received all vaccines required to attend school in Ontario, OR 
• have a valid vaccine exemption on file with RCDHU  

In January, RCDHU sends out immunization notice letters to students who have incomplete vaccine records. To help families get up to date with any missing vaccines, RCDHU also visits schools to provide vaccine clinics.  

If a student’s record remains incomplete by the identified due date, RCDHU may issue a suspension order for up to 20 days, which remains in effect until vaccine requirements are met.  

School administrators and staff play an important role in supporting this process. RCDHU works closely with schools throughout the immunization notice and suspension process to help ensure families receive the information and support they need to meet immunization requirements and return students to school as quickly as possible.

Roles & Responsibilities

RCDHU: 

• Review and maintain immunization records for students enrolled in schools across Renfrew County and District, as required under the Immunization of School Pupils Act (ISPA)  
• Issue Immunization Notices to students with incomplete records, or those without valid exemptions  
• Issue Suspension Orders to students who do not meet requirements 
• Support families in getting a valid exemption if they do not wish to vaccine their child 
• Provide catch-up immunization clinics in schools and communities to students who are missing required vaccines 
• Answer questions and support families and schools throughout the process 

School Administrators: 

• Provide student information as requested by RCDHU 
• Support distributing important information to families as requested by RCDHU, including suspension and clinic dates.  
• Assist in supporting any suspension or exclusion orders that RCDHU issues under the authority of the ISPA or the Health Protection and Promotion Act (HPPA). 
• Supporting RCDHU in providing in-school vaccine clinics 
• Directing families to contact RCDHU directly for information related to the immunization records review process, or to submit immunization records.  
• Privacy reminder: Student immunization records and related health information are strictly confidential and protected by privacy legislation. School staff must not share any information about a student’s immunization status or suspension with other families. 

Schools do not collect immunization records or submit them to RCDHU, but they do play important role in ensuring families are aware of their responsibilities in maintaining compliance with immunization requirements.  

Parents/Guardians: 

• Ensuring their child meets vaccine requirements – either by getting their child required vaccines or by submitting a valid exemption.  
• Submitting their child’s vaccine record to RCDHU each time their child receives a vaccine. Health care providers and schools do not submit records for students.  

Timelines, Scheduling, and Logistics

Records Review Process: 

Please note, these are general guidelines for timing, and each year may vary slightly.  

• October – January: RCDHU sends the first Immunization Notice to students with incomplete immunization records. The notice explains what information or vaccinations are missing and encourages families to update their child’s record with RCDHU. 

• February: RCDHU sends a second Immunization Notice to families who still have incomplete records. This notice includes a deadline, usually in March, for families to meet the immunization requirements. It also advises that a suspension order of up to 20 school days will take effect if the requirements are not met by the deadline. 

• Suspension Order: If a student’s immunization record remains incomplete after the deadline, the suspension order takes effect. Under the Immunization of School Pupils Act (ISPA), school administrators are responsible for excluding affected students from school for the duration of the suspension. 

• Returning to School: Once RCDHU receives the required immunization information or documentation and determines that the student has met the requirements, RCDHU will notify the school that the suspension order has been lifted. The student may then return to school immediately. 

Catch-Up Immunization Clinics: 

RCDHU visits high schools to provide vaccine clinics to students in grades 9 to 12 who have received an immunization notice.  

RCDHU will contact each high school individually to schedule clinic dates. Catch-up clinics are typically scheduled between December and March. Once a clinic date(s) has been scheduled, RCDHU will send a confirmation email to schools with additional details.  

On clinic day:  

• • Schools should provide RCDHU with a room that is large enough to accommodate approximately 15 people, tables, and chairs.  

• • RCDHU will work with school office staff to request that participating students are released from class to attend the clinic.  

Working Together

We understand that the immunization records review process and student suspensions can be challenging for families and school staff. RCDHU is committed to working closely with schools and families throughout the process to provide guidance and support. Your partnership plays an important role in protecting the health of students and maintaining a safe school environment.

Steps for Educators for the records review process: 

1. Provide student information to RCDHU: Typically, before schools starts, RCDHU will request student demographic information (including, name, address, contact information) to be shared through approved secure methods, as requested.  
2. Review communications from RCDHU: Each fall, school administrators will receive an email from RCDHU with information about the upcoming records review process and any actions required by the school. 
3. Distribute materials to families, if requested. If needed, RCDHU may ask schools to send information and/or immunization notices home to families. Instructions will be included in communications to school administrators. 
4. Share reminders with families. Help remind families to review and update their child’s immunization record before the deadlines identified by RCDHU. 
5. Monitor updates from RCDHU. Throughout the records review process, review emails from RCDHU for status updates, important dates, and any required next steps. 
6. Review suspension lists provided by RCDHU. Following the second Immunization Notice, typically issued in February, RCDHU will provide schools with a list of students whose records remain incomplete and who may be subject to suspension. Updated lists will be provided regularly leading up to the suspension date. 
7. Implement suspension orders when they take effect. On the suspension date, (typically in March or April) ensure that students identified by RCDHU are excluded from school, as required under the Immunization of School Pupils Act (ISPA). 
8. Use the most current suspension list. Continue to review updated suspension lists provided by RCDHU. Once suspension orders take effect, RCDHU will provide daily updated suspension lists. Students must remain excluded until RCDHU notifies the school that their suspension has been lifted. 
9. Direct families to contact RCDHU. If parents or guardians have questions about immunization requirements, records, or suspension orders, direct them to contact RCDHU directly. 
10. Refer immunization records to RCDHU. If families attempt to submit immunization records to the school, advise them to submit the records directly to RCDHU for review and processing. Schools do not collect immunization records. 

Steps for Schools Hosting Catch-Up Clinics (High Schools Only) 

1. Schedule clinic dates with RCDHU. Work with RCDHU to arrange in-school catch-up clinic dates. Clinics are typically held between December and March. Once scheduled, RCDHU will provide a confirmation email with clinic details. 
2. Notify school staff. Inform administrators, office staff, and educators about upcoming clinic dates and any clinic-day procedures. 
3. Share clinic dates and information with families. Remind parents/guardians to watch for notices coming home. Remind parents/guardians that the student must bring the signed consent form with them on the day of the clinic if they wish to participate. 
4. Help prepare students for the clinic. Encourage teachers to discuss the clinic with students and help them understand what to expect. Resources to support these conversations are available in the Additional Resources section below. 
5. On clinic day: Provide an appropriate clinic space large enough to accommodate approximately 15 people, including tables and chairs. 
6. Provide RCDHU with any consent forms that may have been received by the school and inform staff of any absent students.  
7. Coordinate student flow to the clinic. RCDHU staff will work with school administration and office staff to determine how students will be called from class and returned after the clinic. 
8. Ensure that participating students are present at school, remain on-site, and are available to attend the clinic when called. Where possible, avoid scheduling activities or events that may prevent students from accessing the clinic during the school day. 

What to Expect on Clinic Day

RCDHU nurses will arrive at the school and check in at the main office. They will collect any consent forms that may have been given to administrators and confirm any student absences before the clinic begins. They will work with office staff to determine the best way to call students from class to attend the clinic.  

They will set up the clinic space in the provided room.  

During the clinic, the team will: 

• Assess and review consent forms and answer any questions students may have  
• Administer the vaccines for which consent has been provided 
• Monitor and support students who may experience any immediate reactions or concerns following immunization 
• Provide proof of vaccination to the student to bring home  
• Ensure students are able to return safely to class after their appointment 

 At the end of the clinic, RCDHU staff will sign out at the office. 

What We Ask Schools to Do After our Visit

At this time, no additional school actions are typically required following the clinic(s) unless otherwise communicated by RCDHU. 

Schools may continue to direct parent or guardian questions directly to RCDHU. 

Frequently Asked Questions

Is the parent/guardian consent required at school clinic?  

• Yes. Students can only receive vaccines at school if a signed consent form has been submitted by a parent or guardian.  However, if you forgot the consent form, we could accept verbal consent over the phone during the clinic day.  

What happens if parents declined or the student missed a school Immunization clinic?  

• Students/families can call and book an appointment with their health care provider to receive their missing vaccines. Families must submit proof of vaccination to RCDHU after receiving vaccines through their healthcare provider.   

• Vaccination clinics are also available by visiting a RCDHU community clinic. For booking details, visit: Immunization and Booking page.   

Contact Us

If school administrators or staff have any questions related to the immunization records review process and/or school catch-up clinics, please contact us at the information listed below.  

If you receive questions from parents regarding these clinics, vaccines, or vaccine requirements, please direct them to contact RCDHU directly at: 

      RCDHU Immunization Department:

•  immunization@rcdhu.com   
• 613-732-9436 or 1-833-773-0004 

Additional Resources

Teacher resources:  

 Resources to reduce needle fear and prepare students for vaccination: 

•  Vaccination Talks Toolkit  (available in French ) (OPHEA) 
• A teen’s guide to vaccination (Public Health Agency of Canada) 
• School-based vaccine programs (Praxus Health) 
• AboutKidsHealth CARD System 
• AboutTeensHealth CARD System 
• ImmunizeCanada Kids and Teens 

Ministry documents and legislation: 

• Immunization for Children in Schools and Licensed Child Care Settings Protocol, 2018.  
• Ontario’s Immunization of School Pupils Act (ISPA), Reg 645. 
• Ontario’s routine immunization schedule (Ontario.ca)  
• Vaccine for children at school (Ontario.ca) 

Program Overview

Each year, RCDHU’s Registered Dental Hygienists visit all schools across Renfrew County and District to provide dental screenings for selected grades. The purpose of these screenings is to identify children who may require dental care and connect eligible families with appropriate dental services and programs.

If needed, RCDHU may visit your school a second time to provide any follow-up screenings.

Dental screenings are quick, non-invasive visual checks using a sterile mirror. No dental treatment is provided at school.

Dental screening results are also used for oral health surveillance and statistical purposes to help identify community oral health needs, monitor trends, and guide future programs and services.

Which Students Are Screened?

RCDHU determines which grades are screened based on each school’s oral health risk level.

• • Low Risk Schools: JK, SK, Grade 2
  • Medium Risk Schools: JK, SK, Grades 2 & 7
  • High Risk Schools: JK, SK, Grades 2, 4 & 7
  • Some schools may have all grades screened

RCDHU will notify your school of the grades scheduled for screening.

Timelines and Scheduling

Scheduling:

RCDHU will contact schools each fall to provide program information, parent notification letters, and determine next steps for scheduling a screening date.

Screening dates are typically scheduled between September and April. Some schools may require multiple screening days, depending on student enrollment and the number of grades being screened.

RCDHU may need to visit your school a second time to provide follow-up screenings. Follow-up screening visits may be scheduled later in the year, including May and June as needed.

RCDHU will work closely with schools to schedule screening dates that minimize disruption to classroom activities. When possible, screening visits will be planned around: assemblies, school trips, exams and testing periods, religious services or Masses, and other special events.

Weather and School Closures

If a school is closed due to inclement weather or another unexpected event, the scheduled screening may need to be rescheduled. RCDHU will contact the school to arrange an alternative date.

Screening Room:

On the screening date, please provide:

• A private room large enough for two RCDHU staff members and approximately 15 students
• Two medium-to-large tables
• Three chairs
• A garbage bin

What We Ask Schools to Do Before our Visit

Steps for School Administrator’s:

1. Distribute Parent Notification Letters: RCDHU will provide schools with parent notification letters via email. Please distribute the letters to families as soon as possible.
2. Notify RCDHU that the parent letters have been sent home.
3. Confirm a screening date: Early distribution of parent letters provides greater flexibility in scheduling school screenings. RCDHU will contact your school to book a screening date(s), typically around one month before the proposed screening date.
4. Provide class lists: RCDHU will need current class lists for all grades being screened. Whenever possible, please share class lists with RCDHU at least one week before the screening date. If class lists cannot be shared in advance, please have them available on the screening day.
   • Class lists should be printed single sided only, and should include:
     • Student first and last names
     • Grade number
     • Classroom or room number
     • Students listed alphabetically by last name
   • For split-grade classes:
     • Group students by grade first
     • List students alphabetically by last name within each grade

Please provide clean, unmarked class lists with no notes, highlights, or additional markings (see image below for example)

Email: dentalservices@rcdhu.com
Fax: 613-735-3067 (Attn: Dental Services)

Please note: Although RCDHU has access to certain student information through school boards, current class lists are required to support accurate screening records.

5. Provide a Screening Space: On the screening date, please provide:

• • A private room large enough for two RCDHU staff members and approximately 15 students
  • Two medium-to-large tables
  • Three chairs
  • A garbage bin

6. (Optional) Share provided messaging: RCDHU may provide schools with social media posts and/or school newsletter/email inserts to share on school platforms to remind families of screenings and returning paperwork.

Steps for Teachers:

1. On screening day: Release students from class as requested by RCDHU staff.
2. Send home screening results: After the screenings are completed, RCDHU will give teachers and envelope addressed to each student. Please send envelopes home with each student, as they outline the results of the screenings.
3. If teachers receive any questions from parents regarding screenings or required paperwork, please encourage them to contact RCDHU directly.

What to Expect on Visit Day

RCDHU dental hygienists will arrive at your school and sign in at front reception. They will pick up class lists, if lists weren’t sent in advance. Afterwards, they will set up the screening area.

They will visit each classroom to speak with teachers and request that teachers release small groups of students for screenings. Hygienists will escort students to the screening room and screen each student individually.

The screening is a quick visual check in the student’s mouth using a sterile dental mirror. No dental treatment is provided at school.

Hygienists will record their finding and escort students back to the classroom before requesting another group of students for screening. Students are typically out of class for less than 10 minutes.

Once all screenings are complete, the hygienist will give teachers sealed envelopes to send home with students containing each student’s screening results and any follow-up instructions for parents/guardians.

What We Ask Schools to Do After our Visit

1. Send screening results home: We ask that teachers send home the sealed envelopes containing the student’s screening results as soon as possible.
2. Encourage Families to Review Results: Schools may wish to remind families to check their child’s backpack for screening results.
3. Support Follow-Up Screenings: Some students may require additional screenings based on previous findings. Where required, RCDHU may request to visit the school again to complete follow-up assessments. No additional parent notification from the school is necessary, as families will have already been informed by RCDHU.

Frequently Asked Questions

Can parents decline participation?

Yes. Parents/guardians who do not want their child screened must contact RCDHU directly to opt out at:

• dentalservices@rcdhu.com
• 613-735-8661

Parents must include the student’s name, grade, and school.

Why are some students screened again?
Some students require follow-up screenings based on findings from previous years. Parents have already been informed that re-screening may occur, and no additional notification from the school is required.

Can students outside the listed grades be screened?

Yes. Parents may request a screening for a child in any grade by contacting RCDHU.

What is Healthy Smiles Ontario?

Healthy Smiles Ontario is a government-funded dental program that provides free dental care for eligible children and youth under 18. Students identified with dental concerns during screening may qualify and will receive additional information.

Contact Us

Thank you for partnering with us to support student oral health. For more information about school dental screenings or assistance with scheduling and notifications, please contact the Dental Services Team.

If you receive questions from parents regarding school screenings or required paperwork, please encourage them to contact RCDHU’s Dental Services team directly.

 Dental Services Team

• • dentalservices@rcdhu.com
  • 613-735-8661

Additional Resources

• RCDHU: Dental Services

Program Overview

RCDHU offers a food literacy program called You’re the Chef (YTC) for students in grades 5 to 8. You’re the Chef is a hands-on cooking program that builds practical food skills, increases confidence in the kitchen, and aims to develop a positive relationship with food.

The program aligns with Canada’s Food Guide and supports learning outcomes within the Ontario curriculum.

Schools interested in bringing the program to their students can partner with RCDHU to have educators trained to deliver YTC within their school. The program uses a train-the-trainer model, where RCDHU provides school educators with training, resources, and ongoing support to confidently lead the program themselves.

Once trained, educators can deliver the program to students.

YTC is flexible and can be adapted to fit different classroom schedules, school environments, and student needs.

YTC works best when offered:

• To students ages 10 and up
• Over 4- 6 weeks
• 1-2 hours per week

Timelines, Scheduling, and Logistics

Training for Educators:

Interested schools or educators should contact RCDHU to arrange training. Training takes approximately two hours and includes an online video and quiz followed by an in-person practical session.

Educators who have completed YTC training in the past may deliver the program again without retraining and are welcome to contact RCDHU for a refresher or additional support at any time.

Supplies:

RCDHU provides schools with:

• program materials
• recipes
• curriculum connections
• optional: kitchen supply kits are available from RCDHU at no cost, for schools that need them (based on availability). Kitchen kits include all supplies schools need to run YTC, such as utensils, hot plate, skillet, blender, pots/pans, etc.

Schools are responsible for providing a space to run the program (classroom, kitchen, etc.) and purchasing food supplies.

Delivering the Program:

• Once training is complete, educators can deliver the program at times that fit their classroom schedule. Schools that sign up should plan to offer at least five separate YTC sessions. The sessions may take place from Monday to Friday in one week or once a week for five weeks. Five or more sessions give students more time to practise food skills, build confidence, and get the most benefit from the program.
• Volunteers: To promote safety, it is recommended to have volunteers to supervise and support students while learning new skills and using kitchen equipment. Volunteers may include parents/family members, older students, school staff. Volunteers are not required to be trained but are welcome to attend the training if desired.
• Previously trained educators who plan to run YTC again need to submit a Program Information Form. The form lets RCDHU know who is running the program and helps us track where and when it is being offered. RCDHU will use this information to follow up with educators, offer support, and arrange providing a kitchen supply kit if needed.

How to Get Started

Step 1: Get Trained

1. Identify educators who will participate in training and deliver the program.
2. Contact RCDHU to express your interest and to schedule educator training.
3. Chose a training location. RCDHU can provide in-person training at your school or at an alternate location if necessary.
4. Complete the online training, which includes watching a training video and completing a short online quiz on their own time.
5. Attend the in-person training session. Once the online training is complete, educators will participate in an in-person session with RCDHU to prepare a recipe, review key program concepts, and ask questions about program delivery.

Step 2: Deliver the Program

For both newly trained and previously trained educators:

1. Submit the Program Information Form to RCDHU before starting the program. Use the form to indicate if you need to borrow a kitchen supply kit.
2. Choose the recipes you will use with your students.
3. Purchase food ingredients needed for each session.
4. Arrange volunteers or classroom supports for sessions.
5. Deliver the program using the provided resources, over at least 5 sessions.
6. Support students in completing pre- and post-program surveys.
7. Return borrowed kitchen equipment after program completion, if applicable.
8. Complete the program feedback form after the program is finished.

Please note, educators can reach out to RCDHU for support at any point before or during program delivery.

Frequently Asked Questions

How much does it cost?
Training, program resources, and ongoing support from RCDHU are provided at no cost. Schools are responsible for purchasing food ingredients for cooking sessions.

How many students can participate?
There is no set maximum number of students. Class size should be appropriate for the available space, equipment, food, and adult supervision (volunteers).

Do schools need to have their own kitchen equipment?
No. Schools may use their own equipment if it is available or request a kitchen kit from RCDHU if needed. Kitchen kits are free of charge and available on a first-come, first-served basis.

How long does the program take?
A minimum of five student sessions is recommended. Schools can schedule sessions to fit their existing classroom and school schedule.

Contact Us

Interested in bringing You’re the Chef to your school? Contact the RCDHU School Health Team at schoolhealth@rcdhu.com to learn more or arrange training.

Additional Resources

• Knife Skills (video)
• Tricks to not get sick: Food safety for kids (video)
• Measuring (video)
• Kitchen Safety Tips: Practical Guide

For additional nutrition-related resources and curriculum supports to complement your classroom learning, visit RCDHU’s Curriculum Supports – Tools for Educators.

Reporting Communicable Diseases

Overview:

RCDHU works with schools to help prevent and control the spread of communicable diseases. In Ontario, school administrators are legally required to report certain diseases of public health significance to their local health unit. RCDHU uses this information to investigate cases, identify potential risks to the school community, and provide guidance to reduce further spread.

Some diseases require immediate reporting to Public Health, while others can be reported by the next business day.

Roles and Responsibilities:

School Responsibilities:

• Report known or suspected diseases of public health significance to RCDHU as required.
• Notify RCDHU of unusual increases in absenteeism or illness that may indicate an outbreak.
• Provide information requested by RCDHU to support case and outbreak investigations.
• Follow public health recommendations regarding infection prevention and control measures, exclusion requirements, and communication to the school community.

 RCDHU Responsibilities:

• Receive and assess reports of communicable diseases and outbreaks.
• Investigate cases and determine whether there is a risk to the broader school community.
• Provide guidance on exclusion periods, symptom monitoring, testing, infection prevention measures, and school communications when needed.
• Monitor reportable diseases in the community and fulfill provincial reporting requirements.

How Schools Report a Communicable Disease:

If you become aware of a known or suspected reportable disease:

1. Review the Reportable Diseases of Public Health Significance List to determine when to make a report.
2. For diseases that require immediate reporting, as outlined in the list:
   • Contact RCDHU immediately by telephone:

• • • During office hours: 613-732-3629 ext. 977
    • Evenings, weekends, and holidays: 613-735-9926, AND

• • Complete the Communicable Disease Reporting Form for Child Care & Schools and fax it to 613-735-3067 by the next business day.

3. For diseases that do not require immediate reporting, complete the Communicable Disease Reporting Form for Child Care & Schools and submit it to RCDHU by fax the next business day.

4. Provide any relevant information requested by Public Health, such as:

1. • Student or staff information
   • Symptoms and date of onset
   • Known diagnosis (if applicable)
   • Information about potential exposures or additional cases

If you are unsure whether a disease is reportable or requires immediate notification, please contact RCDHU and we can help determine next steps.

What to Expect After You Report a Disease:

A Public Health Nurse or Public Health Inspector will review the information provided and determine what follow-up is required. Depending on the situation, Public Health may:

• Ask for additional information about the illness or affected individual(s).
• Assess whether there is a risk to other students, staff, or visitors.
• Provide recommendations for infection prevention and control.
• Advise on exclusion requirements, return-to-school guidance, or additional monitoring.
• Support the school with communication materials or letters if broader notification is required.

Not all reports require extensive follow-up. The response will depend on the disease, level of risk, and whether there is potential for transmission within the school community.

What We Ask Schools to Do After Reporting a Disease:

Following consultation with RCDHU, you may be asked to:

• Implement recommended public health measures.
• Share Public Health communications with families and staff when requested.
• Continue to monitor for additional cases or increased absenteeism.
• Report any new information, additional cases, or concerns to RCDHU.
• Maintain confidentiality and only share personal health information as directed by Public Health.

Contact Us:

For questions about communicable disease reporting or outbreak management, contact RCDHU at 613-732-3629 ext. 977 or infectiousdisease@rcdhu.com.

Additional Resources:

• Common Childhood Illnesses and Exclusion Guide (RCDHU)
• Chain of Infection poster (Ottawa Public Health)
• Communicable Disease Guidelines for School and Child Care Facilities: A resource intended to provide general information about communicable diseases commonly experienced by children and to help educators identify and prevent the spread of illness.

Within this guide, you will find a description of common childhood diseases including information on how they are spread; incubation periods; periods of communicability; prevention; and facility reporting requirements. There is also information on general infection control practices that any facility can implement to prevent the spread of disease.

To request a copy of this resource, please email: infectiousdisease@rcdhu.com.

Signage and Posters:

Hand Hygiene:

• Hand Wash (English)
• Hand Washing (French)
• Alcohol Based Hand Rub (English)

Cover Your Cough poster:

• Cover Your Cough – Elementary / Couvre ta toux – Élémentaire
• Cover Your Cough – Secondary /  Couvre ta toux – Secondaire

Outbreak Signage:

• Sign – We are Seeing: An Increase in Gastrointestinal Symptoms
• Sign – We are Seeing: An Increase in Respiratory Illness
• Washroom Etiquette for Children – Toileting Quick Guide poster

RCDHU’s School Health team now offers a digital hub of educational resources and materials to assist educators in delivering the Ontario Health and Physical Education Curriculum effectively. Visit: School Health – Curriculum Supports for Educators.

Explore RCDHU’s seasonal school newsletters, created to support educators with current public health information, health and safety messaging, and curriculum-linked resources:

• Summer 2026 – School Newsletter 

Below you will find answers to some frequently asked questions:

Are nurses available for presentations?

In support of educators aligning with the Ontario Health and Physical Education Curriculum, we’ve launched an online platform: School Health – Curriculum Supports for Educators. This page offers reviewed and current teaching materials, replacing the previous model of nurses conducting in-class presentations.

Where can I find more information about exclusion guidelines for children with a communicable disease?

The Communicable Disease Guidelines for Schools and Child Care Facilities provides schools and child care facilities with information on communicable diseases to assist in identification and implementing measures to curb the spread of infection. It covers details on transmission, infectious periods, and reporting obligations.

Are nurses available for head lice checks?

Although we’ve discontinued our previous practice of conducting lice checks in schools, we have helpful resources with the most current information on head lice, including treatment strategies, understanding infectious periods, and important guidance for parents:

• Additionally, Caring for Kids – Head Lice authored by Canadian Pediatricians, offers comprehensive coverage on identifying head lice, understanding their spread, conducting checks, and recommended treatment methods.