Archdiocese of Canberra and Goulburn
Catholic Education Office

Medication Dispensing

Related Policies:

Diabetes
Infectious Diseases
Asthma
First Aid

Purpose:

This policy addresses a school's obligation to dispense medication in order to reasonably facilitate the attendance of students with conditions requiring medication.

This policy acknowledges the duty of care owed by the school to the student, other students, staff or other people who access the school.

Policy:

Prescribed medication required by students must be accessible to them as and when required both at the school campus and whilst on excursions, sports days, camps etc. Schools should develop clear policies and procedures in relation to the storage and dispensing of all medication. Particular attention should be given to Schedule 8 drugs.

School staff responsible for administering medication should be appropriately trained.

The Principal, after consultation with staff, will if possible, nominate at least two members of staff who will be responsible for the administration of medication in the school.

All staff members should be made aware of students who:

• require ongoing medication; and
• may require immediate medication in specified emergency circumstances such as severe asthma, severe allergic reaction or hypoglycaemia.

All staff members should be adequately trained in the administration of medication in emergency situations.

Staff and parents should be periodically reminded of the school's policy guidelines for dispensing medication.

Definitions:

Schedule 8 covers those medicinal products likely to cause dependence or be abused. Schedule 8 imposes access restrictions on the prescribing of large quantities, prescribing for long-term treatment or in treating drug addition.

Schedule 8 Control Drugs require restriction of supply, distribution, possession, storage and use to reduce abuse, misuse and physical or psychological dependence. Ritalin and Dexamphetamine are examples of Schedule 8 drugs.

Analgesics are drugs producing analgesia (absence or relief of pain).

Prescribed medication is medication prescribed by a registered medical practitioner for a particular person for the treatment of a medical condition by a registered medical practitioner.

Procedures:

1. General Guidelines

1.1 The Principal or delegate is to be informed about students who require medication during the school day.

1.2 No medication should be given to a child without the written permission of a parent/guardian. Form 1 is generally used for obtaining permission to dispense most non Schedule 8 medications.

1.3 Parents should supply appropriate equipment for administration, for example, medication measures.

1.4 All medication should be in the container in which it was dispensed.

1.5 All medication must be clearly labelled with:

the child's name;
the drug's name;
the dosage and frequency to be given; and
the prescribing doctor's name.

1.6 All medicine stored on the school premises must be kept in an appropriate, locked cupboard.

1.7 Provision should be made where practical, for staff to work in teams so that drugs are administered in the presence of another adult.

1.8 A record of all medication dispensed must be maintained. This should include: the date, time, student, substance administered, dosage amount and name of person administering the medication. A sample Medication Register is provided with this policy.

1.9 Supervision is to be arranged where a student self-administers medication.

1.10 Alternative arrangements may involve parents/guardians if suitable staff are not available to administer the medication.

1.11 Some provision should be made for staff who do not wish to be involved in the administration of drugs.

2. Guidelines for the Dispensing of Analgesic Substances

2.1 Schools should not normally dispense analgesic substances for pain relief.

2.2 Aspirin or a medication containing aspirin may be harmful to the recipient and should only be administered in cases when written authorisation by the student's doctor (via the parent) states that aspirin has been prescribed for a specific condition.

2.3 If analgesics are used, only paracetamol, at the recommended dosage, may be administered.

2.4 Analgesics are not to be combined. Single substances only are to be given, for example, aspirin and paracetamol are not to be mixed.

2.5 Analgesics are to be issued by a designated first aid person only.

2.6 Parents should, where possible and practicable, complete a ‘Form 1: Request to Dispense Medicine' form if the school is asked to administer analgesics to a student. Where it would be unreasonable to obtain written permission oral permission may be obtained over the phone from a parent or guardian where a child has been given paracetamol before and has never had a previous adverse reaction to paracetamol.

3. Guidelines for the Dispensing of Asthma Medication

3.1 All staff should be made aware of the information available from the Asthma Foundation on the management of asthma in schools. (See References).

3.2 Staff should allow students with asthma to have their medication on their person.

3.3 Staff should encourage students to be educated in their use of asthma medication.

3.4 A bronchodilator puffer must be carried in the school's first aid kit. Ventolin, Bricanyl, Respolin are available from chemists and have a reasonable shelf life.

3.5 Schools should maintain a register of students with asthma.

3.6 Schools should have a separate Action Plan devised and documented by a student's doctor for those students who may require emergency assistance.

4.1 To facilitate written permission for the dispensing of prescribed medication suggested forms and letters to parents are provided as appendices.

Principals, in consultation with dispensing staff, should ascertain which forms will be necessary to facilitate parental permission and adequate information regarding the condition to be medicated. Regard in this matter should be had to the nature of the medical condition and the particular characteristics of the student receiving the medication and the manner in which the medication is to be dispensed.

4.2 All permission notes, deeds of indemnities and any other relevant written records must be maintained by the school for as long as the school maintains the student's record.

4.3 The school should have a written procedure to ensure that students requiring prescribed medication attend at the appropriate time and place for their medication.

4.3.1 In primary schools, it is the responsibility of designated staff and the class teacher to ensure that all students attend at the appropriate time and place for their medication.

4.3.2 In secondary schools it is reasonable to expect most students to present themselves at the appropriate time and place for their medication.

4.4 The school procedures should make provision for changes occurring in the administration of medication when students are working outside the usual classroom situation.

5. Guidelines for Dispensing a Schedule 8 Drug

5.1 Form 2 and Form 3 or a reasonable adaptation of these forms, must be used to facilitate parental permission regarding the dispensing of Schedule 8 drugs.

5.2 Form 4 and Form 5 may be used where it is desirable to obtain further information from the prescribing doctor.

5.3 Form 6 or a reasonable adaptation of this form must be used to communicate the school's acknowledgement and understanding of the parent's request to medicate the child.

5.4 Form 7 or a reasonable adaptation of this form must be used to authorise a change to the medication regimen.

5.5 Staff involved in administering Schedule 8 drugs need to be informed by the child's doctor (via the parents) of what to do if a dose is missed.

References:

Position Paper - A National Policy on Asthma Management for Schools

ACT Drugs of Dependence Act 1989

Forms:

Forms for Analgesics/Prescribed Medicine

Form 1 Request to Dispense Medicine

Sample Medication Register

Forms for Schedule 8 Drugs or where circumstances necessitate further consideration

Form 2 Notification and Request by Parent/Guardian For The Administration of Medication During School Hours

Form 3 Deed Of Indemnity

Form 4 Request To Prescribing Doctor For Medical Details Including Permission For Release Of Information

Form 5 Medical Advice to School

Form 6 School Acknowledgement of Request to Administer Medication

Form 7 Notification of Change to Medication

Form 8 Sample Letter of Explanation to Parents

Form 9 Sample Medication Register

Last updated on December 2, 2006