Policy Manual

Back to Policy Manual

F-610-AR: Administration of Medication to a Child/Student


  • F-620-AR Emergency Medical Treatment of Students
  • Education Act: 197, 33(1)(d), 53, & 52\
  • Alberta Health Services Mar
  • 2009 Guidelines for A Child/Student-Focused Medication Management in Preschool/School setting
  • St. Albert Public Schools Authorization for the Administration of Medicines release form

  1. A principal, in consultation with the child/student’s parents/guardian, is responsible for making a decision regarding a parent/guardian’s request to have a school staff member administer prescribed medication during school hours. The principal/ designate will consider a staff member’s competency and comfort when assigning the duty of administering or monitoring medication to a child/student.
  2. All parents/guardians requesting medication management for prescribed medication, from a regulated prescriber, are required to submit a completed St. Albert Public School’s Request for Assistance to Administer Medication Form, on an annual basis.  In cases where a child/student requires prescription medication and/or blood glucose testing, the school principal shall ensure a Medical Management Plan and/or Request for Assistance to Administer Medication Form be completed by the parent/guardian and/or medical doctor, to ensure that medical information is completed and accurate. Parents/guardians are to provide a copy of the initial plan and any revised or updated plan(s).
  3. On an annual basis, the principal or designate shall require a signed request form from the parent/guardian and from the regulated prescriber (see St. Albert Public Schools’ digital copy of the Request for Assistance to Administer Medication Form and if needed refer to the Medical Management Plan) which must include the following:
    1. name of medication as labeled
    2. dosage 
    3. time of administration
    4. how medication is to be administered/route of administration
    5. training by parents/guardians and/or regulated healthcare professional as required
    6. expected effect and side effects
    7. response to an emergency situation
  4. When a staff member or members are requested to administer prescribed medication from a regulated prescriber, and the principal/designate has received an updated annual request form the following guidelines and procedures shall be observed:
    1. A record shall be kept for each occasion medication is administered to a child/student.  Time of administration is to be recorded.  The staff member or members assigned to this task shall immediately sign, on every occasion, to confirm that medication was administered. This record is to be completed using St. Albert Public Schools Medication Administration Log. In accordance with the Division Retention Schedule, records are to be retained by the division for 10 years.
    2. The principal/designate shall designate a staff member to administer the prescribed medication and to return it to the secured location where it is stored. Parents/guardians are expected to assist in preparing staff to administer medication.
    3. Medication shall be stored in secure original pharmacy labeled containers to which access is restricted.  Disposal of sharps, blood glucose test strips or other medical waste will be completed according to occupational health and safety standards.
    4. Parents/guardians shall personally deliver medication to the school where it will be duly noted as received and the amount confirmed.  Any unused medication shall be directly returned to the parent/guardian at the end of the school year or if the child/student transfers out of the school.
    5. Parents/guardians are responsible to ensure that adequate amounts of medication are supplied to the school in pharmacy-labeled containers clearly marked with the child/student’s name, the dosage amount, and the desired time of medication administration. It is the parent/guardian’s responsibility to break pills, caplets or capsules. Syringes or cups for dispensing oral medications must be marked with the child/student’s name and the fill level permanently indicated by the parent/guardian.
    6. A minimum of two alternate staff members must be identified and trained to administer medication.
    7. Single dosages of a prescription medication shall be supplied to the school in pharmacy labeled containers clearly marked with the child/student’s name, the dosage amount, the desired time of medication administration and any side effects, accompanied by a written request from the parent/guardian.  Immediately following administration, a record shall be kept of the time of administration, amount given, and staff member administering medication.
    8. The principal or designate will advise the parent/guardian of the child/student receiving treatment, that the parent/guardian is responsible for providing a clearly written notice from the physician, of any changes in the medication schedule or of any changes to medical procedures required by the physician by completing a new Request for Assistance to Administer Medication Form.
  5. Copies of the St. Albert Public Schools’ Request for Assistance to Administer Medication Form and the Medical Management Plan shall be provided to the parent/guardian.  A digital copy of these forms must be included in the school’s emergency preparedness plan.
  6. Schools that have children/students who may experience a medical emergency due to anaphylaxis, diabetes, epilepsy or other serious or life-threatening conditions shall:
    1. have written procedures for responding to emergency situations involving a child/student with identified serious or life-threatening conditions.  Schools shall establish a method of informing staff of children/students with life-threatening conditions using photographs displayed in private, but visible locations;
    2. alert all staff members of the procedures for responding to emergency medical situations;
    3. provide training to all staff members, who may be in a position of responsibility for children/students with serious or life-threatening conditions, in how to respond to emergency situations;
    4. have a process in place to confidentially inform adults who work with children/students (substitute teachers, practicum students, lunch supervisors, coaches, volunteers, etc.) of the identity of any child/student with a severe medical condition and the identity of staff members to contact immediately in case of an emergency; and
    5. inform parents/guardians immediately when there has been a serious incident such as low blood sugar causing hypoglycemia, anaphylactic shock or tonic-clonic (formerly grand-mal) seizures.
  7. The principal/designate shall assign the responsibility for administering medication prescribed by a physician for a child/student, or for providing assistance to a child/student deemed by a physician to be capable of self-administering of medication.
    1. Upon receiving such notice of change the principal/designate shall forward a copy of the letter and completed Request for Assistance to Administer Medication Form to the staff member(s) designated to administer medical assistance, or to monitor the self-administration of medical treatment, and a new schedule shall be prepared (the old schedule is required to be retained with the notice of change appended thereto).
    2. The principal/designate shall obtain a written statement from the parent/guardian ensuring that:
      1. judgment is not required as to the need for the medication, and/or the medications effectiveness; and
      2. the staff member administering the medication should not require specialized skills or training in order to administer the medications
  8. Those staff members assigned to provide assistance to a child/student deemed by a physician to be capable of self-administering of medication shall:
    1. monitor the child/student compliance with the schedule;
    2. provide such security for the medication as deemed appropriate by the physician and the principal; and
    3. maintain an official record of medication administration and medical assistance provided.
  9. The principal/designate shall inform the parent/guardian of a child/student receiving medication that they are responsible for the delivery of prescribed medication to the principal or designate at intervals as may be determined by the parents/guardians and/or physician.
  10. Medication of a non-prescribed nature shall not be purchased on the accounts of the board or any of its schools or distributed to any child/student.  Non-prescription medication may be administered to the student if the student is required to take it at school and the parent/guardian provides the following information on the Administration of Non-prescription Medication Form which includes the dose and frequency of the administration and action required in an emergency situation. Medication must be in the original manufacturer-labeled. Administration of these medications must be kept in a log including the amount of medication administered, date, time and person who administered the medication.
  11. Epi-pens and inhalers are to be clearly marked and separate from other prescriptions medication in an accessible location.  If it is developmentally, appropriate Epi-pens and inhalers are encouraged to be on their person in a safe and accessible pouch that can accompany the student at all times. In an event that an Epi-pen is used, parents are to be notified and medical attention shall be sought immediately.
  12. In regards to Type 1 and Type 2 diabetes:
    1. The administration of parent provided glucose tablets, juice, or sugared candy or the provision of an appropriate follow up snacks is acceptable and can be dispensed by trained staff members in accordance to the Medical Management Plan provided by the parent/guardian and/or physician.  A record shall be kept when recording blood sugar levels along with any provisions provided along with the time, date and staff members name.
    2. When deemed developmentally appropriate, children/students shall be allowed to test their own blood levels and provide themselves with insulin as needed upon the request of the parent/guardian or themselves as per their Medical Management Plan.  If requested children/students shall be allowed to conduct blood testing in the classroom or in a private space if requested by the parent/guardian or child/student.
  13. Children/students requiring insulin injections at school who are not able to independently administer are required to have a parent/guardian or family designated person to support the student with this process.  If this is not an option for the child/student, the school will work together with the Supervisor, Student Services to arrange for an AHS home care assessment to assess whether a regulated health care professional is required in supporting the child/student with the insulin injection.
  14. Should a child/student require emergency medical treatment, please refer to Administration Regulation F-620-AR, Emergency Medical Treatment of children/students and the related administration regulations.