Appendix A: Medication Policy Sample


Administering Medication

Medication will only be administered if it is prescribed by a doctor or nurse practitioner. The medication must be in its original container with the prescription label clearly visible on the container. The pharmacy prescription label must contain the medication name, the child’s name, the dosage amount, the doctor’s name, and times to be administered.

A medication form must be completed and signed by the child’s caregiver, prior to administering the medication. The form must contain the name of the medication, the schedule for administering the medication and the amount to be given. The written authorization must match the instructions contained on the prescription label.

Medication must be stored in a locked container and stored at the indicated temperature or in accordance with the instructions on the medication. Emergency medication may be stored where it is immediately accessible to adults only. Medication must not be accessible to children, unless indicated otherwise in an individualized plan.

Medication must be administered according to the instructions on the prescription label.

A record of medication administration must be maintained and should include the date, time given, name of the medication, the amount of medication, and the signature of the person administering the medication.

Any leftover medication should be returned to the guardian or disposed of at a local pharmacy.

The Licensee Designate is responsible for all drugs and medications and all drugs and medications are dealt with by the person responsible or by a person designated by the Licensee.

Medication Administration Procedure

The 1st Designate is responsible for administering medication in each program. If the 1st Designate is absent, the 2nd Designate will be responsible for administering medication in each program. There will be a 1st and 2nd Designate in each classroom. If both the 1st Designate and the 2nd Designate are absent from the program, the Designated Supervisor will administer the medication.

The children, requiring medication, will be listed on the medication white board in each classroom at the beginning of the day by the Designate responsible for medication administration. Once the medication has been administered, the name will be removed from the white board by the Designate each day.

The Designate must adhere to the following steps when administering medication:

  1. Read the medication administration form completed by the child’s caregiver.
  2. Read the prescription label on the medication to ensure it is the correct medication, that is for the correct child, to understand the amount of dosage to administer, and to understand the correct route of delivery.
  3. Ensure the correct child is summoned for the administration of medication.
  4. Measure the appropriate amount of medication for the appropriate child and administer the medication through the proper route of delivery.
  5. Record the date, the time, the name of the medication, the dosage, and sign the medication form.
  6. Lock the medication back in the proper storage container or place it in the appropriate spot for emergency medications.
  7. Remove the child’s name from the medication whiteboard in the classroom.

Note: The licensee may permit a child to carry his or her own asthma medication or emergency allergy medication in accordance with any written individualized plan.

Non-Prescription Medications

While it is encouraged that all non-prescription medications be administered by the guardian, there may be times when designates are required to administer non-prescription medication. An individualized plan will be created for the administration of non-prescription medication. This plan will be created with input from the guardian, the licensee designate, and the child’s doctor or nurse practitioner. This individualized plan will be posted in the classroom and a copy placed in the child’s file.

Individualized plans for the administration of non-prescription medication must be reviewed every 6 months by the guardian and signed to acknowledge there have been no changes or to acknowledge any updates. All employees, students and volunteers must read and sign these plans, prior to working with the children and any other time changes have been made to the plan. All employees, students and volunteers will also review these plans annually and sign to indicate understanding of the individualized plan.

Contravention of Medication Administration

Any time a dosage of medication is missed by more than 30 minutes, the designate must notify the guardian. The guardian may give verbal permission to administer the medication outside of the 30 minute time frame. The time the verbal permission was received and from whom the verbal permission was received must be noted by the designate on the medication form. The medication may then be delivered to the child.

The Licensee Designate must be notified immediately if:

  • The guardian does not give permission to give the medication outside of the indicated time of delivery.
  • Medication is administered to the wrong child.
  • The incorrect dosage of medication is administered.
  • The incorrect route of delivery is used to administer the medication.

The licensee designate will investigate any contravention of medication administration to determine which steps are necessary to resolve the issue. The staff members involved must not leave the premise until the investigation is complete. The Licensee or Designate will correspond with the Ministry Program Advisor as necessary.


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Holistic Care and Wellness in Early Years Settings Copyright © 2023 by Barbara Jackson and Sheryl Third is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.

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