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Medication and Illness Policy
The Shades of the Life Oxford Digital Design and Visual Art Studio
Bright Future Innovators Camp & Mystery Missions Camp
Last Reviewed: 10. 05. 2025.
Designated Health and Safety Officer: Gyongyi Domokos (CEO)

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1. Purpose

The purpose of this policy is to ensure the health and wellbeing of all children attending The Shades of the Life Oxford Digital Design and Visual Art Studio (SOL) summer camps. This policy sets out procedures for the management of medication, illness, and infectious diseases to minimise disruption and prevent the spread of illness within our camps.

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2. Scope

This policy applies to all children attending SOL camps, their parents/guardians, staff, and volunteers involved in the administration of medication or the management of illness.

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3. Administration of Medication

3.1 General Principles

  • Medication will only be administered where it is essential for the child’s health during camp hours.

  • A signed Medication Consent Form must be completed by the parent/guardian prior to any administration.

  • Only designated trained staff will administer medication.

 

3.2 Storage of Medication

  • All medication will be stored securely in a locked cupboard or refrigerator where required.

  • Emergency medication (e.g. EpiPens or inhalers) must be clearly labelled and easily accessible to staff.

  • Parents must ensure that all medication is within expiry and clearly labelled with the child's name and dosage instructions.

 

3.3 Record Keeping

  • A Medication Administration Record (MAR) will be completed every time medication is given.

  • The record will include the name of the child, time and date, type and dose of medication, and the name and signature of the administering staff member.

 

3.4 Self-Administration

  • In some cases, with written parental consent and appropriate assessment, children may be allowed to self-administer inhalers or other prescribed medication under supervision.

 

4. Illness During Camp

4.1 General Illness

  • Children who appear unwell will be monitored by staff and taken to a designated quiet area away from other children.

  • Symptoms such as fever, vomiting, diarrhoea, or rash will prompt immediate parental contact.

  • Parents will be required to collect unwell children promptly.

 

4.2 Exclusion Periods

To protect the health of others, children must not attend camp if they are experiencing:

  • Vomiting and/or diarrhoea (must be symptom-free for 48 hours before returning)

  • Fever over 38°C

  • Unidentified rashes

  • Head lice (until treated)

  • Any contagious illness such as chickenpox, impetigo, conjunctivitis, COVID-19, or influenza (exclusion timeframes in line with NHS/UKHSA guidance)

 

4.3 Return After Illness

  • Children may return to camp when they are symptom-free and able to participate fully in activities.

  • For serious or prolonged illness, a doctor’s note may be requested.

 

5. Infectious Disease Management

  • The camp will follow current public health guidance for outbreak control.

  • Parents will be notified promptly in the event of a suspected or confirmed outbreak.

  • Enhanced cleaning and hygiene procedures will be implemented.

 

6. Chronic Conditions and Care Plans

  • For children with chronic medical needs (e.g. diabetes, epilepsy, severe allergies), a detailed Individual Healthcare Plan (IHP) will be developed with input from the parent and, where appropriate, medical professionals.

  • Staff will be briefed and trained in accordance with the IHP.

 

7. First Aid and Emergency Response

  • In the event of a medical emergency, staff will follow the First Aid and Emergency Response procedures outlined in the Health and Safety Policy.

  • Emergency services will be contacted when necessary, and parents/guardians will be informed immediately.

 

8. Confidentiality

  • All medical information is treated as confidential and handled in accordance with our Data Protection and Privacy Policy.

 

9. Policy Review

  • This policy will be reviewed annually before each camp season or following any significant medical incident or change in health regulations.​

 

Contact:
Gyongyi Domokos
CEO & Designated H&S Officer
gyongyidomokos@theshadesofthelife.com I +44/(0)7380410465+44/(0)7380 410465+44/(0)7380 410465

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