WALLANDS COMMUNITY PRIMARY
SCHOOL
ADMINISTRATION OF MEDICINES
POLICY
Procedures for Staff, Parents/Carers
Based on guidance in the ESCC Administration of
Medicines Policy
Date Adopted – 18.03.15
Review Date – March 2018
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INTRODUCTION
The East Sussex County Council (ESCC) Administration of Medicines
Policy September 2014 states:
‘Under the requirements of the Special Educational Needs and Disability
Act, it is the responsibility of all schools to enable children to be in
school wherever possible.’
‘Under Parts 3 and 4 of the Disability Discrimination Act (DDA),
responsible bodies for schools must not discriminate against disabled
children in relation to the access to education and associated services,
including off-site visits, school clubs and activities. Reasonable
adjustments must be made for disabled children including those with
medical needs at different levels of school life, by schools detailed in
their policies and procedures.’
POLICY
This policy has been written in line with our responsibilities under The Children and
Families Act 2014, The SEN and Disability Act 2001, and The Disability
Discrimination Act 1985 and The East Sussex County Council (ESCC)
Administration of Medicines Policy September 2014. It also gives guidance for the
circumstances in which we will not provide for a need and the role that
parents/carers have in either case.
Most children will at some time have short-term medical needs, ie a course of
antibiotics, some children will have longer term needs and may require medicines for
longer, for example asthma or diabetes. We aim to enable all children to be in
school whenever possible, regardless of medical needs or disability, and we will
make appropriate and reasonable adjustments for all children, including those with
disability or complex needs.
We do ask, that in line with government guidelines, that children are not sent to
school unwell or infectious, and that they should remain at home. Children should
not return to school after diarrhoea or sickness for at least 48 hours after the last
episode.
1 The Aims of this Policy are:
a. To support regular attendance at school.
b. To ensure staff understand their roles and responsibilities in administering
medicines.
c. To ensure parents/carers understand their responsibilities to the school in
respect of their children’s medical needs
d. To ensure medicines are stored and administered safely
2 Prescription Medicines
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Staff will only administer a prescribed medicine where it would be detrimental
to a child’s health if the medicine were not administered during the school
day. Wherever possible, parents/carers should request from the Doctor
medicines to be taken outside of the school hours – ie 3 times per day rather
than 4.
Parents must complete the Administration of Medicines form before staff can
administer a medicine.
Medicines must be delivered directly to the school office and picked up at the
end of day by a responsible adult. Children are not allowed to bring
medicines in to school or collect at the end of day.
Only medicines prescribed by a Doctor, Dentist , Nurse or Pharmacist
prescriber will be accepted. The medicines must be provided in the original
container with child’s name and dosage and storage instructions, medicines
not in the original container cannot be accepted.
Staff can only administer the prescribed dose as on the packaging.
The appropriate dosage spoon or syringe must be included with all medicines.
Long term medication such as creams/lotions may only be used for a
maximum of 6 months.
Medicines administered at school will be recorded by the member of staff
giving the medicine and witnessed by another member of staff, at the time of
medication. These records will be kept in the school office.
3 Non-prescribed Medicines
 Guidelines state that non-prescriptive medicines for under 8s will not be given.
4 Informing parents/carers and other staff
Parents and staff will be made aware when any medication has been administered
during the day to ensure over-dosing does not occur. This will be done by:
 Recording the name, date, time, who administered and dose of medication on
the file.
 Giving the child a sticker complete with name, date, time, who administered
and dose of medication to wear for the day.
5 Controlled Drugs
Following a risk assessment, a child who has been prescribed a controlled drug may
legitimately have it in their possession. However, it is permissible for schools to look
after a controlled drug, where it is agreed that it will be administered to the child to
whom it has been prescribed. Misuse of a controlled drug, such as passing to
another child/young person for use is an offence. For this reason staff will follow the
procedures below:
 Administration of Medicines trained staff will administer any controlled drug to
a child for whom it has been prescribed and the prescribed instructions must
be followed.
 Controlled drugs will be kept in a locked non-portable container and only
named staff will be given access. A register of types and quantities stored will
be kept for audit and safety purposes.
 As with other prescribed medicines, when administering controlled drugs, two
members of staff will sign the record of administration form. The first signature
is by the person administering and the second signature is by the person who
has witnessed the whole procedure.
 When a controlled drug is no longer required or expired, it will be returned to
the parent who will arrange safe disposal via the local pharmacy.
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6 Administering Medication – general guidelines
 All medicines (apart from inhalers and adrenalin pens) will be kept in a
lockable cabinet or locked container in the fridge.
 A child/young person under the age of 16 will not be given any medication
without parental consent.
 All prescribed medicines that are to be administered will be accompanied by
written instructions from the healthcare professional, specifying the
medication involved, circumstances under which it should be administered;
frequency and levels of dosage and an Administration of Medicines form
completed by the parent/carer.
 A new form should be completed each time there is a variation in the pattern
of dosage. If necessary, the healthcare professional can assist with the
completion of the form.
 Children should never carry medicine to and from school. A responsible adult
must hand medicine to the school office and pick up at the end of day.
Medicines will not be given to a child to take home.
 Medication should only be given to the named child. Medicine is the property
of the person for whom it is prescribed. Children must not be given medication
which has been prescribed for another child/young person.
 Parents are responsible for ensuring that there is sufficient medication to be
used in school and that it has not passed its expiry date.
 Where there is any doubt about the correct dosage to be administered, advice
must be obtained from the child’s healthcare professional before it is
administered.
 Only one member of staff at any one time should administer medicines (to
avoid the risk of double dosing).
 Staff will be relieved of other duties whilst preparing or administering doses to
avoid the risk of interruption before the procedure is completed.
 Staff will follow the Six Rights of Administration:
o Right child
o Right medicine
o Right dose
o Right time
o Right route
o Right to refuse
 When administering medication, staff must complete and sign a record of
administration.
 Any member of staff responsible for giving medication must check:
o Consent provided by parents
o Details on the medicine label
o Correct child/young person's name
o Prescribed dose
o Expiry date
o Check that all children due to receive medication at a certain time have
done so.
7 Other forms of treatment
Some children/young people require types of treatment which school staff may feel
reluctant for professional or other reasons to provide, for example, the administration
of rectal diazepam. At Wallands School these procedures will be carried out only
with the approval of the head teacher and in accordance with instructions issued by
the relevant healthcare professional. The following measures will be followed.
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Training in invasive procedures will be conducted, provided by healthcare
professionals or appropriately accredited persons.
A consent form (available from the school office) must be completed by the
child’s Paediatrician.
For the protection of both staff and child, a second willing member of staff
must be present while the more intimate procedures, are being followed.
Appropriate personal protective clothing, e.g. gloves, must be worn during the
administration of medicines/catheterisation procedure, etc.
It is essential that where a child has conditions which may require rapid
intervention, all staff are able to recognise the onset of the condition and take
appropriate action. Training and advice on recognition of symptoms can
usually be offered by the healthcare professionals.
Wallands school will devise an emergency action plan for such situations after
liaising with healthcare professionals, etc. This has implications for school
trips, educational visits and other out of school activities. Planning should take
into account access to a telephone in an emergency, which might involve the
use of mobile phones, in order to summon medical assistance or an
Ambulance.
8 Roles and Responsibilities of Staff
 The Head Teacher will ensure that all staff are made aware of the school
policy on Administration of Medicines Policy.
 The following staff have responsibility for Administration of Medicines and are
expected to do what is reasonable and practical to support the inclusion of all
pupils, including administering medicines or supervising children in selfadministration:
 Maddy Corn, Jackie Nesbitt, Louisa Kemp, Lisa Joseph, Lorna Coppin and
Marian Newman have all attended Administration of Medicines training.
 Staff will ensure that all medicines are stored in the First Aid room, securely in
the first aid cabinet or in a locked container inside the fridge. Access is for
trained staff only. School staff must be vigilant and prevent children from
having access to medicines.
 School staff will not make changes to doses on parental instructions. School
staff will not dispose of medicines. Medicines, which are in use and in date,
should be collected by the parent/carer at the end of each term. Date expired
medicines or those no longer required for treatment will be returned
immediately to the parent/carer for transfer to a community pharmacist for
safe disposal.
 Asthma reliever inhalers are kept in the medical room cupboard.
 Children requiring adrenalin pens must have two in school at all times; one is
kept in the teachers cupboard in a marked container and the second is kept in
the main office.
 Staff complete the Record of Medicine Administered to Child form which is
kept in the first aid room every time medicine is administered in school time;
 A note of children with known medical conditions and allergies (including their
pictures) is discreetly displayed in the child’s classroom, and in all communal
rooms, offices and any other areas of the school where children may be.
 All staff to receive annual adrenalin pen training.
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Parent/Carer Responsibilities
 Where possible, parents/carers will administer medicines to their children
themselves out of school hours. Where this is not possible, parents must
ensure that the school is accurately advised about the medication, dose and
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administration. Parents must complete the Administration of Medicines form
kept in the main office, before a medicine can be administered by trained
staff.
Primary school children may be able to manage their own medication, under
adult supervision but, only with parental agreement given through the
appropriate paperwork as above.
Parents /carers are responsible for ensuring that all medication kept in school
e.g. asthma pumps and adrenalin pens are kept up to date;
Parents/ carers are responsible for delivering and collecting medicines to and
from school at the beginning and end of the school day.
Parents/carers are responsible for collecting long term medicines at the end of
each term.
Parents are responsible for notifying the school if there is a change in
circumstances e.g. if a child is deemed to be no longer asthmatic.
10 Confidentiality of Child’s Medical Needs
All medical conditions are treated with confidentiality by the head teacher and school
staff, the head teacher should agree with the parent/carer and child who else should
have access to the records, etc about a child. If information is withheld from staff
they should not generally be held responsible if they act incorrectly in giving medical
assistance but otherwise in good faith.
11 Refusal of Medicine
The safety of the staff administering medicine is of paramount importance, and
therefore if a child refuses to take medicine we will not force them to do so. Similarly
if it is apparent to the person administering the medicine at any point either before or
during the administration procedure that there is any risk to them or any other person
(for example due to the child’s behaviour) then the medicine should not be
administered. A note will be made of the circumstances in the appropriate record and
the parents/carers contacted. If refusal to take medicines results in an emergency
then our emergency procedures will be followed.
12 Dressings
Occasionally a child will be present in school with a medical dressing for an injury
sustained out of school hours. Parents should be aware that if this dressing was
applied by a parent or carer and needs re-dressing during the school day the First
Aid staff will deal with this. However, in the case of dressings applied by a hospital
or health professional, school staff are not qualified to re-dress such a wound. In this
case, staff will telephone the parent/carer and request that they arrange for the
wound to be redressed professionally.
13 Long-term and Complex Needs
Where a child has significant or complex health needs, parents/carers should give
full details on entry to school or as the child first develops a medical need. Schools
do not need to wait for a formal diagnosis before providing support to a child. Where
appropriate, a health care plan may be put in place involving the parents/carers and
relevant health care professionals.
These care plans will be shared with all relevant staff.
The health care plan should include:
 Details of a child's condition.
 Special requirements, e.g. dietary needs.
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Medication, dosage and any side effects.
What constitutes an emergency for this child.
What to do and who to contact in an emergency.
What not to do in an emergency.
Procedures to be followed when transporting the child (e.g. off-site visits or
home to school/setting transport)
Information sharing and record keeping.
The role the staff can play.
The school office can provide a template for compiling a health care plan. The school
may contact the healthcare professional for advice on nursing matters and for help
liaising between the school and the parents/carers on any specific health matters
that need to be discussed. Healthcare professionals can offer support to children
(and their families) suffering from certain conditions.
14 Safe Storage of Medicines
The school is responsible for ensuring all medicines are stored safely as follows:
 Medicines are stored in the supplied container, clearly marked with the
prescribers label stating the child’s name, dose and frequency of
administration.
 Medicines are stored safely in the first aid room either in the locked cabinet,
key is above cabinet (out of the reach of children).
 Asthma inhalers are kept in the cupboard in medical room in named boxes.
 Adrenalin pens will be stored safely in the cupboard in the medical room and
not locked away. There will be two for each child, one kept in a marked first
aid bag in teacher’s room. The second in the medical room cupboard.
 Where medicines need to be refrigerated, they will be kept in a locked
contained inside the fridge in the staff room.
 School staff must be vigilant and prevent children from having access to
medicines in the fridge.
 The classroom medication is taken out to the playground at break and
lunchtimes and for class PE lessons.
15 Managing Medicines on School Trips
 In line with our SEN policy we will make reasonable adjustments to enable
children with medical needs to participate fully and safely on visits.
 Any risk assessments undertaken will allow for such children and will consider
additional control measures eg additional adult to accompany individual child.
 Staff supervising excursions will be aware of any medical needs, and relevant
emergency procedures. The Health Care Plan will be updated with any
specific information required for the visit/activity and a copy will be taken on
the trip.
 Consultation will be made with the activity/venue provider (where relevant)
regarding any specific requirements for a child’s medical needs.
 If staff are concerned about whether they can provide for a child’s safety, or
the safety of other children on a visit, they will seek parental views and
medical advice from the school health service or the child’s Doctor.
 On school visits the first aider is responsible for taking the first aid kit and
classroom medicines with them. They will have relevant and current training
to administer medicines (First Aid qualification is not sufficient).
 When medication is taken out of school it is signed out and then signed back
in on return to school using the book kept in the medical room.
 Relevant paperwork will be taken to record any medication administered.
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Where a child administers their own medication, a risk assessment will be
carried out to assess if this will be appropriate whilst off site and where
agreed, parental consent provided.
16 Sporting Activities
 Most children with medical conditions can participate in physical activities and
sport with appropriate adjustments made if necessary. Any restrictions on a
child’s ability to participate in PE should be recorded in their individual health
care plan. The school is aware of issues of privacy and dignity for children
with particular needs;
 Some children may need to take precautionary measures before or during
exercise, and may also need to be allowed immediate access to their
medicines such as asthma inhalers.
 The classroom medication is taken out for class PE lessons.
17 Arrangements after Absence or Mid-Year Admission to the School
When children join the school mid phase, or are being reintegrated after an absence,
the school will:
 Assess any changes to an existing pupil’s needs and any subsequent training
and support requirements for staff
 Ensure arrangements are in place by the start or return date (if at the
beginning of a term) or within two weeks of a new diagnosis or of a child
moving school or returning mid-term.
18 Communication
This policy will be made available to parents electronically via the school website. A
summary is in the Staff Handbook and School Prospectus. A copy is also kept on the
Staff area of the school computer network.
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