Administering Medication Policy

Policy details

• Date created - 05/09/2020
• Date reviewed - 05/09/2024
• Next review date - 05/09/2025
• Policy owner - Michelle Khambhaita

1. Introduction
2. Principles
3. Procedures and responsibilities for medication management
4. Training staff
5. Receiving, storing and disposing of medication
6. Administering medication
7. Medical devices
8. Individual Healthcare Plans (IHP)
9. Educational trips and visits
10. Medical emergencies
11. Monitoring and review

Introduction

This policy sets out a whole school approach to the care and management of pupils' medical conditions within our school community, in order for them to have full access to education and remain healthy.  This includes the safe storage and administration of pupils’ medication.

The school is committed to ensuring parents will feel confident in us providing effective support for their child’s medical condition, encourage self-responsibility and ability in the management of administering medication, and plan for effective response to possible emergencies. In line with the Statutory Framework, parents are asked to provide details of their child’s medical conditions on their Enrolment Form, which is submitted before starting Primary school.

For the purposes of this policy, “medication” is defined as any prescribed or over the counter medicine, including devices such as asthma inhalers and adrenaline auto-injectors (AAIs). “Prescription medication” is defined as any drug or device prescribed by a doctor. “Controlled drug” is defined as a drug around which there are strict legal controls due to the risk of dependence or addiction, e.g. morphine. 

Principles

• The underlying principles of this policy include:
• The establishment of effective risk management practices to minimise the risk to student, staff, parent and visitor where a medical condition exists
• Staff training and education to ensure effective emergency response to any medical situation. This policy applies to all members of the school community:

• School staff, including supply staff and students
• Parents/carers
• Volunteers

Procedures and responsibilities for administering medication

General

• Parents and staff will work together to develop individual Health Care Plans.
• The school will establish and maintain systems for effectively communicating a child’s healthcare plans to all relevant staff.
• Medication will be labelled and stored in a secure environment to reduce the risk of mistakes and mismanagement.
• Staff will be trained in first aid and anaphylaxis management, including awareness of triggers and first aid procedures to be followed in the event of an emergency.
• Children will be given age appropriate information about their medical conditions.

Roles and responsibilities  

The headteacher is responsible for:  

• The day-to-day implementation and management of this policy and relevant procedures.
• Ensuring that appropriate training is undertaken by staff members administering medication.  
• Ensuring that staff members understand the local emergency services’ cover arrangements and that the correct information is provided for the navigation system.
• Organising another appropriately trained individual to take over the role of administering medication in case of staff absence.  
• Ensuring that all necessary risk assessments are carried out regarding the administration of medication, including for school trips and external activities.

All staff are responsible for:

• Adhering to this policy and supporting pupils to do so.
• Carrying out their duties that arise from this policy fairly and consistently.

Parents are responsible for:

Keeping the school informed about any changes to their child’s health.

• Completing an administering medication parental consent form prior to them or their child bringing any medication into school.
• Discussing medication with their child prior to requesting that a staff member administers the medication.

It is both staff members’ and pupils’ responsibility to understand what action to take during a medical emergency, such as raising the alarm with the school nurse or other members of staff. This may include staff administering medication to the pupil involved.

Training staff

The headteacher will ensure that a sufficient number of staff are suitably trained in administering medication. All staff will undergo basic training on the administering of medication to ensure that, if exceptional circumstances arise where there is no designated administrator of medication available, pupils can still receive their medication from a trained member of staff. The headteacher will also ensure that a sufficient number of staff have been trained in administering medication in an emergency by a healthcare professional.  

Where it is a necessary or vital component of their job role, staff will undertake training on administering medication in line with this policy as part of their new starter induction.  

Staff will be advised not to agree to taking on the responsibility of administering medication until they have received appropriate training and can make an informed choice. The school will ensure that, as part of their training, staff members are informed that they cannot be required to administer medication to pupils, and that this is entirely voluntary, unless the supporting of pupils with medical conditions is central to their role within the school, e.g. the school nurse.

Training will also cover the appropriate procedures and courses of action with regard to the following exceptional situations:

• The timing of the medication’s administration is crucial to the health of the child
• Some technical or medical knowledge is required to administer the medication
• Intimate contact with the pupil is necessary

Staff members will be made aware that if they administer medication to a pupil, they take on a legal responsibility to do so correctly; therefore, staff will be encouraged not to administer medication in the above situations if they do not feel comfortable and confident in doing so, even if they have received training.

Training for administering AAIs

The school will arrange specialist training for staff on an annual basis where a pupil in the school has been diagnosed as being at risk of anaphylaxis. Designated staff members with suitable training and confidence in their ability to use AAIs will be appointed to administer this medication. As part of their training, all staff members will be made aware of:  

How to recognise the signs and symptoms of severe allergic reactions and anaphylaxis.

• Where to find AAIs in the case of an emergency.
• How to respond appropriately to a request for help from another member of staff.  
• How to recognise when emergency action is necessary.
• Who the designated staff members for administering AAIs are.
• How to administer an AAI safely and effectively in the event that there is a delay in response from the designated staff members.
• How to make appropriate records of allergic reactions.

There will be a sufficient number of staff who are trained in and consent to administering AAIs on site at all times.

Receiving, storing and disposing of medication

Receiving prescribed medication from parents

The parents of pupils who need medication administered at school will be sent an administering medication parental consent form to complete and sign; the signed consent form will be returned to the school and appropriately filed before staff can administer medication to pupils. A signed copy of the parental consent form will be kept with the pupil’s medication, and no medication will be administered if this consent form is not present. Consent obtained from parents will be renewed annually.

The school will only store and administer prescribed medication. The school will store a reasonable quantity of medication, e.g. a maximum of two weeks’ supply at any one time. Aspirin and paracetamol will not be administered unless the school has evidence that it has been prescribed by a doctor.

Parents will be advised to keep medication provided to the school in the original packaging, complete with instructions, as far as possible, particularly for liquid medications where transfer from the original bottle would result in the loss of some of the medication on the inside of the bottle. This does not apply to insulin, which can be stored in an insulin pen.  

Storing pupils’ medication

The school will ensure that all medications are kept appropriately, according to the product instructions, and are securely stored. Medication that may be required in emergency circumstances, e.g. asthma inhalers and AAIs, will be stored in a way that allows it to be readily accessible to pupils who may need it and can self-administer, and staff members who will need to administer them in emergency situations. All other medication will be stored in a place inaccessible to pupils, e.g. a locked cupboard.

The school will ensure that pupils know where their medication is at all times and are able to access them immediately, e.g. by ensuring that the identities of any key holders to the storage facilities are known by these pupils.

Medication stored in the school will be:

Kept in the original container alongside the instructions for use.

• Clearly labelled with:

• The pupil’s name.
• the name of the medication.
• The correct dosage.
• The frequency of administration.
• Any likely side effects.
• The expiry date.

• Stored alongside the accompanying administering medication parental consent form.

Medication that does not meet the above criteria will not be administered.

Disposing of pupils’ medication

The school will not store surplus or out-of-date medication. Where medication and/or its containers need to be returned to the pupils’ doctor or pharmacist, parents will be asked to collect these for this purpose.  

Needles and other sharps will be disposed of safely and securely, e.g. using a sharps disposal box.

Administering medication

Medication will only be administered at school if it would be detrimental to the pupil not to do so e.g. the pupil requires four doses a day. Only suitably qualified members of staff will administer controlled drugs. Staff will check the expiry date and maximum dosage of the medication being administered to the pupil each time it is administered, as well as when the previous dose was taken.  

Medication will be administered in a private, comfortable environment and, as far as possible, in the same room as the medication is stored; this will normally be the school office. The room will be equipped with the following provisions:

• Arrangements for increased privacy where intimate contact is necessary
• Facilities to enable staff members to wash their hands before and after administering medication, and to clean any equipment before and after use if necessary
• Available PPE for use where necessary

Before administering medication, the responsible member of staff should check:

• The pupil’s identity.
• That the school possesses written consent from a parent.
• That the medication name, dosage and instructions for use match the details on the consent form.
• That the name on the medication label is the name of the pupil being given the medication.
• That the medication to be given is within its expiry date.

That the pupil has not already been given the medication within the accepted frequency of dosage.

If there are any concerns surrounding giving medication to a pupil, the medication will not be administered and the school will consult with the pupil’s parent or a healthcare professional, documenting any action taken.

If a pupil cannot receive medication in the method supplied, e.g. a capsule cannot be swallowed, written instructions on how to administer the medication must be provided by the pupil’s parent, following advice from a healthcare professional.

Where appropriate, pupils will be encouraged to self-administer under the supervision of a staff member, provided that parental consent for this has been obtained. If a pupil refuses to take their medication, staff will not force them to do so, but will follow the procedure agreed upon in their IHPs, and parents will be informed so that alternative options can be considered.

The school will not be held responsible for any side effects that occur when medication is taken correctly.

Written records will be kept of all medication administered to pupils, including the date and time that medication was administered and the name of the staff member responsible. Records will be stored in accordance with the Records Management Policy.

Medical devices

Asthma inhalers

The school will allow pupils who are capable of carrying their own inhalers to do so, provided that parental consent for this has been obtained. The school will ensure that spare inhalers for pupils are kept safe and secure in preparation for the event that the original is misplaced, unavailable or not working.

AAIs

The school will allow pupils who are capable of carrying their own AAIs to do so, provided that parental consent for this has been obtained. The school will ensure that spare AAIs for pupils are kept safe and secure in preparation for the event that the original is misplaced, unavailable or not working.

Spare AAIs are not located more than five minutes away from where they may be required. The emergency AAIs can be found at the following locations:

• Staff room glass first aid cabinet
• Key stage 1 glass first aid cabinet

There will be a stock of AAIs, that are replenished when used, within locations where there is a greater risk of anaphylaxis occurring, e.g. the dining hall. The school will ensure that risk assessments regarding the use and storage of AAIs on the premises are conducted and upto-date.

Medical authorisation and parental consent will be obtained from all pupils believed to be at risk of anaphylaxis for the use of spare AAIs in emergency situations. The spare AAIs will not be used on pupils who are not at risk of anaphylaxis or where there is no parental consent. Where consent and authorisation has been obtained, this will be recorded in the pupil’s Individual Healthcare Plan (IHP).

Individual Healthcare Plans (IHP)

For pupils with chronic or long-term conditions and disabilities, an IHP will be developed in liaison with the pupil, their parent, the headteacher, the SENCO and any relevant medical professionals. When deciding what information should be recorded on an IHP, the following will be considered:

• The medical condition and its triggers, signs, symptoms and treatments  
• The pupil’s resulting needs, such as medication, including the correct dosage and possible side effects, medical equipment, and dietary requirements
• The specific support needed for the pupil’s educational, social and emotional needs
• The level of support needed and whether the pupil will be able to take responsibility for their own health needs
• The type of provision and training that is required, including whether staff can be expected to fulfil the support necessary as part of their role  Which staff members need to be aware of the pupil’s condition
• Arrangements for receiving parental consent to administer medication
• Separate arrangements which may be required for out-of-school trips and external activities  
• Which staff member can fulfil the role of being a designated, entrusted individual to whom confidentiality issues are raised
• What to do in an emergency, including whom to contact and contingency arrangements
• What is defined as an emergency, including the signs and symptoms that staff members should look out for

The Headteacher will ensure that IHPs are reviewed at least annually. IHPs will be routinely monitored throughout the year by a designated staff member.

Educational trips and visits

In the event of educational trips and visits which involve leaving the school premises, medication and medical devices will continue to be readily available to staff and pupils. This may include pupils carrying their medication themselves, where possible and appropriate, e.g. for asthma inhalers.

If the medication is of a type that should not be carried by pupils, e.g. capsules, or if pupils are very young or have complex needs that mean they cannot self-administer, the medication will be carried by a designated staff member for the duration of the trip or activity.

There will be at least one staff member who is trained to administer medication on every outof-school trip or visit which pupils with medical conditions will attend. Staff members will ensure that they are aware of any pupils who will need medication administered during the trip or visit, and will ensure that they know the correct procedure, e.g. timing and dosage, for administering their medication.

If the out-of-school trip or visit will be over an extended period of time, e.g. an overnight stay, a record will be kept of the frequency at which pupils need to take their medication, and any other information that may be relevant. This record will be kept by a designated trained staff member who is present on the trip and can manage the administration of medication.

All staff members, volunteers and other adults present on out-of-school trips and visits will be made aware of the actions to take in a medical emergency related to the specific medical needs and conditions of the pupil, e.g. what to do if an epileptic pupil has a seizure.

Medical emergencies

Medical emergencies will be handled in line with the First Aid Policy.  

For all emergency medication stored by the school, the school will ensure it is readily accessible to staff and the pupil who requires it, and is not locked away. For all emergency medication kept in the possession of a pupil, e.g. AAIs, the school will ensure that pupils are told to keep the appropriate instructions with the medication at all times. A spare copy of these instructions will be kept by the school in the school office.

Monitoring and review

Records of medication administered on the school premises, or on school trips and visits, will be monitored, and the information recorded will be used to improve school procedures.  

Staff members trained in administering medication will routinely recommend any improvements to the procedure. The school will also seek advice from any relevant healthcare professionals as deemed necessary. Any changes made to this policy will be communicated to the relevant stakeholders, including pupils whose medication is stored at school and their parents.