School Dental Screening Information for School Administrators

Overview

As part of Ministry of Health and Ministry of Education requirements, RCDHU works with publicly funded schools to provide school dental screenings. Each year, RCDHU staff visit every school in Renfrew County and District to screen select grades.

Which Students Are Screened?

The grades screened depend on a 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.

What We Need Schools to Do

1. Distribute Parent Notification Letters
RCDHU will email Parent Notification Letters to your school.

Please distribute the letters to families as soon as possible and:

• Share electronically whenever possible
• Provide paper copies for families without email access
• Send letters to newly enrolled students if screenings have not yet occurred

Why is this important? 
Parents must be notified at least two weeks before screenings can take place. Sending the Parent Letters out early allows RCDHU flexibility when scheduling school visits throughout the year.

2. Confirm Distribution
Once letters have been sent to families, please notify us at:
dentalservices@rcdhu.com

3. Schedule the Screening Visit
After RCDHU receives confirmation from your school that the parent letters have been sent:

• RCDHU will contact your school to book a screening date(s).
• Schools are typically contacted approximately one month before the screening date.
• Screening visits typically occur between September and April.

4. Provide Class Lists
RCDHU requires current class lists for all grades scheduled for screening.
Please provide:

• For split-grade classes, group students by grade first (e.g., JK students, then SK students), then list students alphabetically within each grade
• List students alphabetically by last name
• Include first and last names, grade, and room number
• Use single-sided sheets
• Leave the lists blank with no notes, highlights, or markings (see image below)

If possible, please send class lists one week before the screening date, to:

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

If sending class lists in advance is not feasible, please have them available on the day of screening.
Please note: While RCDHU has access to student information through school boards, current class lists are still required to ensure accuracy on the day of screening.

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

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

6. Share the Reminder Graphic (Optional)
RCDHU will provide a reminder graphic to help promote upcoming dental screenings. Schools are encouraged to share the graphic approximately one week before the scheduled screening date through:

• School emails
• Newsletters
• Social media

7. Inform School Staff 
Please advise teachers and educators of the scheduled screening date. Eligible students will be temporarily pulled from class for dental screenings and are typically away for less than 10 minutes.
Notifying staff in advance helps minimize disruptions and ensures the screening process runs smoothly.

What to Expect on Screening Day

A dental screening is a quick visual assessment completed by a registered dental hygienist using a sterile dental mirror. No treatment is provided at school.RCDHU Dental Team staff will:

• Set up the screening area
• Screen eligible students
• Complete any required follow-up screenings
• Provide teachers with sealed envelopes to send home with students. These envelopes contain the student’s screening results and any follow-up information.

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
Dental Services Team 
dentalservices@rcdhu.com
613-735-8661

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.

Immunization Clinics

All children attending school between the ages of 4 to 17 need to be immunized according to Ontario’s immunization schedule. Immunization protects children from many serious diseases that are easily spread in schools. For more information see our Immunization page.

Schools have common characteristics that include shared spaces such as washrooms and classrooms. Infection control measures play a critical role in creating a healthy learning environment for students and staff.

Signage

• Steps to Put on and Remove a Face Mask
• Steps to Put on and Remove a Cloth Mask/Face Covering  /  Comment mettre et retirer un masque
• Cover Your Cough – Elementary / Couvre ta toux – Élémentaire
• Cover Your Cough – Secondary /  Couvre ta toux – Secondaire
• Diapering Children
• Increase in Gastrointestinal Illness for Children
• Increase in Respiratory Illness for Children
• Washroom Etiquette for Children
• My Mask Protects YOU – Elementary / Mon masque te protège – Élémentaire
• My Mask Protects YOU – Secondary /  Mon masque te protège – Secondaire
• Washing Your Hands  / Le lavage des mains

COVID-19 Information

• RCDHU: COVID-19 Information and Resources
• Ontario: School and Child Care Screening Tool 
• RCDHU Fact Sheet: PPE in Schools
• Ontario: Case Definitions and Disease-Specific Information – Disease: Diseases caused by a novel coronavirus, including Coronavirus Disease 2019
• Government of Canada: Reducing COVID-19 risk in community settings: A tool for operators

It is important to keep school settings clean to stop the spread of illness. Cleaning is the physical removal of dirt and germs from a surface by wiping or scrubbing, while disinfection kills germs using a chemical solution.

Tips to Remember

Not all products are equal: some are cleaners, some are disinfectants, and some can be used for both. Review the label and ingredients to figure out what your product can be used for. Follow the manufacturer’s instructions for product use (e.g., how long it must stay wet on a surface, mixing, and safety instructions). High-touch surfaces include doorknobs and table tops, where bacteria and microorganisms are prone to settling. These surfaces require frequent cleaning and disinfection.

• Chlorine Dilution Calculator  – Public Health Ontario
• Hard-Surface Disinfectants and Hand Sanitizers (COVID-19) – Health Canada
• Medical Devices for Use Against Coronavirus (COVID-19) – Health Canada

Directors of many institutions, including schools, are legally required under the Health Protection and Promotion Act to report certain known or suspected diseases of public health significance (DOPHS) to Public Health to help control the spread of disease. The Ontario Health Protection and Promotion Act lists over 70 DOPHS that must be reported to the local health unit.  All reports are followed up by a Public Health Nurse or Public Health Inspector.

The Communicable Disease Guidelines for School and Child Care Facilities is a resource intended to provide you with general information about communicable diseases commonly experienced by children and to help you 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.

How to report diseases of public health significance

1. See the list of Reportable Diseases of Public Health Significance (Jan 2025) for specific reporting condition requirements.
2. For diseases that need to be reported immediately, call 613-732-3629 during office hours, and 613-735-9926 during evenings, weekends, and holidays.
3. For all reportable diseases, complete the Communicable Disease Reporting Form for Child Care & Schools and fax to 613-735-3067 by the next business day.

Useful Resources and Signage

• Hand Wash (English)
• Hand Washing (French)
• Alcohol Based Hand Rub (English)
• Childhood Illness and Exclusion Guide (English)
• Ottawa Public Health Chain of Infection
• Publicly funded immunization schedules for Ontario (June 2022)
• Sign – We are Seeing: An Increase in Gastrointestinal Symptoms
• Sign – We are Seeing: An Increase in Respiratory Illness

The Renfrew County and District Health Unit Dietitian works in partnership with Health Unit school contacts to promote healthy eating in schools.

Formerly called ‘Nutrition Tools for Schools’, BrightBites is a free, non-profit program created by Registered Dietitians working in public health units across the province.

Students and teachers need to eat well to be at their best, physically and mentally. Boosting school nutrition can be challenging. BrightBites makes it easy and rewarding! Win badges, receive recognition and watch your school transform – one bite at a time.

For support to create a healthy nutrition environment in your school contact our Registered Dietitian at 613-732-3629 ext. 327.

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.

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. This platform 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.