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Supporting Pupils with Medical Needs Policy

Supporting pupils with medical needs

Policy details

Academy: Co-op Academy Princeville

Policy owner: Ryan Lewis

Date: November 2021

Date shared with staff: 26.11.21

Date shared with governors: 6.12.21

Date of next Policy Review: November 2023

*To be reviewed every 2 years and following any changes to legislation



Legislation and Statutory responsibilities

Roles and responsibilities




Equal opportunities

Being Notified that a Child has a Medical Condition

Individual healthcare plans

Managing medicines

Controlled drugs

Pupils managing their own needs

Unacceptable practice

Emergency procedures


Record keeping

Monitoring arrangements

Links to other policies


This policy aims to ensure that:

  • Pupils, staff and parents understand how our school will support pupils with medical conditions;
  • Pupils with medical conditions are properly supported to allow them to access the same education as other pupils, including school trips and sporting activities.

The governing board will implement this policy by:

  • Making sure sufficient staff are suitably trained;
  • Making staff aware of pupil’s condition, where appropriate;
  • Making sure there are cover arrangements to ensure someone is always available to support pupils with medical conditions;
  • Providing supply teachers with appropriate information about relevant pupils;
  • Developing and monitoring individual healthcare plans (PCPs).

The named person with responsibility for implementing this policy is Asma Majid, SENDCo.

Legislation and Statutory responsibilities

This policy meets the requirements under Section 100 of the Children and Families Act 2014 , which places a duty on governing boards to make arrangements for supporting pupils at their school with medical conditions. It is also based on the Department for Education’s statutory guidance: Supporting pupils at school with medical conditions.

Roles and responsibilities

The Governing Board

The governing board has ultimate responsibility to make arrangements to support pupils with medical conditions. The governing board will ensure that sufficient staff have received suitable training and are competent before they are responsible for supporting children with medical conditions.

The Head Teacher  

The Headteacher will:                                

           Ensure that staff are aware of the policy.

           Ensure that the SENDco implements the policy.

           Ensures that there is sufficient staff to deliver the policy.

           Work on strategic planning to ensure that the policy can be delivered and implemented.

           Make sure that school staff are appropriately insured and aware that they are insured to support pupils in this way;


The SENDCo Will:

  • Make sure all staff are aware of this policy and understand their role in its implementation;
  • Ensure that there is a sufficient number of trained staff available to implement this policy and deliver against all individual healthcare plans (PCPs), including in contingency and emergency situations;
  • Take overall responsibility for the development of PCPs;
  • Contact the school nursing service in the case of any pupil who has a medical condition that may require support at school, but who has not yet been brought to the attention of the school nurse;
  • Ensure that systems are in place for obtaining information about a child’s medical needs and that this information is kept up to date.


Supporting pupils with medical conditions during school hours is not the sole responsibility of one person. Any member of staff may be asked to provide support to pupils with medical conditions, although they will not be required to do so. This includes the administration of medicines.

Those staff who take on the responsibility to support pupils with medical conditions will receive sufficient and suitable training, and will achieve the necessary level of competency before doing so.

Teachers will take into account the needs of pupils with medical conditions that they teach. All staff will know what to do and respond accordingly when they become aware that a pupil with a medical condition needs help.


Parents will:

           Provide the school with sufficient and up-to-date information about their child’s medical needs;

           Be involved in the development and review of their child’s PCP and may be involved in its drafting;

           Carry out any action they have agreed to as part of the implementation of the PCP e.g. provide medicines and equipment.


Pupils with medical conditions will often be best placed to provide information about how their condition affects them. Pupils should be fully involved in discussions about their medical support needs and contribute as much as possible to the development of their PCPs. They are also expected to comply with their PCPs.

School Nurses and other Healthcare Professionals

Our school nursing service will notify the school when a pupil has been identified as having a medical condition that will require support in school. This will be before the pupil starts school, wherever possible.

Healthcare professionals, such as GPs and paediatricians, will liaise with the schools nurses and notify them of any pupils identified as having a medical condition.

Equal opportunities 

Our school is clear about the need to actively support pupils with medical conditions to participate in school trips and visits, or in sporting activities, and not prevent them from doing so.  The school will consider what reasonable adjustments need to be made to enable these pupils to participate fully and safely on school trips, visits and sporting activities.

Risk assessments will be carried out so that planning arrangements take account of any steps needed to ensure that pupils with medical conditions are included. In doing so, pupils, their parents and any relevant healthcare professionals will be consulted.

Being Notified that a Child has a Medical Condition

When the school is notified that a pupil has a medical condition, the process outlined below will be followed to decide whether the pupil requires an PCP.

The school will make every effort to ensure that arrangements are put into place within 2 weeks, or by the beginning of the relevant term for pupils who are new to our school.

See Appendix 1.

Individual healthcare plans

The head teacher has overall responsibility for the development of PCPs for pupils with medical conditions. The day to day responsibility is delegated to the SENDCo and named adults on the plans. Plans will be reviewed at least annually, or earlier if there is evidence that the pupil’s needs have changed.

Plans will be developed with the pupil’s best interests in mind and will set out:

  What needs to be done


  By whom

Not all pupils with a medical condition will require an PCP. It will be agreed with a healthcare professional and the parents when an PCP would be inappropriate or disproportionate. This will be based on evidence. If there is not a consensus, the SENDco in consultation with the head teacher will make the final decision.  Plans will be drawn up in partnership with the school, parents and a relevant healthcare professional, such as the school nurse, specialist or paediatrician, who can best advise on the pupil’s specific needs. The pupil will be involved wherever appropriate.

PCPs will be linked to, or become part of, any statement of special educational needs (SEN) or education, health and care (EHC) plan. If a pupil has SEN but does not have a statement or

EHC plan, the SEN will be mentioned in the PCP.

The level of detail in the plan will depend on the complexity of the child’s condition and how much support is needed. The SENDCo and senior leadership team will consider the following when deciding what information to record on PCPs:


  The medical condition, its triggers, signs, symptoms and treatments;

  The pupil’s resulting needs, including medication (dose, side effects and storage) and 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;

  Specific support for the pupil’s educational, social and emotional needs. For example, how absences will be managed, requirements for extra time to complete exams, use of rest periods or additional support in catching up with lessons, counselling sessions;

  The level of support needed, including in emergencies. If a pupil is self-managing their medication, this will 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 pupil’s medical condition from a healthcare professional, and cover arrangements for when they are unavailable;

  Who in the school needs to be aware of the pupil’s condition and the support required;  

  Arrangements for written permission from parents and the head teacher for medication to be administered by a member of staff, or self-administered by the pupil during school hours;

  Separate arrangements or procedures required for school trips or other school activities outside of the normal school timetable that will ensure the pupil can participate, e.g. risk assessments;

  Where confidentiality issues are raised by the parent/pupil, the designated individuals to be entrusted with information about the pupil’s condition;

  What to do in an emergency, including who to contact, and contingency arrangements.

Managing medicines

Prescription medicines will only be administered at school:

   When it would be detrimental to the pupil’s health or school attendance not to do so and​          

   Where we have parents’ written consent.

Pupils will not be given medicine unless prescribed by a doctor.

Anyone giving a pupil any medication (for example, for pain relief) will first check maximum dosages and when the previous dosage was taken. Parents will always be informed.  The school will only accept prescribed medicines that are:



   Provided in the original container, as dispensed by the pharmacist, and include instructions for administration, dosage and storage

The school will accept insulin that is inside an insulin pen or pump rather than its original container, but it must be in date.

All medicines will be stored safely. Pupils will be informed about where their medicines are at all times and be able to access them immediately. Medicines and devices such as asthma inhalers, blood glucose testing meters and adrenaline pens will always be readily available to pupils and not locked away.

Medicines will be returned to parents to arrange for safe disposal when no longer required.

Controlled drugs 

Controlled drugs a​re prescription medicines that are controlled under the Misuse of Drugs Regulations 2001  and subsequent amendments.

All controlled drugs are kept in a secure cupboard and only named staff have access.

Controlled drugs will be easily accessible in an emergency and a record of any doses used and the amount held will be kept.

Pupils managing their own needs

Pupils who are competent may administer medicines and procedures. However, this will be discussed with parents and it will be reflected in their PCPs.

Staff will not force a pupil to take a medicine or carry out a necessary procedure if they refuse, but will follow the procedure agreed in the PCP and inform parents so that an alternative option can be considered, if necessary.

Unacceptable practice

School staff should use their discretion and judge each case individually with reference to the pupil’s PCP, but it is generally not acceptable to:

  • Prevent pupils from easily accessing their inhalers and medication, and administering their medication when and where necessary;  
  • Assume that every pupil with the same condition requires the same treatment;  
  • Ignore the views of the pupil or their parents;  
  • Ignore medical evidence or opinion (although this may be challenged);  
  • Send children with medical conditions home frequently for reasons associated with their medical condition or prevent them from staying for normal school activities, including lunch, unless this is specified in their PCPs;  
  • If the pupil becomes ill, send them to the school office unaccompanied or with someone unsuitable;  
  • Penalise pupils for their attendance record if their absences are related to their medical condition, e.g. hospital appointments;  
  • Prevent pupils from drinking, eating or taking toilet or other breaks whenever they need to in order to manage their medical condition effectively;
  • Prevent pupils from participating, or create unnecessary barriers to pupils participating in any aspect of school life, including school trips, e.g. by requiring parents to accompany their child;  
  • Administer, or ask pupils to administer, medicine in school toilets.  

Emergency procedures

Staff will follow the school’s normal emergency procedures (for example, calling 999). All pupils’ PCPs will clearly set out what constitutes an emergency and will explain what to do.

If a pupil needs to be taken to hospital, staff will stay with the pupil until the parent arrives, or accompany the pupil to hospital by ambulance.


Staff who are responsible for supporting pupils with medical needs will receive suitable and sufficient training to do so.

The training will be identified during the development or review of PCPs. Staff who provide support to pupils with medical conditions will be included in meetings where this is discussed. The relevant healthcare professionals will lead on identifying the type and level of training required and will agree this with the head teacher. Training will be kept up to date. Training will:

  Be sufficient to ensure that staff are competent and have confidence in their ability to support the pupils;

  Fulfil the requirements in the PCPs;

  Help staff to have an understanding of the specific medical conditions they are being asked to deal with, their implications and preventative measures.

Healthcare professionals will provide confirmation of the proficiency of staff in a medical procedure, or in providing medication.

All staff will receive training so that they are aware of this policy and understand their role in implementing it, for example, with preventative and emergency measures so they can recognise and act quickly when a problem occurs. This will be provided for new staff during their induction.

Record keeping

The governing board will ensure that written records are kept of all medicine administered to pupils. Parents will be informed if their pupil has been unwell at school.

PCPs are kept in a readily accessible place which all staff are aware of.

Monitoring arrangements 

This policy will be reviewed and approved by the governing board every 3 years.

Links to other policies

This policy links to the following policies:


  Accessibility plan

  Equality information and objectives

  First aid

  Health and safety


  Special Educational Needs Information Report and Policy.

Supporting Pupils with Medical Needs Policy