First Aid Policy
Designated first aiders
Antonia Stewart and Caroline Thomas
Applies to
All learners, staff, contractors and visitors during Learning Barn activities
Approved
22 September 2026
Review date
September 2027 or sooner following an incident or material change
Purpose of this policy
This policy sets out how Learning Barn on Manor Farm provides immediate assistance when a learner, employee or visitor is injured or becomes unwell. It covers first-aid responsibilities, equipment, emergency action, recording and review. It should be read with the Health and Safety Policy, risk assessments, safeguarding procedures and individual healthcare plans.
Staff Guidance
Any injury or medical incident more serious than a minor cut or scrape should be immediately reported to Caroline and recorded in the medical log.
1 Policy statement
Learning Barn on Manor Farm will provide first-aid arrangements that are adequate and appropriate for its staff, learners, activities and working farm environment. Arrangements are based on a first-aid needs assessment and take account of animal contact, outdoor areas, uneven ground, tools and practical activity, allergies, known medical needs, the age and needs of learners, staffing, group size, the site layout and access to emergency medical services.
First aid is immediate assistance and does not replace assessment or treatment by a healthcare professional. Staff will act within their training and competence, protect life, prevent deterioration, promote recovery and seek further help when required.
2 First aiders and cover
The designated first aiders are:
• Antonia Stewart
• Caroline Thomas
Current certificate details and expiry dates are maintained separately. The policy owner will ensure that training remains appropriate to the first-aid needs assessment and is renewed when required.
At least one appropriately trained first aider must be available whenever Learning Barn sessions are running. Planned absence must be covered in advance. If suitable cover is not available, a session must not proceed unless arrangements are changed so that the assessed first-aid needs are met.
All staff must know who is acting as the first aider, where first-aid equipment is kept, how to summon help and the site’s emergency access information. A first aider has priority when responding to an incident and may direct other staff to supervise learners, contact families, meet an ambulance or manage animals and access routes.
3 First aid needs assessment
The first-aid needs assessment will consider:
• the hazards identified in farm, animal, classroom and activity risk assessments
• the number, age, communication needs and level of independence of learners
• known health conditions, allergies and individual emergency arrangements
• staff numbers, lone working, breaks, absences and activities away from the main first-aid point
• the distance, terrain and time required to reach different parts of the site
• mobile phone coverage, emergency access and proximity to medical services
• previous accidents, near misses and patterns of minor injury
• the quantity, type and location of first-aid equipment and any additional training required.
The assessment will be reviewed at least annually and after a significant incident, change in activities, change in site arrangements, new medical need or material change in staffing.
4 First aid equipment and information
First-aid kits will be clearly identified, readily accessible to staff and positioned according to the needs assessment. Portable kits will be taken when activities occur away from the main kit or in areas where immediate access would otherwise be delayed.
Kit contents will:
• reflect the assessed risks and be suitable for adults and children using the provision
• include appropriate protective gloves and sterile, individually wrapped items
• be checked regularly and after use
• have used, damaged or expired items replaced promptly
• not contain medication for general use.
Emergency contact details, the full site address, postcode, access instructions and any location reference used to direct emergency services must be displayed or kept with the emergency information and be accessible to staff. Personal medical information will be limited to what staff need to keep the person safe and handled confidentially.
5 Responding to an incident
The first person at the scene should:
• check for immediate danger to themselves, the casualty, other learners and animals
• summon a designated first aider and do not leave a child unsupervised unless essential to obtain urgent help
• call 999 or 112 immediately where the condition is life-threatening or urgent
• follow emergency operator instructions and provide first aid within their competence
• avoid moving the casualty unless there is immediate danger or movement is necessary for lifesaving care
• arrange for another adult to supervise and reassure other learners away from the scene
• keep access clear and send an adult to meet and direct emergency services where possible.
6 When to call emergency services
Emergency services must be called without delay when there is a threat to life, serious injury, severe breathing difficulty, suspected anaphylaxis, unconsciousness, a seizure requiring emergency help, major bleeding, suspected spinal or serious head injury, severe burn, poisoning, crush injury or any other situation in which the first aider considers urgent medical assessment necessary.
A parent or carer will be contacted as soon as practicable, but contacting them must not delay emergency treatment. Where an ambulance is required for a learner, a suitable adult will accompany the learner if permitted and necessary, while appropriate arrangements are maintained for the remaining learners. The parent or carer remains responsible for taking over care as soon as reasonably possible.
7 Farm and animal related incidents
In addition to general first-aid action, staff will:
• make the area safe and secure or remove animals without placing anyone at further risk
• treat bites, scratches, pecks, kicks, crushing injuries and puncture wounds according to training and seek medical advice where needed
• wash contamination from wounds promptly and use suitable protective equipment
• consider tetanus risk and advise the casualty or parent to seek medical advice where appropriate
• treat eye contamination or chemical exposure using the relevant emergency procedure and product safety information
• record the animal, location, activity and circumstances so that welfare and risk controls can be reviewed.
Any animal involved will also be checked and managed in accordance with animal welfare procedures. Human first-aid needs take priority during the immediate emergency, while another competent adult manages the animal if this can be done safely.
8 Infection prevention
• Disposable gloves will be used when contact with blood, vomit or other body fluids is possible.
• Hands will be washed before and after treatment where practicable.
• Cuts on the first aider’s hands will be covered with a waterproof dressing.
• Spillages and contaminated surfaces will be isolated and cleaned using the relevant procedure.
• Used dressings and contaminated waste will be bagged and disposed of safely.
• Reusable equipment will be cleaned or removed from use in accordance with its instructions.
9 Medication and individual medical needs
Parents and carers must provide accurate, current information about relevant health conditions, allergies, emergency medication and changes to treatment. Where a learner requires an individual healthcare or emergency plan, this must be agreed before attendance where reasonably possible and made available to staff who need it.
Prescription or emergency medication will only be stored, supported or administered under the provision’s agreed medication arrangements, with appropriate consent, instructions and staff competence. First-aid kits will not be used to store general medication. In an emergency, staff will follow the individual plan, their training and the instructions of emergency services.
10 Informing parents and carers
Parents or carers will be told about an injury, illness or first aid given to their child as soon as reasonably practicable and no later than collection unless the matter is trivial and local recording arrangements state otherwise. Urgent or significant incidents will be communicated immediately.
Information shared will include what happened, the apparent injury or symptoms, treatment given, whether further medical advice is recommended and any signs to monitor. Staff must avoid offering a diagnosis beyond their competence.
11 Recording accidents and first aid
A record will be made as soon as practicable and will include:
• the person’s name and status as learner, employee or visitor
• date, time and location
• what happened and any relevant circumstances
• the injury, illness or symptoms observed
• first aid or other action taken and by whom
• whether emergency services, medical advice or a parent or carer were contacted
• the outcome, including collection, return to activity or transfer for further care
• the name of the person completing the record.
Records will be factual, legible, confidential and retained in accordance with data-protection and record-retention arrangements. Significant incidents and near misses will be reviewed to identify whether risk assessments, staffing, equipment or practice should change.
12 RIDDOR and other notifications
Antonia Stewart, as policy owner and employer or person in control as applicable, will decide whether an incident is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 and make any required report. Professional advice will be sought where the position is unclear.
Not every accident is reportable. Relevant factors include whether the event arose out of work activity, who was injured, the nature of the injury and what treatment or absence followed. Internal recording and parent notification remain necessary where applicable even when an incident is not reportable to the Health and Safety Executive.
13 Responsibilities
Role
Key responsibilities
Policy owner
Maintain the needs assessment and policy; provide suitable equipment and training; arrange cover; review incidents; complete statutory reporting where required.
Designated first aiders
Respond within their competence; obtain further help; maintain dignity and confidentiality; complete records; report depleted equipment and training needs.
All staff
Know the arrangements; summon help; follow the first aider’s direction; supervise learners; report hazards, incidents and near misses; do not exceed their competence.
Parents and carers
Provide accurate emergency and medical information, supply agreed medication and plans, remain contactable and collect or take over care when requested.
14 Training monitoring and review
First-aid certificates, refresher needs and expiry dates will be monitored. Training must be obtained from a competent provider and match the hazards and people identified in the first-aid needs assessment. Staff may receive additional awareness or competence training for specific medical needs where required.
This policy will be reviewed at least annually, after a serious or recurring incident, when guidance changes or whenever the provision’s activities, staff, site or learner needs change materially.
15 Reference guidance
• Health and Safety Executive, First aid at work and assessment of first-aid needs: www.hse.gov.uk/firstaid
• Department for Education, First aid in schools, early years and further education: www.gov.uk/government/publications/first-aid-in-schools
• Health and Safety Executive, RIDDOR guidance: www.hse.gov.uk/riddor
Guidance checked 22 September 2026.
