Shawclough Community Primary School

Medical Conditions and Administration of Medicine Policy


First Aid, Medical Conditions and Administration

of Medicine Policy



Managers: Julia Sandiford Mitchell                     

 Reviewed: January 2022

Approved by Governors:  May 2016

                                                       Next Review:  January 2025



Shawclough Community Primary School is an inclusive community that supports and welcomes pupils with medical conditions. We are welcoming and supportive of pupils with medical conditions. It provides children with medical conditions with the same opportunities and access to activities (both school based and out-of-school) as other pupils. No child will be denied admission or prevented from taking up a place in this school because arrangements for their medical condition have not been made.

  • We will listen to the views of pupils and parents.
  • Pupils and parents feel confident in the care they receive from this school and the level of that care meets their needs.
  • Staff understand the medical conditions of pupils at this school and that they may be serious, adversely affect a child’s quality of life and impact on their ability to learn.
  • All staff understand their duty of care to children and young people and know what to do in the event of an emergency.
  • The whole school and local health community understand and support the medical conditions policy.
  • Shawclough understands that all children with the same medical condition will not have the same needs.
  • We recognises that duties in the Children and Families Act (England only), the Equality Act (England, Wales and Scotland) and the Disability Discrimination Act (Northern Ireland only) relate to children with disability or medical conditions and are anticipatory.



This medical conditions policy is drawn up in consultation with a wide range of local key stakeholders within both the school and health settings.  Stakeholders should include pupils, parents, school nurse, school staff, governors, the school employer, relevant local health services and relevant supporter organisations.


Parents and Carers

  • Parents/Carers have prime responsibility for their children’s Health and for providing information about any medical condition.
  • Children should be kept at home if they are unwell.
  • Parents/Carers should notify school if there is a change in medication or the medication ceases to be necessary.
  • Parent/Carers must give signed consent and details of the medication to be given.
  • Information regarding a child’s medical need will be shared only with the Parent/Carers knowledge.
  • Parents/Carers must provide school with their contact numbers or that of another responsible adult, in order that they are contactable at all times.
  • Parents/Carers Cultural and Religious views will be respected.



The medical conditions policy is supported by a clear communication plan for staff, parents* and other key stakeholders to ensure its full implementation.  Pupils, parents, relevant local healthcare staff, and other external stakeholders are informed of and reminded about the medical conditions policy through clear communication channels.





Children’ medical needs may be broadly summarised as being of the following types:

  • Short term:  affecting their participation in school activities, this may include a course of medication.
  • Acute:  [such as an allergic reaction].
  • Recurrent:  [such as Asthma or Epilepsy].
  • Long term:  potentially limiting their access to education and requiring extra care and support [special medical needs].
  • Most Children will at some time have a medical condition that may affect their participation in school activities.
  • Children with Medical Needs have the same rights of admission to school or Early Years setting as other children.

This policy outlines responsibilities and procedures for supporting Children with medical needs at Shawclough C.P. School.



Healthcare Plans

 All children with a medical condition should have an individual healthcare plan (IHP).


An IHP details exactly what care a child needs in school, when they need it and who is going to give it.

It should also include information on the impact any health condition may have on a child’s learning, behaviour or classroom performance.

This should be drawn up with input from the child (if appropriate) their parent/carer, relevant school staff and healthcare professionals, ideally a specialist if the child has one.


See appendix A for Anaphylaxis and Asthma Policy

See appendix B for Diabetics Policy




All staff understand and are trained in what to do in an emergency for children with medical conditions at this school.


  • All school staff, including temporary or supply staff, are aware of the medical conditions at this school and understand their duty of care to pupils in an emergency.
  • All staff receive training in what to do in an emergency and this is refreshed at least once a year.
  • A child’s IHP should, explain what help they need in an emergency. The IHP will accompany a pupil should they need to attend hospital. Parental permission will be sought and recorded in the IHP for sharing the IHP within emergency care settings.


Record keeping

  • Parents at Shawclough Primary School are asked if their child has any medical conditions on the enrolment form.
  • This school uses an IHP to record the support an individual pupil needs around their medical condition. The IHP is developed with the pupil (where appropriate), parent, school staff, specialist nurse (where appropriate) and relevant healthcare services.
  • This school has a centralised register/  of IHPs, and an identified member of staff has the responsibility for this register/SENCO and SENCO administration assistant
  • IHPs are regularly reviewed, at least every year or whenever the pupil’s needs change.
  • The pupil (where appropriate) parents, specialist nurse (where appropriate) and relevant healthcare services hold a copy of the IHP. Other school staff are made aware of and have access to the IHP for the pupils in their care.
  • This school makes sure that the pupil’s confidentiality is protected.
  • This school seeks permission from parents before sharing any medical information with any other party.
  • This school meets with the pupil (where appropriate), parent, specialist nurse (where appropriate) and relevant healthcare services prior to any overnight or extended day visit to discuss and make a plan for any extra care requirements that may be needed. This is recorded in the pupil’s IHP which accompanies them on the visit.
  • This school keeps an accurate record of all medication administered, including the dose, time, date and supervising staff.
  •  This school makes sure that all staff providing support to a pupil and other relevant teams have received suitable training and ongoing support, to make sure that they have confidence to provide the necessary support and that they fulfil the requirements set out in the pupil’s IHP.



 Shawclough Primary School ensures that the whole school environment is inclusive and favourable to pupils with medical conditions. This includes the physical environment, as well as social, sporting and educational activities.


  • This school is committed to providing a physical environment accessible to pupils with medical conditions and pupils are consulted to ensure this accessibility. This school is also committed to an accessible physical environment for out-of-school activities.
  • This school makes sure the needs of pupils with medical conditions are adequately considered to ensure their involvement in structured and unstructured activities, extended school activities and residential visits.
  • All staff are aware of the potential social problems that pupils with medical conditions may experience and use this knowledge, alongside the school’s bullying policy, to help prevent and deal with any problems. They use opportunities such as PSHE and science lessons to raise awareness of medical conditions to help promote a positive environment
  • This school understands the importance of all pupils taking part in physical activity and that all relevant staff make appropriate adjustments to physical activity sessions to make sure they are accessible to all pupils. This includes out-of-school clubs and team sports.
  • This school understands that all relevant staff are aware that pupils should not be forced to take part in activities if they are unwell. They should also be aware of pupils who have been advised to avoid/take special precautions during activity, and the potential triggers for a pupil’s medical condition when exercising and how to minimise these.
  • This school makes sure that pupils have the appropriate medication/equipment/food with them during physical activity.
  •  This school makes sure that pupils with medical conditions can participate fully in all aspects of the curriculum and enjoy the same opportunities at school as any other child, and that appropriate adjustments and extra support are provided.
  • All school staff understand that frequent absences, or symptoms, such as limited concentration and frequent tiredness, may be due to a pupil’s medical condition. This school will not penalise pupils’ for their attendance if their absences relate to their medical condition.
  • This school will refer pupils with medical conditions who are finding it difficult to keep up educationally to the SENCO/who will liaise with the pupil (where appropriate), parent and the pupil’s healthcare professional.
  • Pupils at this school learn what to do in an emergency.
  •  This school makes sure that a risk assessment is carried out before any out-of-school visit, including work experience and educational placements. The needs of pupils with medical conditions are considered during this process and plans are put in place for any additional medication, equipment or support that may be required.



Common Triggers

Shawclough is aware of the common triggers that can make common medical conditions worse or can bring on an emergency. The school is actively working towards reducing or eliminating these health and safety risks and has a written schedule of reducing specific triggers to support this.

  • This school is committed to identifying and reducing triggers both at school and on out-of-school visits.
  • School staff have been given training and written information on medical conditions which includes avoiding/reducing exposure to common triggers. It has a list of the triggers for pupils with medical conditions at this school, has a trigger reduction schedule and is actively working towards reducing/eliminating these health and safety risks.
  • The IHP details an individual pupil’s triggers and details how to make sure the pupil remains safe throughout the whole school day and on out-of-school activities. Risk assessments are carried out on all out-of-school activities, taking into account the needs of pupils with medical needs.
  • This school reviews all medical emergencies and incidents to see how they could have been avoided, and changes school policy according to these reviews.


Long Term Illness

Where a child is returning to school following a period of hospital education or alternative provision (including home tuition), this school will work with the local authority and education provider to ensure that the child receives the support they need to reintegrate effectively.

This school works in partnership with all relevant parties including the pupil (where appropriate), parent, school’s governing body, all school staff, catering staff, employers and healthcare professionals to ensure that the policy is planned, implemented and maintained successfully



Each member of the school and health community knows their roles and responsibilities in maintaining and implementing an effective medical conditions policy.

  • Most of the LA's responsibilities are delegated to the Governing Body.
  • However there is one important consultation they have completed.

The LA has consulted with its insurers and can confirm that employees who administer medicine to Children in accordance with the guidelines outlined in this document will be acting within the scope of their employment and are fully indemnified.  In the event of legal action being taken over an allegation of negligence the employer rather than the employee is likely to be held responsible. It is the employer’s responsibility to make sure that correct procedures are followed. The employer is also responsible for making sure that willing staff have appropriate training to support Children with medical needs.

Governing Body

  • Must ensure, under the Health and Safety at Work Act 1974 that the school has a Health and Safety Policy that should include procedures for supporting Children with medical needs, including managing medication.
  • The Governing Body should take account of the views of the Head teacher, staff and parents in developing a policy.

Head teacher

  • The Head teacher is responsible for implementing the policy and developing the necessary procedures.
  • The day to day decisions about administering are also those of the Head teacher.
  • The Head teachers, alongside the policy managers, are responsible for ensuring that appropriate training is organised for staff.
  • Where and when necessary the Head teacher will consult Health Professionals.


Managing Medicines on School Premises

  • Medicines should only be administered at school when it would be detrimental to a child’s health or school attendance not to do so.
  • No child will be given prescription medicines without their parent’s signed consent.
  • No child will be given medicine containing Aspirin unless prescribed by a Doctor.
  • Where clinically possible, medicines should be prescribed in dose frequencies which enable them to be taken outside of school hours.  Parents to be made aware of this.
  • Medicines will only be accepted if they are prescribed by a Doctor. Non- prescribed medicines will NOT be accepted or administered to children in school.
  • Medicines must be in date, labelled, in the original container as dispensed by a Pharmacist and include instructions for:
  • Administration.
  • Dosage and storage.
  • All medicines will be stored safely; children should know where their medicine is kept. Children will not be allowed to store medicines in their drawers, bag or pockets, other than asthma inhalers.



The medical conditions policy is regularly reviewed, evaluated and updated. Updates are produced every year.  In evaluating the policy, this school seeks feedback from key stakeholders including pupils, parents, school healthcare professionals, specialist nurses and other relevant healthcare.



School Anaphylaxis and Asthma Policy



At Shawclough we recognise that asthma is a condition that will affect some children on our school roll, some of whom may be adversely affected.


The asthma manager will raise awareness of asthma in school annually or as needed. They will ensure that a clear policy is understood by all education staff (including Lunchtime Supervisors) of the school.



At Shawclough we will strive to be asthma friendly:

  • The school will ensure the school environment is favourable to children and adults with asthma.
  • The school will ensure that all children and staff have an understanding asthma.



The school recognises that immediate access to reliever inhalers is vital. That is done in the following ways:

  • Children are encouraged to carry their inhalers with them as soon as the parent, doctor or nurse and class teacher agree they are mature enough.
  • The reliever inhalers of younger children will be kept in the year group in a place easily accessible to all members of staff working there.
  • All inhalers must be labelled with the child’s name by the parent.
  • Parents are responsible for ensuring that the child has a reliever inhaler in school and that it is within the expiry date.



  • Schools can buy inhalers and spacers (these are enclosed plastic vessels which make it easier to deliver asthma medicine to the lungs) from a pharmaceutical supplier, such as a local pharmacy, without a prescription, provided the general advice relating to these transactions are observed.
  • Schools will try to keep more than one emergency asthma kit, especially if covering more than one site, to ensure that all children within the school environment are close to a kit. The experience of some respondents to the consultation on this guidance suggested a stock of 5 spacers would be adequate for a typical school.
  • The emergency salbutamol inhaler should only be used by children:
    • Who have been diagnosed with asthma, and prescribed a reliever inhaler
    • who have been prescribed a reliever inhaler;
    • written parental consent for use of the emergency inhaler has been given.









All staff coming into contact with children who suffer from the condition of asthma will have been informed and will therefore know what to do in the event of an attack:

  1. Ensure that the child is encouraged to be as calm as possible and to try to breath deeply.
  2. The adult should remain calm and should reassure the child.
  3. Ensure that the reliever inhaler (BLUE) is taken immediately
  4. Loosen any tight clothing that may restrict that.
  5. Inform parents or/and place an asthma band on the child’s wrist.


Epipen (Adrenaline Auto Injector) or similar devices. These are kept on school premises and are stored in the tunnels and kitchen area where the likelihood of a reaction is more likely.  The children should also have their own personal Epipen in case of an anaphylactic emergency.


Conditions that require an epipen to be held such as allergies are recorded on the child’s records.


All staff have been trained to support children who are asthmatic or who require an epipen due to allergies or risk of anaphylactic shock.  This is renewed annually through the school health team.

Anaphylaxis is a medical emergency. It can be very serious if not treated quickly. If someone has symptoms of anaphylaxis, you should:


1.     Use an adrenaline auto-injector if the person has one – but make sure you know how to use it correctly first.

2.     Call 999 for an ambulance immediately (even if they start to feel better) – mention that you think the person has anaphylaxis.

3.     Remove any trigger if possible – for example, carefully remove any stinger stuck in the skin.

4.     Lie the person down flat – unless they're unconscious, pregnant or having breathing difficulties.

5.   Give another injection after 5 to 15 minutes if the symptoms do not improve and a second auto-injector is available (Source NHS Website)




Minor attacks should not interrupt a child’s involvement or development in school. When feeling better the child will return to normal school activities.



The emergency procedure will be implemented if:

      • The reliever inhaler has no effect after 5-10 minutes
      • The child is distressed or unable to talk
      • The child is getting exhausted
      • There is any doubt at all about the child’s condition


Action to be taken:

      • Ensure that the child is reassured and remains as calm as possible.
      • Repeat the reliever inhaler giving a high dose
      • Dial 999 – school staff must not take children to hospital in their own car as a child’s condition can deteriorate very quickly.
      • Continue to give the reliever inhaler every few minutes until help arrives.



School recognises the importance of keeping an accurate record of children with asthma and the medication they take.

  • At the beginning of each school year or when a child joins the school, parents will be asked if their child has asthma.  This information will be recorded on a child’s records.
  • For those children with asthma, parents will be asked to provide information about the child’s medication and asthma triggers.
  • This information forms the asthma record that is available to all school staff.
  • The information is updated when children move to year groups.
  • Parents are responsible for informing the school of any medication changes between times.



School will expect children with asthma to participate fully in PE, games and physical activity but is aware that for some children exercise can trigger their asthma.

  • School staff taking PE lessons or supervising break times will be aware that some of the children suffer from asthma, will be aware of the register and will react to those children who indicate they are suffering an attack.
  • Those children whose asthma is triggered by exercise will be encouraged to take their reliever inhaler a few minutes before exercise. Children can use their reliever inhaler before during and after sport if necessary.
  • As part of classroom management Teachers will remind the children of the activity about to take place and will tell the children to bring their reliever inhaler to the gym, sports field, swimming pool or playground.



  • The club leader is responsible for finding out which children in the club have asthma.
  • Children attending study support clubs will be told to take their inhaler with them to the club.
  • On school excursions children with asthma will take their reliever inhaler.
    • Older children will carry their inhaler with them.
    • Younger children will have their reliever inhaler at hand, held by the visit group leader.
    • The decision of which children should carry their own inhaler will rest with the teacher.


  • Residential excursions may necessitate the inclusion of a preventer-inhaler to treat the child. Supervision of this will be negotiated with the parents by the Visit Leader prior to the excursion. 



As part of the INSET programme all Education Staff will receive training on the needs of children with asthma. The asthma manager will organise the necessary information updates annually.








Shawclough School is an inclusive community that aims to support child with diabetes, ensuring they participate fully in all aspects of school life. It recognises that diabetes is a long term medical condition where the amount of glucose in the blood is too high because the body is unable to use it properly. Shawclough School is aware that diabetic child need immediate access to their medicine, monitoring devices and hypo packs all times and therefore appropriate steps are taken to ensure easy access to these items. All staff are aware of what to do if a diabetic child becomes unwell. Shawclough Staff understand that child’s with diabetes may be embarrassed about their condition and may suffer bullying because of it. Procedures are in place to prevent this. Staff will work in partnership with other stakeholders, such as medical professionals, parents, child’s, etc to ensure this policy is planned, implemented and maintained successfully



Storage Shawclough School has a comprehensive Administration of Medicines Policy which covers all aspects of medicine storage, administration and monitoring and should be read in conjunction with this policy. Child’s are advised to carry their insulin with them at all times, within appropriate storage devices. Sharps Diabetic medication and monitoring necessitates the need for the use of Sharps. All Sharps should be disposed of following the schools Clinical Waste Risk Assessment.



When a child starts at Shawclough School a diagnosis of diabetes is identified parents report this in writing parent/guardian prior to arrival. It is important that Parents keep the school and the first aiders informed of any changes to the child’s’ care.  The school may contact the student’s parents and Specialist (Team) as soon as they are alerted to the condition (i.e.: pre admission) so that liaison and meetings can take place as soon as possible.  An individual care plan is devised and agreed with parents. The Individual Care plan should describe the responsibility of all parties, address the child’s specific needs and provide clear instructions for ongoing and emergency care. It should be regularly reviewed and updated



Child’s are encouraged to manage their diabetes to enable them to be involved in all school activities. Child’s must have access to medication and hypo packs during times of activity. It is important to recognise it is potentially just as dangerous to exercise with glucose levels TOO HIGH as low and therefore it is important that blood glucose testing is performed before and after activities and before any snack is eaten. Staff should all know of any diabetic child’s they teach and should ensure that they have a working knowledge of their care plans Any member of staff can ask for diabetes training.



Shawclough School does all it can to ensure the school is favourable to child’s with diabetes. The school will display first aid information on how to deal with Diabetic emergencies


Shawclough School works in partnership with all relevant and interested parties including School Governors, all Staff, Parents, Child’s and the Medical Centre Staff to ensure the policy is planned, implemented and successfully maintained.

The School: Employers have a responsibility to:

· ensure the health and safety of their employees and anyone else taking part in school activities. This responsibility extends to those staff leading activities off site e.g. field trips, outings, etc.


Sources of Reference: