Health and Safety: Managing medicines and medical needs policy


Our ethos is 'all different all equal'.We pride ourselves in providing our learners with the support they require to keep them safe and achieving whilst at school, regardless of background or ability.


We recognise that each child and young person is individual and unique and that some are likely to have medical needs, which will require additional measures to ensure they have full access to the curriculum and achieve best possible outcomes. As we strive to reduce the impact of any medical difficulties a young person may have upon their school life, we also appreciate that many learners manage health conditions extremely well in school, often becoming the 'expert' with little need for support or intervention.


The prime responsibility for a learner's health lies with the parent or carer. They are responsible for meeting their child's health needs and medication requirements. They should supply the school with any relevant medical information and inform us of any changes.


Learners who require First Aid will be assessed by a member of staff trained in First Aid. Where emergency treatment is required the emergency services will be contacted followed by parents.



At Kenton we are aware that many of our learners require long-term medication, as well as having short and long term medical needs. Whenever possible, parents/carers should ask doctors to prescribe medications in dose frequencies which can be taken outside of school hours. No learner will be given medication without the parent/carer's written consent. No member of staff will purchase medication or over the counter preparations for a child or young person.


Where parents have asked school to administer medication/s for their child, they must bring the medication to school and we would expect them, wherever possible, to ask the pharmacist to supply any such medication to be dispensed in a separate container, containing only the quantity required for school use. The name of the child the prescription and dosage regime should be typed or printed clearly on the outside. The name of the pharmacist should be visible. Any medications not presented properly will not be accepted by school staff.


The school will deal with each request to administer medication or offer other support to a learner with special needs separately. The school will liaise with the relevant practitioners for advice and information about a learner's special medical needs where necessary and in the interests of the learner.


When a parent requests that we administer medication in school we will:


  • Liaise with staff to consider whether or not they are prepared to administer the medication

  • If required, we will set up a health care plan with the parent for the learner

  • Parents will receive a copy of the LEA and School Policy on the Administration of Medication and a Parental Agreement Form for completion

  • Ensure that we are satisfied with the instructions and signature on the Parental Agreement form

  • Ensure we are satisfied the container and labelling

  • Ensure the child is aware of when and where to attend for his/her medication and the members of staff responsible for administering medication

  • Ensure that the medication is kept in a secure place during the school day, that it is only accessed by the identified person/s, and that each time the medication is administered the school's medication record is completed and signed by that member of staff

  • Ensure that the child has actually taken the medication. If medication has been refused this will be recorded on the medication record and parents informed.When the learner comes to the end of his/her course of treatment the parental agreement and record sheet will be marked "treatment completed" but will be retained on the learner's record should it be needed for future reference

  • The school will keep the medication record in the school's secure archives so that any future queries can be resolved.

Non-prescribed medication


At Kenton School no member of staff will administer non-prescription medicines and no learner will ever be given paracetamol, aspirin or ibuprofen unless prescribed by a doctor and prior written permission has been supplied from the parents. It must also be clearly noted on the written request from the parent, that the medicine has been administered in the past without adverse effect to the child before the school agrees to administer.


Record keeping

At Kenton School we maintain vigilant medication records. A record of all medication received, even if it is not subsequently administered, is maintained to provide the school with an audit trail. It is the responsibility of parents/carers to supply written information about the medication their child needs to take in school and to let the school know in writing of any changes to the prescription or its administration ensuring that the details have been altered by a doctor or pharmacist upon the medication's label. No medication will be administered if the labelling has been altered by the use of tippex or with ink. Only a typed or printed pharmacist's or doctor's label will be accepted.


Storing medication

All medication will be stored in appropriate containers under lock and key. If medication needs to be refrigerated it is kept in a locked fridge, which can only be accessed by named members of staff.


Medication such as epi-pens, inhalers and insulin need to be readily available and young people at Kenton are encouraged and supported by all staff in carrying and managing such medications.


Learners with epi-pens should carry one with them at all times and a spare pen should be provided to be kept in school. Spare inhalers can also be kept in school at the request of parents.


Disposal of left over medication

Leftover or expired medication should be collected by parents for return to the GP or pharmacy for disposal. Any leftover or expired medication which has not been collected or returned at the end of term will be disposed of at a pharmacy.

Medication (staff and visitors)


All staff members and visitors to the school are responsible for the safekeeping of any medication brought into school for their own use. It is advisable whenever possible to keep any medication in a safe place such as a car or secure locker. It is not acceptable to leave medication in situations where learners could find them. All staff and visitors to the school have a duty of care to keep their own medication safe and away from learners.


Medical needs


All medical needs should be brought to the attention of the child's year leader. We will consider their needs and may consult Health Professionals, to determine what safety procedures may be required and implemented. Learners may have an individual care plan attached to their learner data, with emergency procedures to follow should the need arise.


It is important to have sufficient information about the medical conditions of any child with long-term medical needs. It may be necessary to share learner information with departments for those learners with allergies to foods, airborne and/or surface antigens.


Emergency procedures


In an emergency situation, emergency services will be contacted followed by parents/carers. If any child is taken to hospital by ambulance they will be accompanied by a member of staff, who will remain until a parent/carer arrives. Health professionals are responsible for any decision on medical treatment when parents are not available.


As LEA guidelines stipulate, no member of staff will take children to hospital in their own car in an emergency. An ambulance will always be contacted.

Educational visits, off-site education or work experience


Additional safety measures and possible risk assessments may need to be taken for outside visits, education or work experience. Staff arranging any of these should always consider a child's medical needs and medication requirements. Such details should be requested from parents at the time of gaining consent for participation. The form EV7 may be used which contains emergency contact details. A copy of the child's health care plan with emergency procedures should be taken on visits and any parental request for medication with the accompanying record sheet. Close liaison between the child's parents and the named First Aider on any trips should take place to establish any extra precautionary measures which need to be taken.

Hygiene and infection control


All staff should be familiar with normal precautions for avoiding infection and follow basic hygiene procedures. First Aid and healthcare staff have access to protective disposable gloves and are aware of the procedures for dealing with spillages of blood or other bodily fluids and disposing of dressings or equipment.

Non-routine medical procedures


The school will if appropriate offer support to the Health Personnel who work in the school premises to carry out routine health checks such as weight and height and immunisation programmes.


There may be occasions when staff will be requested to support Community Physicians within the school setting to obtain information or samples etc and provided that the Principal, staff and parents are in agreement then the school will support this process.




Health information will only be used for the purpose of providing our learners with the support and adequate healthcare they require to keep them safe and achieving whilst at school.


Medical information supplied by parents will be added to our learner database, as will any emergency care plans or individual health care plan.


Roles and responsibilities of staff managing or supervising the administration of medicine

  • Do not administer medication without a medication consent form being completed by parents or carers

  • Always administer what it says on the prescribed label

  • Do not accept medication unless it is in the correct packaging with clear instructions

  • Always inform parents and carers of the school medication policy and do not deviate from the agreed medical policy

  • Always record the medication given

  • Always record if medication is refused or not taken

  • Never give one learner's medication to another. If a mistake or error is made, seek appropriate advice and communicate the problem to others on duty. Agency staff will not dispense medication nor should any member of staff who is not trained

  • If you have to dispense medication off site, take a record sheet with you and an identified member of staff will be responsible for the safe transportation and the security of the medication

  • Controlled drugs must be recorded in the controlled drugs book. If you are ever unsure whether a drug is controlled or not, contact a pharmacy. Do not use tippex or cross out an error. If a mistake is made when recording in the medication book, use an asterisk and write an explanation of the error underneath

  • Do not transport learners to the emergency services in staff cars. Always contact the emergency services if medical assistance is required

  • Remember, you are not insured if you deviate from safe management instructions or policy

Staff should not administer any medication before obtaining the appropriate forms signed by parents.

And always remember the 5 rights

Have you got:


  • the right person

  • the right medication

  • the right dosage

  • the right time

  • the right route

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