Arrangement for Schools, Child Care Centres, and Early Education and Training Centres
Preparatory Work and Timeline
Vaccination at a Community Vaccination Centre (CVC)/ Student Health Service Centre (SHSC) by group bookings
[Free transport service is available when there are 10 or more children aged below 3, or 20 or more children, parents/ guardians or staff who will receive the vaccine.]
[For recommended vaccination intervals, please refer to the relevant page of thematic website of the Programme (https://www.covidvaccine.gov.hk/en/recommendedDoses).
For more information on the vaccination for children and adolescents, please visit the link to read the relevant FAQs (https://www.covidvaccine.gov.hk/pdf/
FAQ_children_adolescents_ENG.pdf) ]
A. Bidding for timeslots
Date Preparatory Work
At least 10 working days before the earliest
proposed vaccination date
Propose 3 pairs of vaccination dates in order of preference.
Return the reply form (Annex 4b) to the COVID-19 Vaccination Programme by email
(cvp_school@csb.gov.hk)
At least 9 working days before the vaccination date
Informed by email whether the proposed date(s) can be entertained
Manually acknowledge receipt by email as soon as you get the email from the COVID-19 Vaccination Programme.
Scenario A: A proposed date can be entertained
Send the notice (template at Annex 1) and the reply slip for parents/guardians (Annex 1b) together with “Consent Form for COVID-19 Vaccination” (Annex 2), information sheet on the vaccine -Sinovac (Annex 3b(i)) and eHealth
pamphlet (Annex 3b(ii)) to parents and guardians
Scenario B: All proposed dates cannot be entertained
Propose another/pair of vaccination date(s) using the vaccination reply slip (Annex 4b) to email (cvp_school@csb.gov.hk). The date of returning the reply slip should be at least 10 working days before the revised earliest proposed vaccination date
By the end date set for returning the consent forms (at least 5 working days before the
vaccination date)
Collect the signed consent forms for the relevant vaccination and verify the particulars of the children and adolescents, and signatures of parents and guardians
After checking the consent forms (at least 4 working days before the vaccination date)
Confirm the number of participants using Form 1b with the COVID-19 Vaccination Programme
At least 3 working days before the vaccination date
The COVID-19 Vaccination Programme confirms the date, time and venue of vaccination, and contact details of the school bus contractor
Book school bus with the government contractor direct (providing date, time, routing and number of passengers)
Issue the notice (template at Annex 5b) to parents/
guardians informing them of the vaccination date and time
B. Before the 1st vaccination date
Date Preparatory Work
Before the vaccination day
Prepare name stickers for teachers/staff, children and adolescents, parents and guardians who will go to the vaccination venue together in the group
Watch for any conditions that may affect the number of participants to receive vaccination, e.g. infectious diseases outbreak, Quarantine Order, Compulsory Testing Notice or other sudden events / incidents/
special activities, which cause consented children and adolescents unable to receive the vaccines on the vaccination day. If there is any such condition, please inform COVID-19 Vaccination Programme through email by updating the Form 1b
(cvp_school@csb.gov.hk)
Arrange teachers/staff to accompany children and adolescents to the vaccination venue and provide assistance during vaccination
Confirm with the school bus contractor on the date and time of the transport, routing and number of passengers
Remind children and adolescents to have
breakfast/lunch on the vaccination day, and properly keep the vaccination record after their vaccination
Remind all consented children and adolescents to wear loosely fit, easy-to-roll-up or any other suitable clothing to facilitate vaccination
C. On the 1st vaccination date
Date Preparatory Work
Before departure to vaccination venue
If an announcement of class suspension/closure of institution due to inclement weather has been made by the Education Bureau (EDB) on the day, the vaccination services for the same day will be cancelled. Parents/guardians should keep themselves alert to the announcement of EDB through radio or television broadcasts. The COVID- 19 Vaccination Programme will inform the
institution of the vaccination make-up arrangement
Check if there are consented children and
adolescents who are unable to receive vaccination
due to individual circumstances, e.g. absence, sickness and such like
Bring the signed consent forms along to the vaccination venue
If a CVC is arranged for vaccination, telephone the Centre Supervisor of the CVC when the children and adolescents depart for the CVC (the telephone number will be provided nearer the time)
At vaccination venue At least 2 teachers/staff for each school bus should accompany children and adolescents to the
vaccination venue, assist in roll-calling, registration and general order
If a CVC is arranged for vaccination, contact the staff of the vaccination venue for arrangement after arrival and invite the parents/ guardians going to the vaccination venue on their own to join
Distribute the signed consent forms to individual children and adolescents, and name stickers for the institution to help identify your staff, children and adolescents, parents and guardians who will go to the vaccination venue together in the group
Consent forms will be collected by the CVC medical operators or SHSC staff
After vaccination, teachers/staff have to guide the children and adolescents to the resting area, and remind them to properly keep the vaccination record.
They should take rest at the resting area for at least 15 minutes or as advised by on-site healthcare professional, and seek assistance from healthcare staff immediately if they show any signs of discomfort
A teacher/staff should accompany children and adolescents to a medical facility if any
child/adolescent is required to attend medical treatment after vaccination, and update the parents/
guardians in the first instance
All visitors at vaccination venue should:
1. maintain social distancing at all times;
2. wear a surgical mask all the time, and no eating/
drinking/ smoking;
3. not take photographs, record video, nor conduct live broadcast (except with prior approval);
4. remain silent and should not cause any nuisance to other users;
5. not damage the Government property.
Post vaccination Contact the school bus driver when the group is about ready to leave
Inform the COVID-19 Vaccination Programme through email (cvp_school@csb.gov.hk) by updating Form 1b the number of children/adolsecents
vaccinated within 1 working day
D. For the 2nd vaccination date
Date Preparatory Work
Before the vaccination day
Remind parents/ guardians to sign the relevant consent form for vaccination. The consent forms should reach the institution at least 5 days before the vaccination day
Issue the notice (template at Annex 5b) to parents/
guardians again to remind them of the vaccination date and time
Check the consent forms of vaccination are properly signed
Prepare name stickers for the institution to help identify your staff, children and adolescents, parents and guardians who will go to the vaccination venue together in the group.
Confirm the number of participants using Form 1b 4 working days before the vaccination date with the COVID-19 Vaccination Programme
Watch for any conditions that may affect the number of participants to receive vaccination, e.g. infectious diseases outbreak, Quarantine Order, Compulsory Testing Notice or other sudden events / incidents/
special activities, which cause consented children and adolescents unable to receive the vaccines on the vaccination day. If there is any such condition, please inform COVID-19 Vaccination Programme through email by updating the Form 1b
(cvp_school@csb.gov.hk)
Arrange the teachers/staff to accompany children and adolescents to the vaccination venue and provide assistance during vaccination
Confirm with the school bus contractor on the date and time of the transport, routing and number of passengers
Remind children and adolescents to have
breakfast/lunch on the vaccination day, and properly keep the vaccination record
Remind all consented children and adolescents to wear loosely fit, easy-to-roll-up or any other suitable clothing to facilitate vaccination
On the vaccination day Similar to the arrangement of the 1st dose
Inform the COVID-19 Vaccination Programme by updating Form 1b through email
(cvp_school@csb.gov.hk) the number of children and adolescents vaccinated, and the students who have not received the second dose of vaccine, within 1 working day
