** Septemer 2020 – During the current Pandemic, additional Covid 19 specific policies and risk assessments are in place – copies of these are available on request from the school office**

First Aid and Medication Policy, including procedures for dealing with body fluids

Policy Applies to:-

  • The whole school, including EYFS, staff and visitors.
  • All activities provided by the school including those outside the normal school hours
  • All staff (teaching and non-teaching) and volunteers working within the school

The Policy has regard for The Education (Independent School Standards) Regulations 2014, in force January 2015, part 3:13 and part 5:24  and should be read in conjunction with:

The Health and Safety Policy

Child Protection and Safeguarding Policy


The school takes seriously its responsibilities to care for the children, staff, parents and visitors at all times; this care extends to off-site visits. In addition the school encourages children to have 100% school attendance and will, through its policies and practices work to ensure that children can attend school at all times.

Conditions of employment do not include administering first aid, however, teachers and other staff are expected to use their best endeavours at all times. The Head Teacher supports members of staff who volunteer to provide 1st Aid and will ensure that those members of staff receive appropriate training.

Qualified First Aiders:                                                Renewal Date                         

Details of trained First Aiders can be found on the office door and in the kitchen, together with renewal dates for training.

These details can be also be found on the office door.

  • First Aid is available at all times while children, staff, parents or members of the public are on the school premises. It is also available during off-site visits or other activities away from the school. There will always be a member of staff available qualified in paediatric First Aid when EYFS children are present, whether in school or during off-site activities.
  • The main duties of a qualified first aider are to give immediate help to casualties and to call an ambulance or other professional help.
  • First aiders are trained in accordance with HSE requirements and a record of first aiders and their certification dates is held.
  • First aiders should be called upon when an accident requires treatment beyond basic first aid.
  • All members of staff are able to administer basic first aid and can deal with routine first aid requirements. This may include: applying plasters, cleaning a minor wound, dealing with poorly/sick children, giving comfort and reassurance.
  • Staff should not administer first aid for which they have not been trained.
  • First Aid is administered from the school office which is centrally placed and is adjacent to a toilet which has the facility for hot water. The room contains a full stock of first aid supplies.
  • Separate supplies of First Aid are available for taking off site and are stored here and also in the entrance cupboard.
  • Short term medication:
  1. if it requires refrigeration it is placed in the fridge in the kitchen.
  2. If it does not require refrigeration it is kept in a cupboard in the kitchen (container labelled).
  • Permission for staff to administer First Aid and to seek emergency medical advice is gained from all parents and carers when a child commences school and will remain in place until a child leaves The Cedars School.
  • If such permission is not granted, then a disclaimer must be signed and held in a place to instruct the school not to seek medical advice for the child on behalf of the parents.
  • All medication (short and long term), held in school will have the child’s name and the dosage clearly labelled. Permission to administer long or short term medication is sought from parents/carers.
  • Long term medication(epi pens and inhalers) is kept in the office. Each child’s medication is in an individual container, clearly labelled and contains a photograph of the child.
  • First aid supplies are checked regularly.

First Aid/Accident Procedure while on school premises procedures:



Minor injuries

All staff may deal with these

Administer general first aid. If there is any doubt as to the correct treatment or if the injury is beyond the level of training of the member of staff, seek the advice of a qualified First Aider

Minor Injuries are recorded in the ‘ouch book’


Head Injuries

May be dealt with by all staff, but the advice of a qualified First Aider must be sought

  • Administer First Aid. If a person receives a bang to the head or receives an injury which does not necessitate the emergency services, ensure the person is carefully monitored for the remainder of the day
  • Enter details of the incident which caused the injury in the accident book (separate books for pupils and adults)
  • If the injury is to a pupil, a form should be sent home

containing the relevant details. Parents should sign and

return. If the form is not returned the parent should be asked

to initial the accident form to confirm they are aware of the


Parents will always be made aware of head injuries by telephone as soon sfter the incident as possible.



More serious accidents/injuries where the emergency services are necessary. These will always be dealt with by a qualified First Aider

  • Administer First Aid.
  • Get another member of staff to call for an ambulance
  • Contact the child’s parents or carers
  • A child taken to hospital by ambulance should be accompanied by their parent/carer.
  • In the event of an ambulance not being able to attend the child may be taken to hospital in a staff car. The member of staff should be accompanied by another adult and have appropriate vehicle insurance.
  • If the parents cannot be contacted, a member of staff should accompany the child and will remain with the child until the parent/carer arrives.
  • The school will continue to try to contact the child’s parent/carer.
  • Should emergency treatment be required, prior to contact being made with the parent/carer the member of staff with the child will seek the necessary medical advice or treatment from qualified persons.



Staff, parents/carers, or visitors

  • The same procedure should be followed, as for a child
  • Contact should be to their nominated emergency contact.
  • Ensure staffing levels in school are adequate to care for children and make arrangements, where necessary for additional staffing cover.

Qualified 1St Aiders may, on occasions, give advice to parents regarding an injury that has occurred in school or an illness that has become apparent in school. If a parent /guardian does not take this advice the 1st Aider should inform the Head Teacher or her Deputy.

Hygiene and infection control

Staff must take precautions to avoid infection and must follow basic hygiene procedures.

Blood and body fluids (e.g. faeces, vomit, saliva, urine, nasal and eye discharge) may contain viruses or bacteria capable of causing disease. It is therefore vital to protect both yourself and others from the risk of cross infection.

In order to minimize the risk of transmission of infection both staff and children should practice good personal hygiene and be aware of the procedure for dealing with body spillages:

Procedure for Blood and Other Body fluid ‘Spillage’:

Initial Clean Up Procedure:

 Get some disposable gloves from the First Aid kit.

 Place absorbent towels over the affected area and allow the spill to absorb. Wipe up the spill using these and place in tie-up plastic bag.

 Put more absorbent towels over the affected area.

 All gloves/ towels used to be placed in “medical bin” in office.

 Any article of clothing that has got contaminated with the spill should be wiped cleaned and then put in a plastic bag and tied up for the parents to take home.

 A badly affected area then needs to be cordoned off until cleaned.

 A staff member to mop affected area, cleaning with disinfectant, and ensure area is cordoned off until dry.

 Any soiled wipes, tissues, plasters, dressings etc must ideally be disposed of in the clinical waste bin.

 When dealing with a spillage, absorbent paper hand towels need to be place on the affected area so absorbing the spill.

 All reusable cleaning up equipment then needs to be appropriately disinfected.

 Wash hands use anti-septic soap.


Children who take part in Out of School Clubs will be cared for by Cedars’ staff in the same manner as during normal school hours. The Club leaders will be informed that they should direct a child to the office should First Aid need to be administered.

First Aid/Accident Procedures when away from school

The following must be taken by staff members on all off-site educational activities:-

  1. First Aid equipment
  2. Mobile telephone, with all other staff members mobile numbers in the contacts
  3. Whistle
  4. List of emergency contact numbers for all pupils/staff and additional helpers
  5. Any specific medication required for pupils taking part in the off-site visit, eg: inhaler, epi-pen etc.

Follow procedures as per First Aid treatments in school. The incident must be reported to the Head Teacher or her Deputy at the earliest possible time.

Reporting Accidents

Minor Accidents

Minor accidents, such as falling over in the playground, which may require a plaster do not need to be recorded.

More serious accidents e.g a bad fall that may require a bandage, all bumps to the head etc must be recorded in the schooll’s Accident Book and a slip detailing the incident and subssequent action, sent home to parents/carers when the child goes home.

The person administering the First Aid is responsible for reporting the accident and completing details in the school Accident Book, which is kept in school in the Staff Office.

School Accident Book

Major Injury/Serious Accidents

For any pupil, employee or person officially visiting the school or any employee, parent or pupil off-site but on school business, the following accidents must be reported to the Health and Safety Executive (HSE):-

An accident which results in death or major injury

  • The person is taken from the school or site of the accident to hospital
  • An accident which prevents the injured person from doing their normal work for more than three days

Full details of the accident will also be recorded in the School Accident Book. There is one for children and another for staff, parents/carers or visitors.

Fatal and Major Injuries

Fatal and major injuries must be reported to the HSE immediately by phone and followed up by a written report (Form 2508) within 10 days. Other reportable accidents must be reported on Form 2508 within 10 days. Phone number: HSE 0845 300 9923 The Head Teacher has responsibility for reporting accidents to the HSE/RIDDOR and Ofsted.(0300 123 1231).

Infectious Diseases

Infectious diseases must also be reported to HSE/RIDDOR, Ofsted and West Berkshire Council.

In the case of an imminent pandemic (most likely to be human ‘flu) The Cedars will be informed by and take advice from the local health Authority. HSE – Dept of Health pandemic guidance will give further information

  • We will try to operate normally unless otherwise advised
  • Pupils or staff with symptoms will be asked to stay at home
  • We will expect higher levels of pupil and staff absence and adapt our rountines as necessary trying to minimise disruption
  • Any child taken ill at school will be separated from other pupils, with minimum staff contact, until they are collected
  • Steps will be taken to minimise the spread of infection e.g. hand washing, separate bins for tissues, antibacterial spray on surfaces eg tables and door handles
  • Any decision to close the school will be taken by The Head or her Deputy. In the event of a school closure, all pupils will be sent home.
  • If school closes, staff are still employed and unless they are ill, should expect to be asked to contribute to the continued education of the pupils, whether from school or home. Contingency plans will be put in place to facilitate the setting and marking of some academic work on the internet,

Short Term Medical Needs


  • Pupils will be allowed to take (or be given) medication in school for a short period of time, eg: to finish a course of antibiotics. This will minimise the time a child needs to be away from school.
  • Medication should only be brought into school where absolutely necessary
  • Where possible, medication should be prescribed in dose frequencies which enable administration to be outside school hours.
  • Non-prescribed medication, herbal remedies and analgesics may only be administered after consultation with and the permission of the Head Teacher.
  • Any child under 12 years must not be given aspirin, unless prescribed by a doctor.
  • If an analgesic is to be administered in school, details including time and quantity of previous doses must be recorded by the parent/carer and permission for administration in school must be given by the Head Teacher.
  • On a daily basis parents must complete details of any medication required to be administered by staff on the “Medication Request” form.
  • Medication must be named and held in a container in the appropriate container. Once administered staff should record the date and time given and sign the record.
  • It is advisable to have a second member of staff to observe procedures.
  • Medication that needs to be taqken home at the end of the day is the responsibility of the parent. They must sign to say the medication has been taken.

First Aid for pupils/employees with long term medical needs

  • The school supports pupils with medical needs if these needs can be met by the members of staff. The school makes all reasonable adjustments to enable children and staff to be in school.

Full medical history concerning the child’s condition prior to the child being accepted by the school OR if the condition is diagnosed once the child is at the school, the parents and the child’s doctor must provide the school with detailed information about the condition for the school to assess whether the medical needs of the child can be met. This information is updated as necessary and a minimum of annually.

The school requests information regarding allergies a child or member of staff may have. A list of children with allergies is kept in the office and staff allergies are recorded on their emergency contact details. In the case of child or member of staff with an allergy severe enough to necessitate provision of an Epi-pen a plastic wallet containing the pen, the photograph of the relevant child or member of staff and all related details are kept in the office.

It is the parents’ responsibility to ensure that all medication is in date.

  • A list of those children with allergies will be kept with the emergency contacts and will be clearly posted with the First Aid equipment.
  • The school will ensure that a member of staff, trained in the medical needs of a specific child is available at all times. If this is not possible the child’s parent/guardian will be notified. A parent who could administer medication would be welcome to come to school to do so.
  • All medication in school must be clearly labelled with the child’s name and dosage.
  • A child can, with the written consent of the parent/guardian, administer his/her own medication.
  • A member of staff must be present to ensure that a child takes his/her own medicine.
  • Where a child needs more than one prescribed medicine, each should be stored in a separate, clearly labelled container.
  • A few medicines, such as asthma inhalers, must be readily available at all times. Information regarding children taking regular medication is listed at the back of the clipboard in the kitchen where the medication parent authorisation list is kept and their names listed along with children with allergies on the office door. Staff with allergies are recorded on the same form.
  • If a pupil refuses to take their medication the school must not force them to do so, but must inform the child/ren’s parents as soon as possible. WHERE NECESSARY THE SCHOOL SHOULD CONTACT THE EMERGENCY SERVICES.
  • The Head Teacher accepts responsibility for school staff giving or supervising children taking prescribed medication during the school day. Medication can only be administered in school following written permission by the child’s parent or guardian.
  • The school holds paracetemol based analgesics which can be administered with the parent’s consent.

School Outings
All pupils are expected to take part in all activities and the school will make the necessary adjustments for children with special medical needs.

Where it is not possible to fully administer the medication usually given at the school premises the child’s parents will be informed.

The school, where possible, will take the child’s medication with them and find a suitable place to administer such medication.

Control of Substances Hazardous to Health Regulations 1994

Some medicines may be harmful to anyone for whom they are not prescribed. Where the school has agreed to administer this type of medicines, the medicines must be properly controlled and kept out of reach of the children. Such medicines must be administered by a member of staff.

Disposal of Medicines

Parents are responsible for ensuring that medicines brought into school are within the expiry date. Staff who notice that medicines are beyond their expiry date should notify the Head Teacher who will, in turn, notify the parents as soon as possible. It is the responsibility of the parent or carer to obtain new supplies. Medicines which are not “within date” must never be administered. School staff should not dispose of medicines – all medicines should be returned to the child/s parent/guardian at the end of each academic year or when the medication is no longer needed.


All members of staff should treat medical information confidentially. All staff will have access to medical information about a child. Parents must be informed that the medical information is shared with all staff. Where a parent chooses to limit knowledge of a child’s medical condition or medical needs with the school staff, the Head Teacher must decide whether this child’s needs can be fully met, and a decision made regarding the child’s welfare.

Control of injury/infections

The school promotes the good health of the children and the staff. In order to do so the school aims to prevent the spread of illness.

Parents are encouraged to care for children at home when they are not well enough to undertake lessons, as soon as they are well enough to return to school the school encourages them to do so and will administer a course of medication in order to facilitate the return. Guidance on exclusion periods is given on the HSC poster on the back of the office door. Parents are informed that children should not return to school until 48 hours after the symptoms of diarrhoea  and vomiting have ceased, and that they must inform the school if their child contracts a notifiable disease.

The school encourages good hygiene practices and promotes regular hand washing, particularly after using the lavatory or eating, and the use handkerchiefs where necessary.

Where a child falls ill at school the child’s parent or guardian will be contacted and asked to collect the child from school as soon as possible. While the child is awaiting their parent/carer they will be kept warm and comfortable. A member of staff will remain with the child at all times.

If the parent is not able to collect their child, or if the parent/guardian cannot be contacted the child will be cared for in school until either the parent is contacted or the child is collected at the end of the school day.

Reviewed  September 2020

Review due September 2021