Q: Why are you asking for additional child information?

Under the authority of the Immunization of School Pupils Act (ISPA) and the Child Care and Early Years Act , child information that is required to be provided to the Medical Officer of Health include the following: The child’s full name, address and telephone number. The child’s date of birth. The child’s sex

Question 1

Why have I been asked to use the file provided by WDGPH instead of making my own spreadsheet?

Jillian Dixon · Accepted Answer

The spreadsheet provided has a specific format and coding that can be directly uploaded into our ministry database.  The additional information and formatting in this file will allow for a more seamless upload into the ministry database which will increase the accuracy of assessing students for overdue immunizations.  The upload process into the ministry database also runs a complex child matching sequence that will identify any duplicate records in the ministry database to make sure there is only one complete immunization history for each child.

Question 2

Why are you asking for additional child information?

Jillian Dixon · Accepted Answer

Under the authority of the Immunization of School Pupils Act (ISPA) and the Child Care and Early Years Act, child information that is required to be provided to the Medical Officer of Health include the following:

The child’s full name, address and telephone number.
The child’s date of birth.
The child’s sex

Question 3

There are more fields in the spreadsheet then what you asked me to submit.  Do I need to fill these columns out as well?

Jillian Dixon · Accepted Answer

No, this spreadsheet is a multi-purpose document that is used for both daycare and school enrolment list submissions. OEN, Grade, Class – are designed for school use only. Language and Country of Origin - for school boards only Alias Name - Even though we did not initially ask for the child’s Alias Name, if the child is addressed using a different first name and/or last name, this is valuable information to provide to WDGPH. Alternate names for a child might result in duplicate records in our ministry database. By providing an alias name in the spreadsheet, WDGPH can match and join duplicate records, which will help avoid any unnecessary notices sent to a parent/guardian regarding their child’s overdue immunizations.

Question 4

Can I cut and paste information into the spreadsheet?

Jillian Dixon · Accepted Answer

Yes, the cut and paste feature will work in this spreadsheet. Although it is important to use the acceptable values for the following columns:

Gender (F, M, X, Unk, Other)
Date of Birth (YYYY-MM-DD)
Phone number (must be ten digits/include area code ###-###-####)

Even though address information is broken down by parts in the spreadsheet, the full address (including unit number, direction, Rural Route and/or PO BOX) can all be recorded in the ‘Street Name’ column.

(Example - 100 Main St North, Unit 30 OR

123456 Concession Rd 5, RR 4, PO Box 123).

City and Postal Code must be recorded in their own columns.

Question 5

How do I download the enrolment list?

Jillian Dixon · Accepted Answer

Select the ‘Document Upload’ tab at the top of the webpage.
Double click the child care centre/school folder.
Double click the enrolment list file.
Open the file and select 'Save As' in the Excel File menu to save the document to your personal computer.

Question 6

How do I upload the new enrolment list that I updated?

Jillian Dixon · Accepted Answer

Select the ‘Document Upload’ tab at the top of the webpage.
Double click the child care centre/school folder.
Select the ‘Add File’ button, which will open a pop-up window.
Select the ‘Add Files’ button and locate the file on your personal computer. Select 'Open'.
Complete the Submitter Information fields in case WDGPH needs to contact you with any follow-up questions.
Select 'Start Upload'.

**A Notes field is available in case you need to communicate anything to the WDGPH employee who will process your file.

Question 7

Why can’t I upload a pdf or word document to the site?

Jillian Dixon · Accepted Answer

Only spreadsheets can be uploaded to the site.  Please use the spreadsheet provided when submitting your updated enrolment list.

Question 8

Why can’t I delete a file I uploaded in error to the site?

Jillian Dixon · Accepted Answer

The site does not allow users to delete files.  If you submitted the wrong file, just upload the new file and write in the ‘Notes’ section that WDGPH should use the new file.

Question 9

I’m not the right person to be completing this request, how should I let you know the new contact information?

Jillian Dixon · Accepted Answer

You can let us know by filling out the 'Contact Us' form located at the top of this webpage. Please record in the message box the new contact:

name
phone number
email address

Question 10

How do I submit the Immunization Data Forms?

Jillian Dixon · Accepted Answer

Please ask parents to submit immunization records or valid exemptions to WDGPH directly using one of the following methods: Online - www.immunizewdg.ca Email - vaccine.records@wdgpublichealth.ca Fax - 519-836-2986 Attention: Vaccine Records Call - 1-800-265-7293 ext 4396 In Person- Drop off at any of the WDG Pubic Health offices Mail - Vaccine Records 160 Chancellors Way Guelph, ON, N1G 0E1

Question 11

How often do I need to submit my Enrolment List to WDGPH?

Jillian Dixon · Accepted Answer

As of January 2018, WDGPH is only requesting child care centre/school enrolment lists to be submitted once a year. In case of an outbreak, an additional enrolment list might be requested.

Question 12

Why do I need to reset my password every year?

Jillian Dixon · Accepted Answer

Creating a new password each year is a security practice used at WDGPH

Question 13

How do I update the spreadsheet?

Jillian Dixon · Accepted Answer

There are multiple tabs in the spreadsheet workbook, but only the 'Student Info' page needs to be updated. You will need to verify if the child:

continues to attend your child care centre/school
has correct and current personal information (spelling of name, date of birth, address and/or phone number)

You might need to complete one or more of the following actions:

Delete entire row - if the child no longer attends your child care centre/school
- How to: Make sure to select the entire row by right clicking the row number on the left hand bar (This will highlight the entire row). Then select 'Delete' from the menu.
Add new row - if the child attends your child care centre/school but is not on the list
- How to: Scroll down to the bottom of the list and record the child's personal information in the next available blank row.
Update personal information - if you find incorrect or not current information for a child
- How to: Select any cell to update the information. Make sure to use the acceptable values and/or follow the formats required.
  - Gender (F, M, X, Unk, Other)
  - Date of Birth (YYYY-MM-DD)
  - Phone number (must be ten digits/include area code ###-###-####)

Question 14

Why can I not open the spreadsheet?

Jillian Dixon · Accepted Answer

The spreadsheet provided by WDGPH was created by the ministry and is only compatible with Windows software - Microsoft Excel.

If you have an Apple product (Ex - Mac Computer), please let us know through the 'Contact Us' tab located at the top of the webpage. We will then upload a new file that works with Apple products.