Health Records

The Wellness Center has teamed up with CastleBranch, a secure, web-based platform for submission and management of student health and immunization records. As a Trocaire student, you will have access to CastleBranch’s document tracking system, which allows you to upload and manage all required health records.

Main Campus, Room 111
Phone: 716.827.2579 | Email:

As a major educator of healthcare professionals in the Buffalo-Niagara region, it is our duty to prioritize the health, safety, and well-being of Trocaire students, employees, and the community at large. Accommodations will be made for medical or religious reasons consistent with applicable federal and state law.

New York State Public Health Law 2165 requires all students attending New York State Colleges and Universities to show proof of immunity against measles, mumps, and rubella. Full-time and part-time students, registered for six (6) credit hours or more, must show proof of immunization. Persons born before January 1, 1957, are exempt from the requirement. In addition, students registering for six (6) or more credit hours must complete and return a Meningitis Response Form.

General Requirements for Registration:

Health Hold  is placed on all student accounts upon admission to Trocaire College. Students will not be able to register for classes until the following health and immunization records required by the College have been submitted.

  1. MMR Immunization or a positive titer report verifying immunity
  2. Meningococcal/ Meningitis Immunization Records or Signed Declination of the Immunization

Immunization Requirements for Students in Health Professional Programs:

Students enrolled in one of Trocaire’s health professional programs are asked to submit additional health and immunization records required of academic programs and clinical sites. To access a list of current requirements, please view your program’s current policy manual, which can be obtained through your program’s webpage. Your program specific package code for CastleBranch will also display your program-specific requirements.

For questions about immunization and health record requirements in health professional programs, please contact your clinical coordinator.

Submitting Health and Immunization Records through CastleBranch:

All students will receive information from the Wellness Center to activate their personalized CastleBranch account(s). To activate your account(s) and submit records, please follow the steps below:

  1. Activate your General Requirements Tracker by visiting and entering the package code provided to you by the Admissions or the Wellness Center.
  2. If you are in a health professions program, you will receive an additional package code specific to the program in which you are enrolled.
  3. Once your account(s) are activated, you may login using the username and password you created. Your personalized CastleBranch dashboard will display all of the health and immunization records you are required to submit.
  4. To submit a record, click on the name of each requirement. A drop-down menu will provide information on acceptable documentation.
  5. You may upload a file from your computer or tablet by clicking the “browse” button located next to Your Computer or Flash Drive OR you may re-upload items previously saved to CastleBranch by clicking “browse” next to My Documents.
  6. To fulfill each requirement, please upload appropriate document(s) into each requested category.
  7. You will know your requirements have been satisfied when you see a green flag next to each requirement that says, “complete.”

Please note: Your health and immunization records are reviewed by CastleBranch staff. Approval of documents may take up to 5 business days.

For assistance with accessing your CastleBranch package code(s), please contact the Wellness Center at or 716.827.2579

If you have questions about your CastleBranch account, please contact CastleBranch student support at 888.723.4263 or visit

Expired health and immunization records may prevent you from registering or attending clinical placements. Please make sure you check your email regularly and stay current on any notifications received from CastleBranch.

Proof of Immunity: MMR & Meningitis

Measles: Two doses of live measles vaccine given after 1967 and after 12 months of age, or physician documentation of mumps disease, or a blood test showing immunity. The second dose of live measles must be given no sooner than 30 days after the first shot.

Mumps: One dose of live mumps vaccine given after 1968 and after 12 months of age, or physician documentation of mumps disease, or a blood test showing immunity.

Rubella: One dose of live rubella vaccine given after 1968 and after 12 months of age, or a blood test showing immunity. (Physician documentation is not acceptable proof of immunity against rubella.)

Meningococcal/ Meningitis: A signed meningococcal/ meningitis response form indicating the date of the shot (must be dated within 5 years) or declination of the meningitis shot.

New York State Public Health Law 2167 requires colleges and universities to distribute information about the meningococcal meningitis disease and vaccination to all students. The college is required to keep a record of immunization within the past ten years, or an acknowledgment of the receipt of information about the disease risk, and refusal of the meningococcal meningitis immunization signed by the student.

Meningitis is rare. However, when it strikes, its flu-like symptoms make diagnosis difficult. If not treated early, meningitis can lead to swelling of the fluid surrounding the brain and spinal column, as well as severe and permanent disabilities, such as hearing loss, brain damage, seizures, limb amputation, and even death. Cases of meningitis among teens and young adults 15-24 years of age (the age of most college students) have more than doubled since 1991. The disease strikes about 3,000 Americans each year and claims about 300 lives. Between 100 and 125, meningitis cases occur on college campuses and as many as 15 students will die from the disease.

For additional information, please view the Meningococcal Fact Sheet, located below under Health Record Forms.

A vaccine is available that protects against four types of the bacteria that cause meningitis in the United States æ types A, C, Y and W-135. These types account for nearly two-thirds of meningitis cases among college students.

How Can I Obtain Copies of my Immunization Records?

Immunization records are typically available through your pediatrician’s office, your primary care physician’s office, previous colleges you have attended, your high school, and your health nurse in any health-related employment. It is important to remember that immunization records are not automatically forwarded to Trocaire College when you transfer. Due to medical confidentiality, you must request them to be forwarded separately from transcripts and other information.

If you would like to request Trocaire College to release previously submitted medical records to a different institution or an employer, please submit your completed Consent to Release Medical Information form to

Health Record Forms
Community Resources

WNY Healthcare:

Health Insurance Marketplace:

*Please note, this list does not encompass all resources available and is subject to change.  This list does not constitute or imply the endorsement, recommendation, or favoring of these agencies.

Contact Us

Samantha Batchev, BS
Health Records and Wellness Assistant
Phone: 716.827.2489
Fax: 716.825.0416