The Hathershaw College

The Hathershaw College - Academy Trust

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Supporting Pupils with Medical Conditions

Statement of intent

The Hathershaw College wishes to ensure that students with medical conditions receive appropriate care and support at school. This policy has been developed in line with the Department for Education’s guidance updated in August 2017 – “Supporting pupils with medical conditions at school”.

Ofsted places a clear emphasis on meeting the needs of students with SEN and Disabilities and this includes children with medical conditions.


Section 1 - Key roles and responsibilities

1.1.   The Local Authority (LA) is responsible for:

1.1.1.   Promoting cooperation between relevant partners and stakeholders regarding supporting students with medical conditions.

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

1.1.3.   Making alternative arrangements for the education of students who need to be out of school for fifteen days or more due to a medical condition.


1.2.   The Governing Body is responsible for:

1.2.1.   The overall implementation of the Supporting Students with Medical Conditions Policy and procedures of The Hathershaw College

1.2.2.   Ensuring that the Supporting Students with Medical Conditions Policy, as written, does not discriminate on any grounds including, but not limited to: ethnicity/national origin, culture, religion, gender, disability or sexual orientation.

1.2.3.   Handling complaints regarding this policy as outlined in the College’s Complaints Policy.

1.2.4.   Ensuring that all students with medical conditions are able to participate fully in all aspects of school life.

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

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

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

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


1.3.   The Principal is responsible for:

1.3.1.   The day-to-day implementation and management of the Supporting Students with Medical Conditions Policy and procedures of The Hathershaw College.

1.3.2.   Ensuring the policy is developed effectively with partner agencies.

1.3.3.   Making staff aware of this policy.

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

1.3.5.   Making staff  who need to know aware of a child’s medical condition.

1.3.6.   Developing Individual Healthcare Plans (IHCPs).

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

1.3.8.   Ensuring the correct level of insurance is in place for members of staff who support students in line with this policy.

1.3.9.   Contacting the school nursing service in the case of any student who has a medical condition.


1.4.   Staff members are responsible for:

1.4.1.   Taking appropriate steps to support students with medical conditions.

1.4.2.   Where necessary, making reasonable adjustments to include students with medical conditions into lessons.

1.4.3.   Administering medication, if they have agreed to undertake that responsibility.

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

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


1.5.    NHS Trust Nurses are responsible for:

1.5.1.   Notifying the school when a student has been identified with requiring support in school due to a medical condition.

1.5.2.   Liaising locally with lead clinicians on appropriate support.


1.6.    Parents and carers are responsible for:

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

1.6.2.   Completing a parental agreement for school to administer medicine form before bringing medication into school. (See Appendix 3 on the Download Section at the bottom and top right.)

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

1.6.4.   Collecting any leftover medicine at the end of the course or year.

1.6.5.   Discussing medications with their child/children prior to requesting that a staff member administers the medication.

1.6.6.   Where necessary, developing an Individual Healthcare Plan (IHCP) for their child in collaboration with the Principal, other staff members and healthcare professionals.


Section 2 - Definitions

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

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

2.3.    A “staff member” is defined as any member of staff employed at The Hathershaw College, including teachers.


Section 3 - Training of staff

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

3.2.    Teachers and support staff who undertake responsibilities under this policy will receive the necessary training externally from the NHS Trust Nurse Team.

3.3.    The clinical lead for this training is the School Health Advisor/Community Practice Teacher.

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

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

3.6.    The SENCO will keep a record of training undertaken and a list of staff members qualified to undertake responsibilities under this policy.


Section 4 - The role of the student

4.1.    Students who are competent will be encouraged to take responsibility for managing their own medicines and procedures.

4.2.    Where possible, students will be allowed to carry their own medicines and devices. Where this is not possible, their medicines will be located in an easily accessible location.

4.3.    If students refuse to take medication or to carry out a necessary procedure, parents will be informed so that alternative options can be explored.

4.4.    Where appropriate, students will be encouraged to take their own medication under the supervision of a member of staff.


Section 5 - Individual Healthcare Plans (IHCPs)

5.1.    Where necessary, an Individual Healthcare Plan (IHCP) will be developed in collaboration with the student, parents/carers, Principal, Special Educational Needs Coordinator (SENCO) and medical professionals.

5.2.    IHCPs will be easily accessible whilst preserving confidentiality.

5.3.    IHCPs will be reviewed at least annually or when a student’s medical circumstances change, whichever is sooner.

5.4.    Where a student has an Education, Health and Care plan or special needs statement, the IHCP will be linked to it or become part of it.

5.5.    Where a student is returning from a period of hospital education or alternative provision or home tuition, we will work with the LA and education provider to ensure that the IHCP identifies the support the student needs to reintegrate.


Section 6 - Medicines

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

6.2.    If this is not possible, prior to staff members administering any medication, the parents/carers of the student must complete and sign a parental agreement for a school to administer medicine form. (See Appendix 3 in the Download section at the bottom or top right of page.)

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

6.4.    Where a student is prescribed medication without their parents’/carers’ knowledge, every effort will be made to encourage the student to involve their parents while respecting their right to confidentiality.

6.5.    No student under 16 years of age will be given medication containing aspirin without a doctor’s prescription.

6.6.    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.

6.7.    A maximum of four weeks supply of the medication may be provided to the school at one time.

6.8.    Controlled drugs may only be taken on school premises by the individual to whom they have been prescribed. Passing such drugs to others is an offence which will be dealt with under our Drug and Alcohol Policy.

6.9.    Medications will be stored in the Medical Room.

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

6.11. Written records will be kept of any medication administered to students.

6.12. Students will never be prevented from accessing their medication.

6.13. The Hathershaw College cannot be held responsible for side effects that occur when medication is taken correctly.


Section 7 - Emergencies

7.1.    Medical emergencies will be dealt with under the school’s emergency procedures.

7.2.    Where an Individual Healthcare Plan (IHCP) is in place, it should detail:

  • What constitutes an emergency.
  • What to do in an emergency.

 7.3.    Students will be informed in general terms of what to do in an emergency such as telling a member of staff.

7.4.    If a student needs to be taken to hospital, a member of staff will remain with the student until their parents arrive.


Section 8 - Avoiding unacceptable practice

8.1.    The Hathershaw College understands that the following behaviour is unacceptable:

  • Assuming that students with the same condition require the same treatment.
  • Ignoring the views of the student and/or their parents.
  • Ignoring medical evidence or opinion.
  • Sending students home frequently or preventing them from taking part in activities at college.
  • Sending the student to the medical room or college office alone if they become ill.
  • Penalising students with medical conditions for their attendance record where the absences relate to their condition.
  • Making parents feel obliged or forcing parents to attend college to administer medication or provide medical support, including toilet issues.
  • Creating barriers to students participating in college life, including college trips.
  • Refusing to allow students to eat, drink or use the toilet when they need to in order to manage their condition.


Section 9 - Insurance

9.1.    Members of staff who undertake responsibilities within this policy are covered by the college’s insurance.

9.2.    Details of the insurance arrangements your college has in place which covers staff providing support to students with medical conditions (see Appendix 9).

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


Section 10 - Complaints

10.1   Our complaints procedure is available on the school’s website. In the first instance, please contact the Principal.



To download this document, please click below.

PDF icon Supporting Students with Medical Conditions Policy