Policy JHCD-RY

A. Generally

Medication may be administered by employees of the Lynchburg City School Board during the school day under the following conditions:

1. There is a written permission of the parent or guardian and order of a physician, physician’s assistant, or nurse practitioner requesting the school to administer the medication (prescription or over-the-counter) on the Physician/Parent Authorization to Administer Medication Form.

2. The medication is in its original container with the dosage and method of administration prescribed by a physician, physician’s assistant, or nurse practitioner. If over-the-counter medication is prescribed, the safety seal must be intact.

3. The expiration date on the medication has not expired.

B. Health Care Plan/Health Action Plan

If a student has a chronic health condition such as asthma, diabetes, seizure disorder or severe allergy, the school division requires the student to have a Health Action Plan signed by the parent or guardian and the physician, physician’s assistant, or nurse practitioner.

C. Injections

1. No injections may be given by school personnel except those listed in paragraph 2 below and only if expressly authorized in writing by the parent or guardian and physician, physician’s assistant, or nurse practitioner.

2. Glucagon, insulin, or epinephrine (epipen) injections may be given by trained school personnel when expressly authorized in writing by the parent or guardian and physician, physician’s assistant, or nurse practitioner.

3. For self-administration of epinephrine injections, students are only permitted to carry the medication on them and self-administer under the conditions set forth in JHCDZ.

D. Documentation of Medication

When medication is brought to school, the amount of medication in the container should be noted (e.g., the number of capsules or the volume of liquid). Each time a medication is administered a record should be kept of who administered it (initials may be used as long as a complete signature that corresponds with the person’s initials is noted on the record), to whom it was given, the name of the medication, the time it was given, the dose given, the manner in which it was delivered (e.g., by mouth, in ear), the effect of the medication, and any side effects or reactions. Any changes in the type or dosage of the medication or the time it is to be given, should be accompanied by a new medication authorization/parent consent form, and a newly labeled medication container from the pharmacy. The school nurse or principal should establish the date when written medication renewals will be required.

E. Storage of Medication

A two-week supply or less of medications (unless medication is taken on a daily basis
throughout the school year) should be kept in an appropriately labeled container which is
locked and secured in a designated space (e.g., a locked box stored within a locked cabinet).
Access to keys for the storage space in which medication is kept should be limited to the
school nurse, the principal, and authorized staff. A listing of authorized staff should be
maintained by the principal and updated routinely. Keys to the medication storage area
should never leave the school grounds. Arrangements need to be made for medications
requiring refrigeration. The school nurse or principal should establish a date when any
unused medication should be picked up by parents.

F. Guidelines for Disposing of Medications

1. The parent should pick up unused medication within one week of the expiration date or
the date that the medication is no longer required.

2. The school division should make reasonable effort to notify the parent or guardian to
pick up any remaining medication prior to the end of school year and of the school
division’s policy for destroying the medication.

3. When medication needs to be destroyed, a nurse, principal, or principal’s designee must
destroy it.

4. It is advisable that another person witness the destruction of the medication. A witness
is required for disposal of controlled medications, such as Ritalin.

5. Document the name of the medication that is destroyed and the amount destroyed

G. Field Trips

At least one week prior to a field trip, the parent or guardian and the student’s teacher should
notify the school nurse of the event so that arrangements can be made to meet the student’s
needs for medication. Medication given on field trips will be administered in accordance
with the Virginia Department of Education Guidelines for Administering Medications.

Adopted: July 10, 2018

Cross Ref.:

JHCDZ Administering Medicines to Students