St mary's school

Medicines and Illness Policy (Boarders)
The following protocol has been written using the guidelines from the Handbook of School
Health, Boarding Schools National Minimum Standards (April 2015), Supporting students
with medical conditions (DfES Sept 2014)
We aim to provide guidelines for boarding & teaching staff who find themselves in a
position of responsibility regarding the storage and administration of drugs. The aim of
this policy is to protect the boarding & teaching staff against any unforeseen liability.

Despite the fact that many medicines are available over the counter, the boarding staff
are advised by the medical centre staff only to use those which have been prescribed by a
doctor or those that have been sanctioned by the school doctor or nursing staff at the
medical centre (List below). This is stressed in order to protect not only the students from
any errors but to protect the staff.
No child under the age of sixteen should be given medicines without their parents'
consent. Each child must have a completed medical form prior to starting the school
which includes a declaration giving permission for nursing staff, boarding staff or
teaching staff to give appropriate treatment for minor problems using non-prescription
medicines. This is also authorisation for housemistress or a member of staff to approve
such medical treatment as is deemed necessary in an emergency. Parents have a clear
responsibility to provide the school with written details of the medicines and medical
needs of their daughters. They are also expected to inform the school of any changes as
they arise. Please note that if a girl has been accepted into the school without prior
notification of health problems that could significantly affect the management of their
daughter in the school then the school has the right to review the continuation of the
student in the school.
When students start or return to school, all drugs and medicines must be given to the
housemistress or nurse who will dispense them as prescribed. These medications should
be patient named & listed in the British National Formulary and any foreign language
must be translated into English. The school medical officer will treat and prescribe for
students as necessary whilst the student is in their care as a boarder
Sixth Form students (i.e. those over the age of 16) may give their own consent for
medical treatment.
Gillick competence is used in medical law to decide whether a child (16 years or
younger) is able to consent to his or her own medical treatment, without the need for
parental permission or knowledge. A child will be Gillick competent if he or she has
sufficient understanding and intelligence to understand fully what is proposed.
The Medical Centre

St. Mary's Medical Centre is staffed by registered nurses (or qualified first aider in their
absence) who are available to assist student, provide first aid and advice between the
hours of 08.15 – 16.00 Monday to Friday term time only. Should you wish to contact the
nurses directly please telephone 01223 224169 between these hours or email

The medical officer is Dr Caroline Lea-Cox , BSc,MB,BS,MRCGP,DCH,FSRH Diploma who is a
member of the Trumpington Street Medical Practice,56 Trumpington Street, Cambridge,
CB2 1RG,telephone 01223 361611.Dr Lea-Cox attends surgery at school on Wednesday
mornings and appointments can be arranged at Trumpington Street at other times.
Medical emergencies are seen at Addenbrookes Hospital.
All new boarding students are asked to undergo a brief routine medical examination to
assess each student's general health. This is a requirement for registration with the school
Doctor as part of the National Health Service
Boarders spend more time at school than at home therefore are required to be registered
on the School Medical Officers' list under the provision of the National Health Service. Act.
If a student is ill she will be cared by the nurses and boarding staff. If there is a serious
illness or emergency parents will be contacted by the fastest means available. Please
ensure the Medical centre has up to date and accurate details of how you may be best
contacted. Should a student need to be away from school until they have recovered,
parents or guardians will be contacted to make the necessary arrangements.
Boarders who feel unwell or are unable to attend school due to illness should firstly come
to the medical centre. During evenings and weekends boarders should contact a member
of the boarding staff. Boarders all have their own mobile phones and a list of contact
numbers of the boarding staff should they require assistance rapidly during the day or
night. Boarding staff also have the mobile phone numbers of boarders should they need to
contact them rapidly. The nurses can be contacted as above.
If a boarder is too unwell to attend school they must remain in the medical centre during
school hours. The nurses or boarding staff will inform reception that the child is unable to
attend school. In exceptional circumstances when it is considered to be in the child's best
interest to remain in their room the child will be checked regularly by a member of the
boarding/nursing staff. Any treatment/care given must be recorded in the boarders' first
aid/sickness book so that other members of staff can constantly evaluate and identify any
deterioration in the students' condition. The nursing staff will also enter this information
onto the medical database.
Boarders with medical conditions may require specific individualised care. The nurses will
provide a health care plan in consultation with their parent/guardian to ensure that
arrangements are in place to support students. Staff training is provided by the nurses
annually at inset on allergies and anaphylaxis. Staffs are advised of students with medical
conditions on isams, indicated by a red medical flag. The nurses will provide or arrange for
a suitable health care professional to enable staff to be properly trained to support
individual students medical needs.
Please do not send your daughter back to school after the holidays if she is unwell. If you
are in any doubt about her returning to school please consult the medical centre or
Housemistress. If your daughter has been ill during the holidays it is very important for
the wellbeing of the student that all the relevant information is forwarded in writing to the
school doctor as soon as possible, either by a letter sent with your daughter or by email to
the medical centre. This should include any details of illness, injury or surgical
If your daughter has been in the company of anyone who subsequently develops
meningitis or any contagious or tropical disease, she should only return to school after
consulting with the school medical officer. If a serious illness breaks out at home shortly
after your daughter has returned to school you should contact the medical centre as a
matter of urgency so that appropriate action may be taken.
It is important that an accurate up to date record of all previous vaccinations is obtained
from parents/guardians. If a boarder receives any vaccinations from any other source
other than the medical centre, it is vital that we are informed in order that the vaccination
is not duplicated. A list of up to date vaccinations required prior to entry into the school
are listed on the Health Information Form. It is important that students are fully
vaccinated as infectious diseases can spread rapidly in a school community. We request
that boarders have had at least two doses of the measles, mumps and rubella (MMR)
vaccination prior to starting school.
The school Nurses will liaise with the vaccination team to arrange for national vaccination
programmes such as HPV, meningitis ACWY and flu.
Consent to Medical Treatment

Gillick competence is used in medical law to decide whether a child (16 years old or
younger) is able to consent to her own medical treatment, without the need for parental
permission or knowledge. A child will be Gillick competent if she has sufficient
understanding and intelligence to understand fully what is proposed.
Storage of Medicines

 Store any medication (including "household medication") as safely as possible- that is, in a secure locked cupboard (which should be firmly attached to a wall) or fridge as per manufacturers' instruction.  Boarders keeping and administering their own medication must be able to store their medication safely & securely ideally within a locked cupboard in their room. If this is not possible they must be stored in the medical centre, locked cupboard or fridge as required.
Self administration of medicines

 Students under the age of sixteen will only be able to self administer medicines in exceptional circumstances. Boarders over the age of 16 keeping and administering their own medicines need to be assessed as sufficiently responsible to do so:  They need to understand what the drug is, why they are taking it, the correct dose and frequency required.  Storage as above, need to understand the importance of storing medicines safely & appropriately. If medicines are found lying around the student will no longer be allowed to keep and manage their own medicines.  Everyone who self medicates must sign an appropriate form indicating agreement with the above policy. However certain medicines e.g. antidepressants will only be allowed to be held in small quantities.

Administration of medicines
As of 2014 any staff that administer medicines must undergo annual training which will
be provided by the nursing team. It is the Staffs responsibility to access training sessions
When issuing medications the following procedure should be followed:
 The reason for giving the medication must be established.  Administer the medicines (prescribed by Doctor) as per pharmacists label on the  Check whether that student is allergic to any medication.  Check whether or not the student has taken any medication recently and, if so, what (ensure maximum dose is not exceeded).  Check, whether or not the student has taken that medication before and, if so, whether there were any problems.  Check the expiry or ‘use by' date on the medication package or container.  The student should take the medication under the supervision of the person issuing  Record the details – These must be recorded immediately in the sickness record book under the headings: date, name, time, reason & medication given. The medication given must also be documented on DOH form 6 records of medicines administered to all children. The person administering the medication must sign & date both records. See below for the administration of prescribed medicines.
The use of the medicines listed below are sanctioned by the medical centre as per
above protocol which should be administered as per manufacturers instructions and
medical centre protocol taking care not to exceed the recommended dose.
Soluble paracetamol
Nurofen syrup
Loperamide Hydrochloride
Calcium carbonate (Tums)
Simple linctus
Strepsils and throat lozengers
Dextrose tablets
Olbas Oil
Rescue remedy

Creams & topical application
Deep heat
Hydrocortisone 1%
Sore mouth gel
Calamine lotion
Savlon antiseptic spray
Corsodyl mouthwash
Magnesium suphate
Deep heat
Prescription only medicines

 These are medicines that may only be given to the boarder for whom it was prescribed, in accordance with the prescription or instructions from the pharmacy (National Minimum Standards for Boarding 2015).  Dispose of any unwanted, unused medication with care by either returning it to the pharmacist or take it to the medical centre.  Consult with the medical centre if there is any cause for concern about the type of medicine, its use or any relating factor.  Complete form 5 (DOH Administration of medicines) for each prescribed medication that a boarder is receiving ensuring that each time the drug is administered the record is updated so that it can be clearly seen when the child last received the medication and ensures that doses are not missed. If the student refuses to take the medication this should also be recorded.
Controlled drugs

Controlled drugs are stored in a locked cupboard (firmly attached to a wall) in a locked or
attended room with only named personnel having access. Controlled drugs are signed in
when received and out when dispensed in a hard back bound book. Also form 5 (available
from the medical centre) will be completed and stored with the student's medical records.
A controlled drug, as with all medicines should be returned to the parent when no longer
required to arrange for safe disposal (by returning the unwanted supply to the local
pharmacy). If this is not possible, it should be returned to the dispensing pharmacist.
Please note:
The medical centre staff cannot be held responsible for any "household medication",
"homely remedies" or "over the counter" medicines administered to students
without having consulted with the medical centre first.

The administration of prescribed medicines is undertaken under strict supervision by the
school. Parents supply the school with all medical information including emergency
procedures where relevant to their child's medical needs and are responsible for updating
that information as well as the prescribed drugs. The school's medicines and illnesses
policy must be read in conjunction with the policies 4 (Care & Supervision), 5 (First Aid), 11
(Equal Opportunities), 18 (Visits & Activities), 37 (Health & Safety), 39 (Substance Use &
Misuse), 51 (Risk Assessment); as well as the Senior School's medical policies, the Control
of Substances Hazardous to Health Regulations 2002 (COSHH) and the DfES 2014
recommended guidance on 'Supporting students at School with medical conditions'.
This Policy is reviewed annually by the Nurses. The next review will be in April 2017.


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