Medication Policy

Medication Policy

Purpose
To ensure the health and safety of children in our care, Common Ground Childcare adheres to the guidelines established by the Virginia Department of Education in regulation 8VAC20-780-510, regarding the administration of medication.

1. Prescription Medications

1.1 Parental Authorization - Form Linked Here
A written authorization from the parent or guardian is required for all prescription medications to be administered at the facility. The authorization must include:

  • Child’s name

  • Medication name

  • Dosage and time(s) to be administered

  • Duration the medication is to be given

  • Any special instructions

1.2 Prescription Label Requirements
All prescription medications must be provided in the original pharmacy-labeled container, which includes:

  • Child's name

  • Prescription number

  • Medication name and dosage

  • Prescription issue date

  • Directions for use

  • The prescribing physician’s name

  • Expiration date

1.3 Storage
Prescription medications will be stored in a locked container, inaccessible to children. Medications requiring refrigeration will be kept in a refrigerator, also in a locked container or in a separate area inaccessible to children.

1.4 Administration
Only designated, trained staff members will administer prescription medications. The medication administration will be documented each time it is given, including the date, time, dosage, and the signature of the administering staff member.

2. Non-Prescription (Over-the-Counter) Medications

2.1 Parental Authorization - Form Linked Here
A written parental authorization is required for all non-prescription (over-the-counter) medications. This authorization must specify:

  • Child’s name

  • Medication name

  • Dosage

  • Time and duration for administration

  • Special instructions, if applicable

2.2 Physician Authorization
For certain over-the-counter medications, including but not limited to any medication intended for long-term use, fever reducers, or allergy medications, a physician’s authorization may be required. This authorization must outline the reason for the medication, dosage, and frequency of administration.

2.3 Labeling and Storage
Over-the-counter medications must be in the original container, clearly labeled with the child's name, and must not be expired. Storage of these medications follows the same guidelines as prescription medications, with locked and inaccessible storage to children.

2.4 Administration
Designated, trained staff members will be responsible for administering over-the-counter medications and will maintain documentation of each administration.

3. Emergency Medications

3.1 EpiPens, Inhalers, and Other Emergency Medications - FARE Card Linked Here
For children with conditions such as asthma, severe allergies, or other medical conditions that may require emergency medications, parents or guardians must provide an Action Plan signed by a licensed physician. This plan must detail:

  • When and how the medication should be administered

  • Symptoms or conditions warranting administration

  • Emergency contacts

3.2 Storage
Emergency medications, such as EpiPens or asthma inhalers, will be stored in a location easily accessible to staff but out of reach of children. These medications will accompany the child during off-site activities or evacuations if necessary.

3.3 Training
Staff members responsible for administering emergency medications will receive proper training on how to administer them safely and effectively.

4. Documentation

For every medication administered, the following information will be recorded and kept on file for a minimum of two years:

  • Child’s name

  • Name of the medication

  • Date, time, and dosage administered

  • Name of the staff member administering the medication

  • Any adverse reactions or side effects observed

5. Medication Administration Training

All staff authorized to administer medications will complete Medication Administration Training (MAT) approved by the Virginia Department of Education. This training will be updated as required by law.

6. Medication Disposal

Expired or unused medications will be returned to the parent or guardian for disposal. If this is not possible, the medication will be disposed of in accordance with state and local regulations.

7. Parental Responsibilities

Parents are responsible for:

  • Providing the childcare center with up-to-date and properly labeled medications

  • Completing and updating authorization forms

  • Informing the center of any changes in the child's health condition or medication needs

  • Providing appropriate documentation for long-term medications or emergency medical plans

Policy Review and Updates
This policy will be reviewed annually or whenever there are changes in state regulations to ensure ongoing compliance.

Last Review Date: will be as of the publishing of this post. Last edits were made on September 9, 2024

This policy is in full compliance with the Virginia Department of Education regulation 8VAC20-780-510, governing the administration of medication in childcare centers.

Common GroundComment