Procedure Definitions

Table of Contents

The school notifies parents and students routinely about the school medication administration policy and procedure. Procedure definitions include:

  1. Qualified personnel: Provide medication administration as delegated by licensed health personnel employed by the school after completing the medication administration course provided by the Department every 5 years and completes an annual skills demonstration. To remain certified, the certificate is signed annually by the delegating school nurse who has completed the annual hands on medication procedural skills check.
  2. Prescriber’s authorization: Licensed health personnel legally authorized to prescribe medications.
  3. Parents’ written authorization: A dated statement signed by the parent or guardian is on file at school authorizing medication administration in accordance with the prescription or non-prescription medication instructions and school or board policy. Many schools or school sponsored preschool programs have moved to online registration and an electronic signature meets the requirements for written consent (Iowa Code 4.1). The authorization includes individual instructions, notification that the information will be shared with appropriate school personnel, and may include permission to contact the prescriber about the medication (as needed). Medication administration authorizations are renewed annually and updated immediately as changes occur with any component of medication administration.
  4. Safe delivery: The parent provides for the safe delivery of the medication to and from school. The parent will be notified when more medication is needed and when to pick-up unused or expired medication by the school nurse, administration, or qualified personnel.
  5. Labeled container: The labeled medicine is in the original container with the prescription label as dispensed or with the manufacturer’s label. The parent provides the labeled container, supplies, and devices. Parents may request an empty second bottle and a second prescription label from their pharmacy for the school supply when the child takes medication at both home and school. 
  6. Communication: Ongoing communication occurs between the individuals administering medication, the licensed health personnel delegating the task, and the education team.
  7. Confidentiality: Health service delivery, to include  medication information, is confidential with the exception of school personnel needing to know.
  8. Records and documentation:  A medication administration record is maintained for all medication administered in a school or program Documentation includes student name, medication, dose, date, time, route, signature of the person administering the medication, count of medication received or returned to parent,  returned abandoned controlled medication to law enforcement for disposal, disposal by the school or program, Medication errors, and incidents.
  9. Storage and medication counting: Medication is stored in a secure area or as authorized, location of medication storage is locally determined by policy or program requirements. ALL medication is counted on receipt and return, controlled/scheduled substances may be counted daily or weekly and doubled locked depending on the individual situation.
  10. Unused medication: When medication is discontinued, the parent is advised in writing to pick up unused portions of medication. For unused medication,the parent or guardian is responsible to pick up medication from the school to prevent diversion. Schools and programs cannot transport controlled substances and need to contact their local law office, Drug Enforcement Agency, or School Resource Officers to maintain chain of custody of the controlled medication to dispose of in the proper methods in accordance with the Secure and Responsible Drug Disposal Act of 2010 DEA.
  11. Waste Minimization of Medicine: Best practice is only to keep at school what the student will need. The Iowa School Hazardous and Medication Waste Guidance document provides steps for recycling or disposal of unregulated medications. Schools and programs are considered a business and  must follow all business waste regulations as defined by the Iowa Department of Natural Resources and Environmental Protection Agency. 
  12. Individual Health Plan (IHP) Learners requiring medication administration during their school or program require an Individualized Health Plan.