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Promoting health and Hygiene

Clever Clogs Pre-school

3.1 Administering Medicines

Policy statement
While it is not our policy to care for sick children, who should be at home until they are well enough to return to the setting, we will agree to administer medication as part of maintaining their health and well-being or when are recovering from an illness.
In many cases, it is possible for children’s GP’s to prescribe medicine that can be taken at home in the morning and evening. As far as possible, administering medicines will only be done where it would be detrimental to the child’s health if not given in the setting. 
These procedures are written in line with current guidance in ‘Managing Medicines in Schools and Early Years Settings’; the manager is responsible for ensuring all staff understand and follow these procedures.
The key person in responsible for the correct administration of medication to children for whom they are the key person. This includes ensuring that parent consent forms have been completed, that medicines are stored correctly and that records are kept according to procedures. In the absence of the key person, the manager is responsible for the overseeing of administering medication. 


  • Children taking prescribed medication must be well enough to attend the setting.
  • Only prescribed medication is administered. It must be in-date and prescribed for the current condition. 
  • Children’s prescribed medicines are stored in their original containers, are clearly labelled and are inaccessible to the children.
  • Parents give prior written permission for the administration of medication. The staff receiving the medication must ask the parent to sign a consent form stating the following information.
  • Children may attend setting if they have had Calpol in the previous 24 hours, as long as they are well enough in themselves. We may call parents to send a child home early if we believe they are not well whilst in setting.

No medication may be given without these details being provided:

  • Full name of child and date of birth;
  • Name of medication and strength;
  • Who prescribed it;
  • Dosage to be given in the setting;
  • How the medication should be stored and expiry date;
  • Any possible side effects that may be expected should be noted; and 
  • Signature, printed name of parent and date.
  • The administration is recorded accurately each time it is given and is signed by staff. 

Parents sign the record book to acknowledge the administration of a medicine. The medication record book records.

  • Name of child;
  • Name and strength of medication;
  • The date and time of dose;
  • Dose given and method; and is
  • Signed by key person/manager; and is verified by parent signature at the end of the day.

We use the Early Years Alliance’s Medication Record for recording administration of medicine and comply with the detailed procedures set out in that publication.
Storage of medicines

  • The child’s key person is responsible for ensuring medicine is handed back at the end of the day to the parent.
  • For some conditions, medication may be kept in the setting. Key persons check that any medication held to administer on an as and when required basis, or on a regular basis, is in date and returns and out-of-date medication back to the parent.
  • Medicines are stored in the locked grey cupboard in the back room, alongside the First Aid box. All staff are made aware of this.
  • If the administration of prescribed medication requires medical knowledge, individual training is provided for the relevant member of staff by a health professional.
  • If rectal diazepam is given another member of staff must be present and co-signs the record book. 
  • No child may self-administer. Where children are capable of understanding when they need medication, for example with asthma, they should be encouraged to tell their key person what they need. However, this does not replace staff vigilance in knowing and responding when a child requires medication.

Children who have long term medical conditions and who may require on ongoing medication

  • Parents will contribute to a risk assessment. They should be shown around the setting, understand the routines and activities and point out anything which they think may be a risk factor for their child.
  • For some medical conditions key staff will need to have training in a basic understanding of the condition as well as how the medication is to be administered correctly. The training needs for staff is part of the risk assessment.
  • The risk assessment includes vigorous activities and any other nursery activity that may give cause for concern regarding an individual child’s health needs.
  • The risk assessment includes arrangements for taking medicines on outings and the child’s GP’s advice is sought if necessary where there are concerns.
  • A health care plan for the child is drawn up with the parent; outlining the key person’s role and what information must be shared with other staff who care for the child.
  • The health care plan should include the measures to be taken in an emergency.
  • The health care plan is reviewed every six months or more if necessary. This includes reviewing the medication, e.g. changes to the medication or the dosage, any side effects noted etc.
  • Parents receive a copy of the health care plan and each contributor, including the parent, signs it.

Managing medicines on trips and outings

  • If children are going on outings, staff accompanying the children must include the key person for the child with a risk assessment, or another member of staff who is fully informed about the child’s needs and/or medication.
  • Medication for a child is taken in a sealed plastic box clearly labelled with the child’s name, name of the medication. Inside the box is a copy of the consent form and a card to record when it has been given, with the details as given above.
  • On returning to the setting the card is stapled to the medicine record book and the parent signs it.
  • If a child on medication has to be taken to hospital, the child’s medication is taken in a sealed plastic box clearly labelled with the child’s name, name of medication. Inside the box is a copy of the consent form signed by the parent.
  • This procedure is read alongside the outings procedure.

Date: February 2022

Reviewed by: Hannah Miller (Deputy Manager)
A review of the Administering Medicines policy was carried out and updates were made to the attendance of children if they have had Calpol within the last 24 hours.


Further guidance

Managing Medicines in Schools and Early Years Settings (DfES 2005)


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