Immunization Records

GCC complies with the Commonwealth of Massachusetts Regulations related to the immunization requirements of college students before admission to school and Massachusetts General Laws for the immunization of college health science students as follows:

  • Fulltime students (taking 12 credits or more)
  • All International students regardless of credit load
  • All Healthcare occupation students regardless of credit load
    • Nursing, Paramedic, and Medical Assistant students must meet additional requirements and deadlines specified in their program documents

New students in these categories must provide us with documentation of immunity as specified on the Immunization & TB Assessment form.  You need to submit your immunization documents before starting classes to allow time to complete any missing vaccinations. You have thirty days from the start of classes to provide this information.  Failure to comply with these requirements will result in a HOLD being placed on your record which will prevent you from registering for further classes, adding or dropping classes, and getting transcripts or grades. For health occupations students, missed deadlines jeopardize placement in the intended program. Medical and religious exemptions are allowed by the regulations and must be renewed annually. Please contact Health Information staff for more information.


The Massachusetts Department of Public Health further requests that all college students be assessed for their risk of exposure to tuberculosis (TB).  A simple three question assessment is included on the immunization form.

Download the Immunization Records Form

Meningococcal Disease and College Students

Meningococcal Waiver Form

Health Record Requests

This request form is required for us to release a copy of your immunization records to another facility or directly to you. At this time GCC can only provide paper copies of Health Records. We can also provide faxed or email copies.  Please allow three working days from receipt of the completed form for processing your request.

Download Health Record request form

The form must be printed and filled out then sent via mail or fax. All forms must have a signature. When specifying the address for sending the health record specify complete information, including zip code and the office that it should be sent to, not just a street address, to ensure timely delivery to the recipient.

Fax form to Health Records at 413-775-1434

Mail completed form to:

Greenfield Community College
Health Records Office N348
1 College Drive
Greenfield, MA 01301-9739


Health records & immunization

Do I have different requirements if I’m applying to one of the Health Programs (Nursing, Paramedic, Medical Assistant) at GCC?

Yes, you must meet all of the state immunization requirements but cannot use exemptions for age or history of disease. There are additional requirements for a seasonal flu vaccine each year you are in the program and tuberculosis (TB) testing prior to the first clinical experience of each year.  You must also have documentation of immunity to Hepatitis B by BOTH the series of 3 vaccinations AND a positive blood test. Refer to your specific health program’s information packet for deadlines and details.

Where can I get vaccinated?

It is best to see your primary care provider for vaccinations or proof of immunization. If you do not have a healthcare provider you may visit a community health center to become a patient there or visit an urgent care clinic or pharmacy location that provides vaccinations.  Call ahead to determine if an appointment is necessary and verify that your insurance covers the service. Bring a photo ID, insurance information and your GCC immunization form with you to the clinic for them to sign or get a copy of their documentation to submit to us showing your vaccination or laboratory proof of immunity. Below is a sample of sites in our area:

Vaccinations & lab tests for immunity

  • AFC Urgent Care
  • Clear Choice
  • Community Health Center of Franklin County
  • MedExpress
  • On Call Urgent Care
  • Travel Medicine
  • Hospital-affiliated urgent care centers such as Baystate, Mercy & Cooley Dickinson

Vaccinations only – check the store first to ensure they provide this service

  • CVS stores with a Minute Clinic
  • Rite Aid Pharmacy
  • Walgreen’s Pharmacy
  • Big Y Pharmacies
  • Costco Pharmacies

Which of the two Meningococcal Vaccines is required?

The quadrivalent meningococcal conjugate vaccine (Menactra and Menveo) protects against 4 serotypes (A, C, W and Y) of meningococcal disease and is the one required for all full time college students 16 through 21 years of age. It’s routinely recommended at age 11-12 years with a booster at age 16.  Students receiving their first dose on or after their 16th birthday do not need a booster.

Individuals in certain high risk groups may need to receive the Meningococcal serogroup B vaccine (Bexsero and Trumenba) to protect against serogroup B meningococcal disease based on their doctor’s recommendations.  It is not required for college students at this time.

What immunizations are required to attend GCC?

Massachusetts State law requires all full-time students (12 credits or more), all international students on student visas, and all full- and part-time students in a health occupation program to provide proof of immunization for MMR (measles, mumps, rubella); Tdap (tetanus, diphtheria, pertussis); Varicella (Chicken Pox) and Hepatitis B.

All full-time college students 16 through 21 years of age will be required to provide documentation of a conjugate type meningococcal vaccine administered on or after their 16th birthday.  This vaccine protects against diseases like Meningitis. Trade names include Menactra, MCV4, Menveo or it may be referred to as a conjugate or MenACWY vaccine type.

Where can I find my immunization records?

  • Health Records FAQ #4 Where can I find my vaccination (immunization) records?

     The records that exist are the ones you or your parents were given when the vaccines were administered and in the medical records of the office or agency where they were given, at least for a limited time until the records are purged.  There are several places to look for them:

    • Check with your doctor or public health clinic
    • Ask parents or other caregivers if they have records from your childhood doctor’s visits
    • Check your baby book or other childhood documents
    • Check with your high school, however they may only keep records for 5 years
    • Check with your employers as they may have required immunizations
    • Check your military records
    • Contact your state’s health department to request a copy of your information on their registry. In Massachusetts this is the MIIS – Massachusetts Immunization Information System

    If you are unable to find all of your records, you may be able to get a blood test to see if you have immunity to some of the vaccine-preventable diseases.  You may also need to get some of the vaccines.

I can’t locate any documentation for my immunizations, what can I do?

If you know you’ve had immunizations in the past but can’t find documentation, you can have blood tests (titers) for measles, mumps, rubella, varicella and Hepatitis B to prove immunity. If you fail to prove immunity you will have to receive the immunizations. Titers must be done by your medical provider or a medical clinic and documentation of the tests must be provided to our office.

I am an older student; do I still need to provide proof of immunity?

It depends on your program. Anyone born in the United States before 1957 does not have to provide proof of immunity to measles, mumps and rubella (MMR) unless they are in a health occupations program. Anyone born before 1980 does not have to provide proof of varicella immunity unless they are in a health occupation program. All other immunization requirements apply to older students. Meningococcal vaccination is not required of anyone over 22 years of age.

When do I need to provide my immunization documentation?

You need to submit your immunization documents before starting classes so that you have time to complete any missing vaccinations.  You have 30 days from the start of classes to provide this information. Students in the nursing, paramedic and medical assistant programs have additional deadlines described on their program specific documents.

What happens if I don’t get my documentation to the Health Records office within 30 days?

A hold will be placed on your account and you will not be able to register for further classes, add or drop classes, get transcripts or grades. For health occupations students, missed deadlines jeopardize placement in the intended program.

What is a Health Records hold and what do I need to do to resolve it?

A Health Records hold indicates that your health records are incomplete. An email is sent to your GCC account at the beginning of each semester to inform you of what is missing. You may also email or call the nurses in the Health Records office to see what you are missing and how to resolve the matter. There may be missing vaccines or clinician signatures, or have inadequate documentation. As soon as valid documentation is received by the Health Records nurses they can remove the hold. Documents may be faxed by your health care provider to 413-775-1434, brought to the nurses in Health Records Office N348, left in a locked box in Admissions or outside N348 or mailed to the Health Records office.

How will the Health Records Office protect the privacy of my health information?

The Health Records Office will only send emails regarding health records to students at their GCC email address. This system provides an added level of security beyond commercial email accounts. You should routinely check your GCC email to stay informed. If your GCC email account isn’t set up yet you may call one of the nurses to discuss your questions or concerns. Paper records are secured in locked files and locked storage with restricted access.

How long do you keep immunization records?

Paper records are kept for 10 years for all students. Electronic records are kept for many years but may not include all the information you may need. You should always make copies of your health records before submitting them for your own records.