Immunization Record Deadline
Fall 2020: Saturday, August 1, 2020
Spring 2020: Tuesday, January 21, 2020
Requirements
All newly admitted students or newly re-admitted students must submit immunization records by close of business on the deadline date.
All students must fill out Parts 1-3 (part 2 if applicable) of the Mason Immunization Record Form. A healthcare professional must transcribe the other parts of the Mason Immunization Record Form. Students born after December 31, 1956, must provide documented proof that they have been immunized against certain communicable diseases. Accepted proof of immunization must be submitted for Hepatitis B, Measles, Mumps, and Rubella, Tetanus/Diphtheria, Meningococcal, and Tuberculosis.
Immunization requirements are mandated by the Commonwealth of Virginia and George Mason University policy #6004. Student Health Services is responsible for collecting and maintaining students’ immunization records.
A late fee will be charged and a hold will be placed on the student’s Patriot Web account if immunization records or documentation are incomplete.
Immunization Office
Immunization Office Announcement During COVID-19
Student Health Services recognizes the stress that coronavirus (COVID-19) has placed on our students and healthcare system. Balancing the need to safeguard the health of our students through vaccination to help prevent spread of diseases, Student Health has implemented the following adjustments regarding summer/fall 2020 immunization submission.
- UPDATE: Starting July 6, 2020, Student Health Services will resume scheduled immunization appointments for required vaccinations at the Fairfax Clinic. We have implemented measures to help maintain appropriate social distancing and spacing of patients during appointments and for the health of patients and staff. Immunization records must be uploaded to the patient portal before any appointment can be scheduled. Visit the Immunization Appointments & Transcription webpage for details.
- To help students become compliant with immunization requirements, there will be no cost for transcription service with Student Health for students submitting summer/fall 2020 immunizations. Visit the Immunization Appointments & Transcription webpage for details.
- There will be no late fees or holds applied in fall 2020 for incomplete records. Students are expected to submit vaccination records by the deadline because of the importance of vaccination for the health of our community. Decisions about late fees and/or holds for incomplete records after fall 2020 will be announced after a decision is made about safe return to on-campus classes and housing.
- We understand this is an evolving situation. If you are missing documentation or vaccinations, please contact the Immunization Office with questions or concerns about meeting requirements.
- Student Health Services will continue to adjust to support the healthcare needs of our community and follow recommendations provided by the Virginia Department of Health and Centers for Disease Control and Prevention to maintain the safety of patients and healthcare workers. If Virginia changes their phase of re-opening, these processes may change to make sure we are complying with state guidance and protecting the health and safety of patients and staff.
{Updated June 18, 2020}
Steps to Submit Immunization Records
All students are required to submit the Mason Immunization Record Form by the deadline. Students must complete Parts 1 – 3. A healthcare professional must fill out Parts 4 – 7 for students born after December 31, 1956. If indicated, Part 4 must also be filled out by a healthcare professional, regardless of student date of birth.
Collect your immunization records. You may already meet some requirements, as you receive some vaccinations (shots) in childhood.
You may find records by contacting your parent/guardian, the healthcare providers who gave the vaccinations (such as a pediatrician, primary care provider or health department), military service branch, a previous U.S. high school or 4-year university.
A visit to a healthcare professional is for the healthcare professional to review your records, make sure you meet requirements, and transcribe (fill out) the Mason Immunization Record Form. A primary healthcare provider or Student Health Services can provide this service. Contact your healthcare provider about transcription service or meeting vaccination requirements.
Student Health Services recognizes the stress that coronavirus (COVID-19) has placed on our students and healthcare system. To help students become compliant with immunization requirements, there will be no cost for transcription service with Student Health for students submitting summer/fall 2020 immunizations. Visit our vaccination/transcription appointment webpage for details about this service. {Updated 4/2020}
Students are responsible for ensuring records are received by the deadline and are complete. We recommend submitting your form early. No faxed or emailed records will be accepted. Print clearly and legibly on all forms.
Notice: Currently, forms must be uploaded to the online patient portal. If you experience difficulty, call or email the Immunization Office.
Log into the Patient Portal to check the status of your submitted form and records. Select the ‘Messages’ tab on the Patient Portal navigation bar to read the message about your record status. The status will be updated after the Immunization Record Form or documentation is submitted – usually within 48 business hours, however, it may take longer depending on the volume of submissions.
The message subject line will be “Complete” or “Incomplete”. If the status is complete, you are done. If the status is incomplete, the message will explain what requirement is missing or needs to be updated. After you submit the required documentation, check the portal again for your updated record status.
Required Immunizations
Proof of vaccination or immunity (through blood work) must be supported by documentation. A healthcare professional will complete and sign the Immunization Record Form based on historical documentation or administration of shots. Copies of any lab reports for titers must be submitted with the Immunization Record Form. If needed, you would also submit documentation for TB testing, chest x-rays and/or medical treatment.
Select each immunization below to review requirements.
Tuberculosis
Tuberculosis
Regardless of age, all newly admitted students are required to complete the Tuberculosis (TB) Screening Questionnaire part of the Immunization Record Form. The TB screening is required for all students as defined by the Centers for Disease Control and Prevention (CDC) and the Virginia Department of Health.
Part 4 – Immunization Record Form
If a student answers ‘yes’ to any question in the TB Screening section, a Tuberculosis test (TB test) or blood test must be performed within 3 months of the first day of classes at Mason. A tuberculin skin test, a quantiferon blood test, or a t-spot test will be accepted to meet the requirement. The Immunization Office must have the following documentation:
- Date placed
- Date read (48-72 hours after placement)
- The results in # (mm) form
If the TB test is positive or the student has a history of positive TB, the Immunization Office must have a copy of the test results along with a copy of the most recent chest x-ray report. The chest x-ray report must be within 3 months of the first day of classes at Mason.
If a student received treatment for TB or LTBI, the student must provide documentation of medication, date started, and date completed.
Additional Resources
Tuberculosis Information is available in many languages (Arabic, Chinese, English, Hindi, Korean, Russian, Spanish, and others) from the Virginia Department of Health and Medline Plus.
Tetanus/Diphtheria/Pertussis
Tetanus/Diphtheria
A student must show proof of a tetanus/diphtheria/pertussis (Tdap) after age 11 as well as proof of a tetanus/diphtheria/pertussis (Tdap) or tetanus/diphtheria (TD) immunization within the past 10 years. If the vaccination was more than 10 years ago the student will be required to get a booster dose.
If you do not have a documented Tdap vaccination after age 11, you will be required to have a Tdap vaccine.
If you have a documented Tdap vaccination after age 11, then either a TD or Tdap vaccine within the past 10 years will meet this requirement.
MMR
Measles, Mumps, Rubella (MMR)
A student must have two (2) doses of MMR (measles, mumps, rubella) vaccine administered at least one month apart. First dose must be given on or after one year of age and after 1971 (for the combined MMR vaccine) or after 1967 (for the individual doses).
OR, a student can submit a titer report (blood test) indicating positive immunity. You are required to submit a copy of the titer report showing positive immunity. If the test shows negative or equivocal, the student will be required to update the MMR vaccination requirements.
Meningococcal
Meningococcal
A student must receive the Meningococcal Quadrivalent (A, C, Y, W-135) vaccine between the ages of 16-21. If a student received the vaccine before the age of 16, a booster dose is required. If you are 21 years of age or older you are not required to submit proof of Meningococcal vaccine.
Both Meningococcal ACYW and B have caused meningitis outbreaks on college campuses.
If you understand the risks and do not want to be vaccinated, a student can read and submit a signed Meningitis Waiver on the Immunization Record Form. Signing the waiver does not mean you cannot be vaccinated in the future.
The Meningitis B vaccine does not fulfill Meningococcal Quadrivalent (A, C, Y, W-135) immunization requirements. However, Student Health highly recommends the Meningitis B vaccine.
Additional Resources
More information about Meningitis is available from the Centers for Disease Control.
Vaccine Information Statements are available in many languages from the Immunization Action Coalition.
Hepatitis B
Hepatitis B
A student must provide documentation of the three (3) dose series to be considered immune to Hepatitis B. Or, a student can submit a copy of the titer results indicating positive immunity.
According to Virginia State Law, students are required to submit proof of vaccination or immunity against Hepatitis B disease or sign a Hepatitis B Waiver on the Immunization Record Form indicating that they understand the risks and do not wish to be vaccinated against Hepatitis B. Signing the waiver does not mean you cannot be vaccinated in the future.
If a student is in the process of receiving the Hepatitis B vaccination series, but is not able to complete the series before the end of their first semester, the student must sign the waiver.
Additional Resources
Information about Hepatitis B is available from the Centers for Disease Control and the Immunization Action Coalition.
Frequently Asked Questions
Immunizations Questions
A titer is a laboratory test that measures the presence and amount of antibodies in blood. A titer may be used to prove immunity to disease. A blood sample is taken and tested.
If the test is positive (above a particular known value) the individual has immunity. If the test is negative (no immunity) or equivocal (not enough immunity) you need to be vaccinated.
A Titer Lab Report is generated by the lab that tested the blood sample. The Titer Lab Report must include the test type, exact values, signature, and date.
Transcription means that a healthcare professional will review your immunization records and write down the needed information on the Immunization Record Form. The Immunization Record Form is not considered transcribed if “see attached” is written in the sections the healthcare professional must complete.
Students can have records transcribed with the Student Health Services Immunization Office.
To help students become compliant with immunization requirements due to the coronavirus pandemic, there will be no cost for transcription service with Student Health for students submitting summer/fall 2020 immunizations.
For transcription service, fill out Parts 1 – 3 (if applicable, part 2) of the Mason Immunization Record Form. Upload shot records and immunization documents through the Patient Portal and email the Immunization Office to request transcription of records.
{FAQ updated April 2020}
No, students cannot only submit shot/vaccination records.
The Mason Immunization Record Form must be transcribed (filled out and signed) by a healthcare professional. This can be your healthcare provider or Student Health Services.
Students can have records transcribed with the Student Health Immunization Office. To help students become compliant with immunization requirements due to the coronavirus pandemic, there will be no cost for transcription service with SHS for students submitting summer/fall 2020 immunizations during this time.
The Immunization Record Form and any supporting documentation must be received and completed by the appropriate deadlines.
{FAQ updated April 2020}
Students with their Immunization Record Form transcribed and signed by a healthcare professional, may submit the partial form as long as the majority of the required information is complete.
The student must also submit the missing proof of vaccination for the remaining requirement(s). Students do not need to resubmit the entire immunization record form again.
Student Health Services recognizes the stress that coronavirus (COVID-19) has placed on our students and healthcare system. We understand this is an evolving situation. If you are missing documentation or vaccinations, please contact the Immunization Office with questions or concerns about meeting requirements. Visit our transcription webpage for information about that service.
{FAQ updated April 2020}
Log into the Patient Portal to check the status of your submitted form and records. Select the ‘Messages’ tab on the Patient Portal navigation bar to read the message about your record status. The status will be updated after the Immunization Record Form or documentation is submitted – typically within 48 business hours, however, it may take longer based on the volume of submissions.
The message subject line will be “Complete” or “Incomplete”. If the status is complete, you are done. If the status is incomplete, the message will explain what requirement is missing or needs to be updated. After you submit the required documentation, check the portal again for your updated record status.
An email is also sent to the student’s Mason email account. The email will direct you to log into the Patient Portal. Check your junk/spam folder if you do not see a message in your inbox.
Students should contact their health insurance provider to check their insurance coverage for immunizations and titers. Student Health Services cannot guarantee coverage, payment or reimbursement by your insurance company.
Students who have purchased the university Student Health Insurance plan have necessary immunizations and/or titers covered at 100% at Student Health Services. Details can be found in your Plan Details and Summary.
Log Into Portal
Visit: gmu.medicatconnect.com. You will be directed to the log in page sso.medicatconnect.com operated by InCommon. You will need your George Mason University Net ID (user ID) and patriot password. Select “George Mason University” as your school.
To Upload Documents:
Step 1: Scan and save your documents individually to your computer or take a picture. This is completed outside of the patient portal using your scanner software or smart phone. If you are uploading multiple documents, you will need to scan/take a picture and save each document as a separate file.
- Images must be .png, .tiff, .jpg, .jpeg, .gif. Documents must be .txt or .pdf.
- Files must be smaller than 4 MB. Scan in black and white, or at a setting of 150 DPI to get a smaller file.
- Do not include any special characters in the file name.
Step 2: Select “Upload”. Choose the document you are uploading in the “Choose document you are uploading” drop down menu.
Step 3: Click on “Select File”, and locate the file on your computer or smart phone.
Step 4: Click on the Upload button. The document will be listed below, as a confirmation that the document was added to the queue. If you made a mistake you may delete the file by clicking on the “X” at the end of the document name which is listed next to the Change box.
All the documents you have chosen to upload will appear below the Documents already on file section as a confirmation they were successfully uploaded. You can log back into the portal within 48 business hours after successful upload to check your record status.
George Mason Student Health Services has implemented a secure, online patient portal. Currently, students can view and enter immunization records, upload documents, enter insurance information, access education documents you have received from Student Health, and receive secure messages from your provider. Other features will be made available as we continue with implementation.
How to Access the PatientPortal
Visit: gmu.medicatconnect.com
You will be directed to the log in page sso.medicatconnect.com operated by InCommon.
You will need your George Mason University Net ID (user ID) and patriot password. Select “George Mason University” as your school.
Receiving Secure Messages
You will receive an email via your masonlive email informing you that you have a message. You must log into the portal to access the message. The email message will be from: NoReply[at]medicat.com. If you have any questions about the legitimacy of the email, please call 703-993-2831.
Current students can get a copy of their immunization record through the online Student Health Patient Portal. Select “George Mason University” as your school. Select the “Immunizations” tab in the navigation bar. Student Health recommends that before graduating from Mason, you print a copy of your immunization record to keep for your records.
Students can also fill out and submit the Release of Health Records FROM Mason form to request a copy of their immunization record. Submission options are listed on the form.
There is no fee for students to obtain their immunization record.
Any student who will be meeting and/or living on a George Mason University campus (Fairfax, Arlington, Science and Technology, Loudoun, etc) must submit records.
Yes. All students, part-time and full-time, degree and non-degree students, living on or off campus, must submit immunization records in order to attend classes at George Mason University.
Yes, all Mason students are required to submit their immunization records.
Any student who will be meeting and/or living on a George Mason University campus (Fairfax, Arlington, Science and Technology, Loudoun, etc) must submit records.
If you are taking only online classes but receive an email from the Immunization Office, please contact us.
Due to current university operational changes because of the coronavirus pandemic, Student Health recommends students who originally were taking on-campus classes and changed to online classes only due to COVID-19 still submit immunization records. Once the university returns to normal operation you will be required to meet immunization requirements. At that time you can submit any updates you may need.
{FAQ updated April 2020}
Tuberculin (TB) testing is a procedure for diagnosis of Latent TB Infection. This test is performed by either a tuberculin skin test or a blood test (T-Spot or QuantiFeron).
A Quantiferon test (QFT) is acceptable instead of the tuberculin skin test. If you choose the blood test, you should submit a copy of the lab report with your immunization records.
If a tuberculin (TB) skin test is required for you, the test must be less than 3 months old from the first day of classes at Mason. A tuberculin skin test, a quantiferon blood test, or a t-spot test will be accepted to meet the requirement.
If you have documentation of a previous positive TB test, only provide documentation of history and a chest x-ray report. A chest x-ray report must be less than 3 months old from the first day of classes at Mason. Provide documentation of medication if taken.
No. A chest x-ray is only acceptable if you have tested positive for tuberculosis. You must complete a TB skin test or TB blood test less than 3 months from the first day of classes at Mason. The TB testing is required based on the screening questions on the Immunization Record Form.
No. A history of disease is NOT accepted as proof of immunization. It is recommended to have titers drawn to verify sufficient immunity. If immunity is not positive, you will be required to receive MMR vaccinations.
No. You will be unable to register without an up-to-date tetanus and diphtheria booster. The booster must be administered every 10 years. Students receiving their decennial booster must receive Tdap (tetanus, diphtheria and pertussis), or Td (tetanus/diphtheria) per listed requirements.
You can receive immunization from a healthcare provider or local health department. You can also schedule an appointment with Student Health Services (703-993-2135) for your immunizations for a fee.
Your healthcare provider must complete and sign the Mason Certificate of Medical Exemption for Immunizations Requirements Form. You should submit this form with your Immunization Record Form. Preferred submission method, upload to the patient portal.
Student Health Services strongly recommends students complete the Meningitis B vaccine series, especially if you will be living in a dormitory or dorm-style residence.
Recently, there have been outbreaks of meningococcal B at several U.S. colleges and universities. And, both Meningococcal serotype ACYW and Meningococcal serotype B have caused meningitis outbreaks. Meningitis ACYW vaccine does not protect against Meningitis B.
Note: The Meningitis B vaccine does not fulfill the Meningococcal quadrivalent (ACYW) immunization requirements.
More information about Meningitis is available from the Centers for Disease Control.
Vaccine Information Statements are available in many languages from the Immunization Action Coalition.