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Administration of Medication

Section 704.2 | Board Report 23-1025-PO3 | Date Adopted October 25, 2023

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THE CHIEF EXECUTIVE OFFICER RECOMMENDS:

That the Chicago Board of Education ("Board") amend Board Report 20-0624-PO3.

PURPOSE:

The policy promotes the health and safety of all students in compliance with the Illinois School Code and the Illinois Nurse Practice Act and adherence to medical and scientific developments. The purpose of this policy is to outline when, where, how, and under what circumstances CPS students may receive medications during school hours, who may receive them, and how these events are to be recorded.

Students may receive medication during school hours when:

  1. Administered by a Nurse; or
  2. Provided under the supervision of school personnel who have been authorized or delegated the task; or
  3. Self-administered by the student with the direct supervision of authorized school personnel.

This policy also outlines a requirement that parents/guardians notify the school of their student’s acute or chronic health conditions even when medication is not expected to be necessary during school hours. This requirement provides opportunities for appropriate health emergency response planning in schools.

EQUITY STATEMENT:

The Board is committed to supporting the Whole Child through policies and programs that holistically address the physical, mental, and social-emotional health and wellbeing of every student. This policy seeks to advance health equity by establishing guidelines for the safe administration of medication in school buildings. The Office of Student Health and Wellness ("OSHW") is engaging in ongoing work to align to the Whole School, Whole Community, Whole Child ("WSCC") model to operationalize the CPS Equity Framework through this policy within the locus of its control.

POLICY TEXT:

I. Definitions

Anaphylaxis (Life-threatening Allergic Reaction): An acute allergic reaction to an antigen (including but not limited to a bee sting, food, environmental substances) to which the body has become hypersensitive that results in respiratory/cardiac distress or arrest unless emergency intervention is immediate.

Asthma: A chronic health condition of the lungs that causes cough, wheezing, shortness of breath or other breathing difficulties by obstructing airflow.

Authorization: When the District transfers its authority (power or right to give orders, make decisions and enforce compliance) to perform a specific task or intervention in a specific situation to an individual.

Delegation: When a Registered Nurse transfers to a specific individual the authority to perform a specific nursing task or intervention in a specific situation according to details outlined by the Illinois Nurse Practice Act.

Diabetes (DM): Includes diabetes mellitus, (type 1, type 2, and gestational): a group of diseases that affect how the body makes, releases, or uses sugar (glucose).

Diabetes Delegated Care Aide (DmDCA): A volunteer, full time, non-nurse CPS staff member who completes annual in-person training to assist students with diabetes management in school.

Emergency Action Plan (EAP): A written document that organizes and facilitates the actions schools take during emergencies. This document can be student-specific or it may provide general guidance for all students during emergencies.

Epilepsy: Chronic neurological disorder characterized by recurrent (2 or more) unprovoked seizures. Often called seizure disorder.

Individualized Educational Plan (IEP): A unique, formal, written document that specifies the program of supports, services, and instruction for a student who has an identified disability covered by the Individuals with Disabilities Education Act (IDEA).

Medical Provider: A Medical Doctor (MD), Doctor of Osteopathic Medicine (DO), Advanced Practice Registered Nurse (APRN), or Physician Assistant (PA).

Medication: AAny active ingredient intended to provide pharmacological activity or other direct effects on the prevention, treatment, mitigation, or cure of disease or to affect the structure or any function of the human body. In this policy, medication includes all manufactured, compounded, natural, herbal or synthetic drugs and remedies, prescribed or over the counter (OTC) substances; vitamins, minerals, nutritional/dietary supplements, energy boosters; and any other medical treatments-- allopathic, homeopathic, alternative; or any treatments or substances pharmacological, immunological or metabolic. This also includes all formats (aerosols, pills, liquids, creams, oils or ointments) and routes of delivery: oral, rectal, topical, inhaled, intranasal, or injected.

Emergency Medication: Substance used to avert an urgent or life-threatening health event. Examples of emergency medications may include, but are not limited to, epinephrine, asthma medication, and opioid antagonists. 911 must be called immediately following the administration of any emergency medication. Administration of emergency medication is limited to licensed clinicians and those deemed acceptable to administer through training and education (e.g. Delegated Care Aide).

Regulated Medications: Drugs and other substances included in the Controlled Substances Act. An updated and complete list of the schedules is published annually.

Nurse: A staff member or contractor who holds a nursing license with the Illinois Department of Finance and Professional Regulation (IDFPR) and is held to the guidelines of the Illinois Nursing Practice Act.

School Nurse (CSN-PEL): A Registered Nurse who has completed course work for a certified school nurse (CSN) and holds the corresponding Illinois Professional Educator License (PEL) under the Illinois State Board of Education.

Health Service Nurse (HSN): A Registered Nurse.

Licensed Practical Nurse (LPN): A licensed practical nurse who works under the delegation of a registered nurse.

Parent/Guardian: A person with legal authority to care for and protect the personal needs and interests of a minor. For the purposes of this policy, the rights of the parent/guardian are transferred to an emancipated minor or students over the age of 18.

School Hours: The official, published times during which a school is in operation.

School Personnel: All staff including teachers, dining staff, safety and security, engineers, school dining staff, coaches, transportation staff, related service providers, paraprofessionals, and, substitutes, other school staff who serve, supervise, manage, monitor, administer, or work with students during CPS-sponsored activities (e.g. classes, recess, extra-curricular activities, field trips, sports, before and after school programs).

School Principal: The primary authority over the teachers, staff, curriculum and professional development with a focus on student learning, safety, and health.

Seizure: A brief, excessive discharge of electrical activity in the brain that can alter movement, sensation, behavior, and/or awareness.

Seizure Delegated Care Aide (SzDCA):A full time, non-nurse CPS staff member who completes annual specialized training to assist students with a seizure disorder.

504 Plan (504): A formal written document developed by a school to provide students with disabilities the accommodations they need to access their learning environment. Implementation of this document is intended to prevent discrimination and to protect the rights of students with disabilities in school as defined by Section 504 of the Rehabilitation Act.

II. Scope

This policy applies to the administration and self-administration of any medication during school hours and school-sponsored activities including those that require the Nurse to be present outside of school hours. Schools must ensure that all appropriate guidelines for out-of-state travel are followed. These medications must be "absolutely necessary for the critical health and well-being of the student" per 105 ILCS 5/10-22.21b(b). Any medications that can be given safely and effectively at any time other than during school hours are by definition “not absolutely necessary to be given during the school day.” The paperwork requirements outlined in this policy are compulsory to provide non-emergent care to a student during school hours. In addition to the specific medications outlined in sections VII and VIII, this policy may be applied to additional emergency medications provided by the District in alignment with state law.

III. Identifying Students With Medication Needs

  1. Request for Student Health Information: In order to plan effectively for medication management at school, the parent/guardian must notify the school promptly upon their student’s acute or chronic medical diagnoses and any medication requirements. Parents/guardians must provide current (within the calendar year) medical documentation at least annually to their child’s school to provide an update and/or verify current diagnosed health conditions. At least annually, parents/guardians must report information about their student’s acute or chronic health conditions to their school. The Chief Health Officer or designee must make medical information forms available to schools for this purpose. The forms are valid for 365 days from when the medical order was written and signed.

  2. Parent/Guardian Role: When a parent/guardian reports that their student has been diagnosed with a medical condition, the school must request and the parent/guardian must provide the following:
    1. Written medical diagnosis and care instructions, emergency action plan, and orders for medication administration during school hours or school sponsored activities signed by a medical provider. Requests for the provision of medication during school hours must include all of the following:
      • Name of medication, dosage, route of administration;
      • Frequency and time of administration(s);
      • Special circumstances in which medication is to be administered;
      • Side effects and/or intended effects which might be observed and reported to a Nurse, school personnel, and parents/guardians;
      • Name, signature, address, office phone, fax, and emergency numbers of medical provider;
      • Other medication(s) student may be receiving at home; and
      • A regimen of medical follow-up;
    2. When applicable, written parent/guardian consent to administer or carry and self-administer medications during the school hours using the form established by the Chief Health Officer or designee. Additional requirements for self-administration are set out in Section V. below;
    3. Any medications and/or supplies necessary to treat the student’s condition must be in the original container provided by a state approved pharmacy or manufacturer packaging with prescription and dosage information or any replacement medication after use or expiration that matches the original medical provider's orders;
    4. A description of the student’s past chronic or acute reactions; including triggers and warning signs;
    5. Current parent/guardian emergency contact information;
    6. Any diagnostic or medication changes including but not limited to the dosage, route, medication or administration times, require the parent/guardian to submit a prescription or new written orders from the student’s medical provider.

    The school may also request that the parent/guardian provide the following:

    1. Written consent to share diagnosis and other information with relevant school personnel;
    2. Written authorization to exchange detailed medical information on the student’s condition with the student’s medical provider;
    3. A description of the student’s emotional response to the condition and the need for intervention from the student’s medical provider;
    4. Recommendations on developmentally-appropriate ways to include the student in planning or care and implementing their 504 Plan or Individualized Education Plan (IEP) from the student’s medical provider.

IV. Medications

V. Role of School Nurse in Medication Administration

VI. Authorization To Carry And Self-Administer Medication

  • Students may carry and self-administer their medications during school hours with parent/guardian consent and a current prescription or written order on file. Parent/Guardian shall submit the requisite self-administration authorization(s) using the form(s) established by the Chief Health Officer or designee and may be used to develop the student’s 504/IEP. The 504/IEP must include documentation of where the student will keep their rescue medication (e.g. in their backpack) to ensure it is accessible in the event the student is not able to self-administer in an emergency. In this authorization form, the parent/guardian of the student must sign a statement that:
    • acknowledges that the District and its employees and agents are to incur no liability or professional discipline, except for willful and wanton conduct (actual or deliberate intention to cause harm or which, if not intentional, shows an utter indifference for the safety of others), as a result of any injury arising from the administration medication regardless of whether the authorization was given by the student’s parent/guardian or by the student’s medical provider and;
    • indemnifies and holds harmless the District and its employees and agents against any claims, except a claim based on willful and wanton conduct, arising out of the authorization outlined in this policy regardless of whether the authorization was given by the student’s parent/guardian or by the student’s medical provider.
  • If the above conditions (Section VI.A) have been met, a student may carry the following medications and supplies on their person:
    1. Rescue Asthma Inhalers;
    2. Epinephrine auto-injectors and/or a single dose of antihistamine (as a rescue), as outlined in their 504/IEP to treat life-threatening allergies;
    3. Diabetes testing device, supplies, insulin, and rescue glucagon;
    4. Epilepsy supplies, equipment, and seizure rescue medications as outlined in their 504/IEP.
  • When the required authorization is received, the requirements of Section V. B & C do not apply, however, students may be subject to the record-keeping requirements set out in Section V.G. In the event that rescue medication is both self-carried and self-administered the student must immediately notify school personnel to begin the process outlined in Section V.
  • In compliance with the Illinois School Code, the District, and its employees and agents, including a medical provider placing a standing protocol or prescription for district-issued epinephrine auto-injector, are to incur no liability or professional discipline, except for willful and wanton conduct (actual or deliberate intention to cause harm or which, if not intentional, shows an utter indifference for the safety of others), as a result of any injury arising from the administration of medication, use of a district-issued epinephrine auto-injector regardless of whether authorization was given by the student’s parents or guardians or by the student’s medical provider.

VII. Emergency Use Of Stock Epinephrine Auto-injectors

In compliance with the Illinois Emergency Epinephrine Act:

VIII. Emergency Use of Stock Opioid Antagonist

IX. Emergency Response

If emergency response measures outlined in a student’s Emergency Action Plan are undertaken, 911 must be called to report the medical emergency. In any medical emergency, the parent/guardian must be notified after calling 911. Efforts to contact parent/guardian must include calling all numbers listed on an emergency form and any number supplied by the student. The individual attempting to contact the parent/guardian of the student must document the time and number of attempts to contact the parent/guardian if the parent/guardian does not answer. School personnel must remain with the student at all times during a medical emergency or perceived medical emergency. If a student is transported to a hospital, a full-time non-nurse school personnel must accompany the student until the parent/guardian or emergency contact arrives. The school must complete an incident report within 24 hours in all instances when emergency response measures are activated or other emergency health issues occur.

X. Medication-related Training Requirements

  • Asthma Training: Annually, all school personnel shall complete an in-service training program on the prevention and management of asthma in the school setting, as well as, emergency response, as specified in the Board’s Chronic Conditions Management Policy.
  • ADHD Training: At least once every two (2) years, certified school personnel and administrators shall complete an in-service training program on current best practices regarding the identification and treatment of attention deficit disorder and attention deficit hyperactivity disorder, the application of non-aversive behavioral interventions in the school environment, and the use of psychotropic or psychostimulant medication for school-age students.
  • Allergy Training: Annually, school personnel shall complete an in-service training program on the management and prevention of allergic reactions including training related to the administration of an epinephrine auto-injector as specified in the Board’s Chronic Conditions Management Policy.
  • Diabetes Training: Annually, school personnel shall complete an in-service training program on the management of students with diabetes as specified in the Board’s Chronic Conditions Management Policy.
  • Seizure Training: Annually, all school personnel shall complete an in-service training program on first aid and emergency management of seizures in schools, as specified in the Board’s Chronic Conditions Management Policy.
  • Substance Use Training: Annually, all school personnel shall complete an in-service training program on the signs and symptoms of drug-related overdoses, including an opioid overdose, and the administration of an opioid antagonist.
  • Other Medication-Related Training: Annually, the Principal, in consultation with the School Nurse, shall ensure that school personnel receive all other health-related and medication-related training required by the Illinois School Code.

XI. Guidelines

The Chief Health Officer or designee is authorized to develop and implement guidelines, standards and procedures for the effective communication and implementation of this policy per Illinois School Code and state guidelines, including but not limited to standing protocols for the use of medical cannabis and stock epinephrine auto-injectors. Additional information and resources can be found on the Office of Student Health and Wellness website at cps.edu/oshw.

Policy References

Amends/Rescinds Amends 20-0624-PO3; Rescinds 12-0125-PO2
Cross References 06-0927-PO1; 02-0724-PO01; 97-0326-PO3; 96-0327-PO4; 91-0925-PO1
Legal References Medications Policy, 105 ILCS 5/10-20.14b; Self-Administration and Self-Carry of Asthma Medication and Epinephrine Injectors; Administration of Undesignated Epinephrine Injectors; Administration of an Opioid Antagonist; Administration of Undesignated Asthma Medication; Asthma Episode Emergency Response Protocol, 105 ILCS 5/22-30; Individuals with Disabilities Education Act, 20 U.S.C. §§ 1400 et seq.; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §§ 706 et seq. and 34 C.F.R. 100 et seq.; Medical Cannabis, 105 ILCS 5/22-33; and Administering Medication, 105 ILCS 5/10-22.21b.
Public Comment

Pursuant to Board Rule 2-6 this Policy was subject to Public Comment 8/25/23 – 9/25/23 and adopted at the October 25, 2023 Board Meeting [Board Report 23-1025-PO3]

Pursuant to Board Rule 2-6 this Policy was subject to Public Comment 4/20/20 – 5/19/20 and adopted at the June 24, 2020 Board Meeting [Board Report 20-0624-PO3]

Policy Managed By Student Health and Wellness (OSHW)

773-553-5437

oshw@cps.edu

42 W. Madison St.
Chicago, IL 60602