Procedure Ref: DPD/PCD/00
Page: 1 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
1.
Aim, Objective or Purpose of the Procedure
1.1
Cambridge Regional College is an inclusive community that aims to welcome and
support learners with medical conditions.
1.2
Cambridge Regional College aims to provide all students who have medical
conditions the same opportunities as others at college. The college will help to ensure
learners can:
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Be healthy
Stay safe
Enjoy and achieve
Make a positive contribution
Achieve economic well being
2.0
Principles
2.1
All staff are confident in knowing what to do in an emergency.
3.0
Scope
3.1
Cambridge Regional College understands that certain medical conditions are serious
and can be potentially life threatening particularly if ill managed or misunderstood.
3.2
Key staff to receive training on the impact medical conditions can have on students.
4.0
The Procedure
4.1
All staff understand what to do in an emergency for the most
common serious medical conditions at Cambridge Regional College
4.2
CRC uses Risk Assessments to inform the appropriate staff (including agency staff
and support staff) of students in their care who may need emergency help.
4.3
All staff understand and are trained in the Colleges general emergency
procedures
Page 1
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 2 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
4.4
All staff should call 8888 in the event of an emergency.
4.5
Training is refreshed for all staff at least once a year.
4.6
If a student who is under 18 needs to be taken to hospital, a member of staff will
always accompany them and will stay with them until a parent arrives. The College
tries to ensure that the staff member will be one the student knows.
4.7
Staff are not to take students to hospital in their own car.
5.0
Cambridge Regional College has clear guidance on the administration of
medication at College
5.1
Administration – emergency medication
All students at CRC with medical conditions have easy access to their emergency
medication.
5.2
All students carry their emergency medication with them at all times, except if they
are controlled drugs as defined in the Misuse of Drugs Act 1971. This is also the
arrangement on any off-site or residential visits.
5.3
Students who do not carry and administer their own emergency medication know
where their medication is stored and understand the arrangements for a member of
staff (and a reserve member of staff) how to access it and to assist in helping them
take their medication safely.
5.4
All staff are aware that there is no legal or contractual duty for any member of staff
to administer medication or supervise a student taking medication unless they have
been specifically contracted to do so.
5.5
The Health & Welfare Manager has been specifically contracted to administer
medication.
5.6
Training is given to all staff members who agree to administer medication to
students, where specific training is needed.
Page 2
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 3 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
5.7
All college staff have been informed through training that they are required, under
common law duty of care, to act like any reasonably prudent parent in an emergency
situation. This may include taking action such as administering emergency
medication.
5.8
In some circumstances medication is only administered by an adult of the same
gender as the pupil, and preferably witnessed by a second adult.
5.9
If a trained member of staff, who is usually responsible for administering medication,
is not available CRC makes alternative arrangements for medication administration.
This is always addressed in the risk assessment for off-site activities.
5.10 If a student misuses medication, either their own or other students. These students
are subject to CRC's usual disciplinary procedures.
6.0
Cambridge Regional College has clear guidance on the storage of medication
at College
6.1
Safe storage – emergency medication
Students at CRC carry their own emergency medication securely on them at all times.
6.2
Safe storage – non-emergency medication
All non-emergency medication is kept in a secure place.
6.3
Medication that is stored at the College and is only accessible to those for whom it is
prescribed.
6.4
Safe storage – general
The Health & Welfare Manager ensures the correct storage of medication at college.
6.5
All controlled drugs are kept in a locked cupboard and only named staff have
access, even if students normally administer the medication themselves.
6.6
Three times a year the Health & Welfare Manager checks the expiry dates for all
medication stored at college.
Page 3
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 4 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
6.7
All medication is supplied and stored, in its original containers. All medication is
labeled with the student’s name, the name of the medication, expiry date and the
prescriber’s instructions for administration, including dose and frequency.
6.8
Some medication for students at CRC may need to be refrigerated. All refrigerated
medication is stored in an airtight container and is clearly labeled. Refrigerators
used for the storage of medication which is in a secure area in the Health Care
Centre.
6.9
All medication is sent home with students at the end of the college year. Medication
is not stored in College during the summer holidays.
7.0
Safe disposal
Students with medical conditions taking medication at CRC will be asked to take
home out-of-date medication.
7.1
Sharps boxes are used for the disposal of needles. All sharps boxes In CRC are
stored in a locked cupboard unless alternative safe and secure arrangements are
put in place on a case-by-case basis.
7.2
If a sharps box is needed on an off-site or residential visit, a named member of staff
is responsible for its safe storage and return to a local pharmacy or to college or
the student’s parent.
8.0
Cambridge Regional College has clear guidance about record keeping
8.1
Health Declarations;
All prospective students asked if they have any health conditions or health issues on
the health declaration form, which is filled out at the start of each college year.
8.2
Risk Assessments;
A risk assessment will be completed to record important details about individual
student’s medical needs at college, their triggers, signs, symptoms, medication and
other treatments.
Page 4
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 5 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
8.3
College Healthcare Declaration register;
Health Declarations are used to create a centralized register of students with
medical needs. The Health & Welfare Manager has responsibility for the register.
8.4
The College Nurse or Health and Welfare Department Manager follows up with the
parents/student any further details on a student’s Health declaration if required.
9.0
Ongoing communication and review of Risk Assessments
Risk assessments are updated if a young person has a medical emergency or if there
have been changes to their symptoms (getting better or worse), or their medication
and treatments change.
9.1
All student with a declared medical condition at CRC has a risk assessment discussed
and reviewed at least once a year.
9.2
Storage and access to Health Declarations and Risk Assessments
Students at CRC are provided with a copy of the student’s current Risk assessment.
9.3
Health Declarations are kept in a secure central location at college.
9.4
All members of staff who work with groups of students have access to the risk
assessments of students in their care.
9.5
When a member of staff is new to a student group, for example due to staff
absence, the college makes sure that they are made aware of (and have access to)
the risk assessment of students in their care.
9.6
CRC ensures that all staff protect student confidentiality
9.7
CRC seeks permission from the student/parents before sharing any medical
information with any other party, unless in an emergency such as when a student
takes part in a work experience placement.
Page 5
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 6 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
9.8
Health Declaration forms are used by CRC to:
 inform the appropriate staff and protocol tutors about the individual needs of a
student with a medical condition in their care
 identify common or important individual triggers for student with medical conditions
at college that bring on symptoms and can cause emergencies. CRC uses this
information to help reduce the impact of common triggers
 ensure that all medication stored at college is within the expiry date
 ensure CRC’s Emergency First Responders have a timely and accurate summary
of a student’s current medical management and healthcare in the event of an
emergency
10.
Consent to administer medicines
10.1
If a student requires regular/daily help in administering their medication then the
College outlines the agreement to administer this medication on the students
Risk Assessment.
10.2
Residential visits
Parents/carers are sent a residential visit form to be completed and returned to the
college shortly before their young person leaves for a residential or day visit. This
form requests up-to-date information about the student’s current condition and
their overall health. This provides essential and up-to-date information to relevant
staff and college supervisors to help the student manage their condition while they
are away. This includes information about medication not normally taken during
College hours.
10.3
CRC keeps an accurate record of each occasion an individual student is given or
supervised taking medication. Details of the supervising staff member, student,
dose, date and time are recorded.
10.4
All college staff who volunteer or who are contracted to administer medication are
provided with training by a healthcare professional. The college keeps a register of
staff that have had the relevant training.
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Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 7 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
11.0
Safeguarding learners at CRC
11 .1 All staff at CRC are aware of the potential social problems that students with
medical conditions may experience. Staff uses this knowledge to try to prevent and
deal with problems in accordance with the colleges anti-bullying and behavior
policies.
11.2 Staff use opportunities such as tutorial lessons to raise awareness of medical
conditions amongst students and to help create a positive social environment.
11.3
CRC ensures all classroom lecturers; teachers and sports personnel make
appropriate adjustments to sports, games and other activities to make physical
activity accessible to all students.
11.4
CRC ensures all classroom lecturers, teachers; tutors and sports personnel
understand that students should not be forced to take part in an activity if they feel
unwell.
11.5
CRC ensures all lecturers, teachers, tutors and school sports personnel are aware
of the potential triggers for students’ medical conditions when exercising and how to
minimize these triggers.
11.6
Teachers at CRC are aware of the potential for students with medical conditions to
have Special Educational Needs (SEN). Students with medical conditions who are
finding it difficult to keep up with their studies are referred to study support.
12.
Residential visits
Risk assessments are carried out by CRC prior to any out-of-college visit and
medical conditions are considered during this process. Factors CRC considers
include: how all students will be able to access the activities proposed how routine
and emergency medication will be stored and administered, and where help can be
obtained in an emergency.
12.1
Risk assessments are carried out before students start any work experience or offsite educational placement. It is CRC's responsibility to ensure that the placement is
suitable, including travel to and from the venue for the student. Permission is sought
from the student before any medical information is shared with an
employer or other education provider.
Page 7
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 8 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
12.2 The college reviews medical emergencies and incidents to see how they could have
been avoided. Appropriate changes to this college policy and procedures are
implemented after each review.
13.
Responsibilities
All staff at CRC have a responsibility to:
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be aware of the potential triggers, signs and symptoms of common medical
conditions and know what to do in an emergency
understand the colleges medical conditions procedure
know which students in their care have a risk assessment and be familiar with
the content
allow all students to have immediate access to their emergency medication
be aware of students with medical conditions who may be experiencing bullying
or need extra social support
ensure all students with medical conditions are not excluded unnecessarily from
activities they wish to take part in
The students at CRC have a responsibility to:
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
14.
know how to gain access to their medication in an emergency
know how to take their own medication and to take it when they need it
ensure a member of staff is called in an emergency situation
don’t share prescribed medication with other students
Monitoring Arrangements
The Health & Welfare Manager will monitor this procedure annually.
Page 8
Updated April 2012
Procedure Ref: DPD/PCD/00
Page: 9 of
Date: April 2011
Review Date: April 2012
Issue: 2
Approved SMT:
Procedure Document
Originator - Director of Employment & Skills
Author - Health & Welfare Manager
Associated Policy(s): Health & Safety Act
This Procedure applies to: All students
Date of Initial
Impact Assessment:
Date of most recent
Impact Assessment:
New
April 2012
Title: Chronic Medical Conditions Management Procedure
15.
Enquiries and Change Control
15.1 All enquiries relating to the content of this document should be directed to the Author.
15.2 This document will be subject to a yearly review by the Author.
16.
References
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Managing Medicines in Schools and Early Years Settings
Implementing the Disability Discrimination Act in Schools and Early Years Settings
Healthy Schools frameworks
Every Child Matters, Change for Children Including Me (DfES & Council for
Disabled Children)
17.
Outcomes of this Procedure supporting College Policies or Objectives and
methods of support of those Policies or Objectives
16.
Main Beneficiaries and Benefits
All students with chronic medical conditions
17.
Other Main Stakeholders
Document History
Date
Issue No Change/Comments
Page 9
Date
Approved
Approved by
Updated April 2012