Submitting Immunization Records

University Student Health Services > Immunizations > Submitting Immunization Records

Submitting Your COVID-19 Vaccine Information

Can't view the video? Watch it on YouTube instead.

Submitting Your Certificate of Immunization

Can't view the video? Watch it on YouTube instead.

Submit your Certificate of Immunization and supporting documentation on time to avoid a hold on your registration!  Submitting vaccine records online is preferred, but you may also email, fax or mail records to Student Health.  Deadlines are listed below.  

If you need further assistance, please call (804) 827-8047 or email ushsimmuniz@vcu.edu.

How to Submit Vaccines Online

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 5 business days after registering for classes to access the Portal. 

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".  After completing the form, press "Submit" and go to Step 4.

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.  Go directly to Step 4.  Examples include updated vaccines for Tetanus, Hepatitis B, etc.

  • If you received vaccines through 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 your documentation to Student Health.

4.  Go to the "Document Upload" tab at the top of the screen. 

  • Choose "COVID-19 Vaccination Documentation" to upload a copy of your COVID vaccine record.
  • Choose "Immunization Vaccine Documentation" for all other vaccines.
  • Online forms submitted without uploaded documentation will be considered incomplete, resulting in a possible hold on your account.

5.  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.  

Other Ways to Submit Vaccines

Submitting your Certificate of Immunization via the Web Portal is preferred, but you may also email, fax or mail completed forms and vaccine documentation to:

University Student Health Services: Immunizations Department
PO Box 842022
Richmond, VA 23284-2022
Phone: (804) 827-8047
Fax: (804) 828-1093
Email: ushsimmuniz@vcu.edu
                                  

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

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.
View graphic version