The Immunization Import tool allows districts to import student immunization information from an external file into Campus. Immunization records for the state of Minnesota use Minnesota Immunization Information Connection (MIIC) identification numbers to match health records to students.
MIIC IDs
Classic Path: Census > People > Demographics > Person Identifiers
Search Terms: Demographics
The MIIC ID is located on the Demographics tool.
Image 1: Student MIIC ID Field
Students without MICC IDs
Classic Path: Ad hoc Reporting > Filter Designer > Query Wizard/Student > Student Information > Health > MIIC ID Upload Record
Search Terms: Filter Designer
If students do not already have MIIC ID's, the first step in the immunization import process is to create an Ad hoc filter to compile a file of students to send to the state. The MIIC ID Upload Record 2021 area is the most up-to-date ad hoc fields used to create the report.
Image 2: MIIC ID Ad hoc Query
Once the file is created, the file is sent to the state. The state then returns a file called "Full Vaccinations." This file is then run twice using the Immunization Import tool to map the MIIC IDs to the students and then map the immunization data.
MIIC ID Import Process
Classic Path: Health > Immunization Import
Search Terms: Immunization Import
Image 3: MIIC Import Options
- Enter the Name of the import mapping. A unique name must be given to each mapping.
- Select the MIIC ID Import (2021 Update) type for the What is the file type?
- Select the MIIC ID option from the What Vaccine codes are you mapping the file to?
- The only options available for the Which identifier(s) in the import file will be used to match students? field are the State ID or Last Name/First Name/Birth Date. The example below matches the identifier with Last Name/First Name/Birth Date (see Image 4).
- If the import file contains a header, mark the Source File Includes Header
- Click the new mapping displays in the Saved Import Mappings window and is highlighted.
- Click Choose File and select the appropriate file which contains the records for the import. This should be the Full Vaccination file provided by the state.
- Click Next to proceed to mapping student identifiers and Campus fields.
Map MIIC Identifiers
The Map Import Data when the Last Name/First Name/Birth Date option is selected is read-only. The file the state returns will automatically sequence the import file correctly.
Image 4: Last Name/First Name/Birth Date MIIC ID identifiers Mapping
Follow the Run Test or Run Tool process detailed in this article above to batch update the student records.
Once the MIIC ID Import has been run, the MIIC Immunization Record Import can be run.
MIIC Immunization Record Import Process
Classic Path: Health > Immunization Import
Search Terms: Immunization Import
Run the same file a second time to import the immunization data.
Image 5: MIIC Import Options
- Enter the Name of the import mapping. A unique name must be given to each mapping.
- Select the MIIC Immunization Record Import (2021 Update) type for the What is the file type?
- Select the CDC codes (CPT or CVX) option from the What Vaccine codes are you mapping the file to?
- The only option available for the Which identifier(s) in the import file will be used to match students? field is the MIIC ID (see Image 5).
- If the import file contains a header, mark the Source File Includes Header
- Click the new mapping displays in the Saved Import Mappings window and is highlighted.
- Click Choose File and select the appropriate file which contains the records for the import.
- Click Next to proceed to mapping student identifiers and Campus fields.
Image 6: Immunization Import Follow the Run Test or Run Tool process detailed in this article above to batch update the student records.
Run Test or Run Tool
When the data has been mapped to the selected data fields, the information is ready to be imported.
- It is recommended to perform a Test on the import prior to the actual importing of data. No data is written to the database when a test is performed. When testing, a report displays listing the records being imported and any potential issues. See Report Results below for more details. If a large amount of data is being imported, it is recommended to perform a Batch Queue - Test. When the process is complete, a message appears in the user's Process Alerts.
- To perform the import, click Add/Edit Records or Batch Queue - Add/Edit Records. The Batch Queue - Add/Edit Records option is recommended when importing a large amount of data. When the process is complete, a message appears in the user's Process Alerts.
- A results report generates displaying all records that failed and all records that imported. See Report Results below for more details.
Report Results
After running the Immunization Import tool, a report generates in csv. format and lists any records created, edited, or deleted along with any errors that occurred. Details of the student identifiers are also listed. The report indicates if it was generated on a Test or Run of the tool. If an error occurred, the line number and reason is indicated under the Error/Warning section.
