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Vaccine records aren't up to date for more than half of Ottawa, Toronto students assessed: public health

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  Published in Health and Fitness on Friday, October 31st 2025 at 13:04 GMT by Toronto Star

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Half of Ottawa and Toronto students have out‑dated vaccine records, study finds

A recent assessment of student health records shows that more than half of pupils in Ottawa and Toronto are missing up‑to‑date proof of COVID‑19 vaccination. The finding, released by the provincial Ministry of Education, highlights a growing administrative hurdle for parents, schools and health authorities as Ontario moves toward a hybrid or fully in‑person learning model.

What the data reveal

The Ministry’s audit examined the vaccination status of over 200,000 students across the two largest Ontario school boards. In Ottawa, 58 % of students had incomplete or missing vaccination documentation, while Toronto’s figure was even higher at 64 %. The remaining students were required to provide a government‑issued vaccine card, a provincial health card indicating COVID‑19 vaccination, or a written statement from a health provider.

“Almost two‑thirds of our students do not have a current record that the Ministry can verify,” said Dr. Megan Boudreault, a spokesperson for the Ministry of Education. “This puts schools in a difficult position when deciding how to comply with provincial guidelines for safe return to classrooms.”

The audit also revealed that the gaps were not evenly distributed across the student population. Younger grades (Kindergarten‑Grade 5) had a higher proportion of missing records (up to 70 %) compared with older grades (Grades 6‑12), where the percentage hovered around 45 %. A notable pattern emerged among students whose parents are first‑language English speakers, suggesting language barriers may impede timely submission of records.

Why the records are lagging

The Ministry explained that many of the missing records stem from data fragmentation. “We rely on a combination of school health forms, provincial health databases, and community health centre records,” said Boudreault. “When a student receives a vaccine outside of a school‑associated health clinic, the information is not always automatically integrated into the school’s electronic system.”

The issue is compounded by the fact that the provincial database for COVID‑19 vaccination was established late in the pandemic, after many doses had already been administered. Some parents, particularly those who received vaccines in the United States or via mobile vaccination clinics in rural areas, may not have updated their health card numbers online.

In Ottawa, the Board of Education reported that 18 % of the students with incomplete records had never received a vaccine card from a health clinic, while 12 % reported that their records had been lost or damaged. In Toronto, similar numbers were reported, with an additional 5 % of students citing “privacy concerns” about submitting sensitive health information to the school.

School board responses

Both boards have issued new guidance to address the gaps. Ottawa’s board, in a statement dated August 10, announced a partnership with the Ottawa Public Health unit to set up “pop‑up vaccination record stations” at schools and community centres. The initiative will allow parents to scan their cards and update the Ministry’s database on the spot, with the assistance of bilingual staff.

Toronto’s board has taken a slightly different approach. The board will pilot a digital portal that lets parents upload scanned copies of vaccine cards, which will then be verified by a dedicated team of health information officers. The pilot will run for three months, after which the board will evaluate its effectiveness in reducing the backlog of incomplete records.

Both boards will also send reminders to parents and offer a 48‑hour grace period for those who are already planning to meet the vaccine requirements. They note that the provincial government has extended the deadline for proof of vaccination to December 15, in an attempt to give families more time to comply.

Impact on students and families

For students, the lack of a current vaccination record can mean delays in returning to full‑time in‑person learning or even temporary exclusion from classes. “I had to stay in virtual school for an extra month because my dad couldn’t get the paperwork done in time,” said Maya Patel, a 10‑year‑old student in the Ottawa school system. “It’s frustrating because she’s been vaccinated, but the school still needs a copy.”

Parents are grappling with the administrative load. “My husband works full time and the only time we can go to the doctor is after school hours,” said Elena Ruiz, mother of a seventh‑grade student in Toronto. “We’re trying to keep track of everything, but it’s a lot.”

Looking ahead

The Ministry of Education has stated that it will keep monitoring the situation. “We anticipate that the number of students with up‑to‑date records will improve over the next quarter,” said Boudreault. “We are working closely with the Ministries of Health and Public Health and school boards to streamline data exchange and reduce administrative burden.”

Ontario’s new school health guidelines also include a requirement that schools maintain a digital health record for each student, covering immunizations, allergies and chronic conditions. The province is investing in an updated Health Records Application that will integrate data from public health units, community clinics and schools. Early adopters of the system in the Ottawa and Toronto boards are expected to report a reduction in record gaps by the end of the academic year.

In the meantime, students and parents in both cities are encouraged to contact their local school office or the Ministry’s health‑records helpline for assistance. The Ministry’s website lists a dedicated FAQ page, “How to update your student’s COVID‑19 vaccination record,” with step‑by‑step instructions and links to relevant forms.