Supporting Children with Medical Needs

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Date Created Date 1st Review Due Date Reviewed Version Next Review Due
September 2026 September 2027   1  
         

Introduction

Egham Park School puts the children’s needs at the heart of its provision. Egham Park School has a duty to ensure arrangements are in place to support pupils with medical conditions.

The aim of this policy is to ensure that all pupils with medical conditions, in terms of both physical and mental health, receive appropriate support to allow them to play a full and active role in school life, remain healthy, have full access to education (including school trips and Physical Wellbeing), and achieve their full potential.

Egham Park School believes it is important that parents of pupils with medical conditions feel confident that the school provides effective support for their children’s medical conditions, and that pupils feel safe in the school environment.

Some pupils with medical conditions may be classed as disabled under the definition set out in the Equality Act 2010. The school has a duty to comply with the Act in all such cases.

In addition, our pupils with medical conditions also have an EHC plan collating their health, social and SEND provision. For these pupils, the school’s compliance with the DfE’s ‘Special educational needs and disability code of practice: 0 to 25 years and the school’s Special Educational Needs and Disabilities (SEND) Policy will ensure compliance with legal duties.

To ensure that the needs of our pupils with medical conditions are fully understood and effectively supported, we consult with health and social care professionals, pupils and their parents.

Legal framework

This policy has due regard to all relevant legislation and guidance including, but not limited to, the following:

  • Children and Families Act 2014
  • Education Act 2002
  • Education Act 1996 (as amended)
  • Children Act 1989
  • National Health Service Act 2006 (as amended)
  • Equality Act 2010
  • Health and Safety at Work etc. Act 1974
  • Misuse of Drugs Act 1971
  • Medicines Act 1968
  • The School Premises (England) Regulations 2012 (as amended)
  • The Special Educational Needs and Disability Regulations 2014 (as amended)
  • The Human Medicines (Amendment) Regulations 2017
  • The Food Information (Amendment) (England) Regulations 2019 (Natasha’s Law)
  • DfE (2015) ‘Special educational needs and disability code of practice: 0-25 years’
  • DfE (2021) ‘School Admissions Code’
  • DfE (2015) ‘Supporting pupils at school with medical conditions’
  • DfE (2022) ‘First aid in schools, early years and further education’
  • Department of Health (2017) ‘Guidance on the use of adrenaline auto-injectors in schools’

This policy operates in conjunction with the following school policies:

  • Accessibility Policy
  • Complaints Policy
  • Equality Policy
  • Attendance Policy
  • Admissions Policy
  • First Aid Policy

Roles and responsibilities

The Proprietor will be responsible for:

  • Fulfilling its statutory duties under legislation.
  • Ensuring that arrangements are in place to support pupils with medical conditions.
  • Ensuring that pupils with medical conditions can access and enjoy the same opportunities as any other pupil at the school.
  • Working with the Local Authority, health professionals, commissioners and support services to ensure that pupils with medical conditions receive an education.
  • Ensuring that, following long-term or frequent absence, pupils with medical conditions are reintegrated effectively.
  • Ensuring that the focus is on the needs of each pupil and what support is required to support their individual needs.
  • Instilling confidence in parents and pupils in the school’s ability to provide effective support.
  • Ensuring that all members of staff are properly trained to provide the necessary support and are able to access information and other teaching support materials as needed.
  • Ensuring that no prospective pupils are denied admission to the school because arrangements for their medical conditions have not been made.
  • Ensuring that pupils’ health is not put at unnecessary risk. As a result, the board holds the right to not accept a pupil into school at times where it would be detrimental to the health of that pupil or others to do so, such as where the child has an infectious disease.
  • Ensuring that policies, plans, procedures and systems are properly and effectively implemented.

The Headteacher will be responsible for:

  • The overall implementation of this policy.
  • Ensuring that this policy is effectively implemented with stakeholders.
  • Ensuring that all staff are aware of this policy and understand their role in its implementation.
  • Ensuring that a sufficient number of staff are trained and available to implement this policy and deliver against all IHCPs, including in emergency situations.
  • Considering recruitment needs for the specific purpose of ensuring pupils with medical conditions are properly supported.
  • Having overall responsibility for the development of IHCPs.

Parents/Carers will be responsible for:

  • Notifying the school if their child has a medical condition and any treatment or special care needed at the setting via the Local Authority or school application form when applying to the school as well as the school’s data collection forms at the point of admission
  • Providing the school with sufficient and up-to-date information about their child’s medical needs.
  • Being involved in the development and review of their child’s IHCP.
  • Carrying out any agreed actions contained in the IHCP.
  • Ensuring that they, or another nominated adult, are always contactable.
  • If there are any special religious and/or cultural beliefs, which may affect any medical care that the child/young person needs, particularly in the event of an emergency, it is the responsibility of the parent to inform the setting and confirm this in writing.

Pupils will be responsible for:

  • Being involved in discussions about their medical support needs, where applicable.
  • Contributing to the development of their IHCP, if they have one, where applicable.
  • Being sensitive to the needs of other pupils with medical conditions.

School staff will be responsible for:

  • Providing support to pupils with medical conditions, where requested, including the administering of medicines, but are not required to do so.
  • Taking into account the needs of pupils with medical conditions in their lessons when deciding whether or not to volunteer to administer medication.
  • Receiving sufficient training and achieve the required level of competency before taking responsibility for supporting pupils with medical conditions.
  • Knowing what to do and responding accordingly when they become aware that a pupil with a medical condition needs help.

Admissions

Admissions will be managed in line with the school’s Admissions Policy. No child will be denied admission to the school or prevented from taking up a school place because arrangements for their medical condition have not been made; a child may only be refused admission on medical grounds if it would be detrimental to the health of the child to admit them into the school setting.

Notification procedure

When the school is notified that a pupil has a medical condition the school will arrange a meeting with parents/carers and, healthcare professionals (if appropriate) with a view to discussing the necessity of, and if appropriate, creation of an IHCP.

The school will not wait for a formal diagnosis before providing support to pupils. Where a pupil’s medical condition is unclear, or where there is a difference of opinion concerning what support is required, a judgement will be made by the Headteacher based on all available evidence, including medical evidence and consultation with parents/carers.

For a pupil starting at the school in a September uptake, arrangements will be put in place prior to their introduction. Where a pupil joins the school mid-term or a new diagnosis is received, arrangements will be put in place within two weeks wherever reasonably possible.

Staff training and support

Any staff member providing support to a pupil with medical conditions will receive suitable training. Training needs for specific medical conditions will be assessed by the school in conjunction with the any relevant Health Professionals where necessary. Parents/Carers of pupils with medical conditions will be consulted for specific advice and their views sought where necessary.

Through training, staff will have the requisite competency and confidence to support pupils with medical conditions and fulfil the requirements set out in IHCPs. Staff will understand the medical conditions they are asked to support, their implications, and any preventative measures that must be taken.

Staff will not undertake healthcare procedures or administer medication without appropriate training.

Whole-school awareness training will be carried out on an annual basis for all staff.

Training will be commissioned by Proprietor and Headteacher, who will also provide details of further CPD opportunities for staff regarding supporting pupils with medical conditions.

Self-management

Following discussion with parents/carers, pupils who are competent to manage their own health needs and medicines will be encouraged to take responsibility for self-managing their medicines and procedures. This will be reflected in their IHCP.

Where appropriate, pupils will be allowed to carry their own medicines and relevant devices. Where it is not appropriate for pupils to carry their own medicines or devices, they will be held in suitable locations that can be accessed quickly and easily. If a pupil refuses to take medicine or carry out a necessary procedure, staff will not force them to do so. Following such an event, parents/carers will be informed so that alternative options can be considered.

Individual Health Care Plans (IHCP’s)

The school, parents/carers and any relevant healthcare professionals agree, based on evidence, will decide whether an IHCP is necessary for a pupil, or whether it would be inappropriate or disproportionate to their level of need. If no consensus can be reached, the Headteacher will make the final decision.

The school, parents/carers and a relevant healthcare professional will work in partnership to create and review IHCPs. Where appropriate, the pupil will also be involved in the process.

IHCPs will include the following information:

  • The medical condition, along with its triggers, symptoms, signs and treatments
  • The pupil’s needs, including medication (dosages, side effects and storage), other treatments, facilities, equipment, access to food and drink (where this is used to manage a condition.
  • Family Contact Information
  • Doctor/Hospital Contact
  • Daily care requirements
  • Specific support for the pupil’s educational, social and emotional needs
  • Who is responsible for providing support in school
  • Arrangements for school visits/trips etc.
  • Describe what constitutes an emergency, and the action to take if this occurs
  • Who is responsible in an emergency (state if different for off-site activities)
  • Those involved in developing the plan
  • Staff training needed/undertaken – who, what, when

Where a pupil has an emergency healthcare plan prepared by their lead clinician, this will be used to inform the IHCP.

IHCPs will be easily accessible to those who need to refer to them, but confidentiality will be preserved.

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

Where a child is returning from a period of hospital education, alternative provision or home tuition, the school will work with the LA and education provider to ensure that their IHCP identifies the support the child will need to reintegrate.

Procedure for children with health needs who cannot attend school

Where pupils would not receive a suitable education in a mainstream school because of their health needs, the local authority has a duty to make other arrangements. Statutory guidance for local authorities sets out that they should be ready to make arrangements under this duty when a child will be away from school for 15 days or more because of health needs (whether consecutive or cumulative across the school year).

The school in conjunction with the local authority, health professionals, and other support services will work to ensure that the child with a medical condition/s receives education.

In some cases, this will require flexibility and involve, for example, programmes of study that rely on part-time attendance at school in combination with alternative provision arranged by the Local Authority.  The school will work with all necessary agencies to ensure that the plans put in place for a child are relevant, appropriate and realistic in expectation.

Where a child is returning to school following a period of hospital education or alternative provision (including home tuition), the school will work with the local authority to ensure that the individual healthcare plan identifies the support the child will need to reintegrate effectively including arrangements for any staff training or support. This would normally involve some form of medical evidence and consultation with parents. Where evidence conflicts, some degree of challenge may be necessary to ensure that the right support can be put in place.

Allergens, anaphylaxis and adrenaline auto-injectors (AAIs)

Asthma

Children with Asthma do not usually require an IHCP. Children will be assessed on an individual basis.

For children’s Asthma pumps to be kept in school an Asthma Care Plan must be completed, obtainable from the school office.

The completed form will then pass to the person responsible for medicine at school who will inform classroom staff and any other key school staff about the child’s needs regarding the asthma pump and its usage.

It is the parents/carers responsibility to provide the school with up-to date Asthma Pumps for their children and keep a record of when the medication expires.

Asthma pumps should only be used by the person who it has been prescribed for and clearly labelled with the child’s name. Asthma sufferers should not share inhalers.

Generic emergency salbutamol asthma inhaler:

In accordance with Human Medicines Regulations, amendment No2, 2014, a school can, but is not statutorily required to, be in possession of a ‘generic’ asthma inhaler/s, to use in an emergency.

This inhaler can be used for pupils who are on the school’s Asthma register and can be used if pupils’ prescribed inhaler is not available (for example, if it is broken or empty). The emergency inhaler and spacer will usually be stored in the school office or first aid room and is clearly labelled inside their original packaging.

If a school possesses generic inhaler parents of asthma sufferers are asked for their consent to administer a generic inhaler in an emergency if required.

In case of an emergency:

An adult needs to be sent to get the asthma inhaler while a First Aider remains with the child. Once the inhaler has been administered, (older children can administer it for themselves under supervision) the First Aider needs to record the time and dose of inhaler (how many puffs have been administered). This needs to be recorded as an administration of medicine. Adults may also use the inhaler in an emergency and should follow the above instructions on recording the inhalers. When the emergency inhaler has been used, an Appointed First Aider should be notified.

Allergens and Anaphylaxis

Parents are required to provide the school with up-to-date information relating to their children’s allergies, as well as the necessary action to be taken in the event of an allergic reaction, such as any medication required.

Staff members receive appropriate training and support in order to assist pupils with managing their allergies.

The administration of adrenaline auto-injectors (AAIs) and the treatment of anaphylaxis will be carried out in accordance with this policy.

  • Where a pupil has been prescribed an AAI, this will be written into their IHCP and a Permission to Administer Medication form must be completed, obtainable from the school office.
  • A Register of Adrenaline Auto-Injectors (AAIs) will be kept of all the pupils who have been prescribed an AAI to use in the event of anaphylaxis. A copy of this will be held in each classroom where there is a child prescribed an AAI for easy access in the event of an allergic reaction and will be checked as part of initiating the emergency response. Other key school staff will be notified about the child’s needs regarding the AAI and its usage.
  • For pupils who have prescribed AAI devices, two devices must be provided by the parent/carer.
  • These will be stored in a suitably safe and central location; in this case, the First Aid Room as well as the pupil always having their medication with them.
  • Designated staff members will be trained on how to administer an AAI, and the sequence of events to follow when doing so. AAIs will only be administered by these staff members.
  • In the event of anaphylaxis, a designated staff member will be contacted via the school phones. Where there is any delay in contacting an Appointed person, or where delay could cause a fatality, the nearest staff member will administer the AAI. If necessary, other staff members may assist the designated staff members with administering AAIs, e.g. if the pupil needs restraining.
  • For children under the age of 6, a dose of 150 micrograms of adrenaline will be used. For children aged 6-12 years, a dose of 300 micrograms of adrenaline will be used.
  • If an AAI is used, the pupil’s parents/carers will be notified that an AAI has been administered and informed whether this was the pupil’s or the school’s device. Where any AAIs are used, the following information will be recorded:
  • Where and when the reaction took place
  • How much medication was given and by whom

Generic emergency AAIs:

The school is in possession of ‘generic’ AAIs to use in an emergency. The emergency AAIs are stored in the school office. They should be stored inside their original packaging and clearly labelled as dosages between pens can be different.

The school will keep a spare AAI for use in the event of an emergency, which will be checked regularly to ensure that it remains in date, and which will be replaced before the expiry date.

Schools may administer their “generic” AAI, obtained, without prescription, for use in emergencies, if available, but only to a pupil at risk of anaphylaxis, where both medical authorisation and written parental consent for use of the generic AAI has been provided. A school’s generic AAI can be administered to a pupil whose own prescribed AAI cannot be administered correctly without delay.

If a child presents with suspected anaphylaxis but does not have a known anaphylaxis condition, the emergency services (999) should be summoned immediately, and an Appointed First Aider should follow the guidance given by emergency service personnel without delay.as to whether administration of the spare AAI is appropriate.

Where a pupil is, or appears to be, having a severe allergic reaction, the emergency services will be contacted even if an AAI device has already been administered.

Adults may also use the AAIs in an emergency and should follow the above instructions on recording the use. When the emergency AAIs have been used, an Appointed Person as detailed in the First Aid policy should be notified.

AAIs will not be reused and will be disposed of according to manufacturer’s guidelines following use.

In the event of a school trip, pupils at risk of anaphylaxis will have their own AAI with them and a spare AAI in case of an emergency.

Record keeping

Written records will be kept of all medicines administered to pupils and retained in accordance with the Data Retention policy. Proper record keeping will protect both staff and pupils and provide evidence that agreed procedures have been followed. 

Emergency procedures 

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

Where an IHCP is in place, it should detail:

• What constitutes an emergency.

• What to do in an emergency.

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

Day trips and sporting activities

Pupils with medical conditions will be supported to participate in school trips and sporting activities.

Prior to an activity taking place, the school will conduct a risk assessment to identify what reasonable adjustments should be taken to enable pupils with medical conditions to participate.

In addition to a risk assessment, advice will be sought from pupils, parents/carers and where appropriate, relevant medical professionals.

The school will arrange for adjustments to be made for all pupils to participate, except where evidence from a clinician, e.g. a GP, indicates that this is not possible.

Unacceptable practice

The school will not:

  • Assume that pupils with the same condition require the same treatment.  Prevent pupils from easily accessing their inhalers and medication.
  • Ignore the views of the pupil or their parents/carers.
  • Ignore medical evidence or opinion.
  • Prevent pupils from taking part in activities at school, including lunch times, due to their medical condition, unless this is specified in their IHCP.
  • Penalise pupils with medical conditions for their attendance record, where the absences relate to their condition.
  • Create barriers to pupils participating in school life, including school trips.
  • Refuse to allow pupils to eat, drink or use the toilet when they need to in order to manage their condition.

Concerns and Complaints

Parents or pupils concerned about the support provided to pupils with medical conditions are required to speak to the school in the first instance. If they are not satisfied with the school’s response, they may make a formal complaint via the schools Complaints Policy.

Home-to-school transport

Arranging home-to-school transport for pupils with medical conditions is the responsibility of the Local Authority. Where appropriate, the school will share relevant information to allow the Local Authority to develop appropriate transport plans for pupils with life-threatening conditions.

Defibrillators

The school has an automated external defibrillator (AED). The AED will be stored in a readily accessible location in an unlocked, alarmed cabinet.

All staff members and pupils will be made aware of the AED’s location and what to do in an emergency. A risk assessment regarding the storage and use of AEDs at the school will be carried out and reviewed as appropriate.

The emergency services will always be called where an AED is used or requires using.

Maintenance checks will be undertaken as required and an up-to-date record of all checks and maintenance work kept.

Monitoring and review

This policy is reviewed on an annual basis by the Headteacher. Any changes to this policy will be communicated to all staff, parents and relevant stakeholders.