An individual student allergy and medical information form is a vital document that enables schools to safeguard children with allergies, anaphylaxis risk, asthma, and other long-term medical conditions. Completed by a parent or guardian, it ensures that teachers, catering staff, and first aiders have accurate, up-to-date health information to act swiftly and correctly in an emergency. Under the Children and Families Act 2014, UK schools have a legal duty to support pupils with medical conditions — making this form far more than a routine administrative task. This guide explains what the form covers, why it matters, and how to complete it effectively.
Summary: An individual student allergy and medical information form is a formal document completed by parents or guardians to inform UK schools of a child's diagnosed allergies, medical conditions, and treatment requirements, forming the basis of a legally required individual healthcare plan.
- UK schools are legally required under Section 100 of the Children and Families Act 2014 to support pupils with medical conditions, making collection of this information a statutory obligation.
- The form should record all allergen triggers, diagnosed conditions, prescribed medications (including AAIs, inhalers, and insulin), emergency contacts, and GP details.
- Children at risk of anaphylaxis should have two in-date adrenaline auto-injectors (AAIs) stored accessibly at school, with relevant staff trained on the specific brand prescribed.
- The form must be reviewed at the start of every academic year and whenever a significant change in the child's health, medication, or emergency contacts occurs.
- Medical information held by schools is sensitive personal data governed by UK GDPR and the Data Protection Act 2018; parents are entitled to know how it is stored and shared.
- Authoritative guidance is available from NICE, Resuscitation Council UK, BSACI, Anaphylaxis UK, and the DHSC/DfE to support schools in developing robust allergy management plans.
Table of Contents
- What Is an Individual Student Allergy and Medical Information Form?
- Why Schools in the UK Are Required to Collect Medical Information
- What to Include When Completing the Form for Your Child
- Updating Medical Details and Reviewing the Form Each Academic Year
- Support and Guidance From UK Organisations for School Allergy Plans
- Frequently Asked Questions
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What Is an Individual Student Allergy and Medical Information Form?
An individual student allergy and medical information form is a formal document completed by parents to inform school staff of a child's allergies, medical conditions, and treatment needs, forming the foundation of an individual healthcare plan (IHP).
An individual student allergy and medical information form is a formal document completed by a parent or guardian to inform a school about a child's diagnosed medical conditions, allergies, and any associated treatment requirements. It serves as a critical communication tool between families and school staff, ensuring that everyone responsible for a child's care during the school day has accurate, up-to-date health information.
These forms typically capture details about food allergies, drug allergies, asthma, anaphylaxis risk, epilepsy, diabetes, and other long-term conditions. They also record the names and doses of any prescribed medications that may need to be administered on school premises, along with emergency contact details and the child's GP information.
The form is not simply an administrative exercise. In the context of allergy management, it forms the foundation of a broader individual healthcare plan (IHP), which outlines how the school will respond if a child experiences an allergic reaction or medical episode. For children at risk of anaphylaxis, this plan should include clear instructions for the use of adrenaline auto-injectors (AAIs). Several AAI brands are available in the UK; staff must be trained on the specific device(s) a child has been prescribed, as operation can differ between brands.
Where a child has been prescribed an AAI, UK safety guidance recommends that two in-date devices should be available at school at all times, and that all relevant staff know where they are stored and how to use them. Schools should ensure AAIs are accessible immediately in an emergency and are never kept in a locked location that could cause delay.
Schools may use their own version of this form or adopt templates recommended by local authorities or national organisations. Regardless of format, the purpose remains consistent: to protect the child's health and safety while enabling full participation in school life.
| Section / Information Type | What to Include | Key UK Guidance / Legal Basis | Review Frequency |
|---|---|---|---|
| Diagnosed conditions | All confirmed diagnoses (e.g., peanut allergy, asthma, type 1 diabetes, coeliac disease); GP or specialist documentation where possible | Children and Families Act 2014, s.100; DfE statutory guidance 2017 | Every academic year; immediately after new diagnosis |
| Allergen triggers | All known allergens (foods, insect stings, latex, medications); distinguish milk allergy from lactose intolerance | NICE CG116; BSACI allergy action plan templates | Every academic year or after food challenge / OIT |
| Symptoms and severity | Typical symptoms; whether child has had a previous severe or anaphylactic reaction | Resuscitation Council UK anaphylaxis guidance; NICE anaphylaxis quality standard | Update after any severe reaction since last submission |
| Prescribed medications | Full name, dose, and instructions for AAI (two in-date devices), antihistamine, inhaler, or insulin pen; clearly labelled with child's name | Human Medicines (Amendment) Regulations 2017; DHSC/DfE AAI guidance 2017 | Check expiry dates at least termly; update on dose change |
| Emergency action plan | Attach written allergy action plan from GP or allergy specialist; use BSACI or Anaphylaxis UK standardised templates | BSACI; Anaphylaxis UK; NHS guidance on anaphylaxis emergency treatment | Every academic year; after any change in clinical management |
| Emergency & GP contacts | Child's GP name and number; relevant hospital consultant; up-to-date next-of-kin contacts | DfE statutory guidance 2017; UK GDPR; Data Protection Act 2018 | Every academic year; immediately on change of GP or contacts |
| Staff training & medication storage | Confirm staff trained on specific AAI brand supplied; devices stored accessibly (never locked away); emergency salbutamol inhaler held per DfE 2014 guidance | DHSC/DfE AAI guidance 2017; DfE salbutamol guidance 2014; Allergy UK; Asthma + Lung UK | Refresher training periodically throughout the year |
Why Schools in the UK Are Required to Collect Medical Information
Under Section 100 of the Children and Families Act 2014, UK maintained schools are legally required to support pupils with medical conditions, making collection of allergy and medical information a statutory duty, not an optional exercise.
Schools in the UK have a legal and ethical duty of care towards all pupils, which includes managing medical conditions safely and effectively. Under Section 100 of the Children and Families Act 2014, governing bodies of maintained schools in England are legally required to make arrangements to support pupils with medical conditions. This legislation is supported by the statutory guidance document Supporting Pupils at School with Medical Conditions (Department for Education, updated 2017), which makes clear that schools must have a policy in place and must not exclude children from activities on the grounds of their medical needs. Equivalent guidance and policy frameworks apply in Wales, Scotland, and Northern Ireland under their respective devolved arrangements.
Collecting individual student allergy and medical information is therefore not optional — it is a fundamental part of fulfilling this duty. Without accurate information, school staff cannot be expected to recognise symptoms, administer medication appropriately, or respond correctly in an emergency.
From an allergy perspective, the Allergy UK charity and the British Society for Allergy and Clinical Immunology (BSACI) both emphasise that schools must be equipped to manage allergic reactions, including anaphylaxis. Schools in England may obtain spare AAIs without a prescription under the Human Medicines (Amendment) Regulations 2017, and should use them in accordance with the DHSC/DfE Guidance on the use of adrenaline auto-injectors in schools (2017). A Patient Group Direction (PGD) is not required for this purpose.
Beyond legal compliance, collecting this information reflects good safeguarding practice. It ensures that:
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Supply teachers and cover staff are aware of a child's needs
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Catering teams can prevent allergen exposure during mealtimes
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First aiders can act swiftly and appropriately in an emergency
Schools should also be aware that medical information about pupils is sensitive personal data. Its collection, storage, and sharing must comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Parents should be informed of how their child's medical information will be used and which members of staff will have access to it.
Ultimately, the form is a practical safeguarding tool that protects children and supports school staff in delivering safe, inclusive education.
What to Include When Completing the Form for Your Child
Parents should include all diagnosed conditions, specific allergen triggers, symptom severity, prescribed medications with doses, two in-date AAIs if applicable, an allergy action plan, and GP and specialist contact details.
Completing an individual student allergy and medical information form thoroughly and accurately is one of the most important steps a parent or carer can take to protect their child at school. Incomplete or vague information can lead to delays in treatment or inappropriate responses during a medical emergency.
Key information to include:
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Diagnosed conditions: Include all confirmed diagnoses, such as a peanut allergy, asthma, type 1 diabetes, or coeliac disease. Where possible, provide documentation from a GP or specialist.
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Allergen triggers: List all known allergens, including foods (e.g., tree nuts, milk, eggs, sesame), insect stings, latex, or medications. Be specific — for example, distinguish between a milk allergy and lactose intolerance, as these require different management.
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Symptoms and severity: Describe the typical symptoms your child experiences and whether they have previously had a severe or anaphylactic reaction.
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Prescribed medications: Include the full name, dose, and instructions for any medication to be kept at school, such as an AAI, antihistamine, asthma inhaler, or insulin pen. Ensure all medications are in-date and clearly labelled with your child's name. If your child has been prescribed an AAI, provide two in-date devices and confirm that staff know where they are stored and are trained on the specific brand supplied.
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Emergency action plan: If your child has been issued a written allergy action plan by their GP or allergy specialist, attach a copy to the form. Standardised UK templates are available from BSACI and Anaphylaxis UK, and these are widely recognised by schools.
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GP and specialist contact details: Include the name and contact number of your child's GP and any relevant hospital consultant.
Parents should also note any dietary requirements linked to the allergy and confirm whether the child is able to self-administer medication. If your child carries their own AAI, this should be clearly stated.
A brief note on data protection: schools are required to handle your child's medical information in accordance with the UK GDPR and the Data Protection Act 2018. You are entitled to ask how this information will be stored, who will have access to it, and how it will be kept secure. Providing as much clinical detail as possible enables school staff to act confidently and correctly, while appropriate information governance ensures your child's privacy is respected.
Updating Medical Details and Reviewing the Form Each Academic Year
The form should be reviewed at the start of every academic year and whenever a child's health changes, including checking expiry dates on emergency medications and updating any new diagnoses or prescription changes.
A child's medical needs can change significantly over time. Allergies may be newly diagnosed, previously managed conditions may resolve, prescribed medications may change in dose or formulation, and a child's ability to self-manage their condition may develop as they grow older. For these reasons, the individual student allergy and medical information form should be reviewed and updated at the start of every academic year, and also whenever a significant change in the child's health occurs.
Schools are advised to send forms home for review at the beginning of each term or year. Parents and carers should not assume that information held from a previous year remains accurate or sufficient. In particular, it is important to check:
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Expiry dates on AAIs, inhalers, and other emergency medications held by the school — ideally reviewed at least termly
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Changes to prescribed treatment, for example if a child has been stepped up to a higher-dose inhaler or prescribed a second AAI
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New diagnoses that may have been made during the school holidays
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Changes in emergency contacts or GP registration
Schools should also schedule regular refresher training for staff on the use of AAIs and inhaler/spacer technique, not only at the start of the year but periodically throughout it, to ensure confidence and competence are maintained.
For children with asthma, schools in England may hold an emergency salbutamol inhaler (with spacer) for use in an emergency, in accordance with the DfE Guidance on the use of emergency salbutamol inhalers in schools (2014). A written asthma action plan should be held on file alongside the allergy and medical information form.
If your child has recently undergone oral immunotherapy (OIT) or a food challenge under specialist supervision, this may alter their allergy action plan, and the school must be informed promptly. Similarly, if a child has experienced a severe allergic reaction since the last form was submitted, this should be documented and the school's healthcare plan updated accordingly.
Good communication between families, schools, and healthcare professionals is essential. Parents are encouraged to request a meeting with the school's SENCO (Special Educational Needs and Disabilities Co-ordinator) or designated medical lead if they have concerns about how their child's needs are being managed. Keeping the form current is a shared responsibility that directly supports child safety.
Support and Guidance From UK Organisations for School Allergy Plans
NICE, Resuscitation Council UK, BSACI, Anaphylaxis UK, and the DHSC/DfE all provide free, evidence-based guidance and template allergy action plans to help schools and families manage allergic conditions safely.
Families and schools do not need to navigate allergy management in isolation. A range of authoritative UK organisations provide clear, evidence-based guidance to support the development of robust school allergy plans.
NICE guidance on food allergy in children and young people (Food allergy in under 19s: assessment and diagnosis, CG116) provides an evidence-based framework for the assessment and diagnosis of IgE-mediated and non-IgE-mediated food allergy. For the management of anaphylaxis and post-emergency care, the relevant NICE guidance is Anaphylaxis: assessment and referral after emergency treatment, alongside the associated NICE Quality Standard on anaphylaxis. These documents support structured referral pathways and follow-up through specialist allergy services.
For clinical management of anaphylaxis in community and school settings, the Resuscitation Council UK publishes widely used guidance on the emergency treatment of anaphylaxis, including algorithms suitable for training materials. The BSACI provides standardised allergy action plan templates that are recognised across UK schools and healthcare settings.
The NHS provides accessible resources for families, including information on recognising the symptoms of anaphylaxis, how and when to use an AAI, and when to call 999. NHS guidance is clear that anaphylaxis is a medical emergency requiring immediate administration of adrenaline and an emergency ambulance call — school staff should be trained to act without delay.
Anaphylaxis UK (formerly the Anaphylaxis Campaign) is an independent charity offering free downloadable resources, including template allergy action plans and guidance specifically designed for schools. Allergy UK is a separate organisation that also provides support for families and schools managing allergic conditions.
For children with asthma alongside allergic conditions, Asthma + Lung UK provides school-specific resources aligned with NHS treatment guidelines. Schools are encouraged to ensure that written asthma action plans are held on file for all pupils with asthma.
The DHSC/DfE Guidance on the use of adrenaline auto-injectors in schools (2017) remains the key operational reference for schools obtaining and using spare AAIs under the Human Medicines (Amendment) Regulations 2017.
If you are unsure whether your child's school has an adequate allergy management policy in place, you are entitled to ask to see it. If you have concerns about your child's safety, speak to your GP or paediatric allergy specialist, who can liaise with the school directly and provide updated clinical documentation to support a comprehensive individual healthcare plan.
Reporting suspected side effects or device problems: If you or your child's healthcare team suspect a side effect from a prescribed medicine, or a problem with a medical device such as an AAI, this can be reported to the MHRA via the Yellow Card scheme at yellowcard.mhra.gov.uk.
Experiencing these side effects? Our pharmacists can help you navigate them →
Frequently Asked Questions
Are UK schools legally required to act on an individual student allergy and medical information form?
Yes. Under Section 100 of the Children and Families Act 2014, maintained schools in England are legally required to make arrangements to support pupils with medical conditions. Collecting and acting on allergy and medical information is a statutory obligation, not a discretionary one.
How many adrenaline auto-injectors should be kept at school for a child with anaphylaxis risk?
UK safety guidance recommends that two in-date adrenaline auto-injectors (AAIs) should be available at school at all times for a child at risk of anaphylaxis. They must be stored accessibly — never in a locked location — and relevant staff must be trained on the specific brand prescribed.
How often should an individual student allergy and medical information form be updated?
The form should be reviewed and updated at the start of every academic year and whenever a significant change occurs, such as a new diagnosis, a change in prescribed medication, or updated emergency contact details. Expiry dates on emergency medications held at school should be checked at least termly.
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