General FAQ

You can associate other individuals who need access to MCIR to your school/childcare’s MCIR site if you are the listed Site Administrator.

Follow the tip sheet for guidance on How to Add a New or Existing User to a MCIR Site.

If you are not the Site Administrator and need to become one, complete the Request to Change School or Childcare Site Administrator Contact the MCIR Help Desk at MDHHS-MCIRHelp@michigan.gov for assistance with identifying who your existing Site Administrator is.

There are many school and childcare reporting-related materials on the MCIR website.

Contact your School and Childcare Local Health Department Contact for additional information on group training sessions or other training opportunities.

For questions related to rosters, reporting, waivers, and other school and childcare-related MCIR topics, reach out to your School and Childcare Local Health Department Contact.

For technical assistance or general questions with MCIR, contact the MCIR Help Desk at MDHHS-MCIRHelp@michigan.gov or 888-243-6652. The Help Desk is available via phone from 10am-12pm and 1pm-4pm Monday through Thursday and via email from 8am-4:30pm Monday through Friday.

For assistance with your MiLogin account including password resets, contact the MiLogin support team at 877-932-6424 and select option 5.

A parent/legal guardian can only obtain a copy of their immunization record from their healthcare provider, Local Health Department, or by submitting an Official Immunization Request form.

Student grades will automatically be promoted on the first Monday of August each year.

See additional information under Grade Promotion.

 

School and childcare forms are located here.

MCIR Sites and Access

To request that a new school or childcare site be added to MCIR, complete the School/Childcare New Site Form.  Be sure to enter the 5-digit EEM School Building Code for Schools or the 9-digit LARA/DC License Number for Childcares and sign the form. Completed forms can be sent to MDHHS-MCIRHelp@michigan.gov for processing.

If you only need Site User access, contact the School or Childcare’s MCIR Site Administrator and request to be added to the site. 

If you need Site Administrator access, complete the Request to Change Site Administrator Form. The main difference between a Site User and a Site Administrator is that the Administrator has the ability to add other Users to the site. 

If you do not know who your Site Administrator is, contact the MCIR Help Desk at MDHHS-MCIRHelp@michigan.gov.

A MCIR PIN is generated when a new User or Administrator who has never used MCIR before is associated with a MCIR site. The MCIR PIN is only needed for individuals registering for MCIR for the first time and is used in MiLogin for Business to verify your access request. If you have used MCIR in the past, please use your existing MiLogin User ID.

To get a MCIR PIN, ask your MCIR Site Administrator to add you as a new user to your School or Childcare’s MCIR site.

If you need to change your School or Childcare’s MCIR Site Administrator, complete the Request to Change Site Administrator Form. Be sure to enter the 5-digit EEM School Building Code for Schools OR the 9-digit LARA/DC License Number for Childcares and sign the form. Completed forms can be sent to MDHHS-MCIRHelp@michigan.gov.

To get User access to multiple sites in MCIR, ask the MCIR Site Administrator to associate you with each site. If you need User access to 3 or more sites, contact the MCIR Help Desk at MDHHS-MCIRHelp@michigan.gov and request the Bulk User Access Request Form. This form requires a signature from a school administrator to confirm your requested access is valid.

Record or Immunization Changes

Only Parents and Legal Guardians may request a legal name change by submitting the Request to Change Information form.

Schools and childcares may correct name spelling errors or typos, date of birth or sex corrections, or request a duplicate record merge using the School/Childcare Petition to Modify Data Form.

Schools and childcares may correct name spelling errors or typos, date of birth or sex corrections, or request a duplicate record merge using the School/Childcare Petition to Modify Data Form.

You may edit or delete any immunization dates or medical waivers that you, or anyone else in your building, has entered into MCIR.

To enter an immunization date/medical waiver:

  • Go to the student’s record
  • Click on the History link
  • Immunization dates that you entered are highlighted in red and underlined. 
  • Click on the underlined date or on the delete link to the right of the waiver. You will get a popup where you may fix the date or delete it.

Any dates that are highlighted in red but not underlined on the student’s History screen were entered by another childcare/school building and can only be modified by the site that entered the date(s). Dates that are not highlighted in red or underlined were entered by an Immunization Provider office and can only be modified by the site that entered the date(s).

School and childcare staff may enter the correct date into MCIR but must complete the School/Childcare Petition to Modify Data Form for a change to the non-underlined immunization date. School staff must follow FERPA guidelines for entering data into MCIR. Records of immunizations utilized to enter data into MCIR should be forwarded to the contact at the Local Health Department for verification.

All immunization dates that are entered by a school or childcare are stored in MCIR SIRs. Providers are unable to view any “red-highlighted” immunizations entered by school or childcare staff. If a provider reports that same immunization data later into MCIR, it will merge with the school/childcare data in MCIR SIRs and the red highlight will be removed.

If a school or childcare enters immunizations into a MCIR record, a photocopy of the documentation of these immunizations must be sent to the school and childcare Local Health Department contact for verification purposes. If this step is missed, providers will be unable to see any immunizations entered by the school or childcare.

MCIR Functions/Tutorials

Use the Wildcard (*) Search to improve your chance of finding a student the first time. The Wildcard Search uses an asterisk (*) as a special character to represent one or more other characters. Ex: Devonte could also be spelled as Devontae or Davonta. Search as Dev* or *vont* to search for names beginning with Dev or that contain “vont”.

The Wildcard Search prevents the creation of duplicate student records in the MCIR.

The option to add a new record will not appear until you attempt the search two consecutive times using the Last Name, First Name, and Birthdate. After searching twice, the pop-up will appear with the option to Add Person.

Use the Wildcard (*) Search function before adding a new record to the system to double-check that there is not an existing record, including records that may use a nickname or have a spelling error or typo.

If you attempt the search twice and do not see the pop-up that shows “Person not Found” and then the “Add Person” pop-up, you likely have a pop-up blocker on your computer that needs to be disabled: How to Disable Common Pop-Up Blockers.

To add a student:
From the home screen, select Add/Find. Search for the student using First Name, Last Name, and Date of Birth. If MCIR successfully identifies the student’s record, they will be automatically added to the Roster. If the record MCIR displays is not the correct student, select Take Off Roster and search again.

To remove a student:
From the Roster, select Modify Roster. Select the checkbox next to the name of the student(s) you wish to remove. At the bottom of the page, select Delete Checked. 

IP Status Report, Immunization Status, and Compliance

Schools: The Close Period button will only be available if the school has reached the minimum required compliance and it is 30 days or less until the report due date. The November report period is available on October 1 if compliance is at least 90% and the February report period is available after January 6 if compliance is at least 95%.

Childcares: The Close Period button will only be available if the childcare has reached the minimum required 90% compliance rate and it is on or after October 2.

Click on IP Status from the home screen.

 

Click on the Close Period button at the bottom of the screen.

Schools and childcares should reach out to their Local Health Department contact for the next steps if they have not reached the minimum compliance rate and cannot close their report.

Reach out to your contact at the Local Health Department to request to re-open the IP Status Report. 

FERPA stands for the Family Education Rights and Privacy Act which designates what information schools can share and what they must protect. FERPA as related to immunization reporting, indicates that schools must obtain consent before sharing identifiable immunization information with the local health department. 

You may search and report any student you find in MCIR on your IP status report with or without consent. The information located in MCIR has already been consented to. FERPA governs adding/sharing new immunization or waiver information that is not already in the system with the local health department. If you have an incomplete student who has additional vaccine information (data or waivers), you must have FERPA consent to add that information in MCIR/SIRS. If you do not have FERPA consent and need to add additional information, you will need to remove that student from MCIR/SIRS and report the student on the aggregate report form. FERPA consent can affect the way you report a student, whether they are reported through MCIR/SIRS or on an aggregate form.

Common reporting errors that may affect the compliance rate include:

Report Period and Grades:
Check that all students who are reportable are assigned to the correct report period and have a valid grade. Students who are not assigned to the correct report period or who have an invalid grade will not show in the IP status. Students that are marked “McKinney Vento” will also not count towards the compliance rate.

Update Timing:
Changes made in MCIR/SIRS such as adding immunizations or updating waiver information will not update the IP status until the following day.

Re-Assessment:
The school or childcare staff may also attempt to have the system re-assess the students’ status by using the Modify Roster button on the roster home screen and then clicking Assess Checked. This will prompt the system to re-assess any of the selected individual’s immunization status.

If there are additional questions, please reach out to your contact at the Local Health Department for assistance.

The record could show as incomplete due to a violation of the “Live-Live Rule.”

Certain vaccines (MMR, Varicella, and Influenza Intranasal) are considered live-virus vaccines.

If live-virus vaccines are not given on the same date, or separated by at least 28 days, the live vaccine administered last will not produce a proper immune response and will be considered an invalid dose.

For more information, go to the CDC Immunization Website (see “Nonsimultaneous Administration of Different Vaccines” heading). Contact your Local Health Department if you have further questions.