Health 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:

  • Full-time students under 30 years old taking 12 credits or more
  • All international students under 30 years old, regardless of credit load
  • All health occupations students regardless of age or credit load
    • Nursing, Practical 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 Records form. Immunization documents must be submitted 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. Health occupations students who miss deadlines jeopardize their placement in the intended program. Medical and religious exemptions are allowed by the regulations and must be renewed annually. Please contact Health Records staff for more information.

All college students be assessed for their risk of exposure to tuberculosis (TB). A simple three question Tuberculosis Risk Survey is assigned to new students in their MyGCC account to complete online.

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

What immunizations are required to attend GCC?

Proof of full vaccination against COVID-19 is required for students taking spring 2022 classes with an in-person component. Learn more here.

Massachusetts State law requires all full-time students under thirty years old (12 credits or more), all international students on student visas under thirty years old, and all students in a health occupation program, regardless of age or credit load, 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?

 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 shredded.  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.

Here are Tips for Locating Old Immunization Records from the Immunization Action Coalition.

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 (rubeola), mumps, rubella, varicella (chicken pox) 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 clinic and documentation of the test results 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 and credit hours. The state requirements apply to full time (12 credits) college students and all international students under thirty years old. However the requirements apply to all Nursing, Practical Nursing, Paramedic and Medical Assistant students regardless of age or credit load. Meningococcal vaccination is not required of anyone over 22 years of age.

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 and insurance information with you to the clinic and get a copy of their vaccine administration 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

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

The HealthMap Vaccine Finder shows locations that offer immunizations near you.  You can limit your search by location and/or the vaccine you need.

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. Documents should also be submitted showing that you have started a vaccination series even if it hasn’t been completed. Students in the nursing, practical 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.

How long do you keep immunization records?

Paper records are kept for 10 years for most students and for 5 years for Nursing, Practical Nursing, Paramedic and Medical Assistant students per the Massachusetts Statewide Records Retention Schedule. 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 documents for your own records before submitting them to GCC.

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 Health Records staff at 413-775-1430 to see what you are missing and how to resolve the matter. There may be missing vaccines, dates, clinician signatures, or have inadequate documentation. The Health Records staff can remove the hold as soon as they receive valid documentation for the requirement. Documents may be faxed to 413-775-1434, brought to the nurses in Health Records Office N348, left in a locked box in Admissions C103 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 Health Records at 413-775-1430 to discuss your questions or concerns. Paper records are secured in locked files and locked storage with restricted access.

Do I have different requirements if I’m applying to one of the Health Programs (Nursing, Practical 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, or the 2 dose HeplisavB series, AND a positive blood test. Additionally, a physical exam and a negative drug screen are requirements to be obtained within the specified time frames. Refer to your specific health program’s information packet for deadlines and details.

Which of the two meningococcal vaccines is required?

The quadrivalent meningococcal conjugate vaccine (Menactra, MCV4, or 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.