Acomb Primary School Administration of Medicines Policy Date of Policy: October 2016 Date Policy to be reviewed: October 2019 Signed: (Headteacher) Signed: (Chair of Governors)
Introduction Acomb Primary School is committed to reducing the barriers to participation in activities and learning experiences for all children. This policy sets out the steps which the school will take to ensure full access to learning for all children who have medical needs and are able to attend. Medicines should only be taken to school when essential and prescribed by a doctor; that is where it would be detrimental to a child s health if the medicine were not administered during the school day. There is no legal duty which requires school staff to administer medication; this is purely a voluntary role. We are led to believe by the Local Authority that, if staff follow documented procedures, they are fully covered by their employer s public liability insurance.* The school will ensure that staff receive proper support and training where necessary. The Headteacher or teacher in charge will decide when and how such training takes place, in their capacity as a line manager (Form 9). The school will access support and training via the agreed City of York pathways outlined in Appendix A of City of York Local Authority guidance (Jan 2009) Managing Medicines in York Schools, Early Years and Out of School settings. All practices and procedures referred to in this document reflect the collaborative agreement reached between City of York Council Learning, Culture and Children s Services, York Hospitals Foundation Trust, North Yorkshire and York Primary Care Trust, Teaching Unions and UNISON. The policy is based on the DfES 2005 (now DCSF) publication 'Managing Medicines in Schools and Early Years Settings,' updated in November 2007. This policy is available on the school s website and available, on request, in paper form. *The CYC Model Policy, upon which this is based, states this to be the case.
1. Prescribed Medicines Medicines should only be brought into school when essential. Where possible, parents/carers are encouraged to ask doctors to prescribe medication in dose frequencies which can be taken outside school hours. It is the responsibility of parents/carers to supply written information about the medication their child needs to take in school. Staff should check that any details provided by parents/carers are consistent with instructions on the container or on the consent form. Medicines will not be accepted anywhere in school without prior agreement of the Headteacher. Complete written and signed instructions from parent/carer are required (Form 3 and 4). Medicines must always be provided in the original container as dispensed by a pharmacist and handed directly to the Headteacher or to a nominated person authorised by the Headteacher. Each item of medication must include the prescriber s instructions for administration. Medicines that have been taken out of the container as originally dispensed will not be accepted. Parental requests for changes to dosages will not be actioned without receiving a new supply which is correctly labelled or a written request from the doctor. This will require an amendment to Form 3. Parents/carers or the child s doctor should provide the following details as a minimum: Name of child Name and strength of medication Dosage Time, frequency and method of administration Length of treatment Date of issue Expiry date Possible side-effects Storage details Other treatment Surplus or out-of-date medication will be returned to parent/carers for safe disposal. 1.b Creams & Drops If creams or drops (eye or ear) have been prescribed by a doctor, these will still need to be administered/applied by a parent/carer. 2. Controlled Drugs The school agrees in principle to the administration of controlled drugs (eg methylphenidate), provided that the correct procedures are followed, as outlined in this policy and in accordance with the Misuse of Drugs Act. The controlled drug will be kept in a locked non-portable container and only named staff will have access to it. A record will be kept for audit and safety purposes, as for other medication. Misuse of a controlled drug, such as passing it to another child for use, is an offence. If this occurs the Headteacher will inform parents and, where necessary, the police. 3. Non-prescribed Medicines Acomb Primary School discourages the use of non-prescribed medication and will not normally administer nonprescription, over the counter medicines. The administration of a non-prescribed medicine must 1 be in accordance with the school s policy, for which specific prior written agreement with parents is necessary (Form 3). 1 Throughout this document must refers to a legal/statutory duty.
If there is any doubt the medication must not be administered by a member of staff and the parent/carer informed. In the event that a medicine is administered, it is important to record the name of the pupil and the time and date when the medicine was taken by the child (Form 5). Paracetamol, in the form of a liquid suspension, is the only non-prescribed pain-relieving drug which is likely to fall into this category. Aspirin, Ibuprofen or any preparations containing these substances should not be given to children unless prescribed. For children who are at risk of severe anaphylaxis and for whom the school retains an epipen, an anti-histsamine (such as Piriton syrup) may be kept, but the school would expect this to have been prescribed by a doctor. Such a preparation should not be used for the remedy of any other allergy with seasonal hayfever, in particular, being addressed by parents outside school hours. 4. Self-Management/Administration Acomb School encourages children, where appropriate, to manage their own medication, under the supervision or with the knowledge of staff and following procedures laid out in their individual health care plan. This may include carrying their medication securely on their person, or collecting it from an agreed facility. The safety of other pupils will always be considered (Form 7). This also covers throat sweets (e.g. strepsils/lockets/soothers). If brought to school, the parent/carer must inform the class teacher at the start of the day. Parents are encouraged not to send whole packets of these to school, and to clearly label the packet with the child s name and class. Parents/carers will be asked to confirm in writing if they wish their child to carry their medication with them in school. Asthma inhalers will be kept within the classroom, in a designated container which is recognised by all staff and children concerned. A designated member of staff will take the container to other locations, for example, on school trips. 5. Short Term Medical Needs Medicines should only be brought to school when essential; that is where it would be detrimental to a child s health if the medicine were not administered during the school or setting day. In certain circumstances, for example completing a course of antibiotics, parents may apply to the Headteacher, using Form 3. 6. Long Term Medical Needs / Individual Health Care Plan Where there are long-term medical needs requiring medication, an Individual Health Care Plan will be completed, using Form 2. The school will liaise with the relevant health professional, such as the School Nurse, in the first instance. Consultation will also take place with parents and other relevant parties such as: Headteacher Child (if appropriate) Class Teacher Staff who are nominated to administer medicines Staff who are trained in emergency procedures Specialist teacher for Physical Disability/Medical needs Health professionals (when appropriate and in line with local agreement). In the case of long term medication, Acomb School will agree with parents/carers how often they should jointly review the individual health care plan. This will be at least once a year, or when circumstances change. In exceptional and/or complex cases, Emergency Treatment Plans will be initiated and written by health care professionals, then shared with the school. The named health professional will be contacted if an Emergency Treatment Plan has been actioned so that appropriate de-briefing can occur.
If there are any special religious and/or cultural beliefs which may affect any medical care that the child needs, particularly in the event of an emergency, this will be included in the individual health care plan (Form 2). 7. Dealing with medicines safely 7.1 Storage The school will ensure that all emergency medicines such as asthma inhalers are readily available to children and not locked away. Epipens will be stored, centrally in the School Office, clearly marked and readily accessible to staff members. Medicines are stored strictly in accordance with the product instructions (paying particular note to temperature and best before advice) and in the original container in which it was dispensed. Medicines which need to be refrigerated are kept in a refrigerator in the Staff Room. (NB Medicines can be stored in a refrigerator containing food provided they are in an airtight container and clearly labeled. There should be restricted access to a refrigerator storing medicines.) Children are told where their own medicines are stored and who to consult prior to use. Staff should be aware of the implications for safe storage of their own medicines. 7.2 Administration of Medicines No child can be given medication by staff employed by the school or setting, without their parent/carer s written consent. Staff giving medicines will routinely check 1. the child s name 2. prescribed dose 3. expiry date 4. written instructions provided by the medical prescriber. 7.3 Record Keeping The school will keep a record of medicines given to children and the staff involved (Forms 3, 4, 5 & 6). This will also apply to off-site activities, eg residential trips etc. A record will be kept of all medicines received, including quantity, even if they are not subsequently administered. 7.4 Refusing Medication If a child refuses their medication, staff will not force them to take it but will note it in the records. The school will provide parents/carers with details of when medication has been refused or has not been administered for any other reason, as soon as possible and definitely on the same day. If a refusal to take medicines results in an emergency, the Emergency Services will be contacted immediately. 8. Sporting Activities (see Form 1) The school will ensure staff are aware if a child requires medication as a precautionary measure before taking part in PE or other physical activity, along with any emergency procedures. Inhalers will routinely be taken to PE or other physical activity. Risk assessments will be carried out if considered necessary. If a child wears a MedicAlert (eg a bracelet or necklace to alert others to a specific medical condition in case of an emergency) it may be necessary to consider removing it temporarily in certain circumstances, if there is a risk that it could cause injury in games or practical activities. If temporary removal is agreed in the health care plan, staff will be aware of the significance of the MedicAlert and will keep it safe. 9. Educational Visits The school is aware of its responsibilities under the Disability Discrimination Act and will make every effort to continue the administration of medication to a child whilst on trips away from the school premises, even if additional arrangements are required.
Appropriate risk-assessments will be undertaken and agreed with the parent/carer. Arrangements for taking any necessary medicines will be considered. Staff will be made aware of children s medical needs, procedures for the administration of medication and relevant emergency procedures. Concerns about a child s safety or the safety of others will be discussed with parents/carers and advice sought from the health visitor, school nurse or the child s GP. 10. Home/school transport If supervision is necessary whilst travelling on Local Authority transport, this will usually be identified in the child s Statement of Special Educational Needs. Where appropriate and with parental agreement, individual health care plans will be shared with home-school transport escorts and respite care providers. 11. Disposal of Medicines Parents/carers are responsible for disposing of medicines safely. Parents/carers are requested to collect medicines held at the end of each term. A record will be made using Form 3 of all medicines returned to parents/carers. If parents/carers do not collect all medicines, they will be taken to the local pharmacy for safe disposal. A record of disposal will be made on Form 3. 12. Hygiene/Infection Control All staff are aware of basic hygiene precautions for avoiding infection, such as washing and drying hands before and after the administration of medicines. Staff will have access to protective, disposable gloves. Extra care will be taken when dealing with spillages of blood or other bodily fluids and when disposing of dressings or equipment. A sharps container will be used for needles, should this situation arise. Parents will be responsible for its provision, collection and disposal. 13. Training The school will ensure that staff receive proper support and training where necessary (recorded on Form 8). The headteacher will agree when and how such training takes place. The school will access support and training via the agreed City of York pathways. The school will work within the CYC 2009 policy, 'Managing Medicines in York Schools Early Years and Out of School Settings, when responding to the needs of children with common conditions such as, asthma, epilepsy, diabetes, anaphylaxis. General awareness raising provided through the Local Authority pathway will cover: The employer s policy on administration of medicines Tasks staff should not undertake Understanding labels and other instructions Administration methods eg tablets, liquids, ointments, eye drops, inhalers etc Infection control measures Side effects or adverse reactions to medicines and medical procedures and how to report this Recording the administration or failure to administer eg if a child refuses medicines How and when to contact the child s parent, GP, nurse etc Safe storage of medicines Disposal of waste materials Awareness of policies on infectious diseases Awareness of policies on admitting children with or recovering from illnesses Child specific training will be accessed via the agreed pathway. 14. Review The school will undertake to review this policy, annually, or in the light of any local or national recommendations.
Form 1 Contacting Emergency Services Request for an Ambulance Dial 999, ask for ambulance and be ready with the following information 1. Your telephone number: 01904 798453 2. Give your location as follows: Acomb Primary School, West Bank, York. 3. State that the postcode is: YO24 4ES 4. Give exact location of the child in the school/setting: 5. Give your name: 6. Give name of child and a brief description of child s symptoms: 7. Inform Ambulance Control of the best entrance and state that the crew will be met and taken to the child. Speak clearly and slowly and be ready to repeat information if asked Put a completed copy of this form by the telephone
Form 2 Individual Health Care Plan (example, if none provided by School Nurse) Name of school/setting Child s name Class Date of birth Child s address Medical diagnosis or condition Date Review date Family Contact Information Name Phone no. (work) (home) (mobile) Name Phone no. (work) (home) (mobile) Clinic/Hospital Contact Name Phone no. G.P. Name Phone no.
Form 2 Page 2. Child s Name Describe medical needs and give details of child s symptoms Daily care requirements (eg before sport/at lunchtime) Medicine is stored in: Medicine will be administered by:
Form 2 Page 3: Child s Name Describe what constitutes an emergency for the child, and the action to take if this occurs Are there any special religious and/or cultural beliefs which may affect any medical needs? Follow up care Who is responsible in an emergency (state if different for off-site activities) Form copied to School records (electronic database) Pupil file Parents/carers Others
Form 3 - Parent/carer agreement for school to administer medicine To be completed on the first day that medicine is required in school. The school will not give your child medicine unless you complete and sign this form. There is no legal duty on non-medical staff to administer medicines or to supervise a child taking it. This is purely a voluntary role. Only prescribed medicines, supplied in their original packaging, will be administered with the agreement of the headteacher or designated member of staff. Name of school Acomb Primary School Name of child Date of birth Class Medical condition or illness Name/type of medicine (as described on the container) Quantity received (eg half bottle) Dosage and method: Timing: List all dates medicine to be taken (at school/setting): Special precautions / Storage details: Date dispensed: Expiry date: Are there any side effects that the school/setting needs to know about? Procedures to take in an emergency: Self administration details (if applicable):
Contact Details Name: Daytime telephone no. Relationship to child: Address: 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. Parent/carer s signature Print name Date Staff member accepting medicine If Medicine is to be taken on more than one school day, please date and sign when medicine is received in school/taken home. Medicine taken home must be collected by an adult: Received Taken home Received Taken home Received Taken home Received Taken home Received Taken home Received Taken home Surplus/unused medicines (at the end of the course): The following quantity of the above medicine was collected by: Name: Signed: Date: The above medicine was not collected. It was taken to Chemist for safe disposal. Date: Signed:
Form 4 - Headteacher agreement to administer medicine Name of school Acomb Primary School It is agreed that (child s name) will receive medicine in school at stated in Form 3. The arrangements for dosage, frequency and supervision are detailed on Form 3. This arrangement will continue until (date) or the end of the course or until notified by parents (whichever is sooner). Any changes to dosage will only be made in accordance with instructions on the dispensed container or written instruction from a doctor. Date Signed (The Headteacher / named member of staff) This record should be kept in accordance with City of York Council guidance on document retention.
Form 5 - Record of medicine administered to an individual child Child s Name Class Date Time given Dose given Name of members of staff (2 required) Staff signatures Date Time given Dose given Name of members of staff (2 required) Staff signatures Date Time given Dose given Name of members of staff (2 required) Staff signatures
To ensure that this document is the most recent version periodically check the issue number & date with the &S H document index on the intranet Form 6 - Record of medicines administered to all children Name of school Acomb Primary School Date Child s name Time Name of Dose given Any reactions Signature Print name medicine of staff
FORM 7 Request for child to carry his/her medicine during the school day THIS FORM MUST BE COMPLETED BY PARENT/GUARDIAN If staff have any concerns discuss request with school healthcare professionals Name of School: Acomb Primary School Child s Name: Class: Address: Name of Medicine: Procedures to be taken in an emergency: Contact Information Name: Daytime Phone No: Relationship to child: I would like my son/daughter to keep his/her medicine on him/her for use as necessary. Signed: Date: If more than one medicine is to be given a separate form should be completed for each one.
Form 8 Staff training record administration of medicines* Name of school Acomb Primary School Name of person completing form Type of training received Date of training completed Training provided by (incl name of trainer & contact details) List of Attendees I confirm that the staff named (above) have received the training detailed (above) and, by way of this, are deemed competent to carry out any necessary treatment. I recommend that the training is updated. Trainer s signature Date *Training company notes may be attached to this form as an alternative to completion
Form 9 Question Self Audit Checklist for Headteachers Yes/ No/ N/A Are you familiar with the CYC Managing Medicines in York schools, Early Years and Out of School Settings Comments/actions Do you have a record of all children that require medication in school? Are you familiar with Appendix A Pathway to Access Awareness Raising and Pupil Specific Training? Is your insurance cover adequate? Do you have a secure storage area for drugs? Do you have a drugs misuse policy? Do you have a clear recording/reporting system for administering medication? ( Appendix C) Are your systems reviewed regularly? Are your communication systems for advising staff of children with medical needs adequate? Are children with medical needs considered in your emergency planning? Have you identified procedure for including all pupils in trips and work experience safely? Have you a clear record of any children whose special religious or cultural beliefs affect their medical care? 18