Author: Medicat

1. Email Signatures, QR Codes & Flyers
2. Campus Newsletters
3. Bus Banners and Mascots
4. Host Interactive Events
5. Collaborate With Student Organizations

Need help ensuring your students are aware of the resources available to them? You’ve come to the right place!

A recent survey by Tyton Partners involving over 2,000 college students nationwide revealed a concerning trend: less than half utilized academic advising, and only about 20% sought help from resources like tutoring, financial aid counseling, career advising, or mental health counseling.

This low utilization rate is problematic, as research suggests that neglecting student resources can negatively impact performance, enrollment, and graduation rates.

In this blog, we’ll explore creative ways to promote resources and ensure that every student knows where to turn for help.

1. Blending Tradition with Innovation: Email Signatures, QR Codes, & Flyers

To effectively promote resources on college campuses, it’s important to employ a combination of traditional methods and innovative strategies. One way you can do this is by incorporating QR codes into campus flyers. QR codes provide an easy way for students to access resources directly from their smartphones.

Based on the 2023 Statista statistics report, around 89 million smartphone users in the United States have utilized QR code scanners, representing a surge of 20 million compared to the previous year. Projections suggest this number will surpass 100 million by the end of 2025.

Some other suggestions include distributing cards with QR codes on orientation tours to engage students early on. Additionally, waterproof stickers placed on outdoor furniture offers a subtle yet effective method to raise awareness among students.

Erin Halligan-Avery, CEO of ConcernCenter shared these tips on our recent webinar. View the replay here.

Additionally, ensure widespread awareness of your resource directory by including links to helpful resources in email signatures and presentations to student leaders, faculty, and staff.

2. Incorporate Resources into Campus Newsletters

To maintain consistent exposure of resources to students, faculty, and staff, consider regular inclusion of helpful resources in newsletters. While newsletters may be overlooked by busy students, featuring resources regularly ensures students will come across them over time.

According to an analysis by Vero, including visuals like images or infographics in emails can increase click-through rates by 42%. By consistently including resource links in newsletters and leveraging engaging content types, you can increase the chances of students, faculty, and staff seeing and accessing the resources they need.

3. Get Creative with Bus Banners and Mascots

Students love their mascot. Leveraging mascots to promote important campus resources during events like sports games can add a fun and engaging element to promotions, capturing students’ attention and encouraging interaction. Placing a QR code to access resources on a sign held by your mascot as students enter the arena or field is one idea. Imagine your resources displayed up on the jumbotron as your mascot hypes up the crowd!

Furthermore, Erin Halligan-Avery, CEO of ConcernCenter, mentioned during our recent webinar that she’s even seen some schools utilize buses to display banners with information and QR codes that point students to relevant support. This type of campaign can significantly enhance the visibility and accessibility of student resources across campus.

4. Host Interactive Events

Another effective way to promote resources on your campus is by hosting interactive events that highlight support services. Consider organizing workshops, seminars, or panel discussions focused on mental health, academic success, career development, or any other relevant topics.

For instance, research from the American Psychological Association suggests that students who participate in workshops focused on mental health resources report a greater understanding of available services and an increased likelihood of utilizing them. These events provide opportunities for students to learn about the resources available to them in a more engaging and interactive setting (and they can invite their friends!).

Collaborate with Student Organizations

Collaborating with student organizations can be another effective strategy for promoting resources on your campus. Reach out to various student groups, such as student government, academic clubs, cultural organizations, or wellness clubs, and offer to partner with them on awareness campaigns or events.

For example, you could co-host a mental health awareness week, a resource fair, or a peer support group session. By utilizing the networks and platforms of student organizations, you can reach a wider audience and make the promotion of resources more relatable and accessible to students.

Help your students thrive. Discover tips on how your campus can foster first-year success through wellness.

Key Takeaways

Promoting resources on college campuses requires a well-rounded approach. From traditional methods like flyers and emails, to QR codes for smartphone access, it’s important to test different strategies and see which ones are most effective for your students. Using a multi-pronged approach ensures students have the resources they need for a positive college experience.

Learn more about how connecting students with support enhances retention.

Many college students struggle to find the support they need. While the stigma around seeking help is lessening, navigating a maze of resources can be overwhelming. This strains college health and counseling centers, which are often tasked with connecting students to resources available on and off campus.

This blog summarizes the highlights from our most recent webinar featuring Erin Halligan-Avery, CEO of ConcernCenter, and Darlene Schmitt, Associate Director of Counseling at SUNY Brockport.

We dive into how schools can leverage a centralized resource directory (like ConcernCenter) to more seamlessly connect staff, students, faculty, and administrators with vetted resources to support student well-being.

Q. Do you provide information about off-campus resources?

Darlene: Our school does both. We focus on-campus resources and promote some vetted community options for specific needs. We’re expanding community resources in an upcoming summer update.

Erin: I’ve seen schools offer a mix of campus and nearby community resources. Virtual resources are also increasing in popularity for broader support such as apps and videos.

Q. Darlene, can you share an example of a resource that your campus has available on your resource directory?

A: Of course. One resource we offer is a Student Mental Health Fund which grants up to $1,000 for mental health-related financial needs. Students may come across this resource when they enter “money” into our platform. This is a resource that not many students (and even staff and faculty) know about and probably wouldn’t have otherwise found unless they utilized our resource platform.

Q: Darlene, where does your campus place your resource directory on the school website?

A: Our resource platform is integrated across our school’s main landing page, health center site, and departmental websites.

Q: Darlene, how do you promote the tool across Brockport?

A: We started with promoting via a social media campaign, distributing flyers, and other traditional methods. However, in the past year, we’ve been more intentional. We’ve plastered flyers across campus with QR codes, included links in our email signatures, and incorporated it into every presentation we do for student leaders, faculty, and staff. This helps ensure that those who work on our campus have a “one-stop-shop” they can go to if they’re trying to help a student get connected to resources to help them thrive. We also feature the link to the platform in our newsletters, although I know those can be notoriously overlooked by busy students.

Q: Erin, how are you seeing other schools promote the tool? 

A:  Schools promoting their resource directory get creative. I’ve seen schools hand out postcards with a QR code that links to ConcernCenter on admissions tours. I found this to be an incredibly proactive approach to connecting students to resources, as these aren’t even enrolled students yet! I’ve also seen folks add waterproof stickers to outdoor furniture that the students use. One school even had their mascot standing outside with a sign that featured a QR code pointing students to resources, too! Additionally, I’ve even seen buses around campus displaying banners with information and QR codes for accessing platforms like ConcernCenter. It’s super fun to get to be as creative as possible when getting the platform in front of as many people across campus as possible.

Q. What were the top five concerns students searched for on ConcernCenter nationwide?

1. Food
2. Housing
3. Anxiety
4. Stress
5. Mental Health

Q: What were the top five searches specific to SUNY Brockport?

1. Food
2. Roommate
3. Accommodations
4. Anxiety
5. Clubs

Q: Erin, did you find these results surprising?

A: I rarely encounter any surprise about the top concerns. Whether I’m speaking with administrators or counseling colleagues, the consensus is usually the same – the top concerns, such as food and housing insecurity, are expected. These results aren’t only validating but are also crucial for guiding where to allocate resources and funding across campus.

Q:  It’s interesting how “mental health” is such a broad term but was one of the most frequently searched topics. Erin, what’s your take?

A: Oftentimes, search engines fall short, particularly in mental health-related searches. For example, searching for “mental health” can yield irrelevant results, which can be frustrating. However, utilizing a reverse resource directory allows students to express their concerns in their own words, enabling them to find specific resources efficiently, (i.e. “I hate my roommate, I can’t sleep,” etc.).

Q: Erin, what searches are most popular for different types and sizes of schools?  

Mid-sized public institutions (5,000 to 8,000 students):

1. Anxiety
2. Food insecurity
3. Stress
4. Career issues
5. Housing challenges

Small, private institutions (fewer than 5,000 students):

1. Food insecurity
2. Housing challenges
3. Counseling needs
4. Anxiety
5. Tutoring

Q: What days and times during the week do students search the most, and why do you think that is?

A: Erin: Nationwide, students search most on weekdays at midday. This might suggest challenges in finding support during regular office hours, even when resources are available. 

Q: Darlene, how have you been using the data from ConcernCenter and what do you plan on doing next?

A: Erin’s team does a fantastic job of pulling insights for us. This summer, we’re planning to dive deeper into the data. Specifically, we want to explore the top five issues on campus and identify any other student concerns that may have slipped under our radar. For instance, clubs seem to be a significant concern for our students. I’d like to collaborate with Campus Recreation to enhance our outreach efforts and offerings when it comes to student activities. One of our goals is to ultimately enhance students’ sense of belonging, so I think collaborating here will have a big impact.

Key Takeaways

The gap between students and the resources they need persists. While the number of resources available on college campuses has increased overall, finding, and navigating options remains difficult.

Tools like ConcernCenter offer hope with vetted campus, community, and virtual resources. Natural language search personalizes the experience for students and allows them to find more quickly what they’re looking for. However, data analysis and cross-campus collaboration can help institutions of higher education tailor outreach and ensure students get the help they need, whenever they need it.

Interested in learning more about how your campus health solutions can become more integrated and impactful?  Connect with a member of our team.

College health centers play a crucial role in providing comprehensive care to students. Having the right Electronic Health Record (EHR) software is essential for streamlining operations and enhancing services. In this blog, we’ll delve into five must-have features that every college health center should prioritize when selecting their EHR software.

1. Student Portal

A robust student portal, complemented by secure messaging capabilities, is essential for enhancing access to healthcare services on campus. With features like cloud-based document upload, electronic forms, and automated reminders, students can conveniently submit necessary documents, securely communicate with healthcare providers, and receive timely reminders for appointments or upcoming deadlines. This streamlined process promotes efficiency and ensures that students can easily engage with the healthcare services offered by the health center.

2. Robust Documentation Capabilities

A comprehensive EHR system with robust documentation capabilities is essential for efficient student healthcare management. With features like “drag and drop” form creation, customizable chart layouts, and student case management, healthcare providers can streamline documentation processes and ensure accurate record-keeping.

Additionally, inter-clinic collaboration functionalities enable seamless communication and information sharing between different clinics (including counseling and accessibility services), facilitating coordinated care for students.

3. Simplified Practice Management Features

Efficient practice management is vital for college health centers to deliver quality care to students. EHR software with simplified practice management capabilities, such as seamless integration with the student information system (SIS), customizable calendar views, and automated communication via email and text, reduces administrative burdens and enhances the student experience.

Moreover, built-in reporting tools provide valuable insights into clinic performance, allowing for data-driven decision-making and continuous improvement in service delivery. These insights can help clinic leaders demonstrate the impact of student health services to key stakeholders across campus.

For instance, Azusa Pacific University’s success is evident in its ability to provide accurate data in its board and year-end reports. As noted by Gidget Wood, Administrative Director at the University, “Now we can provide accurate numbers … and we can validate our worth in the assessment process.” Implementing effective reporting mechanisms has significantly contributed to their organizational efficiency and credibility.

4. Efficient Clinic Automation

Streamlining clinic operations is essential for college health centers to provide timely and effective care to students. Look for EHR software with efficient clinic automation features, such as ePrescribing, lab order management, and automated notifications for test results. Seamless integration with state registry interfaces and insurance waiver management capabilities further enhances operational efficiency and ensures compliance with regulatory requirements.

5. Compliance with Privacy Regulations

Ensuring the privacy and confidentiality of student health information is a top priority for college health centers. It’s crucial to choose EHR vendors that prioritize compliance with key privacy regulations like HIPAA and FERPA, while maintaining rigorous standards such as SOC 2 compliance. Features such as role-based access controls and encryption protocols play a vital role in safeguarding student data and ensuring adherence to regulatory requirements.

Key Takeaways

Prioritizing EHR software with these must-have features can significantly enhance the quality and efficiency of services offered by college health centers. With the right technology in place, colleges can optimize operations and provide comprehensive care to students, ultimately contributing to their overall well-being.

Explore how Medicat’s EHR software can transform your college health center’s operations with a guided demo of our software today! self-guided tour.

Approximately 9% of people in the United States are estimated to experience an eating disorder at some point in their life. Given this prevalence, addressing eating disorders among college students requires a multifaceted approach, involving collaboration between various departments within your institution. Let’s explore strategies and initiatives aimed at providing comprehensive assistance to students with eating disorders, recognizing the importance of early identification and establishing clear referral pathways for effective intervention and support.

Recognizing the Signs and Symptoms in College Settings

Early identification of eating disorders is crucial for effective intervention and support. Training programs can be implemented to provide staff with the knowledge and skills necessary to identify warning signs and initiate appropriate interventions. These programs should also emphasize the importance of creating a supportive and non-judgmental environment where students feel comfortable seeking help.

In addition to staff training programs, colleges can establish screening mechanisms to proactively identify students at risk of developing eating disorders. These screenings can be integrated into health assessments or conducted through anonymous surveys to encourage honest responses.

Implementing a Holistic Support System for Students

A holistic support system encompasses various components that cater to the physical, emotional, and psychological well-being of students with eating disorders. This includes combining the expertise of nutritionists, counselors, and medical professionals who specialize in eating disorders.

Student support groups focused on eating disorders can also be helpful. These groups foster a sense of community and provide opportunities for peer support. Moreover, they offer a safe space for students to share their experiences, gain insights from each other, and develop coping strategies.

In addition to individual counseling services, group therapy sessions can be organized to address common challenges faced by students with eating disorders. These sessions can focus on building self-esteem, improving body image, and developing healthy relationships with food.

Furthermore, incorporating mindfulness practices such as yoga and meditation into the support system can help students manage stress and cultivate a positive relationship with their bodies. These practices promote self-awareness and can encourage students to redirect negative thoughts about themselves and their body image.

Learn more about how you can bring holistic wellness to your college here.

Creating Clear Referral Pathways

An essential part of a multifaceted approach is the establishment of clear referral pathways to external resources and treatment facilities. If colleges don’t have staff who specialize in eating disorder treatment, they should ensure they have external resources that they can connect students with. Clear referral pathways facilitate a seamless transition from internal support systems to external treatment and provide students with ongoing support throughout their recovery journey.

Additionally, colleges can create comprehensive resource guides that outline available external resources, treatment options, and support groups. These guides can be distributed to students, staff, and faculty to increase awareness and facilitate referrals when necessary. Taking these steps can help colleges ensure that students receive timely and appropriate care, ultimately promoting their well-being and academic success.

Key Takeaways

Developing a multifaceted approach is crucial for supporting students with eating disorders in educational settings. By employing the strategies mentioned above, colleges can provide comprehensive support for students with eating disorders and contribute to helping them lead happy, healthy lives.

Empower your college to make a positive impact on students’ well-being. Learn more about leveraging our counseling EHR solution to support your clinic and students.

Counseling centers reap significant benefits when utilizing Electronic Health Record software to streamline their operations and provide more efficient care to students. However, with the various options available, it’s essential to identify the key features that can make a real difference in enhancing counseling services. In this blog, we explore five must-have features that every college counseling center should look for in their EHR software.

1. Secure Messaging

In today’s digital age, convenience and confidentiality are essential. EHR software equipped with secure messaging allows counselors to communicate with students securely, ensuring their privacy is protected. This functionality fosters seamless communication between counselors and students, enabling them to exchange messages confidentially. Additionally, secure messaging facilitates continuous support and engagement, providing students with access to their counselors for quick questions between face-to-face appointments.

2. Integration with Other Campus Resources

Impactful counseling often involves collaboration with other campus resources, such as health services and disability support clinics. Look for EHR software that seamlessly integrates with existing campus systems and allows counselors to access student information across departments and coordinate care more effectively. This integration promotes a holistic approach to student wellness and ensures that counselors have the necessary information to provide comprehensive support.

Discover how integrating their Counseling Center with the Health Clinic was a game-changer for Abilene Christian University.

3. Outcome Tracking and Reporting Tools

To assess the effectiveness of counseling services and identify areas for improvement, colleges need robust outcome tracking and reporting tools. Choose EHR software that offers built-in analytics capabilities, which will allow your counseling center to measure key performance indicators, track student progress over time, and generate comprehensive reports. These insights will enable your counseling center to make data-driven decisions, optimize resource allocation, and demonstrate the impact of services to key stakeholders.

4. Templates for Mental Health Assessments

Effective counseling begins with a comprehensive mental health assessment. Look for EHR software that offers both mental health assessments like CCAPS and the ability to create customizable templates or forms. These templates should allow counselors to capture essential information efficiently while ensuring flexibility to adapt to the unique needs of their clinic. For instance, Wofford College has created an entire suite of customized forms which has contributed to significant time savings for their clinic.

5. Compliance with Privacy Regulations

Protecting student privacy and confidentiality is essential for college counseling centers. It’s crucial to select an EHR vendor that not only adheres to important privacy regulations like HIPAA and FERPA, but also meets the rigorous standards of SOC 2 compliance. SOC 2 compliance ensures that the software provider has established and follows strict security protocols to protect sensitive student data. Features such as role-based access controls, audit logs, and encryption protocols play a crucial role in maintaining compliance and safeguarding student information against unauthorized access or breaches.

Key Takeaways

Selecting an EHR with the features mentioned above is key for counseling centers looking to enhance the quality and efficiency of their services. By prioritizing those features, clinics can optimize their operations and provide more effective support to students. With the right EHR software in place, colleges can ensure that their counseling centers remain at the forefront of student wellness initiatives.

Discover how Medicat’s Counseling EHR can streamline and optimize your counseling center’s operations with a self-guided tour.

On average, people experience 3.4 poor mental health days per month. However, incorporating regular exercise into students’ routines can slash this number by about 40%. Surprising as it may seem, engaging in regular exercise can serve as a potent tool for bolstering mental health, offering a range of benefits that extend far beyond the physical realm.

In this blog, we’ll explore this fascinating correlation, uncovering how physical activity can positively influence psychological well-being and ultimately contribute to a happier, healthier campus community through the integration of physical activity into students’ daily lives.

How Exercise Improves Mental Health

As mental health and wellness advocates on campus, it’s crucial to understand the profound impact of regular exercise on students’ mental well-being. For instance, even running for 15 minutes or walking for an hour can reduce depression by 26%. That’s because physical activity signals to our bodies to release endorphins, often referred to as “feel-good” hormones, which can have a profound impact on emotional state. These neurotransmitters interact with receptors in the brain, reducing pain perception and triggering feelings of euphoria and well-being.

Additionally, exercise serves as a powerful tool for stress relief, helping to regulate the body’s stress response and manage levels of cortisol, a hormone associated with heightened stress levels. By engaging in physical activity, students can regulate their body’s stress response and manage cortisol levels, the hormone associated with heightened stress. Techniques like mindful movement or yoga promote relaxation and mindfulness, offering a calm refuge amidst life’s pressures.

Moreover, regular exercise has been linked to improved sleep quality, which in turn can have a profound impact on mood and energy levels. Physical activity helps regulate the body’s internal clock, promoting more restful and rejuvenating sleep patterns. You can experience the benefits of exercise in your sleep as early as the first day, with just 30 minutes of exercise leading to higher-quality sleep that same night.

Take it a step further and help create a fitness-friendly environment on your campus. Check out our tips for reducing gym intimidation.

Getting Started with Exercise for Mental Health

As advocates for mental health and wellness on campus, it’s important to recognize the journey of integrating exercise into students’ routines as both invigorating and challenging. The key lies in discovering activities that not only match their interests but also seamlessly fit into their busy schedules. By exploring various options, students are more likely to find something they genuinely enjoy and can commit to in the long-term.

Once students have found the right activity, it’s crucial to set realistic goals that align with their current fitness levels and lifestyles. Achievable goals not only keep them motivated but also prevent discouragement from setting in. Consider suggesting the SMART goal-setting strategy, which prioritizes the actual steps needed to achieve a specific outcome rather than solely focusing on the outcome itself.

To make exercise a sustainable habit, students should integrate it into their daily routines. Whether it’s taking a brisk walk between classes, or attending a mid-day fitness class, finding ways to seamlessly incorporate physical activity into their day-to-day lives is essential. Encouraging students to enlist the support of a workout buddy or join group fitness classes can provide added motivation and accountability. Additionally, prioritizing enjoyment by selecting activities that bring genuine joy and anticipation will help students stay committed to their exercise routines.

Key Takeaways

The correlation between exercise and student mental health is undeniable. It serves as a powerful tool for enhancing mood, relieving stress, and promoting restful sleep, ultimately contributing to a happier, healthier life.

Exercise is just one piece of the puzzle when it comes to building a healthy lifestyle; discover how embracing a holistic wellness approach can unlock key benefits across your campus.

According to the CDC, individuals with disabilities tend to rate their health lower compared to those without disabilities, (28.4% versus 61.4%). This emphasizes the importance of fostering a culture of inclusive and accessible wellness on campus. Let’s explore how you can create engaging and accessible wellness programs for your students.

Breaking Down Barriers

Beyond the Physical Accommodations

Going beyond physical accessibility is crucial. Consider sensory sensitivities, cognitive limitations, and language barriers when designing and implementing programs. According to Cognitive Disability and Postsecondary Education: A National Study on Earnings, “a student with an intellectual disability who earns a bachelor’s degree may earn 68% more than a student who did not go to college.” This stresses the importance of offering an environment where students with disabilities can thrive, and fostering an inclusive wellness atmosphere can meaningfully support this goal.

Language Matters

Inclusive communication is key to ensuring all students feel welcome and understood. According to the CDC, health promotion messages frequently neglect accessibility barriers faced by individuals with disabilities. These barriers include the absence of large-print or Braille materials for those with vision impairments, uncaptioned videos for those with hearing impairments, and complex language that may hinder comprehension for individuals with cognitive impairments.

Building an Inclusive Culture

Marketing for Everyone

Promote your wellness activities in diverse ways, utilizing channels that reach all student groups. Consider partnering with student organizations, utilizing social media platforms, and employing inclusive and inviting visuals in your marketing materials. For instance, consider including individuals with disabilities in posters that are hung around your wellness centers and on your school’s website. Furthermore, ensure that you’re using clear headings and easy-to-read fonts. If you’re using any videos to promote wellness and fitness centers on your campus, including captions is also essential.

Creating Safe Spaces

Foster a welcoming and supportive environment where everyone feels comfortable participating. This involves establishing clear guidelines against discrimination and harassment, promoting respect and understanding, and actively addressing any concerns raised by students. According to a report from the Center for Collegiate Mental Health at Penn State University, college students experiencing discrimination are more inclined to report elevated levels of social isolation, suicidal thoughts, and overall distress to counselors compared to their counterparts. This underscores the critical importance of implementing proactive measures to address discrimination and promote inclusivity within the college campus community.

Making Wellness Accessible

Adapting Activities

Don’t be afraid to adapt existing activities to make them more accessible. Consider offering different difficulty levels, providing alternative formats for participation, and incorporating assistive technologies when necessary. This demonstrates flexibility and commitment to reaching all students.

Utilize Technology

Technology can be a powerful tool for enhancing accessibility. Utilize online platforms, virtual reality experiences, and assistive applications to broaden participation opportunities for students with various needs.

The Power of Partnerships

Collaborating with other campus resources can be invaluable in providing comprehensive wellness support. Wellness and fitness centers should partner with accessibility services, counseling centers, and student advocacy groups to leverage their expertise and expand their reach.

Creating an Integrated Health Strategy

Physical Activity

There’s up to a 30% reduced risk of early death, dementia, and Alzheimer’s among people who regularly exercise. These are just a few of the many benefits that could be gained from providing accessible physical activities. For instance, offer options for students to participate in a walking club, chair boxing, swimming, or gardening club. Some other activities include seated sports, rower cycling, water aerobics, and arm bicycling. There are so many ways to adapt physical activities to meet each student’s needs.

Nutrition Promotion

Promoting wellness amongst students with disabilities is not limited to physical activity. Ensuring that students are well-informed about their nutrition and having accessible, nutritious food on campus is also crucial. Since the gastrointestinal tract is responsible for about 95% of serotonin production, it’s evident that there exists a correlation between food and mental health. Ensure healthy choices such as fruits and vegetables are placed in high-traffic areas within food halls. Moreover, limit the amount of processed foods on campus, and ensure that healthy options are as affordable as possible – even lowering costs by 10% could make a positive impact!

Mental Health Support

A recent survey found that 40% of college students considered dropping out in the past six months due to mental health concerns, highlighting the critical need for accessible counseling services. Colleges can make counseling services more accessible by providing options such as remote sessions, ensuring physical spaces are wheelchair accessible, and offering materials in various formats to accommodate different disabilities.

Measuring Success

By leveraging technology, colleges can track and analyze student engagement in wellness programs more effectively. This data can reveal valuable insights into which student groups may be underrepresented in these programs, allowing colleges to identify areas for improvement and tailor their approach to better serve specific student populations, including those with disabilities.

Moreover, reporting available through your EHR and other campus systems can facilitate ongoing assessment and adjustment of your wellness initiatives, ensuring that resources are allocated efficiently, and interventions are targeted where they are most needed.

Learn more about the power of reporting here. .

Key Takeaways

Making wellness activities inclusive and accessible takes a multi-pronged approach, but the rewards are significant. By embracing these practices, colleges can ensure every student thrives.

Explore how the College of Coastal Georgia leverages our tools to support Accessibility Services.

Immunization compliance in higher education is a critical issue that institutions must navigate effectively to ensure the health and safety of their student populations. With the complexities of managing and enforcing vaccine policies, schools are seeking strategies to maximize compliance and streamline processes.

Innovative Approaches to Enhancing Compliance

1. Registration and Building Access Holds

While most institutions have moved away from financial penalties for non-compliance, many still use registration holds as an effective tool. Some colleges like the School of the Art Institute of Chicago use a service indicator to notify students of non-compliance, but this doesn’t prevent them from registering for classes. However, they do take measures such as blocking building access to encourage compliance.  For instance, the school may station staff members near major building entrances, informing students on how they can regain building access once they are compliant.

2. Partner With Other Campus Organizations

To ensure timely compliance with immunization requirements, it can be beneficial to utilize a multi-pronged approach. Partnering with the Orientation Team on your campus can help integrate these requirements into the pre-orientation “Things to Do Before Arriving on Campus” list. Further reminders can be sent via email and presented at resource fairs. Collaboration with Residence Life can result in withholding of housing assignments until immunization records are received.

3. Choose the Right Communication Methods

Additionally, an effective communication strategy should utilize progressively urgent email and text reminders to students. When it comes to incoming first-year students, communicating with parents, as well, can prove incredibly effective. You may even consider having the messages leading up to a “lockout date” that restricts access to essential campus systems like their student email. For persistent non-compliance, some schools may find it beneficial to have the Dean of Students get involved with final warnings and other potential restrictions.

4. Make Requirements Impossible to Miss

Some other unique strategies include incorporating shortcuts on school computers and your school’s website with easy-access instructions for how to upload immunization records. Notification banners could also be added to the top of students’ emails or the school’s website. Another strategy to consider implementing is distributing QR code cards with vaccine requirements at events and hanging reminder posters with QR codes around campus. These printed materials should point students to an immunization requirements page with clear instructions for how to upload missing immunization records.

5. Best Practices for Verifying International Records

International students often face unique challenges with immunization compliance due to vaccine availability and record translation issues. Some institutions allow students to translate their own records and use tools like Google Translate to verify the information.

Additionally, the CDC’s Pink Book Appendix B provides translations of common vaccination records. Many schools will also accept the “yellow card” which is used in many countries and typically also includes the English translation. Finally, for specific needs, professional translation services can be valuable for ensuring accurate representation of student health and counseling documentation. These combined approaches can help bridge the communication gap and support international student success.

6. Once You’ve Implemented These Strategies, How Can You Effectively Report on Your Compliance?

Reporting on immunization compliance is a struggle for many schools, with 63% of institutions unable to report on this data. 

This lack of reporting capability can leave schools without a clear understanding of compliance rates, making it difficult to respond effectively in the event of an outbreak.

To address these challenges, schools can leverage immunization compliance software, which can offer powerful features:

1. Customized cohorts: Create cohorts based on various demographic filters such as class (first-year, sophomore, etc.), vaccination status, or by academic program. This feature enables administrators to tailor their approach to managing compliance according to the specific requirements of different student populations across campus.
2. Advanced filtering: Efficiently manage large datasets of immunization records by applying filters such as vaccination type, date of administration, expiry dates, and compliance status. This functionality streamlines the process of tracking immunization status, allowing staff to quickly identify students who are non-compliant or due for vaccinations.
3. Robust reporting: Generate detailed reports on trends like vaccine coverage rates, immunization trends over time, and compliance levels among different cohorts. These reports not only facilitate compliance monitoring but also support data-driven decision-making for immunization policies and initiatives over time. Additionally, accurate and efficient reporting helps schools demonstrate compliance with state compliance requirements and provides documentation for external audits of campus vaccine compliance.
4. Real-time compliance status: Access up-to-date information on the immunization status of individual students or cohorts. This real-time visibility allows for prompt intervention in case of an outbreak.

Key Takeaways

Immunization compliance in higher education is a multifaceted challenge that requires a combination of effective communication, robust reporting tools, and strategic enforcement mechanisms. By leveraging smart technology and adopting proven best practices, institutions can improve compliance rates and ensure a safe environment for students, faculty, and staff.

Witness firsthand how Medicat can help elevate compliance rates on your campus. . Dive into our interactive demo.

Looking for firsthand advice on ways to enhance immunization compliance? You’ve come to the right place!

During our recent webinar, Taming Immunization Compliance Chaos, we gained valuable insights from our guest speaker, Emily Lenz, Director of Health Services at the School of the Art Institute of Chicago.

Emily shared her expertise when it comes to managing immunization compliance on college campuses. From managing waivers to communicating effectively with students, she provides valuable strategies for ensuring compliance and enhancing student health outcomes.

Here are some of the questions we received during the webinar and what Emily had to say:

Q: When are students notified of immunization requirements?

A: Students receive notifications about immunization requirements in their welcome packets which they receive once they confirm their enrollment at SAIC. Additionally, once students’ information is entered into Medicat, they start receiving messages from me. They also receive reminders through campus life communications, including welcome emails and other pertinent notifications.

Q: How do you communicate requirements with students?

A: We prioritize early and frequent engagement. As soon as incoming students enroll, our immunization requirements are front and center on their enrollment checklist. We initiate contact with incoming students through biweekly emails, followed by weekly emails and secure messages. This ensures they are well-informed about immunization requirements, even from their earliest moments as a part of our campus community.

Q: How do you get students to pay attention to the messages you’re sending telling them they’re non-compliant?

A: We’ve noticed that students are more likely to open our compliance messages when we use all caps in our subject lines, emphasizing phrases like “PAST DUE” and “ACTION NEEDED.“

Q: What methods or systems does SAIC use to manage compliance?

A: We use Medicat One Immunization Compliance Management and an integration with the Illinois State Immunization Registry (I-CARE). This combination helps us stay organized and automate compliance to the best of our ability.

Q: What are the consequences for students who are not compliant?

A: Non-compliant students face administrative holds. We have an interface with PeopleSoft that places a service hold on accounts and notifies students if they’re not compliant. However, we don’t enforce a registration hold, which I know a lot of other campuses use.

Q: How did you get most students to use the portal and not fax/mail records?

A: Depending on what time of the year we receive them, we’ll just tell students to please upload records to the Medicat Student Portal. We still receive a few by mail and fax, so our front desk staff will just scan them and then enter the dates.

Q: Are you allowing students to enter their own dates for each immunization record they upload?

A: Yes, we do allow students to enter their own vaccination dates and upload their records. When students enter their dates, our system flags the entries for review, allowing us to easily identify records needing attention. Our staff ensures that the information entered matches the records provided. While we have encountered occasional errors, particularly in vaccine names, most students accurately report their vaccination dates.  

Q: What challenges do you experience with verifying international vaccines?

A: When verifying international vaccines, we encounter several challenges. While some records come with English translations, others require students to translate them themselves – which we then verify.

Q: What tools do you use to make verifying international records easier?

A: We utilize Google Translate to help us verify international records. In some cases, we do require that students have their records translated for us. If you have a lot of international students from a particular country, you start to pick up on patterns in the formatting of the immunization records, which makes manually reviewing them a lot easier.

Q: Does SAIC offer immunizations to students, and how are they billed?

A: Yes, we provide all required immunizations for free to students. We bill the SAIC student insurance plan using ledger billing, while we do not bill other insurance plans.

Q: Do you accept religious or medical waivers on your campus?

A: Yes, we do accept both religious and medical waivers at SAIC. During the period when we had a COVID vaccine requirement, we established a committee to review religious waivers. We’ve reverted to having health services staff handle waivers since then. Religious exemptions are evaluated carefully, and medical exemptions are accepted, provided they are signed by a medical provider.

Thank you again to Emily Lenz for sharing SAIC’s effective strategies for managing immunization compliance. We hope these insights help you navigate the complexities of immunization compliance on your campus.

Discover solutions to help take immunization compliance to the next level on your campus. Ready to take that next step? Connect with our team today.