Skip to content ↓


Allergy Awareness Policy 

 Co-op Academy Grange



Allergy Awareness Policy

Approved by

Governors 29/9/2022




September 2023

All policies are available to stakeholders either on the Academy website or upon request  from the Academy’s Main office.

1. Aims


The Academy takes responsibility for the health, safety and welfare of its students and staff  very seriously, and are committed to ensuring that those with allergies, especially those likely  to have a severe reaction (anaphylaxis), are supported in all aspects of academy life.


Where practicably possible we will try to control allergens in our academy, however we  cannot guarantee to be allergen free.


We will:

Provide a written policy which promotes allergy awareness, which all  academy staff are aware of.

Ensure our academy raise awareness of food allergies and  

anaphylaxis to the whole academy community.

Aim to reduce the risk of exposure to allergens


The academy is not in a position to guarantee a completely allergen free environment, but  rather to minimise the risk of exposure. Our academy will ask, encourage self-responsibility  and will plan for an effective response to emergencies.

2. Introduction


An allergy is the response of the body’s immune system to normally harmless substances.  Whilst in most people these substances (allergens) pose no problem, in allergic individuals  their immune system identifies them as a ‘threat’ and in some cases can produce a severe  anaphylactic reaction which can affect or restrict the airway and could possibly, in extreme  cases, lead to death.


Certain responses can be life threatening and extremely harmful producing a reaction such as  anaphylaxis or can be less severe, producing responses such as itching, runny eyes, hives,  funny taste in the mouth, swollen eyes and lips. All staff should be aware of these symptoms  in relation to this policy

3. Reducing the risk of allergic reactions


The academy should be aware that insect bites and animal allergies could also cause severe  reactions, as well as food types causing analgesic reaction, other substances and exposure  to certain animals. Therefore, all staff must be diligent and report any signs of insect or animal  to the building and estates manager.


If pets or animals are visiting, or kept in school, careful consideration will be given to where  the animals are kept, hygiene and cleanliness with animal handling and consideration of  individual children’s allergies including completion of risk assessments where necessary.


Substances that cause allergic reactions are known as allergens. Common allergens include: Grass and  

tree pollen

dust mites

animal dander  

food (particularly nuts, fruit, shellfish, eggs and milk)

Insect bites and stings

Medication (including Ibuprofen, aspirin and certain antibiotics)

Latex (used to make gloves and condoms)


Household chemicals (including detergents and hair dyes).


There are also 14 Food Allergens, all of which can produce an allergic reaction, these  include:

Cereals containing gluten







Nuts tree nuts




Sulphur Dioxide




The academy is unable to prevent these substances being brought on site and therefore  there is a need for all to be vigilant. We can all reduce the risk of exposure to allergens by  implementing simple strategies and encouraging participation by all in the academy  community; any visitors, parents carers and pupils are asked to ensure bottles and drinks are  clearly labelled with the child’s name for whom they are intended.

Food sharing and sharing of utensils and containers must be avoided by pupils and staff at all  times:

Encourage all pupils and staff to check any food that they are offered, should they  have allergies.  

Remind parents and parent careers with packed lunches, to give thought  to eliminating food which may be of risk to other members of the school  

community with allergies;

Those staff who have food handling as part of their role must ensure they access  appropriate training

4. Responsibilities for allergy management


The member of staff responsible for Estates Management will have overall responsibility for  ensuring that all staff are aware of this policy and their role.


Appropriate training and support is in place to raise awareness of pupils with allergies and

how to administer the necessary medication. That a procedure is established as to how any  special dietary request can be communicated and catered for.

There are sufficient trained members of staff available to provide treatment to anyone having  an allergic reaction or anaphylaxis and staff are trained to recognize and understand the  signs and symptoms of an allergic reaction.


Staff understand the rapidity with which anaphylaxis can progress to a life-threatening  reaction. Staff are aware that anaphylaxis can occur with or without prior mild symptoms.


Staff are aware where pupil/staff medication (and if appropriate, staff medication) is stored  and the academy’s emergency medication is held, and that this is accessible at all times.


Staff attend anaphylaxis awareness training on an annual basis. Where possible this should  include: how to recognise the signs and symptoms of an allergic reaction/ anaphylaxis, the  treatment of anaphylaxis and awareness of how to use an AAI.


Staff leading on educational visits, ensure they are competent to act in the case of  anaphylaxis ensuring they carry all the relevant emergency supplies, including residential  trips and sporting fixtures.


Whilst on educational visits, staff must, where possible supervise any food-related activities  ensuring that where food is being provided - used or consumed, food allergen information is  available. Equally pupils are also expected to be self-aware and follow processes in line with  any condition they may have.


The Catering Manager will be responsible for using only authorised suppliers and being the  controlling point and contact for all purchases of food stuffs for School catering. Ensuring suppliers of all foods and catering suppliers are aware of the school’s food allergy  policy and the requirements under the labelling law.


Ensuring suppliers of food stuffs are nut free or labelled ‘may contain nuts’. Being aware of pupils and staff who have such food allergies and updating this training  annually. All staff must be informed of this during their in-house induction training.  Pupils of any age, where possible, must be familiar with what their allergies are and provide,  where possible, information about how their allergies affect them.



Students should be fully involved in discussions about how to reduce the risk of an allergic  reaction and be empowered to reduce those risks. Students should already be trained to  administer their own auto injector, will be encouraged to carry it on their person.



Pupils are responsible when carrying their own medication to ensure it is in date and kept  safe and not used for any purpose other than its intended use.



On entry to the academy, parents/carers are responsible for notifying the academy via the  Medical Form of any history of allergy, previous severe reactions and if any, history of  anaphylaxis. Parents are responsible for ensuring the academy is provided with sufficient and  up to date information about their child’s medical needs. If an Allergy or Individual Health  Care Plan has not already been provided by the school nurse, specialist nurse, hospital or  previous school, parents/carers are required to participate in the preparation of an Individual  Health Care Plan and informing the academy, in line with the medical needs policy.



Parents/carers are required to provide consent to the academy to administer medication  using

Form 5 of the Medical Needs and Medicines policy.



Parents/carers are responsible for ensuring any required medication is always kept on site, is  in date, provided in its original packaging and is replaced as necessary (The MHRA recommend). This will be shared in line with the medical needs policy



Parents are responsible for ensuring that they or another nominated adult are contactable at  all times and that student records are up to date.



Due to the diverse nature of the academy, it is important that allergen information is  accessible to all parties who visit the site.



During bookings for external events, it is important that guests are informed of the  requirements for any known person with food allergies/intolerances. This should be  undertaken during the booking process. This information should then be passed to the  Catering teams to allow them to plan appropriate menus and selections of food.



The Catering Department will also hold information folders during each breakfast, mid morning break and lunch service outlining the contents of all food dishes at that specific  service. This can be referred to upon request by any guests.



Health Care Professionals, including GPs, paediatricians and specialist nurse practitioners,  should provide parents with an appropriate Allergy Healthcare Plan or Individual Health Care  Plan for pupils at risk of anaphylaxis.



If the Academy is notified that a pupil is at risk of anaphylaxis, and are not in possession of an  Allergy or Individual Health Care Plan, actively seek to locate the appropriate Plan. The  academy is not responsible for preparing the IHCP in isolation (see the relevant medical  policy)

5. Emergency Auto- Injectors


Non-statutory guidance was released by the Department of Health in October 2017 permitting  Academies to hold emergency Adrenaline Auto Injectors (AAI) on site for emergency use.  The academy is allowed to use and hold emergency auto-injectors.


The use of the spare AAIs is intended for emergency use only on children regarded as being  at risk of anaphylaxis or whose own AAI is not available or working. Spare AAIs can be  administered to a child if their own AAI cannot be used.

The academy can administer spare AAIs without prescription for use in emergencies if: A pupil is at risk

Parent/carer consent has been received for use of the spare AAI.

If the child is known to be at risk of anaphylaxis.

NOTE: The academy must highlight that if instruction is given by the emergency services  (paramedics) to administer an adrenaline auto injector and parental consent cannot be  obtained to administer the academy’s spare AAI, the academy should follow the instructions  provided by the emergency services.


Purchasing AAIs for emergency use

The academy can purchase AAIs from pharmaceutical suppliers (local pharmacy). All  requests must come from the Principal in written form. (Appendix 2 Sample letter for  purchasing emergency AAIs). Academies are advised to use this letter rather than writing  their own.


AAIs are available in different dosages; it is therefore recommended that anaphylaxis be  treated as per the dose provided.


Storage and Access to Emergency AAIs

AAIs will not be locked away but should be available and accessible at all times from a known  location in the general office. This includes offices where access might be restricted or  controlled. AAIs should be stored no more than five minutes away from where they are  needed. Spare AAIs must be clearly labelled and should not be confused with a pupils own  medication.


Emergency AAI Kit

The Academy is required to name two members of staff responsible for maintaining the Spare  AAI Kit. One to lead, and second to deputise in the absence of the lead.

Spare AAI kits should include:

Instructions how to use the devices;

One or more AAI.

Storage instructions (in line with manufacturers’ guidelines)

Manufacturer’s information.

List of AAIs held including information about the make, model, batch number and  expiry dates.

Monthly recorded checks of spare AAIs held to ensure they remain in optimum  working order.

Arrangements for replacement of the AAIs – by who, when and how;

List of pupils who can use the AAIs, including copies of parental consent received  (see

Appendix 1 for sample Consent to administer emergency Adrenaline Auto Injector). Record of AAIs administered to include, name, date, AAI name, AAI type, dosage  given and batch number.


The spare AAIs are kept in the same location as the emergency inhaler kits within the  academy identified on the academy inhaler posters.

The academy will keep all records on AAIs in line with the medical policy.


Disposal of spent AAIs

Once used, an AAI cannot be reused. It/they can be given to the paramedics on arrival for  them to dispose of, or will be disposed of in a yellow sharps bin. Out of date medication will  be returned to the parents/carers, or if not collected from the academy must be returned to a  pharmacy for safe controlled disposal.


Spare AAIs on Educational Visits

With all emergency medication pupils, where able, should carry their own medication and spares held by the group leader/first aider. If it is considered appropriate, spare AAIs will be  taken on a school trip; but only is there are sufficient supplies also left at the academy.  

The academy’s a spare AAI should only be used as a spare, not a replacement for a child’s  own AAI. Spare AAIs held by the school are in addition to those prescribed for a student

Communication with Paramedics:

If an AAI is administered, schools will be required to relay the following information to the  paramedics:

if the child is known to have an allergy

what might have caused the reaction

time the AAI was given

if a second AAI was used

6. Training and Awareness


We will arrange specialist anaphylaxis training for staff. This will include practical instruction in  how to use the different AAI devices available. Staff will also get the opportunity to practise  using training pens


All staff have access to the Staff Hand Book; this book contains information for all staff on  how to administer the Epi Pen. It also contains information on the locations of the academy  emergency Epi Pens. The staff hand book also contains the location of the emergency  Asthma pumps and the guidance on how to administer Asthma medication to a student if  required. EG:

Location 1. The PA to the Principals office stored within the fridge

Location 2. The General office stored within the fridge

Location 3. The site team office stored within the fridge

Staff and Parental awareness  

Under GDPR the academy will issue a letter which gives the parent the opportunity to confirm  they are happy that emergency allergy treatment can be administered if required. This letter

will be issued annually and the information uploaded onto the student records as soon as  possible.

The academy will also update the transition information which is issued when pupils arrive on  campus in year 7.

All staff must be issued with a letter to update the central record system. All staff who suffer  from allergies must be identified and a list must be made available. This record must also  contain photo identification of the staff member. A risk assessment should be in place  identifying a buddy who understands the medical condition. In the event of an incident the  buddy would be able to locate any medication that is stored and the dosage and the regime to  administer in the event of an emergency.


Resources for educating pupils and children on the risk of anaphylaxis are available via BBC  Bitesize website animation tool “living with anaphylactic allergies – Izzy and Ben’s story  ” and these may be used.


Further resources for schools are available via the  

following sites:

Anaphylaxis Campaign: 

Spare Pens in Schools: 

Allergy UK:


7. The In-house Catering Team


Special Diet Requests - where food allergy is a concern, parents/carers will be required to  cooperate with the academy’s catering provision and adhere to the caterer’s special diet  procedure regarding any special diet requests.


Dependent on the complexity of the allergy/allergies parents may be required to meet with the  catering team to fully inform them of their child’s dietary needs


Special Diet Request forms, and Procedures and a list of FAQ’s are available  to parents via the academy main office. Allergen reports for core menu items  are also available from the catering manager and should be referred to in case  of an allergen query.


Staff preparing food on residential visits are required to take into account the dietary and  allergy needs of all participants. See educational visits policy for further information .


Specialist dietary requirements for staff and students on residential trips need to be planned  well in advance to ensure they are adequately accommodated during the trips. Parents/carers  will need to be involved in all aspects of the planning to ensure that students are not exposed  to allergens which put them at risk.


Pupils will not be excluded from educational visits due to their dietary or medical needs.  Where possible, we will work around these, carrying out a risk assessment as required.

8. Educational Visits and Trips


All staff undertaking an offsite trip will have attended the School’s Medication and  Anaphylaxis training.  

This is part of the risk assessment. Staff must also:

Physically check that pupils have their medication before leaving site. Ensure that all food collected from the Catering Department has been clearly labelled  and they are aware of any foods that should not be given to pupils with allergies

Ensure that they have the academy emergency first aid kit which includes the Epi Pen  and Asthma pump to be used for emergency purposes and in circumstances where a  person develops symptoms for the first time.


Appendix 1


Key definitions are detailed below:

AAI – Adrenaline Auto Injector

Allergy – An allergy is the response of the body's immune system to normally harmless  substances, such as pollens, foods, and house dust mite

Allergen – A substance which causes an allergic reaction

Anaphylaxis – Anaphylaxis, or anaphylactic shock is a severe and potentially life-threatening  allergic reaction affecting more than one body system such as the airways, heart, circulation, gut  and ski

EPIPEN® – Brand name for hypodermic device which delivers epinephrine (adrenaline) used for  the treatment of an acute allergic reaction

Emerade® – Brand name for adrenaline auto-injector used for the emergency treatment of  severe acute allergic reactions

IHCP – Individual Health Care Plan

Jext® - Brand name of adrenaline auto-injector used in the emergency treatment of anaphylactic  shock, or an anaphylactic reaction.

Appendix 2  

Consent to administer emergency Adrenaline Auto Injector

Consent Form: Use of Emergency Adrenaline Auto Injector  

1. I can confirm that my child has been prescribed with an adrenaline auto-injector.

2. In the event my child does not have their own auto-injector, or there is a malfunction of  other prescribed auto-injectors held/carried, I consent for my child to receive the  

academy held emergency adrenaline auto-injector in an emergency.

Signed: Date:  

Name (print):

Childs Name:  

Class/ Form:  

Parents address and contact details:



Appendix 3  

Sample letter for purchasing emergency Adrenaline Auto-injectors

[To be completed on headed paper]


We wish to purchase emergency Adrenaline Auto-injector devices for use in our academy.  The adrenaline auto-injectors will be used in line with the manufacturer’s instructions, for the emergency treatment of anaphylaxis in accordance with the Human Medicines  (Amendment) Regulations 2017. This allows schools to purchase “spare” back-up adrenaline  auto-injectors for the emergency treatment of anaphylaxis. (Further information can be found  at adrenaline auto-injectors)

Please supply the following devices:

Signed: Date:  

Print name:  


Appendix 4  

Anaphylaxis and Automatic Auto-Injector trained staff

Academies should maintain records of all staff trained to administer Automated Auto Injectors and those trained in anaphylaxis.

Person responsible for maintaining this list


Job Title

Type of Training Completed






Appendix 5

Dealing with Anaphylaxia

1. Child presents with sudden illness displaying one or more of the symptoms listed (usually  within minutes of contact with a known allergen)

2. Call an ambulance (specify the problem is anaphylaxis) and collect auto injector

3. Contact the child’s parents / carers

4. Ensure the child is in a comfortable position – usually lying down with feet elevated unless  there are breathing difficulties

5. Adrenaline should be administered into outer side of thigh between knee and hip as soon  as possible, by an individual who has received training in the administration of an auto injector

Time of dose to be noted and used auto-injector to be retained

6. If the child is not breathing or without pulse basic life support should be commenced. If there is no improvement within 5 minutes, a second injection may be given

7. Staff member must accompany the child to hospital, together with any documentation  and used/unused auto-injectors



Swelling of throat, mouth or tongue

Difficulty in swallowing or speaking

Alterations in heart rate

Severe difficulty breathing

Sudden feeling of weakness (drop in blood pressure)

Collapse and unconsciousness

There can also be abdominal cramps, nausea and severe  


Appendix 6

Emergency Instruction for allergic reaction – Auto-Injector EpiPen®/ Jext®/Emerade®)

Student’s Name:


Allergic to:


Send someone to get the students spare auto injector or emergency kit, which  is kept in:



Generalised itching

Mild swelling of lips or face

Feeling unwell/Nausea



Give (antihistamine) immediately

Monitor student until you are happy he/she has returned to normal.


Difficulty breathing/choking/coughing

Severe swelling of lips/eyes/face




1. Get _auto-injector out and send someone to telephone 999 and tell the  operator that the student is having an


1. Sit or lay student on floor.

2. Take auto-injector and remove grey safety cap.