Administration of Medicines
Policy and Procedures
2012 – 2013
Administration of Medicines Policy
To ensure safe storage and administration of medication to pupils and staff by the nurses, house and secretarial staff.

All medications are kept in a locked cupboard in a room not normally accessible to pupils. The medicines that require refrigeration are
kept in the houseparent’s designated medical fridge in the Stableblock Administration Centre. In the boarding house, medicines that
require refrigeration are kept in the houseparent’s designated medical fridge.

Controlled Drugs:

Controlled drugs (CDs) are stored in the medical School Admin Centre adjacent to the Medical room, in a lockable cabinet. If required
they are stored in the boarding houses in a locked area that only a limited number staff have access to. The drugs that are brought in by
a parent or pupil are to be collected from the office by the houseparent for boarders. It is not always practical for two staff members to be
present when a CD is administered, but a record of the amount given and the balance remaining is kept in the a bound record book with
numbered pages. There is a separate page for each person.

Disposal Of Medicines:

Any unused prescribed medications and any out of date OTC medications will be returned to the Stableblock Medical Centre and from
there to the pharmacy for disposal. The cupboards are checked for surplus medications at the end of every term.

Replacing Stock Homely Remedies In Boarding Houses:

A record is kept of the stock supplied to the boarding houses, including the amount issued, issue date and expiry date.

Non-Prescribed Medications:

These are available to boarding pupils and staff. The boarding staff will have access and are trained, by the visiting RGN nurse.

Prescribed Medications:

Medication prescribed by a doctor should be administered according to the instructions on the individual medication and only given to
the named pupil to whom it has been prescribed
. They should be kept in their original container. The original dispensing label must
not be altered. The protocol should be the same as for non-prescribed medications.
A form ‘pupils taking short term prescribed medication’ should be completed by those staff giving the medication to the pupil. Appendix 2
Adverse Reactions:
Drugs can cause adverse reactions in some people. If a pupil experiences adverse reaction to a medication do not give any further doses
until instructed to do so by the doctor. A medical incident form should be completed. See Appendix 3
If a serious reaction occurs medical attention should be sought immediately.
An adverse reaction should be reported by the nurses to the Medicine and Healthcare products Regulatory Agency (

Medicines Given In Error:

If an error is made with any medication advice must be sort immediately. 

During the day contact Marlow surgery 01628 484666 or NHSDirect 0845 4647
A medical incident form should be completed explaining the error and any action taken. See Appendix 3.
Medication Brought Into School By The Pupils:
There are risks that prescribed medications will interact with medications purchased over the counter and cause harm. Or that herbal or
traditional medications could interact with prescribed or over the counter medications. Over the counter medication should never be
given to a pupil who has taken their own medicine
A record will be kept of any medications that the pupils bring into school. It is the schools policy that the pupils do not bring in their own
medications unless they are prescribed, but some always will.

Self Administration Of Medications:

Boarders assessed as being able to self-medicate sign the appropriate form. See Appendix 4. The pupil should be aware that they must
keep their medicines in a secure place, and not give their medication to anyone else, even if they have the same symptoms.
The school has a protocol for assessing the ability of the pupils to self- administer their medications. See attached – Appendix 5.

Administration To Save A Life:

In extreme emergencies e.g. an anaphylactic reaction, certain medicines can be given or supplied without the direction of a doctor, for
the purpose of saving life. In an extreme emergency a medication e.g. adrenalin would be given. (Article 7 of the Prescription Only
Medicines (Human Use) Order 1997).


Medications are recorded to provide a complete audit trail for all medications. Signatures are kept of every person who administers
medication. The records are checked frequently by the school nurses. The Principle is aware of the methods used to keep records, but
does not review the records himself. In Boarding Houses, the records are recorded in a book, and copied onto the pupils’ personal file on
a week day basis. This makes it possible to follow an audit trail for the treatment.
Reviewed: March 2012
Appendix 1: Administration of Over the Counter Medication Protocol
The medications kept in locked cupboards in the boarding houses are as follows:
Medication - Reason For Administration
Paracetamol 500mg - Headaches, period pains, pyrexia, toothache, migraine, muscular aches and pains, neuralgia, colds, sore throat
Ibuprofen BP 200mg - NOT TO BE ISSUED TO ASTHMATICS (unless prescribed). Not to be given to under 12s
Headaches, muscular pain and backache, dental pain, period pain, neuralgia. Burnease
Olbas oil
Eurax cream
Deep Heat
Arnica cream
Stugeron 15
E45 (or generic versions) - dry skin
When issuing a medication the following procedure should be followed:-
• The reason for giving the medication should be established. • The contraindications of giving the medication should be known or checked. • Whether the student has taken any medication recently, and if so what. (Paracetamol should not be issued more frequently than • Whether the student has taken the medication before, if not, whether the student is allergic to any medication. • The medication is in date. • The student should be seen to take the medication by the person issuing it. • The student’s name, the reason for the medication, the medication issued, the dosage, the date and the time should be noted immediately in the relevant medical record book. This protocol has been agreed by the school medical coordinator Staff Administering Medication
Name _________________________________________
Signature __________________________ Trained by __________________________ Date________________________
Appendix 2: Prescription Medicine Administration Record Chart

Name of Pupil

Drug & Strength: .
Dosage: .

Date Received: .
Allergies: .

Reason(s) for giving: .

Date Course Finished
: . Date Unused Medication Returned:. Quantity Returned:.
To Where Returned: .
Name Of Person Returning Medication:.
Additional Notes:.
Appendix 3: Medical Incident Form

This form is to be used when a medication has been given in error or when a pupil has had an adverse reaction to a medication.

Pupils Name
: .

Medication Given:.
Explanation of the incident: .
Action Taken: .
Follow Up: .
Appendix 4: Pupils Who Administer Their Own Prescribed Medications
Name Of Pupil
: .
Amount Of Medication Given To The Pupil: . Medication Can Be Stored In Pupil’s Own Locked Area: Pupil Has Proven Themselves To Be Reliable: Full Understanding Of Reasons For Medication And Side Effects: Important: If A Pupil Is Not Keeping Medication Locked Away The Right To Self Medication Will Be Removed.
Pupil Signature: .
Staff Signature: .
Appendix 5: Administration Of Own Medication Protocol

The school allows pupils to keep their own medications in a locked area in the boarding house if they have been
assessed as competent to do so. Asthmatics may carry their inhalers with them.
The criteria used to assess the pupils are:
The age of the pupil
Whether the medication is long term or a short course
The pupils own choice
Whether the pupil has proven himself or herself to be reliable in general and will remember to
take the medication if it is to be taken regularly.
That the pupil understands why they are taking the medication and any side effects, and the risks
of overdose.
That the pupil knows when and how to take the medication.
That the pupil can effectively store the medication in a locked area.
That the pupil understands that they should never give the medicine to anyone else, even if they
have similar symptoms.


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