Templates and forms

Parent enrolment letter template

Use this example letter as a basis for correspondence with parents seeking to finalise enrolment. Copy, download or adapt this letter to suit your service. 

Grace period eligibility assessment form

Use this form to determine if a child can enrol without up-to-date documentation under the 16-week grace period. This form is for use by your service, in conversation with the parent. It is not a form for parents to complete on their own. 

Key dates Excel tool

Use this Excel tool to help you determine if a child's vaccinations are up to date for the purposes of confirming enrolment. 

Key dates work form

Use this paper-based form of the Key date Excel tool to help you determine if a child’s vaccinations are up to date for the purposes of enrolment.

Initial immunisation evidence request text

Adapt this text to suit your needs when sending initial requests for immunisation evidence to parents/carers. It includes minimum suggested text and additional suggested text. The minimum suggested text is available in a range of languages. (See CALD resources on this page).

Follow-up immunisation evidence request text

You can adapt this text when providing follow-up reminders to parents/carers, when review of their child’s records shows the information you have is out of date. 

Scenarios for timing immunisation evidence requests

You can use these two scenarios when planning the timing of reminders to parents/carers to provide evidence of up-to-date immunisation.

Text for your service's parent manual

Adapt this text to include in the information you give to parents/carers on enrolment. It provides information on the requirement for parents/carers to continue to provide evidence of up-to-date immunisation while their child is attending your service. 

Resources

Immunisation and enrolment decision aid flow chart

Use this handy reference to see the pathways to follow when assessing if a child can be enrolled under 'No Jab No Play' requirements. 

Immunisation evidence request decision aid flow chart

Use this flowchart to see the pathways to follow when issuing requests to parents/carers to provide evidence of up-to-date immunisation. 

Step by step guide to assessing an AIR statement for enrolment

Follow this guideto determine if an Immunisation History Statement from the Australian Immunisation Register is acceptable to confirm enrolment.

Immunisation after enrolment: fact sheet for parents

Fact sheet for parents/carers who want or need additional information regarding their obligation to maintain evidence of up-to-date immunisation for their child at the service.

AIR statement example – do enrol

An image showing an Immunisation history statement from the Australian Immunisation register, including an explanation of why this example could be used to confirm enrolment.

AIR statement example – do not enrol

An image showing an immunisation history statement from the Australian Immunisation register, including an explanation of why this example could not be used to confirm enrolment.

AIR statement example – medical exemption

An image showing an immunisation history statement from the Australian Immunisation register, highlighting how medical exemptions to vaccines are recorded.

Immunisation for children in out-of-home care

Three fact sheets; one each for carers, immunisation providers, and child protection practitioners/case managers; covering how to get consent for immunisation, how to find out if a child is up to date with immunisations, requirements for benefits, payments and enrolment in care.

Printed resources for parents

This helps parents/carers understand their responsibilities regarding enrolling their child in early childhood education and care services.

The brochure has been translated into a range of languages, see CALD resources on this page.

 Vaccination records reminder card

This free, printed card is the size of a business card, ideal for prompt parents/carers to provide updated information regarding the immunisation status of an enrolled child. The card provides parents with information on how to obtain updated documentation. 

Minimum period of exclusion from primary schools and children's services centres for infectious diseases cases and contacts poster

This poster lists all infectious diseases that require children to stay away from your service and for how long. You can use this poster when communicating with parents of sick children. To order copies, telephone Communicable Disease Prevention and Control on 1300 651 160.

Are your child's immunisations up to date?

Are your child's immunisations up to date? A3 poster for display in your service to remind parents of the requirement to be up to date with immunisations

Order free copies.

Resources in other languages 

This helps parents/carers understand their responsibilities regarding enrolling their child in early childhood education and care services.

The brochure is available in Arabic, Dari, Chinese, Turkish, Urdu and Vietnamese.

Go to the Health Translations website and search 'starting childcare or kindergarten' to download translated versions.

Fact sheet for migrants and other non-Medicare card holders: Immunisation and enrolling in early childhood education and care services in Victoria

This fact sheet is designed as a guide to assist recently arrived migrants and other non-Medicare card holders to obtain an immunisation history statement, required for enrolling children in early childhood education and care services in Victoria.

Translations coming soon.

Immunisation evidence reminder

This text is the minimum recommended text that children's services can use when reminding parents of enrolled children of the requirement to provide the service with an up to date immunisation history statement.

The immunisation evidence request text is available in Arabic, Dari, Chinese, Turkish, Urdu and Vietnamese.

Catch up vaccinations for refugees and asylum seekers in Victoria 

This fact sheet explains the requirements and process for refugees and asylum seekers to obtain free vaccines available under the Australian Immunisation Program. The information sheet catch up vaccinations for refugees and asylum seekers in Victoria is available in Ahmaric, Arabic, Assyrian, Burmese, Chin, Dari, Farsi, Karen, Tamil.

Vaccinations in Victoria video

The Better Health Channel has a Vaccinations in Victoria video that provides an overview of the immunisation program in Victoria for families who have moved from overseas. It covers childhood, adolescent and adult immunisation, who provides vaccines, how they are recorded and what immunisation records are required for enrolling in early childhood education and care services and primary school.

The video is available in English, Arabic, Assyrian, Burnese, Dari, Hazaragi, Nepalese, Persian, Sinhalese, Tamil and Urdu.