Administering medication procedure

1. Purpose

This procedure guides staff at Early Learning Victoria centres on how to give medication to children safely and effectively. It complements the Management of medical conditions policy.

2. Actions and procedures

Staff must keep accurate records and follow strict steps when administering medication. This helps to ensure the health, safety and wellbeing of all children attending Early Learning Victoria centres. It is also required under the Education Care Services National Law Act 2010 (the National Law) and the Education and Care Services National Regulations 2011 (the Regulations).

All Early Learning Victoria centre staff are responsible for contributing to the collection and management of medication records.

The documentation needed depends on whether the child is being treated for an ongoing medical condition or a short-term condition.

Ongoing medical conditions

Ongoing, or ‘chronic’, medical conditions include asthma, diabetes and attention deficit hyperactivity disorder (ADHD).

Families with children prescribed medication for any type of ongoing condition must complete an Ongoing medication authority form.

This outlines the medical condition and the medication details, including dosage and period of treatment. It must be signed by the parent, or a person named on the child’s enrolment record as authorised to consent to the administration of medication. Each time the medication is administered to the child, educators must complete the Ongoing medication record form.

Staff may use an individual medication book for any children who need regular, long-term medication. This can reduce unnecessary writing while keeping track of information to help monitor the condition. For example, a record-book for a child with diabetes could track blood glucose levels.

The information recorded in the individual medication book must be consistent with the information required on the Ongoing medication record form. That is, it must include:

the dosage 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 administration of the medication.

Short-term conditions

Often, children are prescribed medication for short-term conditions. These include infections of the airways, ear infections and treatment following a virus.

For any type of short-term medication, families must complete a Medication record form. Educators must complete the form each time they administer the medication.

Records management

Medication authority and record forms must be stored securely in SharePoint for at least 3 years after the child’s last attended the centre.

If the record relates to an incident, illness, injury or trauma suffered by a child while attending an Early Learning Victoria centre, the record must be kept until the child is aged 25.

Administering medication

Standard procedure for 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 make sure they have authorisation to administer the medication. This is through either a completed Ongoing medication authority form or Medication record form.

They must then confirm the details provided in the form, and if relevant, in a Medical management plan. This involves confirming:

the identity of the child with another staff member
the type and correct dosage of the medication, according to the 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 before 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 or pharmacist.

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 another staff member present
administer the medication in private, where possible.

After administering the medication, Early Learning Victoria centre staff must update the child’s Medication record form. This includes recording:

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 staff member who administered the medication
the name and signature of the staff member who checked the dosage
the name and signature of the staff member who confirmed both the dosage and administration of the medication.

Early Learning Victoria centre staff must also:

watch the child and seek emergency medical help if they are worried the child has been negatively affected by the medication
follow hygiene procedures, including for washing and cleaning measuring devices
ensure correct storage of the medication, including making sure any caps or lids are properly closed.

Administering medication during a medical emergency

In a medical emergency, Early Learning Victoria centre staff will call emergency services immediately, administer first aid if needed and continue providing support until help arrives. Families or emergency contacts will be notified as soon as possible (see the Incident, injury, trauma and illness policy)

Medication may be administered to a child without a parent’s authorisation in an anaphylaxis or asthma emergency. Staff will follow the advice of emergency services. Parents or carers will be informed as soon as possible (see the Management of medical conditions policy).

If Early Learning Victoria centre staff administer medication during an emergency based on verbal authorisation, this must come from either:

a parent or a person named in the child’s enrolment record as authorised to consent to administering medication; or
a registered medical practitioner or an emergency service, if a parent or authorised person cannot be contacted.

Early Learning Victoria centre staff must give families written notice as soon as possible after emergency medication is administered.

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. This is why we require written permission from families to give these medications to children.

A family’s written authorisation must state:

the time and dosage to be given
the intervals between dosages (e.g. ‘every four hours’)
the duration of the medication (for example, ‘to be taken from 9am, 1 May until 5pm, 3 May’)
that the child is not infectious and is well enough to attend the Early Learning Victoria centre.

The authorisation must also state that if their child falls ill at the Early Learning Victoria centre, and records a temperature above 38°C, they will be notified to collect their child. For children under 3 months old, families and emergency services will be notified immediately if a child has a temperature over 38°C.

Non-prescription medication such as Panadol will only be administered for a maximum of 48 hours without a letter from an authorised health practitioner.

Storing and handling medication

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 for conditions such as asthma and type 1 diabetes must be stored in the child’s medical management kit. It must be stored according to manufacturer’s instructions and be 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. This includes:

storing medicines at least 1.5 metres above ground level
not leaving medicines on a counter or table
ensuring that medicines are kept in the fridge if needed, in a plastic container with a tightly fitting lid.

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

Collection and disposal of medication

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

ask the family to collect the medication
tell families that unclaimed medications will be disposed of
dispose of unclaimed medications through the Return unwanted medicines project
ensure safe disposal of sharps (following the Infection control and immunisation policy).

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

Medication errors

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, if required.

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. Resources

4. Authorisations and review

This procedure is the responsibility of Early Learning Victoria. Contact: ELV@education.vic.gov.au

It was approved by the CEO, Early Learning Victoria on 2 January 2026.

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 2 January 2028. It may be reviewed sooner if legislation or Department of Education policy changes.

Reviewed by the Director, Early Learning ELV and Director, Quality ELV.

Education & training

Updated 2 April 2026

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