Hawaii Form 14 and School Physical Requirements for Grandparent Caregivers

The Health Paperwork Nobody Warns You About

Getting a child enrolled in a Hawaii public school isn't just about filling out the educational caregiver affidavit. For students entering school in Hawaiʻi for the first time, DOH requires health documentation by the first day of school. The Student Health Record (Form 14) must show a physical exam within one year before school entrance and that immunization requirements are met. If that record is not complete, DOH accepts a signed doctor statement or appointment slip showing a physical is scheduled and/or an immunization series has started and is waiting for the next dose. A completed TB clearance form is also required.

HIDOE lists a birth certificate for age verification; for foreign students, it accepts a student passport or visa.

Form 14: What It Takes

Form 14 must be completed and signed by a US-licensed physician (MD or DO), Advanced Practice Registered Nurse (APRN), or Physician Assistant (PA). It covers the physical examination findings and the child's immunization record.

Here's the challenge for kinship caregivers: if you don't know where the child's previous doctor was, or the child hasn't had a recent physical, you're starting from scratch. That means scheduling a new physical exam and bringing the child to get current on all shots.

Your medical caregiver consent affidavit (HRS § 577-28) gives you the authority to schedule the physical, authorize the exam, and consent to immunizations. The provider fills in the form. You don't need to be a legal guardian for this — the affidavit is sufficient.

When You Don't Have the Child's Medical Records

This is common in kinship care. The child arrived with nothing — no immunization card, no shot records, no record of their last physical. Here's what to do:

Check the Hawaii Immunization Registry (HIR): Your new pediatrician or the school health aide can access the state immunization registry, which tracks shots administered in Hawaii. If the child was previously vaccinated in the state, the records should be there.

Contact previous providers: If you know where the child's last doctor was — even roughly — the provider's office can send records to the new provider. Your HRS § 577-28 affidavit gives you authority to request the child's medical information.

Start fresh if needed: If no records are available, the provider can restart the immunization series. The child won't be over-vaccinated — providers follow established catch-up schedules and can run titer tests (blood tests checking immunity) to avoid unnecessary doses.

TB Clearance Form F

Hawaii requires tuberculosis clearance for every student. Form F documents either:

• A negative TB risk assessment (questionnaire-based screening)
• A negative TB infection test
• A positive TB test with a clear follow-up chest X-ray

The child's pediatrician or a community health center can complete the screening and the form during the same visit as the physical exam. Your medical affidavit covers this.

When Records Aren't Ready

DOH says students who have not met the health requirements by the first day of school cannot attend until they do. A signed doctor statement or appointment slip may satisfy the health-record option, but a completed TB clearance form is still required.

If your situation qualifies under the McKinney-Vento Homeless Assistance Act (the child moved in due to housing loss), the school must enroll the child immediately regardless of missing records, and the HIDOE Homeless Liaison will help you get the documents afterward.

Proof of Residency and Birth Certificate

Beyond health records, the school needs:

• Proof of the child's age: A certified birth certificate for age verification; HIDOE lists a student passport or visa as acceptable for foreign students. If the birth certificate is with the absent parent, you can order a certified copy from the Hawaii Department of Health Vital Records office (or the relevant state if the child was born elsewhere).

• Proof of your address: Utility bill, lease, or mortgage statement showing you live in the school's attendance zone. The caregiver affidavit also carries residency weight under HRS § 302A-482(f).

Our Hawaii School and Medical Consent Guide includes a document readiness checklist covering every item the school will ask for, a medical intake preparation sheet to bring to the child's first provider visit, and a timeline for managing school-health requirements.

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