Introduction


This policy sets out the principles and procedures for the safe storage, administration, recording, and management of medication at GH School. It ensures that appropriate measures are in place to safeguard pupils and staff, and that all medication is managed in accordance with statutory and best practice guidance.

This policy should be read alongside the following related documents:

Together, these policies form part of GH School’s comprehensive approach to promoting the health, safety, and wellbeing of all pupils.

This Medication Policy aligns with The Independent School Standards – Guidance for independent schools and the Department of Education: Supporting pupils at school with medical conditions document.  It has been developed in partnership with the Tavistock and Portman NHS Foundation Trust to ensure consistency with Trust-wide safeguarding, health, and clinical governance procedures.

Medication Procedures

  • Medicines should only be taken 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 day.
  • Medications are discussed and agreed initially between parents/carers, case co-ordinator, clinical lead and head teacher. (Template A, B and C Forms Supporting Pupils with medical conditions DoH 2014 medication file must be completed prior to commencing administration of medicines).
  • Medicines should always be provided in the original container as dispensed by a pharmacist and include the prescribers’ instructions for administration.
  • Schools should never accept medicines that have been taken out of the container as originally dispensed nor make changes to dosages on parental instructions.
  • Parents are responsible for their child’s medication, and children who are genuinely unwell should stay at home. Head teachers are responsible for deciding whether the school or college can assist a pupil who needs medication during the school day.
  • No child under 16yrs should be given medicines without their parent’s written consent.
  • Medication audits are completed termly and all medication is signed in/out and documented in the medication log book.

Storage of medication:

  • Schools/colleges should not store large volumes of medication. As far as is practicable, the smallest possible dose of medicine should be brought in.
  • Doses of liquid medicines should not be transferred from the original bottle as this could result in the loss of some of the medicine. Medication should be stored strictly in accordance with product instructions, taking account of the correct storage temperature.
  • Pupils should know where their own medication is stored and how to obtain it.
  • Medicines should be stored in their original containers, clearly labelled with the name of the pupil, the name and dose of the drug, the frequency of administration, any likely side-effects and the expiry date. Parents are responsible for ensuring that this information is provided.
  • Medicines should be  stored in a locked medicine box in the Admin Office until required. Keys to the box are held by the Admin Manager.
  • Some medicines, such as asthma inhalers and Epipens, must be readily available to pupils and must not be locked away. Those who are capable of carrying their own inhalers should be allowed to do so, following consultation between parents and the head teacher. Generally, it is helpful if the school/college keeps a spare inhaler for that particular child, in case the original is mislaid by the child. Schools/colleges are permitted to hold a spare salbutamol inhaler for emergency use, provided that parental consent has been given for its use in an emergency, should the child’s own inhaler not be available.
  • Schools and colleges should not continue to store surplus or out-of-date medicines. Parents should be asked to collect the containers for returning to the chemist and should routinely collect medicines held by the school at the end of each term. If parents do not collect all medicines, they should be taken to a local pharmacy for safe disposal.
  • Sharps boxes (obtained by parents on prescription) should always be used for the disposal of needles.
  • Staff may need to bring their own medication into work. This should be securely stored but does not need to be stored with pupils’ medicines.
  • Staff should never volunteer to give non-prescribed medicines to children unless:
  • there is specific prior written permission from parents
  • it is carried out in accordance with the employer’s policy.
  • Local pharmacists can give advice about storing medicines.

Individual Healthcare Plans (IHPs)

  • GH School will ensure that pupils with medical needs have an Individual Healthcare Plan (IHP).
  • IHPs will be developed in partnership with parents/carers, the pupil (where appropriate), healthcare professionals, and school staff.
  • Each plan will set out the child’s medical condition, triggers, signs, symptoms, treatments, and emergency procedures.
  • IHPs will be reviewed at least annually, or sooner if the child’s needs change.
  • Copies of IHPs will be stored securely and shared with relevant staff to ensure consistent practice.

Administration of medication:

  • If in doubt about any procedure, staff should not administer the medicines but check with the parents or a health professional before taking further action. N.B. Children under 16 should never be given aspirin or medicines containing ibuprofen unless prescribed by a doctor
  • Medicines should only be administered where it would be detrimental not to do so.
  • Any staff member giving medicines to a child should check:
  • Child’s Name
  • Prescribed Dose
  • Expiry Date
  • Written instructions provided by the prescriber on the label or container.
  • All medication must be administered by a registered nurse, the head teacher, or a trained first aider. All administrations must be witnessed by another member of staff.
  • Termly refresher training is provided to all staff who are approved to administer medication. This training should be provided by a registered nurse.
  • Medication must be given at the time/s specified by the prescription.

Roles and Responsibilities

  • Governing Body: Responsible for ensuring that arrangements are in place to support pupils with medical conditions, including resourcing, training, and policy oversight.
  • Headteacher: Ensures policy implementation, staff training, and liaison with healthcare professionals.
  • School Staff: Follow training and guidance, administer medication safely, and contribute to IHP reviews.
  • Parents/Carers: Provide accurate medical information, consent, and up-to-date medication.
  • Pupils: Encouraged to take responsibility for their own health needs where appropriate, including self-administration of medicines under supervision

Pupil Independence

  • Wherever possible, pupils will be supported to take responsibility for managing their own medical needs.
  • Pupils who are competent may carry and administer their own medication (e.g. inhalers, insulin), with parental and clinical agreement.
  • Staff will provide supervision and support where required, ensuring safety and dignity.

Record Keeping: 

Parents/carers should tell the school about the medicines that their child needs to take and provide details of any changes to the prescription.

  • Medications recording file should include details of:
  • Name of Child
  • Prescriber and who is monitoring.
  • Name of medicine
  • Dose
  • Method of administration
  • Time/frequency of administration
  • Expiry date
  • Date
  • Name of staff member giving medication
  • Name of staff member witnessing medication administration.
  • A record of medication being taken is kept in the medication file in the staff room and updated daily.
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  • All medication offered and accepted or refused will be documented in the Medication File in the administration log. This administration log will be uploaded termly to the child’s folder in the Gloucester House School Shared drive.
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  • Parents will be informed by staff at the end of the day whether their child has taken or refused their medication.

Educational Visits

When organising educational visits, schools and colleges will need to consider taking additional precautions, such as including staff who are able to administer medication and/or the pupil’s parent. 

If medication needs to be taken off school site for an educational visit a risk assessment should be completed.

Advice should be sought from the pupil’s GP or the school health service. 

Hygiene and infection control

All staff must adhere to standard hygiene measures when handling or administering medication to ensure the safety of pupils and staff and to prevent cross-contamination. This includes:

  • Washing and drying hands thoroughly before and after dispensing or administering medication.
  • Avoiding direct contact with tablets or capsules wherever possible (e.g. by using a clean medicine pot or wearing disposable gloves if required).
  • Ensuring all medication is prepared in a clean environment.
  • Safely disposing of any waste materials, such as gloves, tissues, or packaging, in accordance with the school’s Health and Safety and Infection Control procedures.

All staff should be familiar with basic hygiene procedures and normal precautions for avoiding infection. 

In particular, staff should have access to protective disposable gloves and should take special care when dealing with spillages of blood or other body fluids, or the disposal of dressings or equipment.

Responsibilities:

Governing Body is responsible for ensuring that arrangements are in place to support pupils with medical conditions, including resourcing, training, and policy oversight.

The Head of service and Medical Director are responsible for putting the Trust’s – Procedures for the Prescribing and Administration of Medication into Practice.

The Head Teacher and Medical Director are responsible for ensuring that staff receive all necessary support and training re: medication as detailed in Supporting pupils at school with medical conditions (DoH 2014 updated 2017). Headteacher ensures policy implementation, staff training, and liaison with healthcare professionals.

Parents/carer’s are responsible for ensuring that date expired medicines are returned to the pharmacy for safe disposal. They should collect any remaining medicines at the end of each term. Any remaining medicines should be taken to a local pharmacy for safe disposal. Parents/carers should provide accurate medical information, consent, and up-to-date medication.

All staff are responsible for ensuring they are practicing within their professional and training capacities, administer medication safely, and contribute to IHP reviews.

Pupils are encouraged to take responsibility for their own health needs where appropriate, including self-administration of medicines under supervision

Emergency Procedures:

In the event of a medical emergency all staff should know how to call emergency services.

All staff should know who is responsible for carrying out emergency procedures.

A member of staff should always accompany a child taken to hospital by ambulance and should stay until the parent/carer arrives.

Staff should not take children to hospital in their own car.

Health professionals are responsible for any decisions on medical treatment when parents or those with PR are not available.

Individual health care plans should include instructions on how to manage a child in an emergency and identify who has the responsibility in an emergency.

All staff should know where emergency equipment is stored. Defibrillator is stored in the admin office and should be checked weekly by staff.

Complaints Procedure

  • Parents/carers who are dissatisfied with the school’s support for their child’s medical needs should raise concerns initially with the Headteacher.
  • If unresolved, concerns may be escalated to the Governing Body.
  • Formal complaints will be handled in line with the school’s Complaints Policy.

Liability and Indemnity

  • The Governing Body ensures that staff administering medication are covered by the school’s insurance arrangements.
  • Staff will not be held personally liable when acting in accordance with this policy and their training.
  • Insurance details are available to staff on request.