Immunization records and reporting

As per the Immunization of School Pupils Act (ISPA), 1990, and the Child Care and Early Years Act (CCEYA), 2014, children require certain vaccinations to attend school or licensed child care settings, or they require a valid exemption.

If an immunization was received at a Public Health office or through a school clinic, it does not need to be reported, as Public Health will already have it on record. However, immunizations received with a health care provider (such as a family physician) must be reported to Public Health by the parent or guardian.

Public Health maintains immunization records for children enrolled in licensed child care settings and schools. Public Health does not maintain immunization records for individuals 18 years of age and older. Adults are encouraged to maintain their own immunization records, as records may be required for specific post-secondary training, employment, or international travel. Please read our terms of use.

How to update your child’s immunization record

Please update your child’s immunization record using one of the following methods:

1. Online reporting on Immunize Connect Ontario (ICON)

Sudbury and districts, ICON is a web-based service provided by the Ministry of Health which allows you to submit, view, and print immunization records on file with Public Health. It will tell you which immunizations are due or overdue.

To submit updates or view your child’s immunization record through ICON, you will need to create an account and set up a Personal Identification Number (PIN).

2. Email

Email a copy of the immunization record to ISPA@phsd.ca. *Please note: Email is not fully secure and may risk data privacy.

3. In-person

Bring a copy of the immunization record to any Public Health Sudbury & Districts location during regular business hours.

4. By mail

Mail a copy of the immunization record to:

Public Health Sudbury & Districts
Attention: Vaccine Preventable Diseases
1300 Paris Street
Sudbury, ON P3E 3A3

Immunization exemptions

In some cases, a child may be exempt from immunization requirements due to medical or non-medical reasons. Parents must follow one of the below processes to have their child’s exemption entered into the provincial Panorama database. Once entered, the exemption is valid for any school in Ontario.

For parents wanting to have their child exempt for medical reasons (for example they have serologic immunity, a clinical diagnosis of disease, or they have a true vaccine contraindication) please follow these steps.
For parents wanting to have their child exempt for non-medical reasons (due to conscience, philosophical or religious belief), please follow these steps.

Please note that in the event of an outbreak related to a vaccine preventable disease, your child may be excluded from child care or school to protect them and the community.

Statement of Medical Exemption

1. Have a physician or nurse practitioner complete and sign the Statement of Medical Exemption form and indicate the reason for the exemption.

2. Make a copy of the document for your personal records.

3. Submit the signed form to Public Health Sudbury & Districts in one of the following ways:

drop off in-person at any Public Health Sudbury & Districts location during regular business hours.
mail to:

Public Health Sudbury & Districts
Attention: Vaccine Preventable Diseases
1300 Paris Street
Sudbury, ON P3E 3A3

fax (directly from your healthcare provider’s office) to 705.677.9618 (confidential fax)

Statement of conscience or religious belief

Step 1: Watch the required vaccine education video

https://www.youtube.com/watch?v=WIvdduUFUMk

If you have any questions or would like to speak to a nurse before proceeding, please contact us.

If you do not have the ability to watch the video online, please contact us to arrange to watch the video in-person at one of our Public Health offices.

Step 2: Fill out this form

Notify Public Health that you have completed the Immunization Education Session, by filling out the completion form. If you are seeking an exemption for more than one child, please complete a form for each child.

If you have additional questions or are unable to complete this form, please contact us.

Public Health will provide you with a signed and dated Vaccine Education Certificate by email, which is required to proceed with step 3 below. Please allow 10 business days to receive your certificate. Please make a copy of this certificate for your records. The document will be password protected. The password will be the 10-digit number provided above without spaces or dashes.

Step 3: Download and complete the Statement of Conscience or Religious Belief form. Have the form witnessed by a Commissioner for Taking Affidavits. Please make copies of your form for your records.

Step 4: Submit the original signed Statement of Conscience or Religious Belief form and a copy of the Vaccine Education Certificate to Public Health Sudbury & Districts in one of the following ways:

Drop off in-person: bring to any Public Health Sudbury & Districts location during regular business hours
Mail to:

Public Health Sudbury & Districts
Attention: Health Promotion and Vaccine Preventable Diseases Division
1300 Paris Street
Sudbury, ON P3E 3A3

Once Public Health has confirmed completion of the Immunization Education Session (through the completed form) and has the original completed Statement of Conscience or Religious Belief form, the exemption will be entered into the provincial Panorama database. It is a valid exemption for any school in Ontario.

Terms of use

Before reporting vaccinations to Public Health Sudbury & Districts, please read this information.

All of the information you submit is confidential and stored in a secure provincial immunization database (Ontario). It is important for everyone to keep track of their personal immunization record.

Public Health Sudbury & Districts is required to maintain and review immunization records for every child (aged 0-17) who attends a school or licensed child care within the service area.

The information on children is collected, used and disclosed by Public Health Sudbury & Districts within the authority of the Immunization of School Pupils Act, the Health Promotion and Protection Act, and the Child Care Early Years Act, to:

Review a child’s immunization record during an outbreak of a disease that would be preventable through immunization to determine if they are protected.
Annually assess a child’s immunization status to ensure they meet the requirements to attend school or licensed child care.

Public Health only maintains vaccination records for children enrolled in licensed child care settings and schools. Public Health does not maintain immunization records for individuals 18 years of age and older. Adults are encouraged to maintain their own immunization records, as records are sometimes required for post-secondary training, employment and international travel.

If you have any questions about your privacy or our collection and disclosure of this information, please contact us.

This item was last modified on January 7, 2025