Administering medication policy and procedure

Early Learning Victoria is committed to prioritising the health, safety and wellbeing of children in its care. We have clear policies, procedures and practices in place to support our staff to administer medication safely to all children.

1. Scope

This policy applies to children, families, staff, management and visitors of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour hire employees of Early Learning Victoria.

2. Policy statement

This policy describes the requirements and provides the procedures to ensure that Early Learning Victoria centre staff can safely and effectively administer medication to children attending Early Learning Victoria centres.

This policy should be read in conjunction with:

Medical conditions: Anaphylaxis and allergies policy and procedure
Medical conditions: Asthma policy and procedure
Medical conditions: Diabetes policy and procedure
Medical conditions: Epilepsy and seizures policy and procedure
Administration of first aid policy and procedure
Administration of medication policy and procedure
Incident, injury, trauma and illness policy
Infection control and immunisation policy
Privacy policy

2.1 Requirements

Under the Education and Care Services National Law Act 2010 and the Education and Care Services National Regulations 2011 (the Regulations), Early Learning Victoria must ensure that staff and volunteers have the skills, knowledge and resources necessary to implement this policy. This includes providing guidance that sets out:

procedures for administering medication if a child enrolled has a specific health care need or medical condition
information for staff, contractors and volunteers about administering medication
requirements for families to provide medication for their child and a Medical Management Plan created in consultation with the child’s medical practitioner
handling all health and personal information in accordance with appropriate privacy and confidentiality requirements.

3. Actions and procedures

Administering medication

The first dose of a new medication should be completed at home, except in a medical emergency.

Before administering medication, Early Learning Victoria centre staff must:

ensure that authorisation to administer medication has been received through a completed Medication authority form and Medication Record form from families (see Attachment)
confirm the details in the Medication authority form and if relevant, a Medical Management Plan by confirming:
- the identity of the child with a colleague
- the type and correct dosage of the medication according to written instructions provided with the medication and in the Medical Management Plan. If there is a discrepancy between these, details should be confirmed with the family prior to administration
- that it is the right time to administer the medication
- that the medication is in its original packaging and that it has been prescribed by an authorised health practitioner.

When administering the medication, Early Learning Victoria centre staff must:

ensure that the correct dosage has been accurately measured before being administered
adhere to hygiene procedures, including correct handwashing
administer the medication with a colleague present
administer the medication in a private location, where possible.

After administering the medication, Early Learning Victoria centre staff must:

observe the child and seek emergency medical assistance if they are concerned the child has been negatively affected by the medication
adhere to hygiene procedures, including washing and cleaning of measuring devices
update the child’s Medication Record (see Attachment), including:
- the dosage that was administered
- the way the medication was administered
- the time and date the medication was administered
- the name and signature of the person who administered the medication
- the name and signature of the person who checked the dosage and the colleague who confirmed both the dosage and administration of the medication
ensure correct storage of the medication, including making sure any caps or lids are properly closed.

Administering medication during a medical emergency

If a child is having a medical emergency, Early Learning Victoria centre staff will call emergency services immediately, administer first aid if needed and continue providing support until qualified health professionals arrive. Early Learning Victoria centre staff will notify families or emergency contacts as soon as possible (see the Incident, injury, trauma and illness policy).

Medication may be administered to a child without prior authorisation in the event of an anaphylaxis or asthma emergency. If emergency medication is administered, whether with or without prior authorisation centre staff must notify emergency services and the parent or carer of the child as soon as possible (see the Medical conditions: Anaphylaxis and allergies policy and procedure and the Medical conditions: Asthma policy and procedure).

If Early Learning Victoria centre staff administer medication to a child in an emergency after verbal authorisation is provided by the family, they must then be given written notice of the administration as soon as possible.

Storing medication

Early Learning Victoria educators must ensure that all medication brought into the centre is not left in a child’s bag. Prescribed medication to treat medical conditions such as asthma and type 1 diabetes must be stored in the child’s medical management kit, according to manufacturer’s instructions and in a location where it is accessible to staff but never to children. Early Learning Victoria centre staff must keep all prescribed and non-prescribed medication out of sight and out of reach of children, which includes:

storing medicines at least 1.5m above ground level
not leaving medicines on a counter or table
ensuring that medicines that need to be kept in a fridge are kept there in a plastic container with a tightly fitting lid.

Each child’s medication kit will be labelled with their name and photo and will include medication and a copy of their Medical Management Plan, Risk Minimisation Plan and Communication Plan.

Maintaining a Medication Record

A Medication Record (see Attachment) is a log of all medications that families and centre staff have administered to children attending Early Learning Victoria centres. It must include the following information about the medication administered:

the dosage that was administered
the manner in which the medication was administered
the time and date the medication was administered
the name and signature of the person who administered the medication
the name and signature of the person who checked the dosage and administration of the medication.

Accurate completion of the Medication Record is essential for ensuring the safety and wellbeing of all children attending Early Learning Victoria centres and for ensuring that Early Learning Victoria centre staff are fulfilling their legal obligations to all children attending. All centre staff will contribute to the collection and management of the Medication Record.

A copy of the Medication Record must be stored for a minimum of 3 years on Kidsoft. If the record relates to an illness or injury, the record should be stored until the child is aged 25.

For children with chronic or ongoing conditions that require regular and long-term administration of medication, Early Learning Victoria centre staff may use an individual medication book to reduce the amount of written information required each day and record information specific to the medical condition – for instance, diabetes monitoring. The information recorded in the individual medication book must be consistent with the information required on the Medication Record and detailed in the Medication Record weekly.

Educators must ensure an updated risk assessment is completed and implemented when circumstances change for a child’s specific medical condition.

Collection and disposal of medication

If the medication is no longer required, unused or out-of-date, Early Learning Victoria centre staff will:

ask the family to collect the medication
advise families that unclaimed medications will be disposed of
dispose of unclaimed medications through the Return Unwanted Medicines Project
ensure safe disposal of sharps in accordance with the Infection control and immunisation policy.

Early Learning Victoria centre staff must not dispose of medications in sinks or general rubbish bins.

Children requested to stay at home or return home due to illness

Children who are too sick or unwell to safely engage in daily activities should not attend the Early Learning Victoria centre until they are well. If a child has had paracetamol to treat a headache, cold or fever within the past 24 hours, families must advise educators at drop-off. If a child is receiving paracetamol to treat a stable condition, such as pain due to a fractured bone, and the child is well enough to engage in activities at the Early Learning Victoria centre, they may attend.

Families will be notified by Early Learning Victoria centre staff to pick up their child if:

any unusual side effect occurs after administration of medication (that does not require an emergency response)
their child refuses medication after the educator works with the family to try and administer it. Staff and families must be aware of time-sensitive conditions requiring medication, such as diabetes or asthma.

Paracetamol (e.g. Panadol) and ibuprofen (e.g. Nurofen)

Early Learning Victoria manages over-the-counter paracetamol and ibuprofen similarly to prescription medication. All medications have a risk of harm and may mask more serious illnesses. Therefore, paracetamol and ibuprofen can only be administered to a child with a written authorisation from families stating:

the indicators or symptoms for which the paracetamol or ibuprofen should be administered (for example, a child records a temperature above 38°C)
the dosage to be given
the intervals between administrations
the length of time it should be administered
that the child is not infectious and is fit enough to attend the centre
that if a child falls ill at the centre, records a temperature above 38°C, or has required an authorised dose of paracetamol or ibuprofen, the family will be notified to collect their child from the centre. For children under 3 months old, families and emergency services will be notified immediately if a child has a temperature over 38°C.

Aspirin

Early Learning Victoria centre staff will not administer aspirin to a child at the centre without proof of prescription from a medical practitioner.

Incidents involving medications

If medication is administered at the wrong time or at the wrong dose, educators must immediately administer first aid and contact the Poisons Information Line on 13 11 26. The child’s family must be notified as soon as possible. Incorrect administration of medication may be considered a serious incident, and require additional reporting (see the Incident, injury, trauma and illness policy).

3.1 Responsibilities of families

If a child requires medication during the day, families must provide the medication at drop-off by handing it to the relevant staff member with a completed Medication Authority Form and Medication Record (see Attachment) that authorises Early Learning Victoria centre staff to administer medication. Early Learning Victoria will not allow any child to self-administer any medication while at an Early Learning Victoria centre.

Families are responsible for:

providing a completed enrolment form for each child that includes the name, address and telephone number of any person who is authorised to consent to medical treatment or administration of medication to the child
providing all necessary medication for their child for each day the child attends the centre
informing the centre of any changes to their child’s medical conditions or medication and providing updated documentation as soon as possible
completing required details in the Medication Authority Form, including detailed information about their child’s health needs. This includes whether their child currently requires medication for a specific health care need, allergy or medical condition, and a record of all authorisations to consent to medical treatment
at enrolment, families should discuss their child’s medical or health needs with their nominated supervisor, including any ongoing or emergency medication requirements
informing their child’s educator if any medication has been given to the child before attending the Early Learning Victoria centre and whether the medication may affect the needs of the child
ensuring that all prescribed medication provided:
- has the original label clearly showing the name of the child
- is in its original container or packaging
- has been prescribed by an authorised health practitioner
- has clear instructions detailing the time of administration, required dosage and method of administration
- shows the expiry or use-by date
ensuring that over-the-counter medication has an original label with unobscured information and safety or warning instructions, is in its original packaging, and includes clear instructions for administration, including the time, dosage and method
physically handing the medication to the nominated supervisor or educator and informing them of the appropriate storage and administration instructions for the medication
ensuring that no medication or over-the-counter pharmaceutical products are left in their child’s bag or locker
providing a current Medical Management Plan (see the Management of medical conditions policy and procedure) when their child requires long-term treatment of a health or medical condition with medication, or their child has been prescribed medication to be used for a diagnosed condition in an emergency
keeping Early Learning Victoria centre staff fully informed of their child’s health, symptoms, treatment and recovery if they go home or are absent due to illness.

3.2 Responsibilities of staff

Educators are responsible for:
- ensuring families can access to this policy
- communicating procedures outlined in this policy with parents or carers when they are requesting medication be administered to their child, and making the Medication Record available for recording information during operational hours
- ensuring that medication is only administered to a child when it is authorised (written or verbal), except in the case of an anaphylaxis or asthma emergency
- ensuring that medication is not accessible to children and is stored in a childproof container, including in the refrigerator for medications requiring refrigeration
- obtaining verbal authorisation for the administration of medication from the child’s parents, carers or authorised person, or a registered medical practitioner or medical emergency service, when an authorised person cannot reasonably be contacted in an emergency
- being aware of children who require medication for ongoing conditions or in emergencies, and ensuring that their Medical Management Plans are completed and attached to their enrolment form
- displaying Medical Management Plans for easy access by those caring for children, while being sensitive to privacy requirements
- following the procedures for collecting children’s medication and managing medical conditions during emergencies and excursions (see the Emergency and evacuation management policy and the Excursions, incursions and regular outings policy and procedure).
The nominated supervisor is responsible for:
- ensuring that children who are too sick or unwell to safely engage in the daily activities at the Early Learning Victoria centre are not permitted to attend until they are well, including if a child has been given medication for a temperature before arriving at their centre – for example, paracetamol
- ensuring that at least one educator on duty has a current approved first aid qualification, anaphylaxis management training and asthma management training
- ensuring that all centre staff are familiar with the procedures for the administration of medication
- ensuring that there is documentation for all authorisations and that these are kept with the child’s enrolment record, including if the child’s family provides verbal authorisation to administer medication (and not written authorisation)
- ensuring that a child’s Medication records are completed accurately with all required details, and updated appropriately
- obtaining verbal authorisation for the administration of medication from the child’s parents, carers or authorised person, or a registered medical practitioner or medical emergency service when an authorised person cannot reasonably be contacted in an emergency
- ensuring families are given written notice as soon as practicable if medication has been administered in an emergency and where authorisation has been given verbally
- being aware of children who require medication for ongoing conditions or in emergencies. This includes ensuring that a Medical Management Plan is completed and attached to the child’s enrolment form, and displayed for use by those caring for children (while being sensitive to privacy requirements)
- developing and reviewing procedures for the authorisation and administration of medication required for the treatment or management of long-term conditions.
The approved provider is responsible for:
- ensuring that centre staff always adhere to this policy and procedures for the administration of medication
- ensuring that Medication Records are kept and stored safely and confidentially until 3 years after the last date on which the child was educated and cared for at the Early Learning Victoria centre, or until the child is 25 years old in cases of severe injury
- ensuring that medication is administered in accordance with Regulations 95 and 96
- ensuring that at least one educator on duty has current approved first aid qualifications, anaphylaxis management training and asthma management training
- ensuring Early Learning Victoria centre staff have completed training to manage health and personal information, medical conditions and administration of medication
- ensuring that all medical and health information is handled in accordance with the Privacy policy and any relevant legislation.

4. Resources

Legislation and standards

Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
Drugs, Poisons and Controlled Substances Act 1981
Health Records Act 2001
Public Records Act 1973
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2017
Privacy and Data Protection Act 2014

Related policies

Related health and medical policies and procedures:

Administration of first aid policy and procedure
Management of medical conditions policy and procedure
Medical conditions: Anaphylaxis and allergies policy and procedure
Medical conditions: Asthma policy and procedure
Infection control and immunisation policy
Medical conditions: Diabetes policy and procedure
Medical conditions: Epilepsy and seizures policy and procedure
Incident, injury, trauma and illness policy

Other relevant policies:

Enrolment and orientation policy
Emergency management and evacuation policy
Excursions, incursions and regular outings policy and procedure
Privacy policy

Attachment

Attachment: Medication authority form and record

Definitions

Approved first aid qualification: A list of approved first aid qualifications, anaphylaxis management and emergency asthma management training are published on the ACECQA website.

Authorised health practitioner: Includes doctors, dentists, optometrists, nurse practitioners and midwife practitioners. Only authorised health practitioners can prescribe medications.

First aid: The provision of initial care in response to an illness or injury. It generally consists of a series of techniques to preserve life, protect a person (particularly if unconscious), prevent a condition worsening and promote recovery.

Illness: Any sickness and/or associated symptoms that affect the child’s normal participation in the program at the service.

Injury: Any physical damage to the body caused by violence or an incident.

Medication: Medicine within the meaning of the Therapeutic Goods Act 1989. Medicine includes prescription, over-the-counter and complementary medicines. All therapeutic goods in Australia are listed on the Australian Register of Therapeutic Goods, available on the Therapeutic Goods Administration website.

Education

Updated 3 June 2025

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