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Supporting Pupils with Medical Conditions Policy

Last Updated: 4th May 2016


  1. Statement of intent

  2. Key roles and responsibilities

  3. Definitions

  4. Training of staff

  5. The role of the child

  6. Individual Healthcare Plans (IHCPs)

  7. Medicines

  8. Administering medication

  9. Emergencies

  10. First aid

  11. Reasonable Adjustments

  12. Promoting Positive  practice

  13. Insurance

  14. Appendices

  15. Individual healthcare plan implementation procedure

  16. Staff training record – administration of medicines

  17. Contacting emergency services

Statement of intent

Fox Hollies wishes to ensure that pupils with medical conditions receive appropriate care and support at school, in order for them to have full access to education and remain healthy.

This policy has been developed in line with the DfE’s guidance reviewed in September 2014: ‘Supporting pupils at school with medical conditions’.

Ofsted places a clear emphasis on meeting the needs of pupils with special educational needs and disabilities (SEND), including children with medical conditions.

Fox Hollies is committed to ensuring that parents/carers feel confident that we will provide effective support for their child’s medical condition, and make the pupil feel safe.

The main aims of this policy are:

  • To provide individualistic, appropriate support for all pupils with medical conditions.

  • To make reasonable adjustments within Fox Hollies to ensure pupils with medial conditions are included in daily activities, school trips and sporting events.

  • To provide all parents/carers with the confidence that Fox Hollies will provide effective support for their child and ensure their safety.

  • To establish relationships with relevant local health services in the implementation of effective support, as well as valuing the views of parents/carers and pupils.

  • To effectively manage absences caused by medical conditions, to limit the impact on a child’s educational attainment.

Key roles and responsibilities

The LA is responsible for:

  • Promoting cooperation between relevant partners and stakeholders regarding supporting pupils with medical conditions.

  • Working with schools in order to encourage pupils with medical conditions to attend full-time.

  • Providing support, advice and guidance to schools and their staff.

  • Making alternative arrangements for the education of pupils who need to be out of school for 15 days or more due to a medical condition.

  • Providing suitable training to school staff in supporting pupils with medical conditions to ensure that Individual Healthcare Plans (IHCP) can be delivered effectively.

The governing body is responsible for:

  • Ensuring a named person, Keith Youngson, Head teacher has responsibility for the overall implementation of the Supporting Pupils with Medical Conditions Policy and procedures of Fox Hollies School reviewing this policy on an annual basis, and ensuring it does not discriminate on any grounds including, but not limited to: ethnicity/national origin, culture, religion, gender, disability or sexual orientation.

  • Handling complaints regarding this policy as outlined in the school’s Complaints Policy. 

  • Ensuring that pupils with medical conditions are able to participate fully in all aspects of school life when identified activities do not endanger their overall health and well being because of their condition.

  • Ensuring that relevant training provided by the LA is delivered to staff members who take on responsibility to support children with medical conditions.

  • Arranging appropriate cover in the event of staff absence or turnover to ensure someone is always available, and that supply staff are appropriately briefed.

  • Ensuring that all relevant staff are made aware of pupils’ individual conditions.

  • Guaranteeing that information and teaching support materials regarding supporting pupils with medical conditions, are available to members of staff with responsibilities under this policy.

  • Keeping written records of any and all medicines administered to individual pupils and across the school population.

  • Ensuring the level of insurance in place reflects the level of risk. 


The headteacher is responsible for:


  • The day-to-day implementation and management of the Supporting Pupils with Medical Conditions Policy and procedures of Fox Hollies School making any necessary changes to the policy, as discussed with the governing body upon review.

  • Ensuring the policy is developed effectively with partner agencies.

  • Making staff aware of this policy.

  • Liaising with healthcare professionals regarding the training required for staff.

  • Making the relevant members of staff aware of a child’s medical condition.

  • Developing individual IHCPs.

  • Ensuring a sufficient number of trained members of staff are available to implement the policy and deliver IHCPs in normal, contingency and emergency situations.

  • Ensuring the correct level of insurance is in place for teachers who support pupils in line with this policy.

  • Contacting the school nursing service in the case of any child who has a medical condition.

  • Organising first-aid training. 

  • Carrying out appropriate risk assessments when making reasonable adjustments for pupils with medical conditions, to ensure the inclusion of pupils in activities.

Staff members are responsible for:


  • Taking appropriate steps to support children with medical conditions.

  • Where necessary, making reasonable adjustments to include pupils with medical conditions into lessons.

  • Administering medication if they agree to this and have received appropriate training for the individual student they teach.

  • Undertaking training to achieve the necessary competency for supporting pupils with medical conditions, if they have agreed to undertake that responsibility.

  • Familiarising themselves with procedures detailing how to respond when they become aware that a pupil with a medical condition needs help.

School nurses are responsible for:

  • Notifying the school when a child has been identified as requiring support in school due to a medical condition.

  • Liaising locally with lead clinicians on appropriate support.

  • Supporting staff with implementing a child’s IHCP, where necessary.

Parents and carers are responsible for:

  • Keeping the school informed about any changes to their child/children’s health.

  • Completing a parental agreement for school to administer medicine form before bringing medication into school.

  • Providing the school with the medication their child requires and keeping it up-to-date.

  • Where appropriate, discussing medications with their child/children prior to requesting that a staff member administers the medication.

  • Where necessary, developing an IHCP for their child in collaboration with the headteacher, other staff members and healthcare professionals.

Where Appropriate Pupils are responsible for:


  • Providing necessary information about how their medical condition affects them.

  • Being actively involved in discussions about their medical support.

  • Contributing to the development of, and complying with, their IHCP.

  • Being sensitive to any other pupils with medical conditions.


“Medication” is defined as any prescribed or over the counter medicine.

“Prescription medication” is defined as any drug or device prescribed by a doctor.

A “staff member” is defined as any member of staff employed at Fox Hollies School, including teachers.

Training of staff

Teachers and support staff will receive training on the Supporting Pupils with Medical Conditions Policy as part of their new starter induction.

Fox Hollies School adopts a whole-school approach to training, ensuring that all staff employed by Fox Hollies School are aware of this policy and of their role when implementing the policy.

Teachers and support staff will receive regular and ongoing training, dependent on which pupils they teach and need to support with the administering of medication or in their overall health and well being as part of their development.

Teachers who undertake responsibilities under this policy will receive the following training externally on a regular basis if they are responsible :

  • Manual Handling 

  • Administering of Insulin 

  • Asthma 

  • Epilepsy

The clinical lead for this training is Katy Rees, Fox Hollies School Nurse

No staff member may administer prescription medicines or undertake any healthcare procedures without undergoing training specific to the responsibility, including administering medication.

No staff member may administer drugs by injection unless they have received training in this responsibility.

Administration will keep a record of training undertaken and a list of teachers qualified to undertake responsibilities under this policy.

The role of the child

Children who are competent will be encouraged to take responsibility for managing their own medicines and procedures, following a discussion with their parents/carers.

Where appropriate, pupils will be encouraged to take their own medication under the supervision of relevant staff.

Individual Healthcare Plans (IHCPs)

Where necessary, an IHCP will be developed in collaboration with the pupil, parents/carers, headteacher, and medical professionals.

IHCPs will be easily accessible to those who need to refer to them, whilst also preserving confidentiality.

IHCPs will be reviewed on an annual basis, or when a child’s medical circumstances change, whichever is sooner.

Where a pupil has an education, health and care (EHC) plan EHCP or annual review, the IHCP will be linked to it or become part of it.


Where possible, it is preferable for medicines to be prescribed in frequencies that allow the pupil to take them outside of school hours.

No child will be given any prescription or non-prescription medicines without written parental consent, except in exceptional circumstances.

No PRN medication will be given without first checking the maximum dosages and when the previous dosage was taken. Parents will be informed of any given medication.

Medicines MUST be in date, labelled, and provided in the original container (except in the case of insulin which may come in a pen or pump) with dosage instructions. Medicines which do not meet these criteria will not be administered.

Controlled drugs may only be taken on school premises by the individual to whom they have been prescribed

All medications will be stored safely in the medical room. Medicines will be kept locked in the medicine cabinet or the lockable medicine fridge.  Key holders must keep their key on their persons at all times. A spare key to this cabinet is kept in a key pad in the medical room.

Pupils will be informed of where they can access their medication. Where relevant, pupils will know who holds the key to the storage facility. Pupils will never be prevented from accessing their medication.

Medicines and devices such as asthma inhalers, blood glucose testing and adrenaline pens will always be readily available to pupils and will not be locked away.

Fox Hollies cannot be held responsible for side effects that occur when medication is taken correctly.

Any medications left over at the end of the course will be returned to the child’s parents.

Administering medication

Teachers and support staff for whom it is relevant will receive training on administering medication. They will receive regular ongoing training if it becomes necessary for them to administer a specific medicine on a regular  basis.

Medications will only be administered at school if it would be detrimental to the child not to do so.

Prior to staff members administering any medication, the parents/carers of the child must complete and sign a parental agreement.

Staff members may refuse to administer medication. If a class teacher refuses to administer medication, the headteacher will delegate the responsibility to another staff member.

Where appropriate, pupils will be encouraged to take their own medication under the supervision of a teacher.

The following procedure should be followed when administering medication on a regular basis:

  • Medication must be given at the appointed time of day.

  • 2 staff should be present to administer meds.

  • The labelling on the medication should be checked by both staff and should also be checked against the medication sheet to ensure it is correct .This ensures the whole process is doubled checked from beginning to end and will help staff to immediately identify any significant changes eg dosage.

  • Once the medication has been given the staff should then double sign on the individual’s medical record sheet which incorporates a photograph of the student to avoid incorrect administration. 

  • Staff administering medication should inform Annette Birch when the drug supplies are running low. She will request new medication be sent in from home, check in the new medication onto the premises, write up the new supply onto records and send all empty packaging home.

  • Annette Birch will check supplies independently on a Friday morning.

                 7.7  Before the administration of paracetamol suspension certain checks must be undertaken:

  • Does school have written and signed consent to administer paracetamol?

  • If the young person presents with a possible temperature we will check it with the digital thermometer.

  • Has any medication been administered within the past 4 hours at home prior to coming to school? This may be indicated in the school diary or it may have been passed as a verbal message from guides to class team. If staff are in an doubt during the morning session they must ring home first. 

  • Is paracetamol the correct medication to be given to the young person? Paracetamol may be given for a high temperature, period pains or specific pain such as an ear ache.


Medical emergencies will be dealt with under Fox Hollies emergency procedures. An exemplar form will be completed and sent to ‘Medical Needs in School Lead’.

Where an IHCP is in place, it should detail: What to do in an emergency.

If a pupil needs to be taken to hospital, a member of staff will remain with the child until either their parents arrive or due to a 

Performing first aid

The Senior Leadership Team is responsible for organising first-aid training. 

Each classroom has a first aid box and grab bags are located in admin, the head teacher’s office and FE2. These contain a sufficient number of suitable provisions to enable the administration of first-aid. It is the responsibility of the person administering first aid to replenish supplies via a request to Annette Birch. All first aid which is administered should be documented on an ‘incident/illness report slip’ and then sent home stapled into the young person’s home school diary.

First-aiders will be made aware of any pupils with medical conditions and treat them accordingly, should the need for first-aid arise. 

First aiders will give immediate help to casualties with common injuries and those arising from specific hazards or medical conditions at Fox Hollies School and ensure that an ambulance or other professional medical help is called where appropriate. 

1 person will notify the local NHS service of its location, clear instructions regarding the notification process and address are displayed in the main office by their phone and in each grab bag.


The head teacher will ensure that procedures are in place to report any major or fatal injuries without delay (e.g. by telephone), as required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Other reportable injuries will be reported in no more than 10 days. The reports will be made to the ‘Medical Needs in School’ team.

Reasonable adjustments

Fox Hollies will meet its duties under the Equality Act 2010. 

Fox Hollies will make reasonable adjustments for pupils with medical conditions, including the provision of auxiliary aids. 

With consideration to day trips, residential visits and sporting activities, Fox Hollies will make reasonable adjustments to promote flexibility and encourage pupil participation.

Fox Hollies will conduct risk assessments prior to the arrangement of any of the above, to ensure planning arrangements take into account the inclusion of pupils with medical conditions.

Promoting Positive practice

  • Fox Hollies seeks to promote the following responses from staff: 

  • Pupils with the same condition should be treated as individuals with different requirements.

  • Pupils will always be able to easily access their inhalers and medication.

  • We will always listen to the opinions of pupils and their families.

  • We will always follow medical evidence or opinion.

  • We will try to avoid sending pupils home frequently or prevent them from taking part in activities at school. 

  • We will always accompany pupils to the medical room, if they become ill.

  • We understand that some pupils medical conditions may affect their attendance record.

  • We will always allow pupils to eat, drink or use the toilet when they need to.


Teachers who undertake responsibilities within this policy are covered by Birmingham City Council blanket insurance policy which is provided by Griffiths and Armour

Full written insurance policy documents are available to be viewed by members of staff who are providing support to pupils with medical conditions. Those who wish to see the documents should contact the headteacher.


Fox Hollies School
Highbury Community Campus
Queensbridge Road
Birmingham B13 8QB



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