Providing pupil information for vaccinations
Dear name of school
We need to know which pupils are eligible for vaccination in your school so we can plan the vaccination sessions.
The pupil information is usually kept in a school information management system (IMS) such as Arbor, Bromcom or SIMS.
You need to send us the information in spreadsheet columns for every child:
- First name
- Surname
- Registration group
- Date of birth
- Address postcode
- Parent 1 name
- Parent 1 email
- Parent 1 phone number
- Parent 2 name
- Parent 1 email
- Parent 1 phone number
You can also see these columns in the template attached.
When choosing a time range for the data, use the 2025 to 2026 school year.
You must save it as a comma delimited (.CSV) file and email it to email address.
You can legally share this information with us under data protection laws, see school immunisation programmes on GOV.UK.
Support
Some of the common IMSs have online guides to help you get the information into the right format. For example:
-
Arbor has a series of web pages
https://support.arbor-education.com/hc/en-us/articles/28414594882717-Creating-reports-from-scratch-Step-1-Titles-and-Topics -
Bromcom also has web pages
https://docs.bromcom.com/knowledge-base/how-to-build-a-quick-report-web-wednesday-training/ -
SIMS has a variety of different products, and no single web page of advice, but it does allow users to contact its support team, who can help you
https://id.sims.co.uk/support/wiki/21/support-contact
sign-off text here, for example: Thank you for your help
name of SAIS team
attach template