Brighton Hill Community School

10. Health and Safety - Including Administration of Medicine, First Aid & Supporting Students with Medical Conditions

Information & Policies

Published on - 29-06-2018

Statement of Intent

It is our policy to carry out our activities in such a way as to ensure so far as is reasonably practicable, the health, safety and welfare of our employees and all persons likely to be affected by our activities including the general public where appropriate.  We will co-operate and co-ordinate with partnerships, contractors, sub-contractors, employers, Hampshire County Council departments and the occupiers and owners of premises and land where we are commissioned to work in order to pursue our Health and Safety Policy aims.

Our aims are to:

Our health and safety management system has been developed to ensure that the above commitments can be met.  All staff and governors will be instrumental in its implementation.


Employer Responsibility 

The overall responsibility for health and safety at Brighton Hill Community School is held by Hampshire County Council who will:

Responsible Manager 

The responsible manager for the premises is the Headteacher who will act to:

All Staff 

All staff  have a statutory obligation to co-operate with the requirements of this policy and to take care of their own health and safety and that of others affected by their activities by:

Site Manager 

The site manager is responsible for undertaking a wide range of typical health and safety related duties on behalf of, and under the direction of the Headteacher. They will work within the parameters of any provided training and in accordance with risk assessments and the on-site safe working practices.  They will work within their level of competence and seek appropriate guidance and direction from the Headteacher and/or the Children’s Services Health & Safety Team as required. 

On-Site Health & Safety Officer 

The Site Manager is the on-site health & safety officer to the school will manage, advise and co-ordinate local safety matters on behalf of, and under the direction of the Headteacher.  They are to work within their level of competence and seek appropriate guidance and direction from the Headteacher and/or the Children’s Services Health & Safety Team as required. 

All Teachers & Cover Teachers

The responsibility of applying local safety procedures on a day-to-day basis rests with the teachers and cover teachers.  Where any new process or operation is introduced in the area of their responsibility, they are to liaise appropriately so that the associated risks are assessed and any precautions deemed necessary are implemented.  They are to ensure that all new members of staff under their control are instructed in their own individual responsibilities with regards to health and safety, and they will appropriately monitor those new staff.  They are to make periodic inspections of their areas of responsibility, taking prompt remedial action where necessary to control risk.

Health & Safety Committee 

The purpose of the Health & Safety committee is to assist in the assessment of safety related matters and provide appropriate support to the headteacher.  The health & safety committee meets once every term (ie, 3 times per year) to monitor and discuss on-site health and safety performance, and recommend any actions necessary should this performance appear or prove to be unsatisfactory.  Health & Safety Committee staff will be kept informed of all changes in practices and procedures, new guidance, accidents, incidents and risk related matters.  The health & safety committee consists of at least 4 members of staff.  Any health & safety issues and accidents are then reported to the Finance & Environment Committee which meet twice per term (6 times per year) and members consist of 5 governors (including headteacher) and the Staffing & Business Leader who reports any matters.

Fire Safety Co-ordinator 

The ICT Network Manager is the fire safety co-ordinator who is the competent person for fire safety on the premises and acts on behalf of the head teacher.  He has attended the fire safety co-ordinator training course and will refresh this training every three years.  The fire safety co-ordinator is responsible for the local management and completion of day-to-day fire safety related duties and upkeep of the fire safety manual.   

The fire safety co-ordinator is to work within their level of competence and seek appropriate guidance and direction from the headteacher and/or the Children’s Services Health & Safety Team as required. 

Facilities Management Trained Staff 

The facility management trained member of staff is the Site Manager and is the competent person for the overall management of general premises facilities and acts on behalf of the Headteacher.  They have attended the facilities management training course and will refresh this training every six years.  They are responsible for the local management and completion of day-to-day premises matters and duties.  They work within their level of competence and seek appropriate guidance and direction from the Headteacher and/or the Children’s Services Health & Safety Team as required. 

Health & Safety Representative 

The premises health and safety representative is the Site Manager and will represent the staff with regard to their health and safety at work.  They are expected to promote a positive safety culture throughout the premises and carry out the health and safety duties appropriate to their role in accordance with current guidance and legislative requirements.

Heads of Faculty & Heads of Year

The Heads of Faculty and Heads of Year are responsible for the day-to-day local management of health and safety within their own departments, acting on behalf of the Headteacher.  They will ensure that staff are provided with adequate safety information and they will manage all integral and specific risks relating to the department’s functions.  They will ensure the department complies with overall school policies and procedures; that all activities are periodically risk assessed, periodic inspections are carried out, and necessary controls are implemented. 

Legionella Competent Person

The Site Manager is the nominated competent person for Legionella on the premises and acts on behalf of the Headteacher to provide the necessary competence to enable Legionella to be managed safely.  They annually complete the Legionella e-learning course and all training records are retained.  

The Legionella competent person will ensure that all periodic and exceptional recording, flushing, cleaning and general Legionella management tasks are correctly completed and recorded in accordance with departmental and corporate requirements.  They will advise the Headteacher of any condition or situation relating to Legionella which may affect the safety of any premises users.  They work within their level of competence and seek appropriate guidance and direction from the Headteacher and/or the Children’s Services Health & Safety Team as required. 

Asbestos Competent Person 

The Site Manager is the nominated competent person for asbestos on the premises and acts on behalf of the Headteacher to provide the necessary competence to enable asbestos to be managed safely.  They annually complete the asbestos e-learning course and all training records are retained.  

The asbestos competent person will ensure that all staff have a reasonable awareness of asbestos management and dangers.  They ensure that the appropriate staff are competent in the use of the asbestos register and that asbestos is managed in accordance with departmental and corporate requirements.  They will advise the Headteacher of any condition or situation relating to asbestos which may affect the safety of any premises users.  They will work within their level of competence and seek appropriate guidance and direction from the Headteacher and/or the Children’s Services Health & Safety Team as required.  Liaise with contractors working on site if deemed necessary.

Accident Investigator 

The on-site trained accident investigator is the Site Manager who will lead on all accident investigations in accordance with departmental and corporate procedures and feeds reports back to the Staffing & Business Leader.


The following arrangements for health and safety have been developed in accordance with the Management of Health and Safety at Work Regulations 1999.  These arrangements set out all the health and safety provisions for Brighton Hill Community School and will be used alongside other current school procedures & policies.

In carrying out their normal functions, it is the duty of all managers and staff to act and do everything possible to prevent injury and ill-health to others.  This will be achieved in so far as is reasonably practicable, by the implementation of these arrangements and procedures.

Accident/Incident Reporting & Investigation 

The on-site management, reporting and investigation of accidents, incidents and near misses are carried out in accordance with departmental and corporate policy requirements. 

Any accident, incident or injury involving staff, visitors or contractors is to be reported and recorded in the HCC Accident Report Book held in the Welfare Office.  A copy of the completed form is to be forwarded to the Children’s Services Health & Safety Team in accordance with Children’s Services Safety Guidance Procedure SGP 17-07 where necessary.  

Minor accidents to pupils are recorded via the Learning Zone in the on-line accident book which all staff can complete.  Alerts of any incidents recorded are emailed to the Attendance Officer and the Staffing & Business Leader.  

Accidents involving children locally considered to be of a more serious nature than the minor incidents are be recorded on a CSRF-003 Accident Internal Report Form which is to retained on site.  

The more serious accidents that are notifiable to the Health & Safety Executive (HSE) are to be reported using the F2508 Report Form and a copy is to be forwarded to the Children’s Services Health & Safety Team.

All significant accidents, incidents and near-misses are to be immediately reported to the Headteacher.  The trained accident investigator is to always conduct a documented investigation into more serious incidents.  The purpose and intended outcome of the investigation is to identify the immediate and underlying causes of the accident so as to be able to implement appropriate measures to prevent reoccurrence.  

The HCC online accident investigation report tool is to be used for the recording/reporting of investigations.  The Headteacher will ensure that the governing body is appropriately informed of all incidents of a serious nature.  All accident/incident reports will be monitored through the Health & Safety Committee Meetings for trend analysis in order that repetitive causal factors may be identified to prevent reoccurrences. This will then be reported to the Finance & Environment Committee.

Premises hirers and community users must report all incidents related to unsafe premises or equipment to the school staff, who will appropriately report and investigate each incident.  Incidents related to the user’s own organised activities are to be reported by them in line with their own reporting procedures.

Administration of Medicines

Arrangements regarding medicines are set out in the First Aid Policy.

Asbestos Management 

Asbestos management on site is controlled by the asbestos competent person (Site Manager).  The asbestos register as issued by PBRS is located at reception and is to be shown to all contractors who may need to carry out work on site.  Contractors must sign the register as evidence of sighting prior to being permitted to commence any work on site.

Any changes to the premises’ structure that may affect the asbestos register information will be notified to PBRS in order that the asbestos register may be updated accordingly. 

Under no circumstances must staff drill or affix anything to walls that may disturb materials without first checking the register and/or obtaining approval from the competent person.

Any damage to any structure that possibly contains asbestos, which is known or identified during inspection, should be immediately reported to the headteacher and/or the asbestos competent person who will immediately act to cordon off the affected area and contact the PBRS Asbestos Team for guidance.  Any contractor suspected to be carrying out any unauthorised work on the fabric of the building should be immediately stopped from working and immediately reported to the headteacher and/or asbestos competent person.

Child Protection 

Arrangements regarding child protection are set out in the Child Protection Policy.

Community Users/Lettings

The Headteacher will ensure that:

Contractors on Site

HCC approved contractors are always to be used for contractual work on the premises.  Where non-HCC approved contractors may be required or selected for use then appropriate safe selection procedures are to be used to ascertain competence prior to engaging their services.  The departmental CSAF-013 Safe Selection of Contractors Checklist is to be used to determine competence of non-HCC contractors who will require adequate risk assessments to demonstrate their safe working practices for specific work being undertaken.

All contractors must report to the main reception where they will be logged in and given photo identification on a red lanyard which must be worn, and then sign the asbestos register. In holiday periods they will be asked to sign the visitor’s book and asbestos register, and will be shown which toilets to use and any areas that are out of bounds.

All contractors will be issued with the local written contractor induction brief that includes all relevant details of fire safety procedures & local safety arrangements. 

Host staff  are responsible for monitoring work areas and providing appropriate supervision, more so where the contractor’s work may directly affect staff and pupils on the premises.

Curriculum Activities 

All safety management and risk assessments for curriculum based activities will be carried out under the control of the relevant Heads of Faculty and subject teachers using the appropriate codes of practice and safe working procedural guidance for Technology, Science, Physical Education, IT, Humanities, Modern Languages, Maths and English as issued by CLEAPSS, HIAS and Hampshire County Council.  Heads of Faculty and the appropriate subject teachers will be responsible for local risk management and ensuring that maintenance of equipment and premises in their areas of the curriculum are managed safely following the appropriate guidance.

Display Screen Equipment 

All staff who regularly use DSE equipment must complete the display screen equipment e-learning course every year without exception.  All users must carry out periodic workstation assessments using CSAF-001 Workstation Assessment Form.  Workstation assessments will be actioned as necessary by line managers and routinely reviewed at intervals not exceeding three years.

Electrical Equipment 

The headteacher will ensure that:

Any defective or suspected defective equipment, systems of work, fittings etc. must be reported to the Site Manager and attended to as soon as possible.

Emergency Procedures 

General emergency evacuation for non-fire related emergencies is to be carried out in accordance with the emergency evacuation plan.  There is a fire emergency plan for fire related emergencies and an emergency evacuation plan for all non-fire emergencies.  

All staff will receive a copy of the fire evacuation plan at induction, and they will be periodically provided with updated information as the emergency evacuation plan is routinely reviewed and amendments are introduced. 

Personal Emergency Evacuation Plans are completed, provided and exercised for any vulnerable persons to be able to ensure safe, assisted evacuation in the event of an emergency incident.

Fire Safety 

Arrangements regarding fire safety are set out in the Fire Safety Manual.  The fire safety co-ordinator (ICT Network Manager) is the competent person for fire safety on the premises and is the immediate point of contact for all fire safety related enquiries on site.

The Headteacher will ensure through the fire safety co-ordinator that:

First Aid 

Arrangements regarding first aid provision are set out in the First Aid Policy.  The names and locations of the first aid trained staff on site are listed in the first aid policy and also clearly signposted around the school.  

First aid will never to be administered by anyone except first aid trained staff with in-date training certification, operating within the parameters of their training.

General Equipment 

All general equipment requiring statutory inspection and/or testing on site (eg. boilers, hoists, lifting equipment, local exhaust ventilation, PE equipment, climbing apparatus) will be inspected by appropriate competent contractors as provided by the term contractor under PBRS arrangements, or as locally arranged.  

Equipment is not to be used if found to be defective in any way.  Defective equipment is to be reported and immediately taken out of use until repairs can be carried out.

Good Housekeeping 

Tidiness, cleanliness and efficiency are essential factors in the promotion of good health and safety. The following conditions are to be adhered to at all times:

Hazardous Substances 

Hazardous substances, materials, chemicals and cleaning liquids are not permitted to be used or brought into use on site unless a documented COSHH assessment has been undertaken by the trained COSHH assessor, and the product has been approved for safe use on site by the head teacher.  The premises COSHH assessor acting on behalf of the head teacher is The Site Manager.  

When using a harmful substance, whether it is a material, cleaning fluid or chemical substance, staff must ensure that adequate precautions are taken to prevent ill-health in accordance with the COSHH assessment completed for that hazardous substance.  Staff must never attempt to use a harmful substance unless adequately trained to do so, and then only when using the safe working practices and protective equipment identified in the COSHH assessment.  

All hazardous substances are to be stored in the secure and signed storage when not in use which is at  the store cupboard in the Community Hall (Cleaning substances) and Chemical Store in Science for the chemicals for this premises.  This is to remain locked at all times.

Inspections and Monitoring 

Daily monitoring of the premises, through working routines and staff awareness, is expected to identify general safety concerns and issues which should be immediately reported via BHCS Site Services Help Desk on line forms. These will be reviewed daily and allocated to one of the Site Services team for action or if it cannot be dealt with in-house, passed on to the Property Services main contractor.  

Monitoring and inspections of individual departments will be carried out by Heads of Faculty and/or the subject teachers as nominated by the Heads of Faculty. 

Routine documented inspections of the premises will be carried out every 6- 8 weeks (during holiday periods) in accordance with the premises monthly inspection schedule.  Inspection findings are recorded on CSAF-005/CSAF-010 Monthly Premises Safety Inspection Checklist and the Site Inspection spreadsheet.

Defects identified during these routine documented inspections are immediately reported to The Site Manager and recorded on the Site Inspection spreadsheet.

Any identified high level risks or safety management concerns will be actioned at Leadership Team meeting (8am every working day) and reported to early morning briefing at 8.15am if all staff need urgent notification. 

Periodic detailed inspections of the premises’ safety management system will be carried out every year by the Staffing & Business Leader.  These documented inspections will examine all areas of the safety management system and will be carried out using the locally adapted CSAF-004/CSAF-011 Annual H&S Inspection Checklist.


The main kitchen area is only to be used by authorised staff in accordance with the identified safe working procedures.  Authority and procedures for local management of the main kitchen is run by the Kitchen Manager through Catering Academy.

Any persons not normally authorised but wishing to enter the kitchen area must gain approval prior to entry and must strictly adhere to the kitchen safe working practices.

Safe working procedures and authorised access for other kitchen areas, canteens, food preparation areas are set by Catering Academy with their own written procedures in line with Policy guidelines.

Legionella Management 

Legionella management on site is controlled by the Legionella competent person who will manage and undertake all procedures regarding Legionella in accordance with Children’s Services Safety Guidance Procedure SGP 13-07.  Records of all related training, flushing, temperature monitoring, cleaning and defects are to be retained for auditing purposes.

Lone Working 

All lone working is approved by the Headteacher and is to be carried out in accordance with the premises lone working risk assessment and the local written procedures.  The lone working arrangements for staff who may undertake lone working on this site are to refer to CSG Guidance Procedure 03/07 and complete Lone Working risk Assessment 11.


The Site Manager is responsible for the operation and maintenance of the minibus in accordance with requirements set out in the HCC corporate Minibus Policy.  All minibus drivers must have a D1 on their Driving Licence and completed MIDAS training prior to being permitted to drive the minibus.

Moving and Handling 

All staff must complete the moving and handling e-learning course every year without exception.  Staff are not permitted to regularly handle or move unreasonably heavy or awkward items, equipment or children unless they have attended specific moving and handling training and/or have been provided with mechanical aids in order to work safely.  

Any significant moving and handling tasks are to be specifically risk assessed in order that training requirements and mechanical aids can be accurately determined to ensure that the task is carried out safely.  The Site Manager is expected to undertake regular physical work which would typically include significant moving and handling, so therefore he must attend a formal moving and handling course specific to the work requirements.

Off-site Activities 

Arrangements regarding off-site activities are managed in accordance with the Outdoor Education Service’s procedures and guidance.

Physical Restraint

Arrangements regarding physical restraint are set out in the Physical Restraint Policy number 37.

Provision of Information 

The Headteacher will ensure that information systems are established so that staff are periodically provided with information regarding safety arrangements on the premises.  These systems are set out in the Safeguarding Policy number 16a and any further information is provided by email distribution or the daily early morning briefing at 8.15am.

Local health and safety advice is available from the Staffing & Business Leader and the Children’s Services Health & Safety Team can provide both general and specialist advice.

The Health and Safety Law poster is displayed in the Staff Room and Staffing & Business Leader’s Office.

Risk Assessment 

General risk assessment management will be co-ordinated by the Assistant to the Staffing & Business Leader in accordance with guidance contained in the Children’s Services Safety Guidance Procedure SGP 01-07.  

Risk assessments must be undertaken for all areas where a significant risk is identified or a possibility of such risk exists.  

The trained risk assessor on site is the Site Manager and they will oversee the correct completion of risk assessments as appropriate.  Risk assessments will be carried out by those staff with the appropriate knowledge and understanding in each area of work.  

All risk assessments and associated control measures are to be approved by the Assistant to the Staffing & Business Leader prior to implementation.

Completed risk assessments are listed in the Risk Register and will be reviewed at every Health & Safety meeting (once a term) in accordance with each risk assessment’s review date as listed for review in the premises bring-up diary system.


Arrangements regarding security are based on the premises security risk assessment and are set out in the on-site security policy & procedures which include emergency unlock routines.


Smoking is not permitted on the premises (and grounds), including e-cigarettes.

Stress & Wellbeing 

Brighton Hill Community School is committed to promoting high levels of health and wellbeing and recognises the importance of identifying & reducing workplace stressors.

Stress management through risk assessment and appropriate consultation with staff will be periodically reviewed and acted upon in accordance with the Children’s Services’ and Health & Safety Executive’s Management Standards, guidance and requirements.  

On-site arrangements to monitor, consult and reduce stress situations for staff are to refer to CSG Guidance procedure 05/07 and complete stress risk assessment number 10. Staff also complete the Staff Wellbeing Questionnaire once per year. The completed assessments would then be analysed by the Head teacher and discussed at the Personnel Committee for any further action. 

Traffic Management 

Arrangements regarding on-site traffic safety are based on the premises traffic risk assessment and are set out in the on-site traffic policy and procedures.


Health and safety induction training will be provided and recorded for all new staff in accordance with the CSAF-017 New Staff Health & Safety Induction Checklist.  

The Headteacher is responsible for ensuring that all staff are provided with adequate information, instruction and training regarding their safety at work.  A training needs analysis will be carried out from which a comprehensive health and safety training plan will be developed and maintained to ensure health and safety training is effectively managed for all staff who require it. 

All staff will be provided with following as a minimum training provision:

Training records are held by the Assistant to the Staffing & Business Leader who is responsible for co-ordinating all health and safety training requirements, maintaining the health and safety training plan, and managing the planning of refresher training for all staff. 

Violent Incidents 

Violent, aggressive, threatening or intimidating behaviour towards staff, whether verbal, written, electronic or physical, will not be tolerated at Brighton Hill Community School.

Staff must report all such violent and aggressive incidents to ensure that there is an awareness of potential issues and/or injuries, and so as to enable incidents to be appropriately investigated so that reasonable actions may be taken to support those involved and reduce the risk of similar incidents occurring in the future.  

Violent incident reporting is completely confidential.  Violent and aggressive incidents are to be reported using CSRF-001 Violent Incident Report (VIR) Form in accordance with Children’s Services Safety Guidance Procedure SGP18-07.


All visitors must initially report to the main reception where they will be provided with the key health, safety and fire safety information to enable them to act appropriately and safely in the event of an incident.  

Visitors to the premises will be provided with Health & Safety for Visitors leaflet, photo identification badge with red lanyard. 

Work at Height 

Work at height is undertaken in accordance with the Children’s Services Safety Guidance Procedure SGP 23-08.  At Brighton Hill Community School general work at height will be undertaken in accordance with the on-site generic risk assessment for work at height which identifies general requirements and safe working practices.  Specific or higher risk tasks will be carried out in accordance with a specific risk assessment for that task.

The competent person for work at height on the premises who has attended the Caretaker Support Service Ladder & Stepladder Safety half-day course is the Site Manager and they are authorised to:

The competent person for work at height and all other staff are not permitted to use any other access equipment for work at height without specific training.  This includes the use of scaffolding, mobile towers and mobile elevated work platforms.

Work at height on the premises is only permitted to take place under the following conditions:


A. Safeguarding Policy 

B. Child Protection Policy 

C. Emergency Evacuation Plan 

D. Fire Safety Manual

E. First Aid Policy 

F. Physical Restraint Policy 

G. On-Site Security Policy & Procedures 

H. Staff training Induction & Development

I. Supporting Students with medical needs

Last Ratified:  July 2017                   Next review date:   July 2018


Appendix E

First Aid Policy

Policy Statement

Brighton Hill Community School will undertake to ensure compliance with the relevant legislation with regard to the provision of first aid for all employees and to ensure best practice by extending the arrangements as far as is reasonably practicable to children and others who may also be affected by our activities.

Responsibility for first aid at Brighton Hill Community School is held by the Headteacher who is the responsible manager. 

All first aid provision is arranged and managed in accordance with the Children’s Services Safety Guidance Procedure SGP 08-07(First Aid). See attachment.

All staff have a statutory obligation to follow and co-operate with the requirements of this policy.

Aims & Objectives 

Our first aid policy requirements will be achieved by:

The Children’s Services First Aid Needs Assessment Form (CSAF-002) will be used to produce the First Aid Needs Assessment for our site:

First Aid training 

The responsible manager will ensure that appropriate numbers of appointed persons, school first aid trained staff, emergency first aiders, qualified first aiders and paediatric first aid trained staff are nominated, as identified by completion of the First Aid Needs Assessment, and that they are adequately trained to meet their statutory duties.

Appointed Persons

At Brighton Hill Community School there are 3 appointed persons who are as follows:

Where the first aid needs assessment identifies that qualified first aid staff are not necessary due to the nature/level of risk, the minimum legal requirement is to appoint a person (the Appointed Person) to be on site at all times during the working day. Appointed persons are in place to take charge of first aid arrangements including looking after equipment and calling emergency services.

Note:  Appointed Persons are not First Aiders and should not provide first aid for which they have not been trained.   However it is good practice to provide appointed persons with some level of first aid training.  Such training does not require HSE approval.

School First Aid Trained Staff

At Brighton Hill Community School there are school first aid trained staff who are as follows:

This optional, bespoke training for school staff is available to assist the school in meeting its own duty of care towards its pupils. It is not a substitute for HSE-approved first aid training which qualifies staff to provide first aid to other staff.  This training should be provided only where:

Emergency First Aiders (Those completing the HSE approved 1-day emergency first aid course)

At Brighton Hill Community School there are 16 emergency first aiders.

They will be responsible for administering first aid, in accordance with their training, to those that become injured or fall ill whilst at work or on the premises.  They may also have other duties and responsibilities which are identified and delegated as appropriate (eg. first aid kit inspections).

Qualified First Aiders (Those completing the HSE approved 3-day first aid course)

At Brighton Hill Community School there are 3 qualified first aiders who are as follows:

They will be responsible for administering first aid, in accordance with their training, to those that become injured or fall ill whilst at work or on the premises.  There may also be other duties and responsibilities which are identified and delegated to the first aider (eg. first aid kit inspections).

First Aid Provision

Our First Aid Needs Assessment has identified the following first aid kit requirements:

It is the responsibility of the qualified first aiders to check the contents of all first aid kits every 12 months and record findings on the Children’s Services First Aid Kit Checklist (CSAF-003).  Completed checklists are to be stored in the Welfare Office

The contents of first aid kits are listed under the ‘required quantity’ column on the checklist itself.

The Welfare Office is designated as the first aid room for treatment, sickness and the administering of first aid.  The first aid room will have the following facilities:

Emergency Arrangements

Upon being summoned in the event of an accident, one of the qualified first aiders will take charge of the first aid administration/emergency treatment commensurate with their training.  Following their assessment of the injured person, they are to administer appropriate first aid and make a balanced judgement as to whether there is a requirement to call an ambulance.  

The qualified first aider will always call an ambulance on the following occasions:

In the event of an accident involving a child, where appropriate, it is our policy to always notify parents of their child’s accident if it:

Our procedure for notifying parents will be to use all telephone numbers available to contact them and leave a message should the parents not be contactable.

In the event that parents cannot be contacted and a message has been left, our policy will be to continue to attempt to make contact with the parents every hour.  In the interim, we will ensure that the qualified first aider, appointed person or another member of staff remains with the child until the parents can be contacted and arrive (as required). 

In the event that the child requires hospital treatment and the parents cannot be contacted prior to attendance, the qualified first aider/ appointed person/another member of staff will accompany the child to hospital and remain with them until the parents can be contacted and arrive at the hospital.


All accidents requiring first aid treatment are to be recorded with (at least) the following information:

Mental Health First Aid

The school has 2 mental health first aiders, located in the Hub, who take on the role of a ‘first responder’ to assist students in emotional distress. It is important for staff to be aware that they are not trained counsellors or therapists but they are able to signpost to outside agencies if appropriate. 

Date of Policy Issue/Review Last ratified July 2017 / Next Review July 2018

Name of Responsible Manager/Headteacher Head teacher

Ratified 12 July 2017


Appendix I

Supporting Students with Medical Needs

Policy Statement

Brighton Hill Community School will undertake to ensure compliance with the relevant legislation and guidance within Section 100 of The Children and Families Act 2014 and the Department for Education Supporting Pupils at School with Medical Conditions.  The Department of Education have produced statutory guidance ‘Supporting Pupils with Medical Conditions’ [Appendix (i)] and we will have regard to this guidance when meeting this requirement.

It is our policy to ensure that children with medical conditions that impact upon their physical or mental health are properly supported in school so that they have full access to education, including school trips and physical education, in order that they can play a full and active role in school life, remain healthy and achieve their academic potential.

It is our policy to ensure that all medical information will be treated confidentially by the Headteacher and staff.  All administration of medicines is arranged and managed in accordance with the Supporting Pupils with Medical Conditions document.  All staff have a duty of care to follow and co-operate with the requirements of this policy.

Where children have a disability, the requirement of the Equality Act 2010 will apply.

Where children have an identified special need, the SEN Code of Practice 2014 will also apply.

We recognise that medical conditions may impact upon social and emotional development as well as having educational implications.

1. Key Roles and Responsibilities

The Governing Body:

The Headteacher:

Teachers and Support Staff :

The School Link Nurse:

Students with medical conditions:


2. Identifying children with health conditions

It is the responsibility of the Governing body to ensure that the policy sets out the procedures to be followed whenever a school is notified that a student has a medical condition.

We will aim to identify children with medical needs on entry to the school by working in partnership with parents/ carers and following the process outlined in the document ‘Process for identifying children with a health condition’ produced by the Southern Health School Nursing Team in conjunction with the Children’s Services Health and Safety Team.  We will use the ‘Health Questionnaire for Schools’ to obtain the information required for each child’s medical needs to ensure that we have appropriate arrangements in place prior to the child commencing at the school to support them accordingly.

Where a formal diagnosis is awaited or is unclear, we will plan to implement arrangements to support the child, based on the current evidence available for their condition.  We will ensure that every effort is made to involve some formal medical evidence and consultation with the parents.

3. Individual Health Care Plans 

We recognise that Individual Healthcare Plans (IHP) are recommended in particular where conditions fluctuate or where there is a high risk that emergency intervention will be needed, and are likely to be helpful in the majority of other cases, especially where medical conditions are long term and complex.  The school, healthcare professional and parent will agree based on evidence when a healthcare plan would be inappropriate or disproportionate.

Where a child requires an IHP it will be the responsibility of the school nurse in conjunction with the Head of Student Support to work with the parents/carers and relevant healthcare professionals to write the plan. The purpose of an IHP is to provide staff with recommendations for the day to day care and emergency treatment/action.

An IHP (and its review) may be initiated in consultation with the parent/carer, by a member of school staff or by a healthcare professional involved in providing care to the child.  The HSS will work in partnership with the parents/carer, and a relevant healthcare professional eg. school, specialist or children’s community nurse, who can best advise on the particular needs of the child to draw up and/or review the plan.  Where a child has a special educational need identified in a statement or Educational Health Care (EHC) plan, the Individual Healthcare Plan will be linked to or become part of that statement or EHC plan and school staff will be informed accordingly.

We may also refer to the flowchart contained within the document ‘Process for identifying children with a health condition’ for identifying and agreeing the support a child needs and then developing the individual healthcare plan, see DfE Guidance Appendix (i).

We will use the individual healthcare plan template provided by the School Nurse / local health authority to record the plan.

If a child is returning following a period of hospital education or alternative provision (including home tuition), that we will work with Hampshire County Council and education provider to ensure that the individual healthcare plan identifies the support the child will need to reintegrate effectively.

The governing body should ensure that all plans are reviewed at least annually or earlier if evidence is presented that the child’s needs have changed.  Plans should be developed with the child’s best interests in mind and ensure that the school assesses and manages the risks to the child’s education, health and social well-being and minimise disruption.

When deciding what information should be recorded on individual healthcare plans, the governing body should consider the following: 

4. Staff Training

The Governing Body will ensure that  staff will be supported in carrying out their role to support children with medical conditions.  All members of the FLC team who are regularly required to support students with medical conditions will undertake a 3 day First Aid at Work course and annual anaphylaxis training. However, a First Aid qualification does not constitute suitable training for supporting students with medical conditions. The relevant healthcare professional (usually the school nurse) should lead on identifying and agreeing with the school the type and level of training required and how this can be obtained. Some staff may already have some knowledge of the specific support needed by a child with a medical condition so extensive training may not be required.

It is the school’s responsibility to ensure that training is sufficient in order that staff are competent and have confidence in their ability to support students with medical conditions in order that the requirements set out in individual healthcare plans can be fulfilled. Staff will have an understanding of the specific medical conditions that they are being asked to deal with, their implications and preventative measures.

Staff must not administer prescription medicines or undertake any health care procedures without the appropriate training (updated to reflect any individual healthcare plans)

All new staff will be inducted on the policy when they join the school through INSET or New Staff training programme. Records of this training will be stored with personnel.

All nominated staff will be provided awareness training on the school’s policy for supporting children with medical conditions which will include what their role is in implementing the policy.  This training will be carried out annually unless specific needs arise.  

The awareness training will be provided to staff by the Head of Student Support, school nurse or relevant health care professionals.

We will retain evidence that staff have been provided the relevant awareness training on the policy by holding attendance registers, through INSET training plans/schedules, certificates.

Where required we will work with the relevant healthcare professionals to identify and agree the type and level of training required and identify where the training can be obtained from.  This will include ensuring that the training is sufficient to ensure staff are competent and confidence in their ability to support children with medical conditions. The training will include preventative and emergency measures so that staff can recognise and act quickly when a problem occurs and therefore allow them to fulfil the requirements set out in the individual healthcare plan.

Any training undertaken will form part of the overall training plan for the school and refresher awareness training will be scheduled at appropriate intervals agreed with the relevant healthcare professional delivering the training.  

A ‘Staff training record – administration of medicines’ form will be completed by the Head of Student Support to document the type of awareness training undertaken, the date of training and the competent professional providing the training.

5. The student’s role

6. Managing medicines on School Premises

The administration of medicines is the overall responsibility of the parents/carers.  Where clinically possible we will encourage parents to ask for medicines to be prescribed in dose frequencies which enable them to be taken outside of school hours.  However, the Headteacher and the Head of Student Support are responsible for ensuring children are supported with their medical needs whilst on site, therefore this may include managing medicines where it would be detrimental to a child’s health or school attendance not to do so.

We will not give prescription or non-prescription medicines to a child under 16 without their parent’s/carers written consent (a ‘parental agreement for setting to administer medicines’ form will be used to record this), except in exceptional circumstances where the medicine has been prescribed to the child without the knowledge of the parents. In such cases, we will make every effort to encourage the child or young person to involve their parents while respecting their right to confidentiality. [In accordance with DfE Guidance, December 2015, see Appendix (i)]

A documented tracking system is used to record all medicines received in and out of the premises.  The name of the child, dose, expiry and shelf life dates will be checked before medicines are administered.

On occasions where a child refuses to take their medication the parents will be informed immediately and they may be asked to come into school and liaise with appropriate staff.

We will only accept prescribed medicines that are in date, labelled, provided in the original container as dispensed by the pharmacist and include instructions for administration, their dosage and storage.  Insulin is the exception, which must still be in date but will generally be available to schools inside an insulin pen or a pump, rather than its original container.

Children who are able to use their own inhalers themselves are encouraged to carry it with them.  If the child is too immature to take personal responsibility for their inhaler, the EWA should make sure that it is stored in a safe but readily accessible place in the Welfare Room, and clearly marked with the child’s name.

Controlled drugs will be securely stored in a non-portable container; the locked drugs cupboard is the most appropriate place, which only the following staff will have access to: Education Welfare Assistant, Head of Student Support, Family Support Worker and Student Support Officer.   We will ensure that the drugs are easily accessible in an emergency situation.  A record will be kept of any doses used and the amount of the controlled drug held in school.  There may be instances where it is deemed appropriate for a child to administer their own controlled medication. This would normally be at the advice of a medical practitioner. Where an individual child is competent to do so and following a risk assessment, we may allow them to have prescribed controlled drugs on them with monitoring arrangements in place.

We will only administer non-prescribed medicines on request from the parent if they are in clearly identifiable packaging and only on a short term basis (Where the school have concerns, the Head of Student Support will seek further guidance from the link School Nurse).

It is our policy to give age appropriate doses of paracetamol to secondary age children as described on the packet, if written consent from the parents has been received in advance of administration.  We will check that they have not previously taken any medication containing paracetamol within the preceding 4 hours and only give one dose, this will be signed for on the non-prescription medication form held in the Medication Administration folder. 

We will never administer aspirin or medicine containing Ibuprofen to any child under 16 years old unless prescribed by a doctor.

All other pain relief medicine will not be administered without first checking maximum dosages and when previously taken.  We will always inform parents.

Any homeopathic remedies to be administered will require a letter of consent from the child’s doctor and will be administered at the discretion of the Head teacher.

Emergency medicines will be stored in a safe location but not locked away to ensure they are easily accessible in the case of an emergency.

Types of emergency medicines include:

7. Storage

All medication other than emergency medication will be stored safely in a locked cabinet, where the hinges cannot be easily tampered with and cannot be easily removed from the premise. 

Where medicines need to be refrigerated, they will be stored in a staff refrigerator in the administration office in a clearly labelled airtight container.  There must be restricted access to a refrigerator holding medicines.

Children will be made aware of where their medicines are at all times and be able to access them immediately where appropriate. Where relevant they should know who holds the key to the storage facility; this will generally be Education Welfare Assistant but in her absence it will be either Head of Student Support, Family Support Officer or Student Support Officer.

Medicines such as asthma inhalers, blood glucose testing meters and adrenaline pens will always be readily available to children and not locked away.  We will also ensure that they are readily available when outside of the school premises or on school trips.

Storage of medication whilst off site will be maintained at steady temperature and secure.  There will be appropriately trained staff present to administer day to day and emergency medication and copies of individual health care plans will be taken off site to ensure appropriate procedures are followed.

8. Disposal

It is the responsibility of the parents/carers to dispose of their child’s medicines.  It is our policy to return any medicines that are no longer required including those where the date has expired to the parents/carers.  Parents/carers will be informed of this when the initial agreements are made to administer medicines.  Medication returned to parent/ carers will be documented on the Daily Medication Administration chart.

Sharps boxes will be in place for the disposal of needles.  Collection and disposal of these will be arranged locally through HCC recognised services

9. Medical Accommodation

The Welfare Room will be used for all medical administration/treatment purposes.  The room will be made available when required.

10. Record Keeping

The governing body will ensure that written records are kept of all medicines administered to children. Records offer protection to staff and children and provide evidence that agreed procedures have been followed. Parents should be informed if their child has been unwell at school. 

A record of what has been administered including how much, when and by whom, will be recorded on a Daily Medication Administration chart. The chart will be kept on file.  Any possible side effects of the medication will also be noted and reported to the parent/carers.

11. Emergency Procedures

Where a child has an individual healthcare plan, this will clearly define what constitutes an emergency and provide a process to follow.  All staff will be made aware of the emergency symptoms and procedures. Head of Student Support, Education Welfare Assistant, SENCo, Family Support Officer and Student Support Officer will undertake annual anaphylaxis training.  All other staff will receive anaphylaxis awareness training delivered by the Head of Student Support during INSET. We will ensure other children in the school know what to do in the event of an emergency ie. informing a teacher immediately if they are concerned about the health of another child.

Where a child is required to be taken to hospital, a member of staff will stay with the child until their parents arrives, this includes accompanying them to hospital by ambulance if necessary (taking any relevant medical information, care plans etc. that the school holds).

12. Day trips / Off-site activities

We will ensure that teachers are aware of how a child’s medical condition will impact on their participation in any off site activity or day trip, but we will ensure that there is enough flexibility for all children to participate according to their own abilities within reasonable adjustments. 

We will consider what reasonable adjustments we might make to enable children with medical needs to participate fully and safely on visits. We will carry out a risk assessment so that planning arrangements take account of any steps needed to ensure that pupils with medical conditions are included. We will consult with parents and pupils and advice from the relevant healthcare professional to ensure that pupils can participate safely.

13. Other Issues

Asthma inhalers – once regulations are changed, schools will be able to hold asthma inhalers for emergency use. This is entirely voluntary, and the Department of Health is publishing a protocol which will provide further information. 

14. Unacceptable practice

Staff are expected to use their discretion and judge each child’s individual healthcare plan on its merits, it is not generally acceptable practice to: 



15. Liability and Indemnity

Staff at the school have unlimited indemnity under the Hampshire County Council ‘in-house’ insurance arrangements.

The County Council’s is self-insured and have extended this self-insurance to indemnify school staff who have agreed to administer medication or undertake a medical procedure to children.  To meet the requirements of the indemnification, we will ensure that staff at the school have parents’ permission for administering medicines and members of staff will have had training on the administration of the medication or medical procedure. 

16. Complaints

Should parents or children be dissatisfied with the support provided they can discuss their concerns directly with the Headteacher.  If for whatever reason this does not resolve the issue, they may make a formal compliant via the school’s complaints procedure. 

Appendix (i)

DfE Guidance: Supporting Pupils with Medical Conditions, December 2015



Last Date Reviewed and ratified by Governing Body:  June 2018

Next Review Due: June 2019

Ratified: 27 June 2018