Field Trip Procedures For Medication Administration

The goal of the District is to facilitate students with special medical needs to be allowed to participate in all school activities. It is especially important to plan ahead for any student with a chronic health condition who may be attending an overnight field trip.

If a student requires medication to be administered during a field trip the following procedures must be implemented:

  • A list of the upcoming field trips should be made available to the healthcare personnel or school staff designated for medication administration, at the beginning of the school year and throughout the year as new field trips are planned.
  • The student must have a current Authorization for Medication/Treatment Form or Diabetes Medication/Treatment Authorization Form on file with the healthcare provider and parent signature. A copy of the form should accompany the student on the field trip.
  • If the trip extends beyond the regular school hours, parents/guardians are responsible to obtain another Authorization for Medication/Treatment Form or Diabetes Medication/Treatment Authorization Form with specific instructions for the extended hours. This must be communicated to the parents/guardians. If the hours are during regular school hours the Authorization for Medication/Treatment Form or Diabetes Medication/Treatment Authorization Form on file should be adhered to.
  • It is the responsibility of the principal to ensure that designated staff is properly trained to assist in medication administration.
  • School staff designated to administer medications, must be trained by a Registered Nurse. All training requests for medication administration should be submitted to the school health personnel or On-Call Nurse at least two weeks prior to the scheduled field trip.
  • The principal’s designee (trained in medication administration) must accompany the student on the field trip. If the student has diabetes, nursing services may be required.
  • Prior to departing for the off-campus activity, the medication designee must review the medication to be given with the healthcare personnel or designated school staff and medication must be signed out on the Field Trip Medication Sign In/Out Record.
  • The medication must be kept safely with the principal’s designee in the original container with pharmacy label.
  • Always cleanse hands before administering medications.
  • Medication that needs to be refrigerated must be kept in a small cooler with ice packs if a refrigerator is not available.
  • Prior to administering any medications, the principal’s designee will follow the universal medication safety precautions known as The Five Rights of Medication Administration (the right student, the right medication, the right dose, the right time, and the right route).
  • Documentation should be completed on the Student Medication Log or Daily Diabetic Log as soon as the medication is administered.
  • If a student is incapable of self-administering his/her medication per the Authorization for Medication/Treatment Form and the Medication/Treatment cannot be delegated to an Unlicensed Assistive Personnel, and if the parent/guardian cannot accompany the child on the field trip, the principal must secure a nurse to accompany the student while on the field trip. Parents cannot be required to accompany their child on a field trip. Nursing services for field trips can be obtained by contacting the nursing supervisor of healthcare personnel assigned to the school health room or Coordinated Student Health Services at 754-321-1575.
  • It is important to know the employing agency of the healthcare personnel assigned to your school health room. Arrangements can be made with the agency to provide nursing services for the field trip. Payment for nursing services for a field trip is the responsibility of the school.

Supplies Needed:

  • Copy of current Authorization for Medication/Treatment Form or Diabetes Medication/Treatment Authorization Form
  • Copy of the Student Medication Log/Daily Diabetic Log
  • Copy of the Student Emergency Care Plan (if applicable)
  • Medication in appropriately labeled original container
  • Medical supplies (e.g., blood glucose monitor, syringes, catheters, etc.)
  • Anti-Bacterial Wipes/Hand Sanitizer
  • Drinking cups
  • Drinking water
  • Calibrated measuring cup (for liquid medications only)

Upon Return to School:

  • Sign medication back in on the Field Trip Medication Sign In/Out Record.
  • Return medication to locked medication cabinet or box.
  • Place the Authorization for Medication/Treatment Form and Student Medication Log back in medication administration binder.

Forms attached