Steps to Submit Immunization Records

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, or state immunization information system.

Proof of vaccination or immunity must be supported by immunization records or titer lab reports. It is not acceptable to simply tell your doctor your immunization history. A history of disease is not accepted as proof of immunization. All students born after December 31, 1956 must provide proof of immunization for Hepatitis B, Measles, Mumps, and Rubella, Meningococcal, Poliomyelitis, and Tetanus/Diphtheria. Documentation must be in English and include your full name and date of birth;  please include your Mason G#.

If you cannot locate past records of vaccinations, read the requirements for each immunization for accepted documentation.

Individuals who were vaccinated in Virginia can request a copy of their immunization record using the Virginia Immunization Information System. Individuals vaccinated in another state can contact the state department of health to inquire about immunization records. View the CDC list of state immunization systems here.

This visit is for the healthcare professional to review your records, make sure you meet requirements, and transcribe (fill out & sign) the Certificate of Immunization. A primary healthcare provider or Student Health Services can provide this service. Contact your healthcare provider about transcription service or meeting vaccination requirements. Visit our transcription service webpage for details about this service with SHS.

A healthcare professional must complete Parts 3 and 4 – Required and Recommended Immunizations, and if applicable, Part 2 – Assessment and Tuberculosis Testing, or Part 5 – Medical Exemption on the George Mason Certificate of Immunization. Contact your healthcare professional early to allow enough time to meet the deadline.

The form will not be verified as transcribed if “see attached” is written in the sections the healthcare professional must complete. Ask your healthcare provider about any missing requirements and options to meet requirements, including having titers drawn or receiving vaccination.

Healthcare professionals who are able to complete the form include doctors, nurse practitioners, physician assistants or registered nurses.  Primary care or family practice providers, local health departments, walk-in or urgent care centers can generally provide transcription service. No related medical professional (e.g. family member) can sign off on records.

Students are responsible for ensuring records are received and complete by the deadline. We recommend you submit your form early. No faxed or emailed records are accepted. Print clearly and legibly on forms. Two ways to submit the Certificate of Immunization and supporting documentation:

1. Upload to the online patient portal (preferred method). Click here for portal upload instructions.
2. Or, mail to “Immunization Office, 4400 University Drive, MS 2D3, Fairfax VA, 22030”. Keep a copy of your documents for your records.

Log into the Patient Portal to check your immunization status. The verification process is done by our Immunization Clinic staff. Status will be updated after documentation is submitted and processed. It can take 7-14 business days for submitted documents to be reviewed. Processing time can vary, especially during times of high volume of submissions.

Select ‘Messages’ from the portal navigation menu. Read messages find out if your status is “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 updated.

You can also check your status by selecting “Immunizations” then “View History” from the portal navigation menu. The acceptable status is Verified. If you have not met a requirement, then the vaccine will be listed under Missing Immunization. After you submit required documentation, check the portal again for your updated status.