Supporting Children with Medical Conditions and Managing Medicines Policy

Date first adopted:23rd September, 2015
How often to be reviewed:Governors Free to Determine
Reviewed10 th January 2018
Reviewed ByStudent Development Committee

The Purbeck School Policy for supporting children with medical conditions and managing medicines

This policy has been structured based upon the most recent government advice “Supporting students at school with medical conditions” (DfE-April 2014), the “Guidance and Code of Practice –  First Aid at Work” provided by Dorset County Council, guidance from local Health Services, professional teaching associations, Dorset County Council Health and Safety Team.

The Purbeck School adheres to the duty as stated in the Children and Families Act 2014 that students with medical conditions will have the same right of admission to our school as other students and will not be refused admission or excluded from school on medical grounds.  Appropriate levels of assessments will be undertaken to establish and determine what support students with medical conditions require. This will be done in partnership with parents and health professionals.

The prime responsibility for a student’s health rests with parents. It is anticipated that parents / carers will ensure that appropriate information is provided for the school that enables proficient management and a good understanding of their child’s medical condition; this includes working in partnership in the management of any medicines administered at school.

The Purbeck School takes advice and guidance from a range of sources, including the School Nurse, Paediatric Consultants, and other Health professionals in addition to the information provided by parents in the first instance. This enables us to manage support effectively and to minimise any disruption to learning.

Key Personnel

The designated person with overall responsibility to implement this policy is: Marie Simmonds

This person will also ensure that staff are appropriately aware of the medical condition of children with whom they work and that any confidential information pertinent to the medical condition is entrusted to individual staff.

The person responsible for developing Individual Healthcare Plans is: Mark Woodward

The Governor with specific responsibility to oversee the arrangements to support students at schools with medical conditions is: Anna Daniels


The  school  is  committed  to  assisting  children  with  long-term  or  complex  medical conditions and working in partnership with their parents /carers.

  1. To ensure that students at school with short or long term medical conditions, are properly supported so that they have full access to education, including off-site activities and residential visits.
  2. Make arrangements for staff to ensure that they receive adequate and appropriate training for them to support children with medical needs.
  3. To ensure  that  parents  and  children  have  confidence  in  the  medical  support arranged at school.
  4. To work in partnership with Health Service colleagues.
  5. To be fully compliant with the Equality Act 2010 and its duties.
  6. To manage medicines within school in accordance with government and local advice.
  7. To keep, maintain and monitor records as detailed in this policy.
  8. To write and to monitor Individual Healthcare Plans, in partnership with health professionals.
  9. To ensure that the students in our school are safe and are able to attend school regularly with their medical condition.
  10. To support students with complex medical conditions and or long term medical needs in partnership with Health professionals and parents to enable their access to education.
  11. To adhere to the statutory guidance contained in “Supporting pupils at school with medical conditions” (DfE Dec 2015), and guidance for Schools on “Supporting children and young people with medical conditions” (DCC Dec 2017).


  • ensure that arrangements are in place to support children and young people with medical conditions and that support is tailored to individual medical needs;
  • make arrangements for this policy to be published on the school website;
  • review this policy annually;
  • ensure that staff are identified to implement the policy from day to day;
  • monitor the arrangements associated with Individual Healthcare Plans so that they are managed appropriately, reviewed and maintained in partnership with Health professionals;
  • ensure that staff receive appropriate training enabling them to provide bespoke and purposeful support to students with medical needs and that the training is refreshed regularly;
  • ensure that specific arrangements are made for the self-management of medicine where applicable and how this will be both monitored and managed by staff;
  • oversee the school’s management of medicines to ensure that Health & Safety standards are met and that parents have confidence in the schools ability to support their child’s medical needs;
  • ensure that  insurance  arrangements  cover  staff  in  carrying  responsibility  for medical procedures;
  • have ‘due regard’ to the rights of students who are disabled as set out in the Equality Act 2010;
  • ensure that appropriate arrangements are made to include students with medical conditions on off-site activities;
  • ensure that parents / carers are aware of the school’s complaints policy.


Individual Healthcare Plans will be developed for students with medical conditions. These will set out the support that is needed so that the impact on school attendance, health, social well-being and learning is minimised. Not all conditions will require an Individual Healthcare Plan. In some cases the agreement request to administer medicines will be sufficient to cover short term conditions and treatment. The plan will include the name of the member of staff who is appropriately trained and providing the agreed support.

The Purbeck School will use the recommended Templates (DfE) to capture relevant information that will enable an appropriate plan to be structured. The Templates cover a range of issues for which governors have responsibility. Health professionals will be involved in the development of Individual Healthcare Plans in addition to parents and students.

The Individual Healthcare Plans will be tailored to meet the needs of short term, long term and/or complex medical conditions. The plans will be kept under review by the designated person and revised as required, or at least annually, to ensure that they reflect current medical needs (e.g., changes in medication). Individual Healthcare Plans will include details on emergency arrangements and these will be shared with all relevant staff, First Aiders and school office staff as applicable.

Where students have been issued with an Education and Health Care Plan (EHC) by the local authority, any Individual Healthcare Plan will be linked to, or become part of that EHC.



Parents are asked to provide the school with sufficient and up-to-date information about their child’s medical needs using a standard form (Template B) so that arrangements to manage their short or long term medical conditions can be implemented in partnership.

Parents are asked to deliver medicine to school if it is not possible for this to be administered outside the school day. Medicine should be provided in the original container(s) ensuring that the medicine is not out of date and that it has been stored correctly. All medicines must be marked with the following information clearly indicated:

  • the child’s name on the medicine;
  • when the medicine should be given;
  • the prescribed dose and pharmacist’s instruction, e.g., after meals.

Parents are expected to notify the school immediately (in writing) of any changes or alteration to a prescription or recommended treatment so that adjustment can be made to Individual Healthcare Plans or previous agreement. It is important that the school is aware and informed by parents about other issues or symptoms their child may have experienced over night or before school; this is particularly important for asthma conditions

It must be remembered that the prime responsibility for a child’s health rests with parents/ carers.

Headteacher will ensure the following:

  • that Governors are informed about the implementation and effectiveness of this policy,
  • that arrangements  are  made  with  staff  supporting  students  with  medical conditions, and for any medicines required in delivering that support to be stored safely and  in line with guidance provided by the local authority;
  • suitable arrangements are agreed in partnership and liaison with parents /carers to support the medical needs of students;
  • that appropriate training has been provided for staff that enables them to carry out agreed procedures;
  • that staff will not be directed to administer medicines – they can choose to volunteer to do so if they so wish (all staff will be advised to refer to advice from their professional associations before volunteering to administer medicines);
  • liaison with governors in the review of this policy at appropriate intervals, in line with local and national advice;
  • that all staff and parents/carers are aware of this policy and the procedures for dealing with medical needs at The Purbeck School
  • make arrangements through the designated teacher to manage the following:

o  prescription medicines in school;
o  prescription medicines on trips and outings, including school transport;
o  accurate record keeping when administering medicines;
o  the safe storage of medicines;
o  procedures for access to medicines during emergency situations;
o  adhering to risk management procedures involving medicines;

  • that risk assessments and arrangements for off-site visits are checked and that governors are informed of the details.

The Designated Teacher will ensure the following:

  • staff work in partnership with parents/carers to ensure the well-being of child and young people;
  • that interruption to school attendance for medical reasons will be kept to a minimum;
  • staff who have agreed to administer medicines will receive the appropriate training;
  • adherence to Individual Healthcare Plans;
  • all cultural and religious views, made known to the school in writing, will be respected;


Most medicines to be administered will not require professional training; however the school will ensure that staff supervising the administering of medicines will understand that accurate records are to be kept and are completed at the time of being administered. Staff who maintain these records should be clear about what action to take, (such as referring to the Designated Senior Person for Child Protection) if they become concerned about the welfare of an individual pupil. If an Individual Healthcare Plan is applied to particular children / young people, additional training must be given by a nominated Health  professional, e.g., use of a nebuliser, using Epipens. Training received or cascaded from parents will not be accepted unless otherwise instructed by a health professional. Record of Training Forms must be completed and maintained. (See Template E: staff training record).

(Also see “Multi-Agency Guidance for the Management of Long Term Health Conditions for Children and Young People” (DSCB 2011); section 3.3 and 3.4 including Chart E.)


The school understands their duties under the Equality Act 2010 to make reasonable adjustments and enable children and young people to have equitable access to education. Children and young people with complex or significant medical needs will be included in activities for as much as their health permits.


We will ensure that:

  • DCC guidance on First Aid is followed;
  • records are maintained detailing an accurate history of the administering of medicines as far as possible – this will not include self administering of over the counter medicines for older students for whom parents have requested permission using the appropriate Template;
  • Templates C and/or D will be used to log administering of medicines;
  • suitable back-up systems are in place to cover administering of medicines in the event of staff absence;
  • if there are any doubts or confusion about arrangements for administering medicines, staff must consult with the parents and the designated member of staff;
  • no child or young person under 16 will be given medicines or be permitted to self-medicate without their parents’ written request.

The Purbeck Sports Centre has a defibrillator that may be used in a emergency by trained staff in accordance with the manufacturer’s instructions and in line with the DCC’s Guidance and Code of Practice on Automated External Defibrillators (AEDs).


The school will adhere to the advice contained in “Guidance and Code of Practice – First Aid at Work” and local guidance provided by Dorset County Council’s Health & Safety Team and the local authority’s Physical and Medical Needs Service.


If a child refuses to take medicine as prescribed and as requested by parents the records (Template C or D) must state ‘REFUSED’ clearly and the parents/carer informed immediately. Children / young people will not be forced to receive medicine if they do not wish to do so.

If a child or young person is ill / injured and therefore unable to receive the agreed prescribed medication, the person designated to supervise the taking of medicine will consult with parents / carers immediately and advise the Headteacher of their actions. If the child vomits or has diarrhoea soon after receiving medication, parents must be contacted so that they can seek further medical advice.


In some cases it might be appropriate that students self-administer medicines, e.g. inhalers. The school will encourage those with long term medical conditions to take responsibility for administering their own medication in these situations and the School will not hold records of this. However, the School will endeavour to keep records of when students have need to self-administer medications such as epi-pens in order to have a picture of the student’s medical needs, in the case of a student needing to self-administer emergency medication a first aider should always be called and parents contacted.

Some students may carry ‘over the counter medicines’ (non-prescribed medicines) for their own use or self administer prescribed medicines that are appropriate to carry. When this occurs parents should request permission from the Headteacher in writing (using Template B) and provide relevant details about the type and dosage of the medicine. We understand the need for personal dignity in addressing this matter to avoid individual embarrassment. We recommend that only one dose should be brought to school at any one time in order to reduce potential risk of medicines being abused.


All arrangements for medicines, including the storage of medicines, Individual Healthcare Plans, and Risk Management programmes will apply for all off-site activities or school trips.   A member of staff will be designated to ensure there are suitable off-site arrangements for storage, and recording of the medicines when assessing any risks associated for the trip, particularly for those children and young people with long term or complex health conditions. All plans and risk assessments will be discussed with parents/carers in preparation for the activity in advance of the departure day and agreed with the educational visits coordinator.

All off-site activities will be evaluated in terms of proximity and accessibility to emergency services and any implications for those with short or long term medical conditions before receiving approval to go ahead from the educational visits coordinator.


Care is taken to ensure that all students are safe. The school has five level 3 First Aid qualified staff.

Students with life threatening medical conditions or that require close monitoring / supervision may have Individual Healthcare Plans developed by school staff and Health professionals that provide contact details for emergency situations, e.g., anaphylaxis, diabetes, or epilepsy.

All cases deemed ‘complex’ or ‘serious’ medical conditions have emergency contact details held in the school office.

Asthma can also be life threatening; The Purbeck School will follow the “Guidance on the use of emergency salbutamol inhalers in schools” issued by the Department of Health (September 2014).

Students who are ‘at risk’ due to their medical condition hold a Grab Pack (collated information to pass to a doctor or ambulance crew in an emergency) that will accompany them at all times. The purpose of the pack is to provide emergency services with up to date information such as: diagnosis of principle conditions, key personnel and medical contacts, medication taken, up to date records of medicines that have been administered together with other relevant medical information and an agreement with parents/carers about what to do in an emergency.


The Purbeck School will endeavour to eliminate unacceptable situations by promoting best practice in supporting students with medical conditions. In doing so we will:

  • ensure that students have access to the medicine they need as arranged with parents;
  • manage each medical condition through an Individual Healthcare Plan;
  • listen to the views of students and their parents and take advice from medical professionals in planning the support needed;
  • ensure that students with medical conditions are supervised appropriately and not left alone when ill;
  • support access  to  the  full  curriculum  or  as  much  as  medical  consultants recommend;
  • work in partnership with health services to ensure swift recovery or access to treatment;
  • facilitate opportunities to manage medical conditions with dignity;
  • manage medical needs such that parents are not required to support their child in school;
  • make reasonable adjustments to include all children in school on and off-site activities, meeting their medical needs in the best way possible.


The Purbeck School is covered by the local authority’s medical malpractice insurance policy. This covers all staff in the arrangements made to support students with medical conditions for whom particular training has been given. Staff must follow the guidance, procedures and administering of medicines accurately.


The Purbeck School holds a Complaints Policy details of which can be found on the school website. Should any complaint be received in respect of the support provided for individual medical conditions, it will be dealt with in accordance with the Complaints Policy.


The Purbeck School is mindful of its Equality Duties; respecting religious belief and ensuring that support is provided for those with disability needs that might be affected by this policy. Where there are language or communication issues, and to avoid any misunderstanding,  the  parents  /  carers  and  Headteacher  will  agree  an  appropriate course of action. The Headteacher will engage interpreters or signers when required to ensure that full understanding of a student’s medical needs are determined accurately.

With regard to off-site visits and residential opportunities, The Purbeck School will ensure that reasonable adjustments enabling students to be included are appropriate and made in consultation with parents/carers.