Allergen Policy

The Independent Grammar School: Durham
Allergen and Allergy Safety Policy

1. Purpose and scope
   IGS: Durham takes reasonable steps to reduce exposure to known allergens and to respond promptly to allergic reactions. This policy covers pupils, including EYFS children, and relevant arrangements for staff and visitors during lessons, meals, clubs, events and educational visits. It complements the Supporting Pupils with Medical Conditions, EYFS Illness, First Aid and Educational Visits policies.
   Allergens may occur in food, insect stings, animals, pollen, latex and other materials. Anaphylaxis is a potentially life-threatening reaction. A first reaction may occur without any previous diagnosis. Food intolerance and coeliac disease require appropriate dietary support but are distinct from allergy; coeliac disease is an autoimmune condition.

2. Framework and responsibility
   The policy supports the school’s duties under the Independent School Standards, health and safety and equality legislation and the statutory EYFS framework effective from September 2026. The DfE’s Allergy safety in schools guidance (July 2026) is used as a good-practice reference. Its specific statutory duties currently cover maintained schools, academies and pupil referral units; equivalent independent-school requirements are anticipated through regulatory standards.
   The Principal is the senior leader responsible for allergy safety, including plans, risk assessments, staff training, medication arrangements and incident review. The Proprietor oversees implementation and resources. Responsibilities may be delegated to named staff, with arrangements for absence, but overall responsibility remains with the Principal.

3. Identification and individual support
   Parents provide information before admission about allergies, intolerances, coeliac disease, asthma, previous reactions, medication and relevant clinical advice. They notify the school promptly of changes. The school checks information with parents at least termly and maintains an up-to-date medical register. Staff and visitors are encouraged to disclose allergies relevant to their activities or emergency support.
   An Individual Healthcare Plan (IHP) records additional arrangements required for a pupil whose allergy affects school life or creates a risk of harm. It identifies triggers, precautions, responsible staff, medication location, emergency action and review arrangements. Current clinical Allergy Action Plans and, where relevant, Asthma Action Plans are attached or referenced. Plans are developed with parents, the pupil where appropriate and relevant health professionals, and reviewed annually and after changes or incidents.
   For EYFS children, the school obtains dietary and health information before admission, works with parents and health professionals on allergy action plans and shares the necessary information with all staff involved in care. Suspected allergies are taken seriously: interim precautions and appropriate advice are sought rather than waiting for a formal diagnosis before offering support.

4. Inclusion and awareness
   Pupils receive age-appropriate guidance about allergies, seeking help and avoiding food sharing. Staff promote participation and respond to anxiety sensitively. Teasing, threats or deliberate exposure to allergens are addressed promptly under behaviour and safeguarding arrangements. Individual adjustments avoid unnecessary isolation at mealtimes or exclusion from activities. Parents are not routinely required to accompany visits.

5. Packed lunches and food safety
   Pupils bring packed lunches. Parents provide suitable food for their own child and clearly label lunchboxes and drinks. The Principal agrees any specific restrictions with affected families, informed by the pupil’s plan and clinical advice, and communicates them to the relevant school community. The school maintains allergy awareness and does not guarantee an allergen-free environment.

• Pupils do not share or trade food, drinks, utensils or containers. Staff supervise eating and ensure an affected pupil receives the correct food.

• Hands are washed with soap and water before and after eating; tables, preparation areas and reusable utensils are cleaned appropriately to reduce transfer of allergens.

• Seating and other precautions follow individual risk assessments while supporting social inclusion.

• A designated staff member checks food against EYFS children’s dietary requirements at each meal or snack. EYFS children remain within sight and hearing while eating; a member of staff with a full paediatric first aid certificate should be in the room.
  Food supplied for snacks, celebrations, rewards, cookery or events is checked before use. Staff read current ingredient information each time, including substitutions and precautionary labels, and follow the pupil’s plan rather than assuming previous suitability. Unlabelled or home-made shared food is not given to a pupil with food allergy unless reliable ingredient and preparation information establishes suitability under agreed arrangements. Parents are consulted in advance about celebration food and suitable alternatives.
  Where the school or an external provider supplies food, applicable food information requirements are followed, including information about the 14 regulated allergens and full ingredient and allergen labelling for food prepacked for direct sale where required. These 14 allergens are not an exhaustive list of substances that may cause reactions. Providers must address individual requirements and cross-contact risks; staff do not guess whether a food is safe.

6. Activities, premises and visits
   Staff check materials used in craft, science, cookery and play, including food packaging, play dough and animal feed, against known allergies. Risk assessments consider contact and airborne allergens, insects and animals. Suitable alternatives and proportionate cleaning or environmental precautions enable participation.
   Visit planning covers food, activities, transport, trained supervision, emergency communication and rapid access to medication. Leaders check arrangements directly with venues and food providers. Current action plans and both prescribed adrenaline auto-injectors accompany pupils who require them. Emergency arrangements also cover clubs and events.

7. Prescribed and spare emergency medication
   Parents supply prescribed medication, written permissions and current clinical instructions. A pupil prescribed adrenaline auto-injectors has access to two in-date devices, including during meals, play and visits. Staff know their location and how to bring them immediately to the pupil. Devices are clearly identified, stored according to manufacturer instructions, protected from heat and cold and not locked away. The Principal arranges regular checks of availability and expiry and prompt contact with parents about replacement. Handover arrangements preserve access on the journey home.
   The school has obtained school-owned spare adrenaline auto-injectors, taking account of current guidance and clinical or pharmacy advice. Once received, a named member of staff – currently Mrs Gray – manages appropriate doses, paired storage, a clearly identified accessible location, monthly stock and expiry checks, prompt replacement and safe disposal. Locations and responsible staff are recorded in the school’s emergency arrangements and communicated to all relevant staff. Spare devices supplement pupils’ prescribed devices.
   For known at-risk pupils, advance medical authorisation and written parental consent for planned use of school spare devices are recorded. In an unforeseen life-threatening emergency, the MHRA’s clarification of Regulation 238 permits use of a school spare auto-injector to save a life, including for someone without a previously known allergy or recorded consent. Emergency action is not delayed to locate consent paperwork.

8. Recognising and responding to reactions
   Staff follow the individual action plan for a mild reaction, observe closely and seek advice if symptoms worsen. Antihistamines do not replace adrenaline for anaphylaxis. Airway swelling, difficulty breathing, wheezing, a hoarse voice, collapse, marked faintness or a pale and floppy child may indicate anaphylaxis; a rash need not be present.
   For suspected anaphylaxis:

• Give an available appropriate adrenaline auto-injector immediately, following its device instructions and the action plan. Send someone to fetch medication and help; do not send the pupil to collect it.

• Call 999 immediately and state “anaphylaxis”. Another adult calls while adrenaline is administered where possible. Do not wait for the call or for parents before giving adrenaline.

• Lie the person flat with legs raised. If breathing is difficult, allow a supported sitting position with legs extended. Do not let them stand or walk, even if they improve.

• If symptoms have not improved after five minutes, give a second auto-injector if available. Record administration times and follow emergency-service instructions.

• Stay with the person, monitor breathing and begin CPR if unresponsive and not breathing normally, following first aid training and the call handler’s instructions. Arrange ambulance access and notify parents as soon as possible.
  An ambulance assessment and hospital treatment are required after suspected anaphylaxis even if symptoms improve. Used devices and the action plan are handed to the ambulance team. Staff follow the pupil’s asthma plan where relevant; an inhaler does not replace adrenaline for suspected anaphylaxis.

9. Training and information
   All pupil-facing staff, including temporary, supply and peripatetic staff and regular volunteers, receive allergy awareness and emergency-response training at induction and at least annually. Training covers prevention, recognising reactions, anaphylaxis and acute asthma, device-specific practical instruction, plans, medication access and reporting. Staff handling food also receive appropriate allergen instruction. Cover staff are briefed before taking responsibility. General first aid training alone does not replace allergy training.
   Health information is held securely under the school’s data protection arrangements and shared with those who need it for safe care, including meal supervisors and visit leaders. Clinical plans are kept current and accessible. Public displays of identifiable medical details are avoided unless necessary and appropriately agreed.

10. Incidents, communication and review
    Staff report reactions, accidental exposures, medication errors and near misses to the Principal immediately, recording circumstances, food or materials involved, symptoms, treatment and times. Parents can report delayed reactions or concerns arising after school. Significant incidents and near misses are reported to parents and the Proprietor. Applicable external reporting duties, including food safety, HSE, safeguarding or EYFS notifications, are checked and fulfilled where required.
    The Principal investigates, reviews plans and controls, and communicates lessons and necessary changes promptly. The approved policy is made available to staff and parents, included in induction and published on the school website. It is reviewed annually and sooner after significant incidents, changed guidance or new regulatory requirements.
    Prepared: September 2026. Proposed next review: September 2027.