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Medical Treatment Policy

Co-op Belle Vue

Medical Treatment Policy

Policy details

Approval by Governors: 30th January 2023

Date to be Reviewed: 30th January 2024

Medical Treatment Policy

The Co-operative Academy Belle Vue is committed to giving all its students opportunities to access the curriculum. Every effort will be made to ensure that students with medical needs experience the best possible care whilst at the Academy. This policy provides a sound basis for ensuring that children with medical needs receive proper care and support at the Academy. In addition, the Academy has adopted the guidance published by the DfE/Department of Health entitled "Supporting Pupils with Medical Needs: a good practice guide".

In this document “medical condition” refers to any physical or mental health condition that requires ongoing health professional input.

All medical information received by the Academy will be treated confidentially. Information to ensure the safety and care of individual students will be disclosed as appropriate to staff of the Academy. Such procedures will be discussed with the student and parent for their agreement prior to the disclosure.

The purpose of this policy is to put into place effective management systems and arrangements to support children and young people with medical needs in the Academy and to provide clear guidance for staff and parents/carers on the administration of prescribed medicines. This document, where appropriate, must be considered in conjunction with all

other relevant policies, for example, health and safety.


Roles and Responsibilities with respect to children with medical conditions

Parents and Carers

Medical Information

Parents/carers will be required to give the following information about their child's long term medical needs and it is their responsibility to update staff if there are any changes,

throughout or at the start of each academic year.

  1. Details of student's medical needs
  2. Medication, including any side effects  
  3. Allergies
  4. Name of GP/consultants
  5. Special requirements e.g. dietary needs, pre-activity precautions
  6. What to do and who to contact in an emergency
  7. Cultural and religious views regarding medical care

Parents/carers are requested to approach the Academy with any information that they feel the Academy will need to care for individual students. This should be directed to the SENDCo or Head of School.

Parents/carers are responsible for informing the Academy of medical issues that arise during the student's time in the Academy.  It is the responsibility of the parent or carer to ensure that they inform the Academy of any changes to their child’s medical condition. It is the responsibility of the Academy to ensure this information is acted on promptly.

Parents/Carers are responsible for ensuring that an up to date email address is on the system at all times as First Aid will initially contact in this format in non-urgent matters.


Parents/ carers have a responsibility to provide any prescribed medication in a container clearly labelled (with the original pharmacy label) with the following;


Any medication that does not contain the above will not be accepted. Parents/Carers will be required to sign a form consenting to the Academy administering medication. We will be unable to allow learners to self administer any medication or take any medication where the aforementioned form is not signed.

It is the responsibility of parents to pick up the medication before each break in the school year. It is also the responsibility of the parent to ensure that all medications stored on Co-op Academy Belle Vue are not expired.

Head of School

Under the Disability Discrimination Act (DDA) 1995, Academies, schools and settings should be making reasonable adjustments for disabled children, including those with medical needs, and are under a duty to plan strategically to increase access over time. Schools and settings should consider what reasonable adjustments they need to make to enable children with medical needs to participate fully in all areas of school life, including educational visits and sporting activities.

The Head of School, in consultation with the Governing Body, staff, parents/carers, health professionals and the local authority, is responsible for deciding whether the Academy can assist a child with medical needs. The Head of School is also responsible for ensuring the implementation of the policy on a daily basis, ensuring that procedures are understood and ensuring appropriate training is provided making sure there is effective communication with parents/carers, children and young people, Academy staff and all relevant health professionals concerning the student's health needs.

Staff within school

All staff in the academy have a duty to maintain professional standards of care and to ensure that children and young people are safe. Expected practice is that staff will adhere to the administration of medication as documented in any Health Care Plan, written in co-production with the parents/carers and relevant medical professionals, which all agree is in the best interests of the child and their well-being.

It is important to know that there is no legal duty requiring staff to administer medication or to supervise a child when taking medicines. This is a voluntary role.

Staff, including supply staff, must always be informed of a child's medical needs where this is relevant and of any changes to their needs as and when they might arise. Mr Peppard, Office Manager, is responsible for the medical administration and Mrs Griffith, Assistant Vice-Principal and SENDCo, is responsible for health care plans and proformas.

How the Academy identifies students with medical conditions

Students with medical needs entering Co-operative Academy Belle Vue from local primary schools will either be identified through discussions with key staff at the school or through admissions forms completed by parents/carers. Discussion between Academy staff and parents/carers, alongside medical professionals if needed, will then ensure that appropriate provision can be made.

Policy on Inclusion of learners with specific medical issues on school activities

The Academy welcomes all students and encourages them to participate fully in all activities.

The Academy will advise all staff on the practical aspects of management of:

  • Asthma attacks
  • Diabetes
  • Epilepsy
  • An Anaphylactic Reaction

The Academy will keep a record of students who may require such treatment.

The Academy expects all parents whose children may require such treatment to ensure that appropriate medication has been lodged with the Academy together with clear guidance on the usage of the medication.

Staff Training

Training and advice will be provided by health professions for staff involved in the administration of prescribed medicines. Training for First Aiders will be provided on a range of medical needs, including any resultant learning needs, as and when appropriate.

Intimate or Invasive treatment

This will only take place at the discretion of the Head of School and Governors, with written permission from the parents/carers and only under exceptional circumstances. Two adults, one of the same gender as the child, must be present for the administration of such treatment. Cases will be agreed and reviewed on an individual basis. All such treatment will be recorded.

Emergency Procedures

Procedures are in place in case of an emergency.


There is currently a fully charged defibrillator on Connell Academy Reception. The location should be notified to the ambulance service when they arrive. Academy First Aiders should be trained on its use and also CPR. The school will have one in place shortly after opening.

Students with Health Care Plans

Where appropriate, a personal Health Care Plan will be drawn up in consultation with the Academy, parents/carers and health professionals. The Health Care Plan will outline the child's needs and the level of support required in school. Health Care Plans will be reviewed annually or as often as required.

Examples of where an individual healthcare plan will be drawn up are as follows;

  1. Long term illnesses, e.g. Crohn's disease, Type 1 Diabetes, kidney disease.
  2. If the child has an accident that has a physical impact on their ability. C. Physical disabilities, e.g. if the student requires a wheelchair, splints, physio or adaptations

Mrs Griffith, along with the First Aid team and the school nurse, will monitor students with medical conditions. Individual healthcare plans can help to ensure that schools effectively support students with medical conditions. The Academy, First Aid Staff and parent/carer should agree, based on evidence, when a healthcare plan would be appropriate or disproportionate.

Individual Healthcare plans should be reviewed annually or earlier if evidence is presented that the child's needs have changed.

When a student has SEN but does not have a statement or EHC plan, their special educational needs should be mentioned in their individual healthcare plan.

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

The following information should be recorded on individual healthcare plans:

  1. The medical condition, its triggers, signs, symptoms and treatments;
  2. The student's resulting needs, including medication (dose, side effects and storage) any other treatments, time, facilities, equipment, testing, access to food and drink where this is used to manage their condition, dietary requirements and environmental issues e.g. crowded corridors, travel time between lessons;
  3. Specific support for the student's educational, social and emotional needs – for example, how absence will be managed, requirements for extra time to complete exams, use of rest periods or additional support in catching up with lessons, counselling lessons;
  4. The level of support needed, (some children will be able to take responsibility for their own health needs), including emergencies. If a child self-manages their medication, this should be clearly stated with appropriate arrangements for monitoring. Who will provide this support, their training needs, expectations of their role and confirmation of proficiency to provide support for the child's medical condition from a healthcare professional; and cove arrangements for when they are unavailable;
  5. Who in the Academy needs to be aware of the child's condition and the support required;
  6. Arrangements for written permission from parents/carers and the Head of School for medication to be administered by a member of staff, or self-administered by the student during school hours;
  7. Separate arrangements or procedures required for school trips or other school activities outside of the normal school timetable that will ensure the child can participate, e.g. risk assessment.

Medicines in the Academy

It is expected that parents/carers will normally administer medication to their children at home. The Principal will decide whether any medication will be administered in the Academy and following consultation with staff, by whom. All medicine will normally be administered during

breaks and lunchtime. If, for medical reasons, medicine has to be taken at other time during the day, arrangements will be made for the medicine to be administered at other prescribed times. Students will be told where their prescribed medication is kept and who will administer it.

Office Manager Collette Allen and Assistant Vice Principal & SENCo Nicola Griffith should be informed of any prescription medication brought into the Academy at any time and must follow the administration of prescribed medicines procedure.

Information regarding any prescribed medication should be made available to the staff delegated to oversee administration of medication and the First Aid team if necessary.

The academy will not allow under any circumstances the administration of non-prescription medicines in the academy. Prescribed medication will only be administered with prior written permission from the parents/carers, including written medical authority if the prescribed medicine needs to be altered (e.g. crushing of tablets).

A Request to Administer Prescription Medication Form must be completed. Staff are not legally required to administer prescribed medicines or to supervise a child when taking prescribed medicine. This is a voluntary role and only a named member of staff may take this role.

Administering Medication

Any member of staff, on each occasion, giving prescribed medicine to a student should check;

  1. Name of student
  2. Written instructions provided by the parents/carers or doctor
  3. Prescribed dose
  4. Expiry date

It is the responsibility of the parent/carers to ensure there is enough medication in the academy for what the student requires


All prescribed medicine will be kept in reception. All medicine will be logged onto the Academy's file.


The staff administering the medication will complete and sign a record sheet each time medication is given to a child and these will be kept electronically. The sheets will record the following;

  1. Name of student
  2. Date and time of administration
  3. Who supervised the administration
  4. Name of medication
  5. Dosage
  6. A signature of both administrator and student

Carrying medicines

For safety reasons children are only allowed to carry inhalers for the use with an asthmatic condition. No other medication must be carried.

Refusing Medication

If a child refuses to take their medication, staff will not force them to do so. Parents/carers will be informed as soon as possible. Refusal to take medication will be recorded and dated on the child's record sheet. Reasons for refusal to take medications must also be recorded as well as the action then taken by the Assistant Vice Principal.

Confidentially and GDPR

All student records relating to medical conditions and administration of medication will be kept in a secure location which is only accessible to relevant staff. It will only be shared with other professionals where it is considered necessary and in the best interest of the child.

Any concerns regarding confidentiality raised by parents will be investigated. Concerns can be raised to Mrs Griffith, Assistant Vice Principal & SENCo, or Mr Fetcher Head of School.

Offsite visits

Co-op Academy Belle Vue believes that all students are entitled to participate fully in activities associated with the Academy and will attempt at all times to accommodate students with medical needs. However, consideration must be given to the level of responsibility that staff can be expected to accept.

To ensure that as far as possible, all children have access to all activities and areas of Academy life, a thorough risk assessment will be undertaken to ensure the safety of all children and staff. This will be done in collaboration with all relevant professionals. No decision about a child with medical needs attending/not attending a school trip will be taken without prior consultation with the parents/carers.

Residential trips and visits off site;

  1. Sufficient essential medicines and appropriate Health Care Plans will be taken and controlled by the member of staff supervising the trip.
  2. If it is felt that additional supervision is required during any activities e.g. swimming, the Academy may request the assistance of the parent/carer.

Monitoring, Evaluation and Review

The Governing Body will review this policy annually and assess its implementation and effectiveness. The policy will be promoted and implemented throughout the Academy,

Adopted by the Co-op Academy Belle Vue :

Chair of Governors :

Head of School :

Review date :

Appendix 1 :

Appendix 2: Other Useful Guidance

Department for Education & Employment

Circular 3/94 - The Development of Special Schools

Circular 10/96 - The 1996 School Premises Regulations

Circular 14/96 - Supporting Pupils with Medical Needs in School*

Supporting Pupils with Medical Needs - Good Practice Guide*

HIV and AIDS: A Guide for the Education Service

School Governors - A Guide to the Law

All these publications are available free of charge from:

DCFS Publications Centre PO Box 5050 Sudbury Suffolk C010 OZQ Tel: 0845 6022260 Fax: 0845 6033360

Everyone's guide to RIDDOR '95 (1996) HSE31 - free leaflet or available in priced packs ISBN O 7176 1077 2

Reporting school accidents (1997) EDIS 1 - free information sheet Workplace Health, Safety & Welfare