Back

Manage eligibility for free school meals: using the service

Manage eligibility for free school meals is one of two services replacing the eligibility checking system (ECS). Local authorities can use this new service to:

  • run eligibility checks for free school meals
  • generate reports
  • download an eligibility form for parents
  • view guidance

This guidance explains how to use the new service.

We are still developing this service. Your feedback will help us improve it.

1. How to access the service

Users at local authorities will need a DfE Sign-in account to use this service. If you do not have an account, go to the DfE Sign in page and then:

  • select ‘create a DfE Sign-in account‘
  • enter your details and email address
  • add the verification code
  • create a password (at least 14 characters)
  • request access to your organisation

When you have a DfE Sign-in account and are logged in, you can select the:

  • ‘Request access to a service’ link on the ‘My services’ page
  • organisation you want access to the service for
  • service from the options: 'Manage eligibility for free school meals'
  • sub-service: ‘FSM – Basic Version’

2. Running checks for one parent or guardian

To run a check for one parent or guardian, you’ll need to enter the parent or guardian’s:

  • first name and last name
  • date of birth
  • National Insurance number

Last names must be entered in full and exactly match how they appear on Universal Credit statements. This is because of the way the Department for Work and Pensions authenticate citizens, which requires a full last name, date of birth and National Insurance number for accuracy.

There is guidance within the service if the parent or guardian is an asylum seeker.

The result of the check will tell you whether the children of a parent or guardian are eligible.

A result of ‘may not be eligible’ means that the children of the parent or guardian are not eligible at the time of the check. If the parent or guardian thinks that they are eligible, they can provide supporting evidence for you to review. There is guidance in the service on reviewing supporting evidence.

3. Running a batch check

You can run a batch check to check the eligibility of multiple parents or guardians. To run a batch check you will need to:

  • download the batch check template provided within the service
  • add the details of the parents or guardians you want to check – their last name, date of birth and National Insurance number
  • save the file as a csv
  • upload the file and run the check

When you have run a batch check, you’ll be able to see the status of any checks and download results for completed checks.

There is guidance in the service on batch check results.

4. Generating reports

This section of the service shows reports generated in the last 7 days, when the report was generated and who generated it.

Each individual report includes the:

  • number of checks completed between the specified dates
  • parent details
  • date the check was completed
  • check type
  • person who ran the check
  • outcome of the check

You can download reports as csv files.

To generate a report showing the checks carried out using this service and the outcome of each check, you need to:

  • enter start and end dates as the date range for the report
  • select the check type – batch, individual or all

5. Viewing guidance

Within the service you can read guidance on:

  • completing checks when the parent or guardian is an asylum seeker
  • how to review evidence that has been provided by an asylum seeker
  • running a batch check
  • reviewing supporting evidence provided by a parent or guardian

6. Downloading a free school meals form

There is a form you can download within the service. This is for the parents to complete if you do not have their details before checking free school meal entitlement online.