Effective Date: 
Thu, 04/29/2021
Wed, 06/30/2021
Wed, 06/30/2021

Vaccinating against COVID-19 (SARS-CoV-2) is one component of a comprehensive strategy to help protect students, faculty, and staff and slow the spread of COVID-19.  UCSC Student Health Services (SHS), follows strict vaccine administration and distribution guidelines based on directions as set by the County of Santa Cruz Health Agency, the California Department of Public Health (CDPH), the University of California Office of the President (UCOP) and vaccine manufacturers.  Initially, in order to get access to vaccines, California vaccinating providers need to register for the California Immunization Registry (CAIR) program, sign the COVID-19 Provider Agreement and agree to a number of specific conditions. As vaccine availability and distribution processes evolve UCSC SHS will comply.

Per UCOP requirements,  appropriate information about all vaccinations shall be submitted to the California Immunization Registry (CAIR) or such other registries as may be required by applicable public health agencies or University policy.  The UCSC SHS electronic medical record (EMR) is configured to automatically upload required vaccine information to CAIR.

The storage, handling, administering and logging COVID-19 vaccines is a multi-pronged process that will evolve as needed. 



COVID-19 vaccines must be stored and handled properly from the time they are manufactured until they are administered to maintain the cold chain, thus protecting the potency and effectiveness of the vaccine and ensuring vaccine recipients are fully and safely protected from vaccine-preventable diseases.  Manufacturer’s and CDC guidelines for storage and handling of the vaccine are strictly followed and documented.   Campus EH&S (Environmental Health and Safety) have freezers that meet the specific storage requirements for Pfizer and Moderna COVID vaccines.  All calibration and monitoring of the COVID-19 vaccine specialty freezers are monitored by Campus EH&S and the Office of Research. 

At times, COVID vaccine may be delivered directly to Student Health Services (SHS) for storage and administration within the determined guidelines for non-deep freeze vaccine.  COVID vaccine delivery times are pre-arranged and are only accepted by  the Clinic Director or designee.  Upon arrival, vaccines are immediately:

Unpacked and checked for signs of physical damage
The cold chain monitor (CCM), a device used to monitor vaccine temperatures during transport (if one was included) is checked for any indication of a temperature excursion during transit
The packing list and contents are checked against each other to be sure they match.
Both vaccine and diluent expiration dates are checked to ensure no expired or soon to expire products have been received.
Placed in storage at recommended temperatures

(Reference the UCSC SHS Cold Chain Log form and see the linked “CDC Vaccine Storage and Handling Toolkit with COVID addendum”)  All records related to COVID-19 vaccine management are kept for a minimum of three years.



Mass vaccination clinics were established to assure vaccine supply is distributed as close to being received as is possible.  Vaccine supply distribution is regulated by the County of Santa Cruz and State of California Public Health Departments.  COVID-19 mass vaccination clinics must be efficient while maintaining important infection control safety standards such as masking and social distancing.  Appointments and work stations are spaced so that social distancing can be maintained.  Every effort is taken to assure no dose is wasted, including midday and near end of day counts and a “Same Day Waitlist” process.  In order to be scheduled for a first dose, patients must agree to be available for the second dose at the appropriate time.  The UCSC SHS electronic medical record has a direct link to CAIR,  thus assuring compliance with reporting requirements.   (see attached “COVID 19 Mass Vaccination Workflow”)

Anaphylaxis response at mass the vaccine clinics follow the standard UCSC SHS Anaphylaxis  Response process adapted for offsite vaccine clinics  (see attached link)

As needed, COVID vaccines are also administered at SHS.  Again, every attmept is made to to assure no dose is wasted. 


UCSC SHS staff involved in administering COVID 19 vaccine are required to complete CDC approved training modules specific to each vaccine.  (see attached links)