Submitting Immunization Records

University Student Health Services > Immunizations > Submitting Immunization Records

Use the Web Portal to Submit Your COVID-19 Vaccine Information

**If the Web Portal is not allowing you to upload COVID-19 vaccine documentation, please try again later.  There have been occasional technical difficulties which are being addressed.**

Please do NOT use email to submit your COVID-19 vaccine documentation.

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Submitting Your Certificate of Immunization

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How to Submit Vaccines Online

Submit your Certificate of Immunization, COVID-19 vaccination, and supporting documentation on time to avoid a hold on your registration!  Submitting vaccine records via the Student Health Web Portal is preferred.  Deadlines are listed below.  If you need further assistance, please call (804) 827-8047.

1.  Log on to the Student Health Web Portal with your eID and password. 

  • If you receive an error message when logging into the Portal, please allow up to 1-3 business days after accepting your offer of admission to log in.  Student Health receives your information from Records and Registration, so you need to be assigned a V# and eID and password to access your VCU Student Health Web Portal.
  • Most error messages are due to improper format and size.  Please ensure your file is in PDF or JPEG format and no more than 5 MB in size.

2.  If you are submitting your Certificate of Immunization, COVID-19 vaccine, or Influenza vaccine, click on the "You have pending forms" link or the "My Forms" tab at the top of the webpage.

  • Select "VCU Certificate of Immunization Form", "COVID-19 Vaccine Documentation Form", or "Influenza Form". 
  • At the end of the form, click on the "Select File" button to upload a copy of your vaccine record.  Please only upload files in PDF or JPEG formats, up to 5 MB in size.  If you have more than one file to upload, click "Select File" again as needed.
  • After uploading your supporting documentation, press "Submit" to sign the form.
  • Online forms submitted without uploaded documentation will be considered incomplete, resulting in a possible hold on your account.

3.  If you have already submitted your Certificate of Immunization and need to update your record with additional vaccines (other than COVID-19 or Influenza vaccines), no other online forms need to be completed.  You will only need to upload a copy of the vaccine record.  Examples include updated vaccines for Tetanus, Hepatitis B, etc.

  • Go directly to the "Document Upload" tab at the top of the screen. 
  • Choose "Immunization Vaccine Documentation" under Document Type.  
  • Click on the "Browse" button to upload the desired file.  Please only submit PDF or JPEG files up to 5 MB in size.

4.  Please allow up to 15 business days for your records to be updated.  To view your immunization records, go to the "My Profile" tab in the Web Portal and choose "Immun. History".  Deadlines for submitting vaccines are listed below.  

NOTE: 

  • If you received vaccines at Student Health or a Student Health vaccination event, you do not need to submit documentation as it is already in our system. 
  • If your vaccine was through VCU Health Systems (or any other outside facility), you will need to submit documentation to Student Health.

Do You Have The Right Form?

When submitting your Certificate of Immunization, be sure to complete the correct form.  Completing the wrong form may lead to unnecessary testing and fees:

Deadlines

COVID VACCINE: All students attending fall classes must submit their COVID-19 vaccination or exemption through the Student Health Web Portal no later than July 15.

CERTIFICATE OF IMMUNIZATION:

  • If you are a Health Sciences student, your Certificate of Immunization and vaccine records are due 30 days BEFORE your program start date.  Health Sciences students only include individuals enrolled in the schools of Dentistry, Health Professions, Medicine, Nursing or Pharmacy.  Even if your specific program requires you to submit a Certificate of Immunization to its office, you will still need to send a separate copy to University Student Health Services.
  • If you are NOT a Health Sciences student, you have until August 1 to submit your Certificate of Immunization and upload documentation.

Flu Vaccine Requirement for Health Sciences Students

All students in the schools of Dentistry, Health Professions, Medicine, Nursing, and Pharmacy are required to have an annual flu vaccine unless your program is on the Health Sciences Exempted Programs List or you have submitted a Health Sciences Influenza Vaccination Exemption Request.

  • Documentation of flu vaccine must be submitted by December 1 or your program's deadline, whichever comes first.  If your program starts in January, please submit your current flu vaccine as soon as possible or you may be excluded from clinical settings.
  • If you receive your flu vaccine through Student Health, you do not need to submit documentation as it is already in our system.
  • If you receive your flu vaccine at an outside facility, use the Student Health Web Portal to complete the online form AND upload a copy of your flu vaccine record.  Follow the instructions above for submitting vaccines, or click here for step-by-step Web Portal instructions for submitting flu vaccine.