First Aid and Medication Policy

Status: 08/03/16 APPROVED

Policy Written by: Mr G Pennyfather

Date Reviewed: February 2016

Headteacher: Mr J Thayer

Medical Co-ordinator: Mrs J Lay

Deputy Medical Co-ordinator: Mr S Thayer

Next Review: Annual Cycle

This is the First Aid and Medication Policy for Crowstone Preparatory School (including EYFS).

First aid and Medication policy Statement of Commitment

Crowstone Preparatory School is committed to caring for, and protecting, the health, safety and welfare of its pupils, staff and visitors.

We confirm our adherence to the following standards at all times:

  • To make practical arrangements for the provision of First Aid on our premises, during off-site sport and on school visits.
  • To ensure that trained First Aid staff renew, update or extend their HSE approved qualifications at least every three years.
  • To have a minimum of 2 trained First Aiders on site at any one time, including a person with a paediatric first aid qualification whenever EYFS pupils are present. Such people will be able to responsibly deliver or organise emergency first aid treatment.
  • To ensure that a trained first aider accompanies every off-site visit and activity. In visits involving EYFS pupils, such a person will have a current paediatric first aid qualification.
  • To record accidents and illnesses appropriately, reporting to parents and the Health & Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)(2013).
  • To provide accessible first aid kits at various locations on site, along with a portable kit for trips, excursions and sport.
  • To record and make arrangements for pupils and staff with specific medical conditions.
  • To deal with the disposal of bodily fluids and other medical waste accordingly, providing facilities for the hygienic and safe practice of first aid.
  • To contact the medical emergency services if they are needed, informing next of kin immediately in such a situation.
  • To communicate clearly to pupils and staff where they can find medical assistance if a person is ill or an accident has occurred.
  • To communicate clearly in writing to parents or guardians if a child has sustained a bump to the head at school, however minor, and to communicate in writing in relation to every instance of accident or first aid or the administration of medicine for pupils in EYFS.
  • All staff taking regular medicines (prescribed or not) are obliged to report this to the School Medical co-ordinator (Mrs J Lay). School may ask staff for further details.

Details of First Aid Practitioners at Crowstone Preparatory School

Basic Life Support for Schools Certification of Training

(Approved by Southend Borough Council and Essex County Council. HSE: Number 56/11)

  • Mrs J Lay EXP 23/5/16
  • Mr S Thayer EXP 23/5/16
  • Mrs B Thorn (EYFS) EXP 23/5/16
  • Mrs S Thayer EXP 23/05/16

Medical Co-Ordinator & First Aid Lead-Mrs J Lay

Deputy- Mr S Thayer

Practical Arrangements at Crowstone Preparatory School.

Location of First Aid Facilities

  • The sick room is located on the first floor of the school for first aid treatment and for pupils or staff to rest/recover if feeling unwell.
    • This includes; rest facilities, first aid supplies, a water supply and sink and hygiene supplies such as gloves and paper towels.
  • The School has portable first aid kits for school visits.
  • Responsibilities of the Trained First Aiders:
    • Provide appropriate care for pupils of staff who are ill or sustain and injury.
    • Record all accidents on the accident forms (to be found in the hall, office and First Aid Bags). They are then archived by the First Aid Co-Ordinator at the end of each term.
    • In the event of any injury where treatment is given, ensure that parents/guardians are notified and the first aid form completed.
    • In the event of any accident or administration of first aid involving a pupil in EYFS, ensure that parents sign the accident book.
    • Make arrangements with parents/guardians to collect children and take them home if they are deemed too unwell to continue the school day.
  • Responsibilities of the Lead First Aider (Mrs J Lay):
    • Ensure that all staff and pupils are familiar with the school’s first aid and medical procedures.
    • Ensure that all staff are familiar with measure to provide appropriate care for pupils with particular medical needs (eg. Diabetic needs, Auto-Injectors (Epi-pens), inhalers).
    • Ensure that a list is maintained and available to staff of all pupils with particular medical needs and appropriate measures needed to care for them.
    • Ensure that the school has an adequate number of appropriately trained First Aiders.
    • Co-ordinate First Aiders and arrange for training to be renewed as necessary.
    • Maintain adequate facilities, Equipment and Materials.
    • Ensure that correct provision is made for pupils with special medical requirements both in school and on off-site visits.
    • On a termly basis, review First Aid records to identify any trends or patterns and report to the Health and Safety committee
    • Fulfil the school’s commitment to report to RIDDOR,(ref RIDDOR 2013).
    • Liaise with managers of external facilities, such as the local sports facilities, to ensure appropriate first aid provision.
    • Contact Medical services as required.
    • Maintain an up-to-date knowledge and understanding of guidance and advice from appropriate agencies.

What to do in the case of an accident, injury or illness:

  • A member of staff or pupil witnessing an accident, injury or illness should immediately contact a named trained first aider (see above). The school office should be contacted if the location of a trained first aider is uncertain.
  • Any pupil or member of staff sustaining an injury whilst at school should be seen by a first aider who will provide immediate first aid and summon additional help as needed.
  • The pupil or member of staff should not be left unattended.
  • The first aider will organise an injured pupil’s transfer to the sick room if possible and appropriate and to hospital in the case of an emergency.
  • Parents should be informed as necessary by telephone by the first aider or school Office.
  • This will be followed up in writing and a record kept at school. A record of all accidents and injuries is maintained in the accident/Injuries book.

Contacting Parents

Parents should be informed by telephone as soon as possible after an emergency or following a serious/significant injury including:

  • Head injury
  • Suspected sprain or fracture
  • Following a fall from height
  • Dental injury
  • Anaphylaxis & following the administration of an Auto-Injector (Epi-pen)
  • Epileptic seizure
  • Severe hypoglycaemia for pupils, staff or visitors with diabetes
  • Severe asthma attack
  • Difficulty breathing
  • Bleeding injury
  • Loss of consciousness
  • If the pupil is generally unwell

If non-emergency transportation is required a member of staff will accompany the pupil until a parent arrives. Parents can be informed of smaller incidents at the end of the school day by the Class teacher.

In EYFS, ALL incidents must be communicated to the parents in writing and a copy placed in the child’s file.A parent should sign the school copy agreeing that they have been notified.

Contacting the Emergency Services

An ambulance should be called for any condition listed above or for any injury that requires emergency treatment. Any pupil taken to hospital by ambulance must be accompanied by a member of staff until a parent arrives. All cases of a pupil becoming unconscious (not including a faint) or following the administration of an Auto-Injector (Epi-pen), must be taken to hospital.

Accident reporting

The Accident Form must be completed for any accident or injury occurring at school, at the local sports facilities, or on a school trip. This includes any accident involving staff or visitors. The accident log will be monitored by the Lead First Aider as certain injuries require reporting (RIDDOR requirements 2013).

Pupils who are unwell in school

Any pupil who is unwell cannot be left to rest unsupervised in the sick room. If a pupil becomes unwell, a parent should be contacted as soon as possible by the Lead First Aider, class teacher, or the head teacher. In the event a parent is unavailable the school should attempt to contact the secondary contact.

Anyone not well enough to be in school should be collected as soon as possible by a parent.

First Aid equipment and materials

It is the lead First Aiders (Mrs J Lay) responsibility to ensure that first aid kits are replenished. Mr S Thayer is responsible for monitoring and re-stocking supplies.

The first aid boxes contain (based on HSE guidance):

  • A first aid guidance card
  • At least 20 adhesive hypo allergenic plasters
  • Triangular bandages (slings)
  • Safety pins
  • Cleaning wipes
  • Adhesive tape
  • Sterile eye pads
  • Various sized unmedicated dressings
  • Disposable gloves
  • Accident/Injury report forms

First aid for school trips

The trip organiser must ensure that at least one adult accompanying the trip has an appropriate first aid qualification (paediatric certificate for trips involving EYFS pupils) and undertake a risk assessment to ensure an appropriate level of first aid cover, with reference to the educational visits policy, which includes further guidance.

A First Aid kit for school trips must be taken on the trip. This must then be replenished on return. Any accidents/injuries must be reported to the Lead First Aider and to parents and documented on an accident form in accordance with this policy. RIDDOR guidelines for reporting accidents must be adhered to. For any major accident
or injury the appropriate health & safety procedure must be followed.

Health Care Plans

The Lead First Aider ensures that staff are made aware of any pupil with a Health Care Plan. Pupils with a serious medical condition will have a Health Care plan drawn up and agreed by the Lead First Aider and parents. Any medication needed by a child on a Health Care Plan must be taken on trips.

Pupils using crutches or having limited mobility - Parents must inform the school of the nature of injury and the anticipated duration of immobility. The form tutor will arrange for a 'class partner' to carry books, open doors etc. Information about the condition will be discussed in staff meetings to enable teachers to be fully aware of the pupil’s needs. Arrangements will be made for the pupil to arrive/leave lessons early if necessary to allow for a safe transfer around school. Parents must inform the school of any particular difficulties.


Pupils with medical conditions - A list is available in the Office,the sick room and in the back of class registers of all pupils who have a serious allergy or medical condition. This information is useful for lesson planning and for risk assessments prior to a school trip. If staff become aware of any condition not on these lists please inform the Lead First Aider.

Dealing with bodily fluids

In order to maintain protection from disease, all bodily fluids should be considered infected. To prevent contact with bodily fluids the following guidelines should be followed.

  • When dealing with any bodily fluids wear disposable gloves.
  • Wash hands thoroughly with soap and warm water after the incident.
  • Keep any abrasions covered with a plaster.
  • Spills of the following bodily fluids must be cleaned up immediately.
  • Bodily fluids include:
    • Blood, Faeces, Urine, Nasal and Eye discharges, Saliva and Vomit.
      • Process:
        • Disposable towels should be used to soak up the excess, and then the area should be treated with a disinfectant solution
        • Never use a mop for cleaning up blood and bodily fluid spillages
        • All contaminated material should be disposed of in a yellow clinical waste bag (available in all 1st aid boxes) then placed in the waste bin in the sick room.
        • Avoid getting any bodily fluids in your eyes, nose, mouth or on any open sores.
        • If a splash occurs, wash the area well with soap and water or irrigate with copious amounts of saline.

Infectious diseases

If a child is suspected of having an infectious disease advice should be sought from the Lead First Aider who will follow the Health Protection Agency guidelines (link) to reduce the transmission of infectious diseases to other pupils and staff.

Administration of Medication in School

The school aims to support as far as possible, and maintain the safety of, pupils who require medication during the school day. However, it should be noted that:

  • No child should be given any medication without their parent’s written consent.
  • No Aspirin products are to be given to any pupil at school (due to links to 'Reyes' syndrome).
  • Parents must be given written confirmation of any medication administered at school, a copy of which will be kept on the pupil’s file.
  • Children will need to take medication during the school day e.g. antibiotics. However, wherever possible the timing and dosage should be arranged so that the medication can be administered at home.

Non-Prescription Medication

These are only to be administered by the Lead First Aider or a designated person if they have agreed to this extension of their role and have been appropriately trained.

A teacher may administer non-prescription medication on a residential school trip provided that written consent has been obtained in advance. This may include travel sickness pills or pain relief.

All medication administered must be documented, signed for and parents informed in writing.

Prescription-Only Medication

Prescribed medicines may be given to a pupil by the pupil, Lead First Aider or a designated person if they have agreed to this extension of their role and have been appropriately trained. Written consent must be obtained from the parent or guardian, clearly stating the name of the medication, dose, frequency and length of course. The school will accept medication from parents only if it is in its original container, with the original dosage instructions. A form for the administration of medicines in school is available from the school office and from the website.

Administration of Medication

Any member of staff administering medication should be trained to an appropriate level, this includes specific training e.g. use of Auto-Injectors (Epi-pens).

  • The medication must be checked before administration by the member of staff confirming the medication name, pupil name, dose, time to be administered and the expiry date.
  • It is advisable that a second adult is present when administering medicine to EYFS.
  • Wash hands.
  • Confirm that the pupil’s name matches the name on the medication.
  • Explain to the pupil that his or her parents have requested the administration of the medication.
  • Document, date and sign for what has been administered.
  • Complete the form which goes back to parents.
  • Ensure that the medication is correctly stored in the locked medicine cupboard in the office.Antibiotics and any other medication which requires refrigeration should be stored in the fridge in the staff room. All medication should be clearly labelled with the pupil’s name and dosage.
  • Parents should be asked to dispose of any out of date medication.

Emergency Medication

It is the parents’ responsibility to inform the school of any long-term medical condition that may require regular or emergency medication to be given. In these circumstances a health care plan may be required and this will be completed and agreed with parents.

Guidelines for reporting: RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013).

By law any of the following accidents or injuries to pupils, staff, visitors, members of the public or other people not at work requires notification to be sent to the Health and Safety executive by phone, fax, email or letter.

Major injuries from schedule 1 of the regulations:

  1. Any fracture, other than to the fingers, thumbs or toes.
  2. Any amputation.
  3. Dislocation of the shoulder, hip, knee or spine.
  4. Loss of sight (whether temporary or permanent).
  5. A chemical or hot metal burn to the eye or any penetrating injury to the eye.
  6. Any injury resulting from an electric shock or electrical burn (including any electrical burn caused by arcing or arcing products, leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours.
  7. Any other injury leading to hypothermia, heat induced illness or to unconsciousness requiring resuscitation or admittance to hospital for more than 24 hours.
  8. Any other injury lasting over 3 days
  9. Loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent.
  10. Either of the following conditions which result from the absorption of any substance by inhalation, ingestion or through the skin:
    • Acute illness requiring medical treatment; or
    • Loss of consciousness
  11. Acute illness which requires medical treatment where there is reason to believe that this resulted from exposure to a biological agent or its toxins or infected material.
  12. Death
  13. A specified dangerous occurrence, where something happened which did not result in an injury, but could have done.

APPENDIX: Guidance to staff on particular medical conditions

Allergic reactions

Symptoms and treatment of a mild allergic reaction:

  • Rash
  • Flushing of the skin
  • Itching or irritation

If the pupil has a care plan, follow the guidance provided and agreed by parents. Administer the prescribed dose of antihistamine to a child who displays these mild symptoms only. Make a note of the type of medication, dose given, date, and time the medication was administered. Complete and sign the appropriate medication forms, as detailed in the policy. Observe the child closely for 30 minutes to ensure symptoms subside.

Anaphylaxis

Symptoms and treatment of Anaphylaxis:

  • Swollen lips, tongue, throat or face
  • Nettle type rash
  • Difficulty swallowing and/or a feeling of a lump in the throat
  • Abdominal cramps, nausea and vomiting
  • Generalised flushing of the skin
  • Difficulty in breathing
  • Difficulty speaking
  • Sudden feeling of weakness caused by a fall in blood pressure
  • Collapse and unconsciousness

When someone develops an anaphylactic reaction the onset is usually sudden, with the following signs and symptoms of the reaction progressing rapidly, usually within a few minutes.

Action to be taken:

  • Send someone to call for a paramedic ambulance and inform parents. Arrange to meet parents at the hospital.
  • Send for the named emergency box.
  • Reassure the pupil help is on the way.
  • Remove the Auto-Injector (Epi-pen) from the carton and pull off the grey safety cap.
  • Place the black tip on the pupil’s thigh at right angles to the leg (there is no need to remove clothing).
  • Press hard into the thigh until the auto injector mechanism functions and hold in place for 10 seconds.
  • Remove the Epi-pen from the thigh and note the time.
  • Massage the injection area for several seconds.
  • If the pupil has collapsed lay him/her on the side in the recovery position.
  • Ensure the paramedic ambulance has been called.
  • Stay with the pupil.
  • Steps 4-8 maybe repeated if no improvement in 5 minutes with a second Auto-Injector (Epi-pen) if you have been instructed to do so by a doctor.

REMEMBER: Auto-Injectors (Epi-pens) are not a substitute for medical attention, if an anaphylactic reaction occurs and you administer the Auto-injector (Epi-pen) the pupil must be taken to hospital for further checks. Auto-Injector (Epi-pen) treatment must only be undertaken by staff who have received specific training.

Asthma management

The school recognises that asthma is a serious but controllable condition and the school welcomes any pupil with asthma. The school ensures that all pupils with asthma can and do fully participate in all aspects of school life, including any out of school activities. Taking part in PE is an important part of school life for all pupils and pupils with asthma are encouraged to participate fully in all PE lessons. Teaching staff will be aware of any child with asthma from a list of pupils with medical conditions issued to all staff. The school has a smoke free policy.

Trigger factors:

  • Change in weather conditions.
  • Animal fur.
  • Having a cold or chest infection.
  • Exercise.
  • Pollen.
  • Chemicals.
  • Air pollutants.
  • Emotional situations.
  • Excitement.

General considerations

Pupils with asthma need immediate access to their reliever inhaler. Younger pupils will require assistance to administer their inhaler. It is the parents’ responsibility to ensure that the school is provided with a named, in-dater reliever inhaler, which is kept in the classroom or office, not locked away and always accessible to the pupil. Teaching staff should be aware of a child's trigger factors and try to avoid any situation that may cause a pupil to have an asthma attack. It is the parents’ responsibility to provide a new inhaler when out of date. Pupils must be made aware of where their inhaler is kept and this medication must be taken to all P.E. lessons and on any out of school activities. As appropriate for their age and maturity, pupils are encouraged to be responsible for their reliever inhaler, which is to be brought to school and kept in a school bag to be used as required. A spare named inhaler should be brought to school and given to the school office for use if the pupil’s inhaler is lost or forgotten.

Recognising an asthma attack:

  • Pupil unable to continue an activity.
  • Difficulty in breathing.
  • Chest may feel tight.
  • Possible wheeze.
  • Difficulty speaking.
  • Increased anxiety.
  • Coughing, sometimes persistent.

Action to be taken:

  1. Ensure that prescribed reliever medication (usually blue) is taken promptly.
  2. Reassure the pupil.
  3. Encourage the pupil to adopt a position which is best for them-usually sitting upright.
  4. Wait five minutes. If symptoms disappear the pupil can resume normal activities.
  5. If symptoms have improved but not completely disappeared, inform parents and give another dose of their inhaler and call the Lead First Aider or a first aider if she they are not available.
  6. Loosen any tight clothing.
  7. If there is no improvement in 5-10 minutes continue to make sure the pupil takes one puff of their reliever inhaler every minute for five minutes or until symptoms improve.
  8. Call an ambulance.
  9. Accompany pupil to hospital and await the arrival of a parent.

Diabetes management

Pupils with diabetes can attend school and carry out the same activities as their peers but some forward planning may be necessary. Staff must be made aware of any pupil with diabetes attending school.

Signs and symptoms of low blood sugar (hypoglycaemic attack):

Hypoglycaemia - happens very quickly and may be caused by: a late meal, missing snacks, insufficient carbohydrate, more exercise, warm weather, too much insulin and stress.

  • Pale
  • Glazed eyes
  • Blurred vision
  • Confusion/incoherent
  • Shaking
  • Headache
  • Change in normal behaviour-weepy/aggressive/quiet
  • Agitated/drowsy/anxious
  • Tingling lips
  • Sweating
  • Hunger
  • Dizzy

Action to be taken:

  1. Follow the guidance provided in the care plan agreed by parents.
  2. Give fast acting glucose-either 50ml glass of Lucozade or 3 glucose tablets. Pupils should always have their glucose supplies with them.
  3. If any pupils are Diabetic sufferers, extra supplies will be kept in emergency boxes and can be administered in an emergency. This will raise the blood sugar level quickly.
  4. This must be followed after 5-10 minutes by 2 biscuits, a sandwich or a glass of milk.
  5. Do not send the child out of your care for treatment alone.
  6. Allow the pupil to have access to regular snacks.
  7. Inform parents.

Action to take if the pupil becomes unconscious:

  1. Place pupil in the recovery position and seek the help of the Lead First Aider or a first aider.
  2. Do not attempt to give glucose via mouth as pupil may choke.
  3. Telephone 999.
  4. Inform parents.
  5. Accompany pupil to hospital and await the arrival of a parent.

Signs and symptoms of high blood sugar (hyperglycaemic attack):

Hyperglycaemia – develops much more slowly than hypoglycaemia but can be more serious if left untreated. It can be caused by too little insulin, eating more carbohydrate, infection, stress and less exercise than normal.

  • Feeling tired and weak
  • Thirst
  • Passing urine more often
  • Nausea and vomiting
  • Drowsy
  • Breath smelling of acetone
  • Blurred vision
  • Unconsciousness.

Action to be taken:

  1. Inform the Lead First Aider or a first aider.
  2. Inform parents.
  3. Telephone 999.

Epilepsy management

How to recognise a seizure

There are several types of epilepsy but seizures are usually recognisable by the following symptoms:

  • Pupil may appear confused and fall to the ground.
  • Slow noisy breathing (possible blue colouring around the mouth returning to normal as breathing returns to normal).
  • Rigid muscle spasms.
  • Twitching of one or more limbs or face.
  • Possible incontinence.

A pupil diagnosed with epilepsy will have a care plan.

Action to be taken:

  1. Send for an ambulance
    • if this is a pupil’s first seizure
    • if a pupil known to have epilepsy has a seizure lasting for more than five minutes or
    • if an injury occurs.
  2. Seek the help of the Lead First Aider or a first aider
  3. Help the pupil to the floor
  4. Do not try to stop seizure
  5. Do not put anything into the mouth of the pupil
  6. Move any other pupils away and maintain pupil’s dignity
  7. Protect the pupil from any danger
  8. As the seizure subsides, gently place them in the recovery position to maintain the airway
  9. Allow patient to rest as necessary
  10. Inform parents
  11. Call 999 if you are concerned
    • Describe the event and its duration to the paramedic team on arrival
  12. Reassure other pupils and staff
  13. Accompany pupil to hospital and await the arrival of a parent