Pupils with Medical Conditions Translation - Our Lady Immaculate Catholic Primary School

Supporting children and
young people with
Medical Conditions in
school
Policy and Implementation Guidance
DATE FINALISED – 25th November 2021
DATE TO BE REVIEWED – Autumn 2023
While every care has been taken in the compilation of this policy, SIL cannot
accept responsibility for any inaccuracies or changes since compilation, or for
consequential loss arising from such changes or inaccuracies, or for any other loss,
direct or consequential, arising in connection with information in the guidance.
This policy advice has been coproduced with Mersey Care NHS Foundation Trust,
Liverpool Community Services Division.

Contents

Page

Policy statement 3
Policy 4
Legislation and guidance 17
Annexes to support the policy and implementation 18

Policy statement
The Supporting children and young people with Medical Conditions in school Policy will
provide guidance to ensure;
• That the school meets its statutory responsibilities to manage medicines and
medical conditions in line with Government guidance ‘Supporting pupils at school
with Medical conditions’ and the ‘Special Educational Needs and Disability code of
practice: 0-25 years’.
• That the school implements inclusive practices to support children and young
people with medical conditions.
• That the school aims to provide all pupils with all medical conditions the same
opportunities as others at school.
Covid -19
All plans, processes and procedures will be followed in line with any current government
guidance relating to Covid-19. Consequently, all staff must have a working understanding of
the current guidance and leaders must ensure that they update policies, procedures and
plans accordingly. Advice should be sought from relevant health services and professionals
where appropriate.
The school will ensure the implementation of the Supporting Medical
Conditions in school Policy to meet the following values and principles:
• all children/young people and staff are healthy and stay safe
• parents, children and young people feel secure and confident in the school’s ability
to support their child.
• pupils make a positive contribution and get to experience a wide and varied
curriculum and experiences.
• ensure all staff understand their duty of care to safeguard children and young people
in all aspects of their needs and especially within the event of an emergency.
• ensure all staff are appropriately trained, competent and confident in knowing what
to do in an emergency.
• develop the schools understanding that certain medical conditions are serious and
can be potentially life threatening, particularly if ill managed or misunderstood.
• that the school understands the importance of medication being taken as
prescribed.
• all staff understand common medical conditions that affect children/young people at
our school. Our staff receive training on the impact medical conditions can have on
children/young people from specialist medical staff.
The schools Governing body names Mrs Catherine Sergeant to be responsible ensuring this
policy is fully implemented and monitored regularly.
3
Policy
1. The school is an inclusive community that aims to support and welcome all
children and young people including those with medical conditions
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
The governing body understand that it has a responsibility to make arrangements
for supporting pupils with medical conditions who currently attend and to those who
may attend in the future.
Pupils with medical conditions are encouraged to take control of their condition.
Pupils feel confident in the support they receive from the school to help them do
this.
The school ensures to provide all children with all medical conditions the same
opportunities at school.
The school aims to include all pupils with medical conditions in all school activities.
The school ensures all staff (Teaching and Support) understand their duty of care to
children and young people in the event of an emergency.
Parents of pupils with medical conditions feel secure in the care their children
receive both in the transportation, school and on educational visits.
All staff are confident in knowing what to do in an emergency and receive regular
training to do so.
There is knowledge that certain medical conditions are serious and can be
potentially life-threatening.
All staff understand the common medical conditions1 that can affect all
children/young people in school. Staff receive training on the impact this can have
on pupils.
2. All staff have a sound knowledge, understand their role and are trained to
a level that fulfills and informs them in what to do to support children/young
people with the most common serious medical conditions found at the
school and how to uphold the policy
i.
ii.
All staff at the school are aware of the most common serious medical conditions
which they may come across when children are in their care.
Staff understand their duty of care to pupils in the event of an emergency. In an
emergency situation school staff are required under common law duty of care to act
like any reasonably prudent parent. This may include administering medication.
1Common medical conditions include Asthma, Epilepsy, Diabetes and Anaphylaxis
4
iii.
All staff that work directly with pupils receive training and know what to do in an
emergency for the pupils in their care with medical conditions.
iv.
v.
vi.
vii.
viii.
Training is refreshed for all staff as appropriate and should be referred to the
child/young person’s Individual Healthcare Plan.
Action for staff to take in an emergency for the common serious conditions at the
school is displayed in prominent locations for all staff including classrooms, kitchens
and the staff room.
The school uses the child/young person’s Individual Healthcare Plan to inform the
appropriate staff (including supply teachers and support staff) of pupils in their care
who may need emergency help.
The school has procedures in place so that the most up to date/single master copy of
the child/young person’s Individual Healthcare Plan is sent to the emergency care
setting with the pupil. On occasions when this is not possible, the form is sent (or the
information on it is communicated) to the hospital as soon as possible.
The school have plans in place to cover staff absence and sickness.
The following roles and responsibilities are recommended practice within the policy. These
roles are understood and communicated regularly.
Governing Body
The school’s Governing body has a responsibility to:
• uphold the Equality Act 2010 and make any reasonable adjustments.
• ensure that arrangements are in place to support pupils with medical conditions
(plans and suitable accommodation). In doing so they should ensure that such
children can access and enjoy the same opportunities at school as any other child.
• consider that many of the medical conditions that require support at school will
affect quality of life and may be life-threatening and therefore focuses on the needs
of the individual child/young person.
• make sure the supporting medical conditions in school policy is effectively
implemented, monitored and evaluated and updated in line with the school policy
review timeline.
• ensure all parents are fully aware and understand their responsibilities (use Annex
H).
Head teacher
The school’s head teacher has a responsibility to:
• ensure the school puts the policy into practice and develop detailed procedures.
• liaise between interested parties including child/young people, school staff, SENCO,
5
pastoral support staff, teaching assistants, school nurses, parents, governors, the
school health service, the Local Authority and local emergency care services and seek
advice when necessary.
• ensure every aspect of the policy are maintained even if they are not the governing
bodies nominated staff member.
• ensure that information held by the school is accurate and up to date and that there
are good information sharing systems in place using child/young person’s Individual
Healthcare Plans.
• ensure child/young person’s confidentiality.
• assess quality assured training and support the development needs of staff and
arrange for them to be met via formally commissioned arrangements.
• ensure all supply teachers and new staff know the medical conditions policy.
• delegate a staff member to check the expiry date of medicines kept at school and
maintain the school medical register.
• monitor and review the policy at least once a year, with input from child/young
people, parents, staff and external stakeholders and update according to review
recommendations and recent local and national guidance and legislation.
• report back to all key stakeholders about implementation of the policy.
• In partnership with the parent have joint responsibility for the safe travel of the
child/young person.
• provide staff to cover absence.
All School Staff
All staff at the school have a responsibility to:
• be aware of the potential triggers, signs and symptoms of common medical
conditions and know what to do in an emergency by receiving whole school
awareness training.
• be aware that medical conditions can affect a child/young person’s learning and
provide extra help when child/young people need it.
• understand the policy and how this impact on children and young person’s
education.
• know which child/young people in their care have a medical condition and be
familiar with the content of the child/young person’s Individual Healthcare Plan.
• allow all child/young people to have immediate access to their emergency
medication.
• maintain effective communication with parents including informing them if their
child has been unwell at school.
• ensure child/young people who carry their medication with them have it when they
go on a school visit or out of the classroom.
• be aware of child/young people with medical conditions who may be experiencing
bullying or need extra social support.
• understand the common medical conditions and the impact it can have on
child/young people.
• ensure all child/young people with medical conditions are not excluded
unnecessarily from activities they wish to take part in.
• ensure child/young people have the appropriate medication or food with them
during any exercise and are allowed to take it when needed.
6
First Aider
First aiders at the school have a responsibility to:
• give immediate help to casualties with common injuries or illnesses and those arising
from specific hazards with the school.
• when necessary ensure that an ambulance or other professional medical help is
called.
Special Educational Needs Coordinators (SENCO)
The SENCO at the school has responsibility to:
• help update the school’s medical condition policy.
• know which child/young people have a medical condition and which have special
educational needs because of their condition.
• be the key member or liaise with other staff to ensure child/young people with
medical conditions continue to make expected progress.
• ensure teachers make the necessary arrangements and make reasonable
adjustments if a child/young person needs special consideration or access
arrangements in exams or course work.
Pastoral support staff
The pastoral support staff at the school has the responsibility to:
• help update the school’s medical conditions policy.
• know which child/young people have a medical condition and which have special
educational needs because of their condition.
• Monitor children/young people’s attendance and punctuality and consider additional
support and planning with the SENCO.
• ensure all child/young people with medical conditions are not excluded
unnecessarily from activities they wish to take part in.
Transport staff
The transport staff working with the child/young person and their family has
a responsibility to:
• to have up to date knowledge of conditions and symptoms and receive quality
assured training.
• inform the LAs Transport Team when annual leave is planned through their line
manager.
• use transport healthcare plans for children/young people with life-threatening
conditions.
Health Services
The school nurse and others from the local Health Community and services
7
who work with the school have a responsibility to:
• co-operate with schools to support children/young people with a medical condition.
• be aware of the needs and training the school staff need in managing the most
common medical conditions at school.
• provide information about where the school can access other specialist training or
alternative provide training if this has been locally developed.
School nurses do not keep a record of the training needs, competency sign off or review
dates. This would be the responsibility of the school
Other healthcare professionals, including GPs and pediatricians have
responsibility to:
• notify the school nurse when a child has been identified as having a medical
condition that will require support at school.
• provide advice on developing healthcare plans.
• consider that Specialist local health teams may be able to provide support in schools
for children with particular conditions (e.g. asthma, diabetes, epilepsy).
Parents/Carers
The parents of a child/young person at the school have a responsibility to:
• tell the school if their child has a medical condition.
• ensure the school has a complete and up-to-date Healthcare Plan for their child.
• inform the school about the medication their child requires during school hours.
• inform the school of any medication their child requires while taking part in
educational visits or residential visits, especially when these include overnight stays.
• tell the school about any changes to their child’s medication, what they take, when,
and how much.
• inform the school of any changes to their child’s condition.
• ensure their child’s medication and medical devices are labelled with their child’s full
name and date of birth and a spare is provided with the same information.
• ensure that their child’s medication is within expiry dates.
• inform the school if your child is feeling unwell.
• ensure their child catches up on any school work they have missed.
• ensure their child has regular reviews about their condition with their doctor or
specialist healthcare professional and information that will require the school to
support your child is passed on to them.
• ensure their child has a written care/self-management plan from their doctor or
specialist healthcare professional to help their child manage their condition.
3. All staff understand and trained in the school’s general
emergency procedures
i.
The school has a general Health and Safety Policy that includes risk assessments and
8
ii.
have arrangements in place to deal with emergencies.
All staff know what action to take in the event of a medical emergency. This includes:
• how to contact emergency services and what information to give (use Annex
F)
• who to contact within the school.
iii.
iv.
v.
Action to take in a general medical emergency is displayed in prominent locations for
staff. These include classrooms, the staff room, food preparation areas and sporting
facilities.
If a child/young person needs to be taken to hospital, a member of staff will always
accompany them and will stay with them until a parent arrives. The school tries to
ensure that the staff member will be one the child knows.
Staff should not take child/young people to hospital in their own car it is safer to call
an ambulance
4. The school has clear guidance on the administration of
medication at school and what is deemed as unacceptable practice
Administration – general
i.
ii.
iii.
iv.
v.
vi.
vii.
The school understands the importance of medication being taken as prescribed.
All staff are aware that there is no legal or contractual duty for any member of staff
to administer medication or supervise a child/young person taking medication unless
they have been specifically contracted to do so.
All use of medication defined as a controlled drug, even if the child/young person
can administer the medication themselves, is done under the supervision of a named
member of staff at this school.
There are several members of staff at this school who have been specifically
contracted to administer medication and received the relevant training from
healthcare professionals.
If a trained member of staff, who is usually responsible for administering medication,
is not available the school makes alternative arrangements to continue to provide
this support.
For medication where no specific training is necessary, any member of staff may
administer prescribed and non-prescribed medication to children/young people
under the age of 16, but only with the written consent of their parent. (use of Annex
B)
Training is given to all staff members who agree to administer medication to pupils,
where specific training is needed. The local authority provides full indemnity.
9
viii.
Parents at this school understand that if their child’s medication changes or is
discontinued, or the dose or administration method changes, that they should notify
the school immediately.
ix.
x.
If a child/young person at this school refuses their medication, staff should not force
them and record this and follow procedures set out in the Individual Healthcare Plan.
Parents are informed as soon as possible.
If a child/young person misuses medication, either their own or another child/young
person s, their parents are informed as soon as possible. These child/young person
are subject to the school’s usual disciplinary procedures.
Administration – Emergency Medication
I.
II.
III.
IV.
All child/young person with medical conditions has easy access to their medication.
All child/young people are encouraged to carry and administer their own emergency
medication, only when their parents and health professionals determine they are
able to begin taking responsibility. All child/young people carry their 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.
A child/young person who does not carry and administer their own medication know
where their medication is stored and how to access it.
Children/young people who do not carry and administer their own medication
understand the arrangements for a member of staff (and the secondary member of
staff) to assist in helping them take their medication safely.
Unacceptable Practice
I.
The school uses its discretion and professional judgment on individual cases but
it is not generally acceptable practice to:
• prevent a child/young person from easily accessing their medication or
inhalers when or where necessary.
• assume that every child with the same condition requires similar or the same
support.
• ignore the views of the child/young person and their parents
• send children/young people home frequently or prevent them from staying
for school activities.
• send a child unaccompanied to the school office or medical room if they
become ill.
• penalize their attendance records if their absences are related to their
medical condition e.g. hospital appointments.
• prevent pupils from drinking, eating or taking toilet or other breaks in order
to effectively mange their own medical condition.
• require parents or make them feel obliged to attend school to administer
medication or provide medical support.
• prevent or create unnecessary barriers to children participating in any aspect
10
of their educational experience, this includes school visits, e.g. requiring the
parents to accompany the child.
5. The school has clear guidance keeping clear and up to date
records which supports the planning and access to school
Administration/Admission forms
i.
Parents at this school are asked if their child has any health conditions or health
issues on the admission form, which is filled out at the start of each school year.
Parents of new pupils starting at other times during the year are also asked to
provide this information on admission forms.
School Medical register
I.
II.
Individual Healthcare Plans are one document that is used to create a Medical
register of pupils with medical needs, not all children/young people with medical
conditions will need an individual plan. An identified member of staff has
responsibility for the medical register at school.
The identified member of staff has responsibility for the medical register and follows
up with the parents any further details on a child/young person’s Individual
Healthcare Plan required or if permission for administration of medication is unclear
or incomplete.
Individual Healthcare Plans
Drawing up Individual Healthcare Plans
I.
II.
III.
IV.
An individual Healthcare plan may be initiated by a member of school staff, plans
should be drawn up with the input of healthcare professionals e.g. Specialist Nurse,
parents and the child.
As a sign of good practice the school will use Individual Healthcare Plans to record
important details about individual children’s medical needs at school, their triggers,
signs, symptoms, medication and other treatments and used to identify the level
support they need. Further documentation can be attached to the Individual
Healthcare Plan if required (use of Annex A).
An Individual Healthcare Plan, accompanied by an explanation of why and how it is
used, is sent to all parents of pupils with a long-term medical condition. This is sent:
a. at the start of the school year
b. at admission
c. when a diagnosis is first communicated to the school.
If a child/young person has a short-term medical condition that requires medication
during school hours, a medication form plus explanation is sent to the pupil’s parents
11
to complete (use of Annex D to monitor).
Ongoing communication and review of the Individual Healthcare Plan
I.
II.
III.
IV.
Parents at this school are regularly reminded to update their child’s Individual
Healthcare Plan if their child has a medical emergency or if there have been changes
to their symptoms (getting better or worse), or their medication, treatments or
conditions change.
Staff at this school use opportunities to invite parents to review and check that
information held by the school on a child/young person’s condition is accurate and
up to date. (use of Annex F)
Every child/young person with an Individual Healthcare Plan at this school has their
plan discussed and reviewed at least once a year.
Where the child has SEND, the Individual Healthcare Plan should be as part of the
graduated approach of Assess, Plan, Do, Review and/or linked to their statement or
Education Health and Care Plan if they have one.
Storage and access to Individual Healthcare Plans
I.
II.
III.
IV.
V.
VI.
The school ensures that all staff protect confidentiality.
Individual Healthcare Plans are kept in a secure central location at school or attached
as linked documents using the schools computer system.
Apart from the central copy, specified members of staff (agreed by the pupil and
parents) securely hold copies of Individual Healthcare Plans. These copies are
updated at the same time as the central copy.
All members of staff who work with groups of children/young people will access the
Individual Healthcare Plans to provide support with their planning of teaching and
learning.
When a member of staff is new to a pupil group, for example due to staff absence,
the school makes sure that they are made aware of (and have access to) the
Individual Healthcare Plans of children/young people in their care.
The school seeks permission from parents to allow the Individual Healthcare Plan to
be sent ahead to emergency care staff, should an emergency happen during school
hours or at a school activity outside the normal school day. This permission is
included on the Individual Healthcare Plan.
Use of an Individual Healthcare Plan
I.
Individual Healthcare Plans are used by the school to:
• inform the appropriate staff and supply teachers about the individual needs
of children/young people with a medical condition in their care
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• remind children/young people with medical conditions to take their
medication when they need to and, if appropriate, remind them to keep their
emergency medication with them at all times
• identify common or important individual triggers for children/young people
with medical conditions at school that bring on symptoms and can cause
emergencies. The school uses this information to help reduce the impact of
common triggers
• ensure that all medication stored at school is within the expiry date
• ensure this school’s local emergency care services have a timely and accurate
summary of a pupil’s current medical management and healthcare in the
event of an emergency
• remind parents of a child/young person with medical conditions to ensure
that any medication kept at school for their child is within its expiry dates.
This includes spare medication.
Consent To Administer Medicines
I.
II.
III.
If a child/young person requires regular prescribed or non-prescribed medication at
school, parents are asked to provide consent on their child’s Individual Healthcare
Plan giving the pupil or staff permission to administer medication on a regular/daily
basis, if required. A separate form is sent to parents for pupils taking short courses of
medication.
All parents of children/young people with a medical condition who may require
medication in an emergency are asked to provide consent on the Individual
Healthcare Plan for staff to administer medication.
If a child/young person requires regular/daily help in administering their medication
then the school outlines the school’s agreement to administer this medication on the
Individual Healthcare Plan. The school and parents keep a copy of this agreement.
(use of Annex B)
Off-site, Sporting Activities and Residential visits
I.
II.
Parents are sent a residential visit form to be completed and returned to school
shortly before their child leaves for an overnight or extended day visit. This form
requests up-to-date information about the child/young person’s current condition
and their overall health. This provides essential and up-to-date information to
relevant staff and school supervisors to help children/young people manage their
condition while they are away. This includes information about medication not
normally taken during school hours.
When attending a residential visit or off-site activity (including sporting events) the
lead staff member will have copies of all visit paperwork including risk assessments
for children/young people where medication is required. A copy of the Individual
Healthcare Plan’s will accompany the child/young person if necessary and reference
should be made to any medical conditions in the planning and risk assessment prior
to the visit taking place.
13
III.
All parents of a child/young person with a medical condition attending a off-site
activity or overnight residential are asked for written consent, giving staff permission
to administer medication if required and an individual Healthcare plan has not been
drawn up.
IV.
The residential visit form also details what medication and what dose the pupil is
currently taking at different times of the day. It helps to provide up-to-date
information to relevant staff and supervisors to help the pupil manage their
condition while they are away.
Other Record Keeping
I.
II.
III.
The school keeps an accurate record of each occasion an individual pupil is given or
supervised taking medication. Details of the supervising staff member, pupil, dose,
date and time are recorded. If a pupil refuses to have medication administered, this
is also recorded and parents are informed as soon as possible (use of Annex C).
The school holds training on common medical conditions once a year. A log of the
medical condition training is kept by the school and reviewed every 12 months to
ensure all new staff receive training.
All school staff who volunteer or who are contracted to administer medication are
provided with training by a healthcare professional. The school keeps a record of
staff who have had training. (use Annex E)
6. There is clear guidance on the safe storage and handling of
medication at school
Safe Storage – Emergency Medication
i.
ii.
iii.
Emergency medication is readily available to children/young people who require it at
all times during the school day or at off-site activities. If the emergency medication is
a controlled drug and needs to be locked up, the keys are readily available and not
held personally by members of staff.
Most children/young people at school will have access at all times and are reminded
of their emergency medication. Pupils emergency medication is stored securely
within a locked fridge in the print room. Children’s Inhalers are stored securely in a
clearly labelled box in each class/ area
Where the child’s healthcare professional advises that they are not yet able or old
enough to self-manage and carry their own emergency medication, they know
exactly where to access their emergency medication and which member of staff they
see.
Safe Storage – Non-Emergency Medication
I.
All non-emergency medication is kept in a secure place, in a lockable cupboard in a
14
cool dry place. Pupils with medical conditions know where their medication is stored
and how to access it.
II.
Staff ensure that medication is only accessible to those for it is prescribed.
Safe Storage – General
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
XII.
There is an identified member of staff who ensures the correct storage of medication
at school.
All controlled drugs are kept in a locked cupboard and only named staff have access,
even if the child/young person normally administers medication themselves.
Medicines and devices such as asthma inhalers, blood glucose testing meters and
adrenalin pens should be always readily available to children and not locked away.
It is the parent’s responsibility to ensure new and in date medication comes into
school on the first day of the new academic year.
Three times a year the identified member of staff checks the expiry dates for all
medication stored at school.
The identified member of staff, along with the parents of children/young people
with medical conditions, will ensure that all emergency and non-emergency
medication brought in to school is clearly labeled with the pupil’s name, the name
and dose of the medication and the frequency of dose. This includes all medication
that pupils carry themselves.
All medication is supplied and stored in its original containers/packages. All
medication is labelled with the child/young persons name, date of birth, the name of
the medication, expiry date and the prescriber’s instructions for administration,
including dose and frequency.
Medication will be stored in accordance with instructions, paying particular note to
temperature.
Some medication for pupils at this school may need to be refrigerated. All
refrigerated medication is stored in an airtight container and is clearly labelled.
Refrigerators used for the storage of medication are in a secure area that is only
accessible to staff.
All medication is sent home with pupils at the end of the school year. Medication is
not stored in summer holidays.
Safe disposal
Parents will be asked to collect out-of-date medication.
If parents do not pick up out-of-date medication, or at the end of the school year,
medication is taken to a local pharmacy for safe disposal.
15
XIII.
A named member of staff is responsible for checking the dates of medication will
arrange for the disposal of any that have expired.
XIV.
XV.
Sharps boxes are used for the disposal of needles. Parents obtain sharps boxes from
the child’s GP or pediatrician on prescription. All sharps boxes in school are stored in
a locked cupboard unless alternative safe and secure arrangements are put in place
on a case-by-case basis. Arrangements should be made for their safe disposal.
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 it to school or the child/young person’s
parent.
7. Supporting Medical Conditions in school policy is regularly
reviewed, evaluated, consulted with stakeholders and updated.
i.
ii.
iii.
iv.
The policy is reviewed, evaluated and updated annually in line with the school’s
policy review timeline and receives a full consultation with stakeholders.
Any new government guidance is actively sought and fed into the review, guidance
will be provided by Local Authority Officers.
When evaluating the policy, the school seeks feedback and further consultation on
the effectiveness and acceptability of the medical conditions policy with a wide
range of key stakeholders within the school, health settings and with parents and
children/young people.
Key stakeholders include:
• Children/young people
• Parents
• School nurse and/or school healthcare professionals
• Headteacher
• Teachers
• Special Educational Needs Coordinator (SENCO)
• Pastoral support staff
• First aider
• All other school staff
• Local emergency care service staff (including accident & emergency and
ambulance staff)
• Local health professionals
• The school employer
• School governors
All key stakeholders should be consulted in two phases:
• initial consultation during development of the policy.
• comments on a draft policy before publication and implementation.
The views of children/young people with various medical conditions are actively
sought and considered central to the evaluation process.
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v.
Parents, school staff, governors, relevant local health staff and any other external
stakeholders are informed and regularly reminded about the policy and how they
impact on its implementation and review.
8. Complaints Procedure
i.
If parents or carers have concerns or a dissatisfied with the support provided they
should directly contact the school and follow the complaint procedure set by the
school.
Legislation and Guidance
This policy and guidance has been compiled using recommended government documents
and Acts, these include;
Supporting pupils with Medical Conditions – September 2014
Special Educational Needs and Disability Code of Practice: 0-25 years
Children and Families Act 2014 – Part 5: 100
Health and Safety: advice for schools – June 2014
Equality Act 2010
The management of Health and Safety at work regulations 1999
Education Act 1996
Health and Safety at work Act 1974
Medicines Act 1968
The Local Authority will provide both national and local guidance.
For further information and guidance see;
https://www.gov.uk/government/publications/supporting-pupils-at-school-with-medical
conditions–3/supporting-pupils-with-medical-conditions-links-to-other-useful-resources–2
Annexes to support the policy and
implementation
The following Annexes are based on the templates provided by the DfE in ‘Supporting pupils
with Medical Condition: Templates (May 2014)’
If your school/setting has something similar do not feel you have to change to these
examples.
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Annex Title
Page Number
Annex A: Individual Healthcare Plan
Annex B: Parental Agreement for
setting to Administer Medicine
Annex C: Record of medicine
administered to an individual child
Annex D: Record of Medicine
Administered to all children
Annex E: Staff Training Record –
Administration of medicines
Annex F: Contacting the Emergency
Services
Annex G: model letter inviting
parents to contribute to individual
healthcare plan development
Annex H: Parent Guide
Annex I: Quick Guide to Schools
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Annex A: Individual Healthcare Plan
Name of school/setting
Child’s name
Group/class/form
Date of birth
Child’s address
Medical diagnosis or condition
Date
Review date
Family Contact Information
Name
Phone no. (work)
(home)
(mobile)
Name
Relationship to child
Phone no. (work)
(home)
(mobile)
Clinic/Hospital Contact
Name
Phone no.
G.P.
Name
Phone no.
Who is responsible for providing
support in school
Describe medical needs and give details of child’s symptoms,
triggers, signs, treatments, facilities, equipment or devices,
environmental issues etc
Name of medication, dose, method of administration, when to be taken, side
effects, contra-indications, administered by/self-administered with/without
supervision
Daily care requirements
Specific support for the pupil’s educational, social and emotional needs
Arrangements for school visits/trips including Sporting Activities
Other information
Describe what constitutes an emergency, and the action to take if this occurs
Who is responsible in an emergency (state if different for off-site activities)
Plan developed with
Staff training needed/undertaken – who, what, when
Form copied to
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Annex B: Parental Agreement for setting
to Administer Medicine
The school/setting will not give your child medicine unless you complete and sign this form,
and the school or setting has a policy that the staff can administer medicine.
Date for review to be initiated by
Name of school/setting
Name of child
Date of birth
Group/class/form
Medical condition or illness
Medicine
Name/type of medicine
(as described on the container)
Expiry date
Dosage and method
Timing
Special precautions/other instructions
Are there any side effects that the
school/setting needs to know about?
Self-administration – y/n
Procedures to take in an emergency
NB: Medicines must be in the original container as dispensed by the pharmacy
Contact Details
Name
Daytime telephone no.
Relationship to child
Address
I understand that I must deliver the
medicine personally to
(agreed member of staff)
The above information is, to the best of my knowledge, accurate at the time of writing and I
give consent to school/setting staff administering medicine in accordance with the
school/setting policy. I will inform the school/setting immediately, in writing, if there is any
change in dosage or frequency of the medication or if the medicine is stopped.
Signature(s) ____________________
Date ______________________________
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Annex C: Record of medicine
administered to an individual child

Name of school/setting
Name of child
Date medicine provided by parent
Group/class/form
Quantity received
Name and strength of medicine
Expiry date
Quantity returned
Dose and frequency of medicine

Staff signature ___________________________

Signature of parent ___________________________

Date
Time given
Dose given
Name of member of staff
Staff initials

C: Record of medicine administered to an individual child (Continued)

Date
Time given
Dose given
Name of member of staff
Staff initials

Annex D: Record of Medicine Administered to all children

Name of
school/setting

Date Child’s name Time Name of Dose given Any reactions Signature Print name
medicine of staff

Annex E: Staff Training Record –
Administration of medicines
Name of school/setting
Name
Type of training received
Date of training completed
Training provided by
Profession and title
I confirm that (name of member of staff) has received the training detailed
above and is competent to carry out any necessary treatment. I recommend
that the training is updated (suggested date)
Trainer’s signature ___________________________
Date
_______________
I confirm that I have received the training detailed above.
Staff signature
Date
___________________________
_______________
Suggested review date ____________
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Annex F: Contacting the Emergency
Services
Request an ambulance – dial 999, ask for an ambulance and
be ready with the information below.
Speak clearly and slowly and be ready to repeat information
if asked.
1.
2.
3.
4.
Your telephone number
(insert here)
Your name
Your location as follows
(insert school/setting address)
State what the postcode is – please note that postcodes for
satellite navigation systems may differ from the postal code
(insert here)
5.
Provide the exact location of the patient within the school
setting
6.
Provide the name of the child and a brief description of their
symptoms
7.
Inform Ambulance Control of the best entrance to use and
state that the crew will be met and taken to the patient
8.
Provide the Ambulance Service with a copy of the child/young
person’s Individual Healthcare Plan if agreed by the parent
9.
Put a completed copy of this form by the phone
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Annex G: Model Letter inviting parents to
contribute to Individual Healthcare Plan
development/review
Dear Parent
Thank you for informing us of your child’s medical condition. I enclose a copy of a
guide of your responsibilities and the full policy for supporting pupils at school with
medical conditions can be found on the school website.
An individual healthcare plan now has to be prepared/reviewed. This will set out
what support the each pupil needs and how this will be provided. We will develop
this plan with you, your child and the healthcare professionals who can advise us
on your child’s medical case.
We would like to hold a meeting to start developing the plan on xx/xx/xx. Please
can you contact us to let us know if this convenient and to agree who needs to
attend or provide information for the meeting.
To confirm your attendance or if you would like to discuss this further please call
me on xxxx xxx xxxx or ask to speak to me in school.
Yours sincerely
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Annex H: Parent Guide
The school will support your child with their medical needs but to do this we
ask that you;
• tell us if your child has a medical condition
• work with us to ensure your child has a complete and up-to-date
Healthcare Plan for their child
• inform us about the medication your child requires during school hours
• inform us of any medication your child requires while taking part in
educational visits or residential visits, especially when these include
overnight stays
• tell us about any changes to your child’s medication, what they take,
when, and how much
• inform us of any changes to your child’s condition
• ensure your child’s medication and medical devices are labelled with
their full name and date of birth and a supply a spare provided with the
same information
• ensure that your child’s medication is within expiry dates
• inform us if your child is feeling unwell
• ensure your child catches up on any school work they have missed
• ensure your child has regular reviews about their condition with their
doctor or specialist healthcare professional and information that will
require us to support your child is passed on ASAP
• Ensure your child has a written care/self-management plan from their
doctor or specialist healthcare professional to help them child manage
their condition.
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Annex I: Quick Guide for schools
Storage and Access
• All non-emergency medication is kept in a secure place and controlled
drugs are kept in a locked cupboard and only named staff has access.
• All pupils with medical conditions have easy access to their medication.
Administering any Medication
• The members of staff at the school who have been specifically
contracted to administer medication are:
•
•
•
• If a trained member of staff, who is usually responsible for administering
medication, is not available the school makes alternative arrangements
to continue to provide this support.
• For medication where no specific training is necessary, any member of
staff may administer prescribed and non-prescribed medication to
children/young people under the age of 16, but only with the written
consent of their parent.
Record Keeping
• All medications that are administered should be recorded with the date,
child’s name, time, name of medicine, dose given, any reactions,
signature and Print name of supervising staff member.
• Staff will follow the guidance within the individual healthcare plan and
follow the instructions found on the prescribed medication.
• Only supply medication to children/young people where written consent
has been received but all staff need to act as any reasonably prudent
parent.