Online Free School Meals Schools Back Office Guide

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1 Online Free School Meals Schools Back Office Guide *** Please note that the following slides have been taken from a demonstration system and are not reflective of your school or student information *** Notification Whenever a new application is made, a school will receive a daily for all new eligible students. To view the details of an applicant, schools are required to log into the Online Free School Meals system. Fig. 1 Log On Begin by clicking on the link provided to your school. Enter your assigned Username and then Password. Please note, if this is the first time you are logging into the system, be sure to update your password for security purposes. If you have forgotten your username or password, click on the link underneath the password box. You will be prompted to type in your username or address. Enter the necessary information and you will receive an providing your username or instructions to reset your password. At any stage you can select the Help link in top right corner of the page for further information.

2 Fig. 2 School Information Upon logging in successfully you will be presented with the School Information Page. On this page you will be presented with; School Name School URN Number Whether the school is approved for the Eligibility Checking Service Notifications Status A list of assigned users to use the system it is possible to add additional users by selecting the Add User button underneath the list of current users. School Information It is possible to amend this section by selecting the amend button and updating information as appropriate.

3 Fig. 3 - Eligibility To find a list of students that have applied for Free School Meals you will need to select the Eligibility tab. This tab provides information regarding the students who have applied for meals online and whether or not they have been successful. It is on this page where you will find student details for new applications. You will be notified of new applications via , once a day. The order criteria may be changed by clicking on the appropriate column heading (Last Name, First Name, DOB, Gender, Reference, Current Status, Since, Last Checked). Clicking on the Reference number for a student will bring up the detailed information about the application see Fig.8. For further information on the status of applications, please see Fig. 9.

4 Fig. 4 Saved Not Found This page shows applications that have been submitted (and have been checked for eligibility for 30 days following the initial application) but the Eligibility Checking Service (ECS) never returned a Found and Eligible. i.e not eligible based on the data provided online. If a parent provides physical evidence regarding a claim the evidence needs to be forwarded to the Free School Meals team at St Peters House. This can be scanned and sent via to freeschoolmeals@kent.gov.uk

5 Fig. 5 - Changes The Changes tab provides an audit trail of any changes made to student records within the system. Fig. 6 Changes Day by Day

6 The Day by Day page provides a view of activity on the system, broken down by day Fig. 7 Search Applications

7 Fig. 7 shows the Search menu view. By clicking on any of the highlighted links in the Criteria Search box, you are able to search by that criteria (Current status, grouped status, name, NINO, NASS, postcode, , child name or DOB). Alternatively you can Search by Reference if you have it to hand. Fig. 8 Student Details

8 By clicking on a student reference number you are able to view their application details. This include details of when their application was submitted, DOB, guardian details (including address and contact) and their current status. If for any reason any of the information on this page needs to be amended, please contact the Free School Meals team on Fig. 9 Application Status Break Down

9 List of possible statuses an application can have; 1. Eligible (ECS) Applicant has applied and is deemed eligible for Free School Meals 2. Eligible (LA) Applicant has been deemed eligible to receive Free School Meals by Local Authority 3. Pending (Service Down) Applicant has applied for Free School Meals and is awaiting an outcome because the OFSM service is down. 4. Pending (Saved Not Found) Applicant has applied for Free School Meals but has not been found to be eligible by Eligibility Checking Service (ECS). The OFSM system will then check for eligibility for the next 30 days. 5. Pending (ECS Not Found) Application is currently in the 30 day checking process and eligibility has yet to be found by system. 6. Not Found (ECS Checked) Applicant details have been checked for 30 days since initial application made with Eligibility not confirmed. Not eligible for Free School Meals unless physical evidence can be provided. 7. Not Found (LA Checked) ECS has not confirmed Eligibility by review date set on the system. 8. Inactive (Withdrawn) Applications which has been withdrawn. 9. Inactive (Withdrawn by School/LA) At any time, the school or the LA may change the status to 'Inactive (Withdrawn)' because of a fraudulent application, or duplicate, etc.