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Information for U.S. States and Territories (Immunization and Emergency Preparedness Program Coordinators)

The following information has been prepared to provide U.S. State and Emergency Preparedness Coordinators with guidance regarding the accurate and timely submission of adverse event reports to VAERS.

State and Territorial Immunization Programs
Emergency Preparedness (Pandemic Influenza) Coordinators

U.S. States and Territorial Immunization Programs

Each immunization program at the state or territorial level has designated an individual to be the VAERS State Health Coordinator (SHC). State and territorial immunization programs should submit adverse event reports directly to VAERS or facilitate the reporting of adverse events within their state by working with local jurisdictions, healthcare providers, and local stakeholders.

VAERS will provide SHC with quarterly summaries and technical assistance as needed.


Emergency Preparedness (Pandemic Influenza) Coordinators

Emergency preparedness coordinators (EPC) are encouraged to promote the incorporation of adverse event reporting into public health emergency response plans. Stakeholders at the state, local and tribal levels, who will initiate mass vaccination campaigns during a public health emergency, should be made aware of VAERS and adverse event reporting should be promoted.


Updating Contact Information

Each state immunization program has designated an individual to be the VAERS State Health Coordinator (SHC). Emergency Preparedness Coordinators (EPC) have also been assigned to each state. Please use the form below to notify us of any changes in the SHC or EPC designees, including facility contact information. The completed form may be sent to VAERS via mail, fax, or e-mail.

  • Contact Information Update Form (Coming Soon!)

Tracking VAERS Cases

U.S. State Immunization Programs and Emergency Preparedness Coordinators (as necessary), that submit reports directly to VAERS, may use Box 24 of the VAERS report form to assign a unique identifier to facilitate the tracking of cases. Box 24 should only be used by manufacturer and/or immunization programs. The unique ID created must be a combination of numbers and letters ONLY, no characters are allowed, and it must contain ALL of the data elements listed below:

  • State Abbreviation (i.e. AK for Alaska)
  • Year report submitted (i.e. 08 or 2008)
  • Your internal record number (i.e. 001)

Example: the data listed above could be recorded in Box 24 as AK2008001 or AK08001.


Quarterly Reports

VAERS will provide each State Health Coordinator with a quarterly listing of all the cases submitted during the previous quarter, for which a unique ID in Box 24 has been assigned. VAERS will also request follow-up information from the SHC, as necessary.


Request VAERS Materials

Hard-copies of the VAERS form and brochures are available for distribution upon request. Contact VAERS for specifics on quantity limits and availability. Please note that materials may also be photocopied and downloaded from the website.


Frequently Asked Questions

  1. How long do I need to store VAERS records?
  2. How do you assign a ID number (Box 24) to a report that has already been submitted?

How long do I need to store VAERS records?

Follow the same guidelines as you would for other medical information in your state. Keep in mind that the records submitted to VAERS are stored indefinitely, thus you may always obtain a copy of an individual record, provided you have the VAERS ID, E-number, or Box 24 number.


How do you assign an ID number (Box 24) to a report that has already been submitted?

A State Health Coordinator may wish to assign an ID number to a report that has been previously submitted by a Health Care Provider in their state. In this instance, the SHC may:

  1. Resubmit a copy of the report with the unique ID recorded in Box 24; or 
  2. Send a brief statement to VAERS where you specify the VAERS ID and unique ID to be recorded in Box 24.