What SchoolSet does
For every student, the system maintains a checklist of required vaccines. For each vaccine, it answers two questions:
Is the student done with this vaccine series?
If not, when is the next dose due (or when is the earliest allowed time to get it)?
Based on that, the system automatically shows whether the student is:
Due now / overdue
Not due yet (too young or needs to wait between doses)
Due later (upcoming)
Complete
Where the system gets its information
For each vaccine, the system looks only at documented doses that have an “administered date.”
Anything without an administered date is treated as a placeholder/reminder, not a completed dose.
How it decides “what’s next”
For each vaccine, the system follows standard timing concepts:
A) Minimum age rules
Some vaccines can’t be given until a child reaches a certain age (for example, many start at “6 weeks old,” others at “1 year old,” etc.).
So if a child hasn’t reached the minimum age yet, the system will show it as not due yet and calculate the earliest date it becomes possible.
B) Waiting periods between doses
Even if a student already started a vaccine series, the next dose often can’t be given immediately. The system applies required “waiting periods,” such as:
a few weeks
a couple months
several months
depending on the vaccine and how many doses have already been received.
So a child may show as due later even though they are not complete.
C) Completion rules
For each vaccine, the system checks whether the student has:
enough total doses, and
key doses at the correct ages, and
proper spacing between important doses
If those conditions are met, the vaccine is marked complete and no next dose is scheduled.
D) Special age/grade milestones for older students
Some vaccines have rules that are primarily relevant for older grades (for example middle school / high school boosters).
In those cases, the system uses the student’s grade and age to determine when those requirements should appear.
What the system does once it calculates a “next due date”
After calculating the next due date for each vaccine, the system automatically updates the student’s record in a consistent way:
If another dose is needed
The system creates (or updates) a “next dose due” reminder line for that vaccine.
Then it labels the vaccine status as:
Due now if the due date is today or earlier
Due later if the due date is in the future
Not due yet if the student is still too young / not eligible yet
If no further dose is needed
The system clears any existing “due next” reminder line for that vaccine.
The vaccine is marked complete.
This is why you’ll typically see only one upcoming/due reminder per vaccine: the system keeps it tidy and updates it as new doses are entered.
How entering a new shot affects things
When staff record a new immunization dose (with the date given), the system will:
Re-check the student’s full history for that vaccine
Decide if the series is now complete
If not complete, calculate the next appropriate due date based on timing rules
Update the student’s status automatically
So you don’t have to manually figure out the next interval—the system recalculates each time.
Appointment follow-up logic (important operational detail)
If an appointment was scheduled but no dose was recorded afterward, the system assumes the appointment may not have been completed.
To prevent students from staying in a “scheduled” state indefinitely:
If an appointment becomes more than 2 weeks old and the vaccine still has no recorded dose, the system moves that vaccine back to Due.
This helps ensure students don’t fall through the cracks if an appointment was missed, rescheduled, or not documented.
By using SchoolSet’s immunization module, schools can simplify compliance tracking and maintain accurate records in line with New York State requirements. Remember, SchoolSet is a tool to assist with organization and reporting—it does not replace official regulations or professional advice. Always confirm your school’s compliance with state health authorities and consult qualified medical or legal professionals when necessary.