August 2016

August 2017

September 2018

September 2019

Signed by Lead Teacher: Anil Sarna

Signed by Chair of Trustees: Wendy Hollway

Next Review Sept 2020

This policy has been drawn up in accordance with the DfE guidance Supporting pupils at

Learning Community with medical conditions.

This policy will be readily accessible to parents and Learning Community staff, and will be reviewed

annually by the Lead teacher to keep up-to-date with statutory and non-statutory

guidance and legislation.

The next review of this Policy Document will be September 2020

Purpose of policy:

The purpose of this policy is to ensure arrangements are in place to support pupils at

Learning Community with medical conditions.

This policy outlines the correct procedures and protocols HBS will follow to

support pupils with long-term and/or complex medical conditions, whilst safeguarding

staff by providing clear and accurate guidance for all staff to adhere to.


• To ensure arrangements are made for children with medical conditions to receive

proper care and support whilst meeting our legal responsibilities;

• To provide guidance to all teaching and non-teaching staff members, ensuring

staff are fully supported in carrying out their role to support pupils with medical

conditions, including the procedure in an emergency situation;

• To identify the areas of responsibility and roles to all parties involved in the

arrangements made to support pupils at Learning Community with medical conditions, including

pupils, parents, staff, Learning Community nurses, Lead teachers, Governing Bodies etc.; and

• To ensure procedures are followed to limit the impact of pupils educational

attainment, social and emotional wellbeing that can be associated with medical

conditions, both on site and during off site trips.

Legislation Framework:

This document replaces previous guidance on Managing Medicines in Learning Communitys and early years published in March 2005.

Section 100 of the Children and Families Act 2014 places a duty on Governing Bodies to

make arrangements for supporting pupils with medical conditions at Learning Community. This is

because pupils with long-term and complex medical conditions may require:

• On-going support, medicines or care whilst at Learning Community to help them manage their


• monitoring and intervention in emergency circumstances.

The Learning Community must further comply with their duties under the Equality Act 2010 towards

disabled children and adults.

Roles and Responsibilities:

Supporting a child with a medical condition during Learning Community hours is not the sole

responsibility of one person. Collaborative working between Learning Community staff, healthcare

professionals, Local authorities, parents and pupils will be critical to ensure that the

needs of pupils with medical conditions are met effectively.

Some of the most important roles and responsibilities at Hebden Bridge Learning Community are listed

below, however this is not an exhaustive list:

The Lead teacher is responsible for:

• ensuring all staff are aware of this policy;

• implementing this policy effectively and ensuring that all relevant staff members

are aware of how to support pupils with medical conditions including their role in

its implementation;

• the development of individual healthcare plans (EHCP’s);

• ensuring there are sufficient trained members of staff available to implement the

policy and deliver against all IHCP, including in contingency and emergency


• ensuring all staff who need to know are aware of the child’s condition;

• safeguarding Learning Community staff by appropriately insuring them and making them aware

that they are insured to support pupils with medical conditions; and

• liaising with the Learning Community nursing service to inform them of a medical condition that

has not yet been brought to their attention, which may require medical support at

Learning Community.

Learning Community First Aiders Responsible Person are responsible for:

• supporting staff on implementing a child’s individual healthcare plan and

providing advice on training; and

• liaising with lead clinicians locally on appropriate support for the child and

associated staff training needs.

• Notifying the Learning Community when a child has been identified as having a medical

condition which will require support in Learning Community. This should, where possible, be

done before the child starts at the Learning Community.

Suitable cover will be provided in the absence of the Learning Community nurse/healthcare


Learning Community staff (teaching and non-teaching) should:

• provide support to pupils with medical conditions. This can be any member of

Learning Community staff, and could include the administering of medicines, although you

cannot be required to do so;

• take into account the needs of pupils with medical conditions that they teach;

• receive sufficient and suitable training to achieve the necessary level of

competency before they take on the responsibility to support children with

medical conditions; and

• know what to do and respond accordingly when they become aware that a pupil

with a medical condition needs help.

Pupils should:

• provide adequate information about how their condition affects them;

• be fully involved in discussions about their medical support needs; and

• comply with their EHCP.

Parents should:

• provide medicine and equipment and ensure they or another nominated adult are

contactable at all times;

• provide sufficient and up-to-date information to the Learning Community about their child’s

medical needs; and

• be involved and assist in drafting and developing their child’s EHCP.

Other healthcare professionals, including GP’s and providers of health services are

responsible for:

• notifying the Learning Community nurse when a child has been identified as having a medical

condition that requires Learning Community support;

• providing advice on developing healthcare plans; and

• co-operating with Learning Communitys that are supporting children with a medical condition.

Procedure when the Learning Community is notified of a medical condition:

• It will either be a healthcare professional, GP or

paediatrician who will notify the Lead teacher when a child has been identified as

having a medical condition that requires support.

• The Lead teacher should take the necessary steps to co-ordinate a meeting to discuss the child’s medical support needs. The meeting will involve key Learning Community staff, the pupil, parents, relevant healthcare professionals and other medical/health clinicians as appropriate.

• A decision will be made as to whether an EHCP will be created for the child.

• For children new to the Learning Community, support arrangements will be in place in time for the start of the relevant Learning Community term.

• In cases where the child moves to the Learning Community mid-term or receives a new diagnosis, the Learning Community will make every effort to ensure the arrangements are in place within two weeks.

The Learning Community will not have to wait for a formal diagnosis before providing support to pupils.

In cases where a pupil’s medical condition is unclear, or where there is a difference of

opinion, judgements will be made about what support to provide based on available

medical evidence and through consultation with parents.

Educational Healthcare Plans (EHCP):

A pupil’s EHCP provides clarity about what needs to be done, when and by whom. When

deciding whether an EHCP is appropriate and proportionate, Learning Communitys should follow the

steps below:

Stage 1 – Gathering the information

• The Leadteacher or member of staff co-ordinates a meeting between the

Learning Community, healthcare professional and parent to discuss the medical support needs

of the pupil.

• Pupils should be involved when possible.

• The meeting should ascertain whether an EHCP is appropriate, as not all children

will require one.

• All parties should agree, based on the evidence, as to whether an EHCP would be

suitable. However, the Leadteacher is best placed to take the final view if consensus cannot be reached.

• The decision should be based on:

A whether there is a high risk that emergency intervention will be needed;

A whether the medical condition is long-term and/or complex;

A whether the child is returning to Learning Community following a period of hospital education or alternative provision (including home tuition);

A whether medical conditions are likely to fluctuate.

A member of the Learning Community staff should be identified as being the person who will

provide support to the pupil.

Stage 2: Developing an Educational  Healthcare Plan

The purpose of an EHCP is to capture steps which the Learning Community will take to help the child

manage their condition and overcome any potential barriers to getting the most from

their education.

Staff training and support:

Hebden Bridge Learning Community will provide the following support to all staff involved in supporting

pupils with medical needs:

• Any member of Learning Community staff providing support to a pupil with medical needs will

receive suitable training. Staff training needs will be identified during the

development or review of the pupils EHCP. Staff who already have some

knowledge of the specific support needed by a child with a medical condition may

not require extensive training.

• Staff who provide support to pupils with medical conditions will, when possible,

be included in the meetings where this is discussed.

• The HEALTHCARE PROFESSIONAL will lead on identifying and

agreeing with the Learning Community the type and level of training required. It will be the

Learning Community’s responsibility to arrange training and ensure that this remains up-todate.

• The training will be sufficient to ensure all staff are competent and have

confidence in their ability to support pupils with medical conditions, and to fulfil

the requirements set out in the EHCP.

• Staff will be made aware of the specific medical conditions they are being asked

to deal with, their implications and preventative measures.

Staff must not give prescription medicines or undertake health care procedures

without appropriate training (including amendments to the EHCP). A first-aid

certificate does not constitute appropriate training in supporting children with

medical conditions.

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

• As well as individual training, the Learning Community will make arrangements for whole Learning Community

awareness training and induction arrangements for new members of staff. This

will include preventative and emergency measures so that staff can recognise and

act quickly when a problem occurs.

Pupils role in managing their own medical needs:

Pupils may be competent to manage their own health needs and medicines. HBS will discuss individual competencies with parents and ensure the EHCP reflects

the pupil’s competencies for managing their own medicines and procedures.

Competent pupils will be allowed to carry their own medicines and relevant devices, or

will have access to their medicines from The first Aid Room, kept in a locked cabinet for

self-medication quickly and easily, wherever possible. Pupils who can take their

medicines themselves may require an appropriate level of supervision. When it is not

appropriate for the pupil to self-manage, staff will help to administer medicines and

manage procedures for them.

If a pupil does refuse to take their own medicine, or refuses to carryout necessary

procedures relating to their medical needs, staff will not force them to do so, but will

follow the procedure agreed within the pupils IHCP. The pupils Learning Support

Assistant be responsible for informing the pupil’s parents, so that alternative options can

be considered for future situations.

Record keeping and managing/storing of medicines:

Record Keeping:

Written records of all medicines administered to individual children will be kept in the

medical room, in the same locked cabinet and is also kept in the students personal

folder, detailing what, how and how much was administered, when and by whom. All

relevant master forms are kept on drop box for senior management access.

These accurate records offer protection to staff and children, whilst providing evidence

that agreed procedures have been followed.

Parents will be informed when their child has been unwell at Learning Community by the students



Managing medicines on Learning Community premises:

In order to manage pupil’s medical conditions effectively, HBS will not

prevent pupils from eating, drinking or taking breaks when required.

The following procedures will be followed to manage medicines on-site:

• a pupil under 16 should never be given prescribed or non-prescribed medicines

without their parent’s written consent. All relevant master forms are kept on drop

box for senior management access.

• only prescribed medicines that are in-date, labelled and include instructions for

administration, dosage and storage will be accepted by the Learning Community. In most circumstances, the medicines should be provided in the original container and

dispensed by a pharmacist, with the exception of insulin, which will be inside an insulin pen or pump;

• all medicines will be stored safely. Children must know where their medicines are

kept, and be able to access them immediately. Where relevant, children should

be made aware that the Admin Assistant holds the key to the storage facility;

• a pupil who has been prescribed a controlled drug may legally have it in their

possession if competent to do so, but must not pass it to another child for use, as

this is an offence. HBS will otherwise keep controlled drugs that

have been prescribed for a pupil securely stored in a non-portable container in

the First Aid Room and only the Admin Assistant will have a key for access.

• controlled drugs will be easily accessible in an emergency at all times; and

• no pupil will be given medicine containing aspirin unless prescribed by a doctor.

Other medication, i.e. for pain relief will not be given without first checking the

maximum dosages and when any previous doses were taken. Parents will be

contacted by the teacher to ask for permission first before giving it to them.

Storage/Disposal of Medicines:

Wherever possible, children will be allowed to carry their own medicines/relevant devices

or will be able to access their medicines in the First Aid Room for self-medication, quickly

and easily. Pupils’ medicine will not be locked away out of the pupil’s access; this is

especially important on Learning Community trips. It is the responsibility of the Learning Community to return

medicines that are no longer required, to the parent for safe disposal.


Off-site procedure:

HBS will assess what reasonable adjustments can be made to enable

pupils with medical needs can participate fully and safely during off-site trips.

All staff members should be aware of how the pupils individual medical condition will

impact their participation, but should allow enough flexibility for pupils to participate

according to their own abilities, unless evidence from a GP states otherwise.

A risk assessment will be carried out by the assistant teachers or higher management

prior to the off-site trip taking place to ensure pupils with medical conditions can

participate safely. This will require consultation with parents and pupils and advice from

the relevant healthcare professionals.

Unacceptable practice:

Staff should use their discretion and judge each case on its merits with reference to the

child’s EHCP. However, it is not general acceptable practice to:

• assume that every child with the same condition requires the same treatment;

• prevent children from accessing their inhalers or medication easily, and

administering their medication when and where necessary;

• if the pupil becomes ill, send them to the Learning Community medical room unaccompanied or

with someone unsuitable;

• send pupils with medical conditions home frequently or prevent them from

participating in normal Learning Community activities, unless specified in their EHCP.

• penalise pupils for their attendance record if absences relate to their medical

condition i.e. hospital appointments;

• ignore the views of the pupil or their parents; or ignore medical evidence or

opinion, (although this may be challenged);

• prevent children from drinking, eating or taking toilet breaks whenever they need

to in order to manage their medical condition effectively;

• create barriers to pupils participating in any aspect of Learning Community life, including off-site

Learning Community trips; or

• require parents to attend Learning Community to administer medication or provide medical

support to their child.

Insurance/Complaints procedure:

Insurance/ Indemnity:

The Learning Community provides the appropriate level of insurance to cover staff providing support to

pupils with medical conditions. The Learning Communitys insurance arrangements are Public, Products

& Employer’s liability policy through Aon. The Learning Communitys insurance policy covers liability relating to the administration of medication.


Should parents or pupils be dissatisfied with the support HBS has

provided, the initial concern should be raised with the Lead teacher.

Making a formal complaint to the Department for Education should only occur if it comes

within scope of section 496/497 of the Education Act 1996 and after the above attempts

at resolution have been exhausted.


Supporting Pupils at Learning Community with Medical Conditions Policy Declaration:

By signing this form you are acknowledging that you have read and understood the

policy and procedures in place by the Learning Community to support pupils with medical conditions.

Print name ……………………………………………………………..

Signed …………………………………………………………………….

Date ……………………………………………………………………….

Please return this form to the office by no later than one

week after receiving it.