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Some of your questions answered over Free School Meals in September 2014

Free school meals – some key questions




From September 2014, all children in reception, year 1 and year 2 in state-funded schools in England will be eligible for free school meals. The Children’s Food Trust answer schools’ pressing questions on how this will affect meal provision

Who should receive a free school meal?
From September 2014, all children in reception, year 1 and year 2 in state‑funded schools in England will be eligible for free school meals. This includes infant pupils in maintained infant and primary schools, free schools, academies, schools for pupils with special educational needs and pupil referral units. Pupils at maintained nursery schools, direct grant nursery schools, independent schools and general hospital schools are not included.
Free school meals will also continue to be available to pupils (including infants) whose parents receive certain benefits and who are registered to receive one. This advice and support is for schools that are getting ready to provide universal free school meals for infants. For information about the existing free school meal provision for older pupils visit the Department for Education website or our website. Free meals will also be extended from September 2014 to disadvantaged students in further education and sixth-form colleges to mirror entitlement in school sixth forms.

Why are free school meals for all infant pupils being introduced?
The government is funding schools in England to provide every child in reception, year 1 and year 2 with a nutritious meal at lunch time. The aim is to improve academic attainment and save families money.
Universal free school meals for primary school pupils were a key recommendation in the School Food Plan
, which was produced independently for the Department for Education.
The School Food Plan presented evidence that universal free school meals leads to positive improvements in health, attainment and social cohesion, and help families with the cost of living.

How do we get started?
You need a plan. Bring together a project team including your business manager, a governor, your school cook, local authority, caterer (if you have one) and at least one parent. Communicate often, and well, with your parents and don’t forget to consult your pupils – their views can be very helpful. Read and digest the School Food Plan, including the Head Teacher’s checklist.

How much money will my school receive to provide free school meals for all infants?
Schools will be allocated a flat rate of
£2.30 per meal taken, based onactual take-up by newly eligible infant pupils, which will be measured in the Schools Census from next year.
For infant pupils who were already registered to claim free school meals, schools will receive whatever your current rate is. The £2.30 flat rate is to pay for the meals of pupils who were not already registered for free school meals.

DfE recognise some smaller schools will face particular challenges. Transitional funding totaling £22.5million will be made available in 2014-15 to small schools, which will be provided before the start of the new academic year.
There is also £150million available for capital funding to help schools purchase kitchen and dining equipment. David Laws, the Schools Minister, has written to Local Authority Directors of Children’s Services with details of how this money should be allocated.

Local Authorities have been asked to prioritise capital expenditure according to their local circumstances. They have been encouraged to consider how this funding could be used to improve school kitchen and dining facilities, and to support creative approaches to meeting the increase in demand for school food.
We know that many Local Authorities are already making contact with their schools, either through their catering teams, or direct to schools that have in-house or other private catering arrangements. We encourage you to make contact with your Local Authority if you have not yet heard from them. Academy trusts can also access capital funding through the Academies Capital Maintenance Fund. There is further information in the Department for Education advice documents.

How will the Pupil Premium be calculated when all infants are receiving a free meal?
From September 2014, there are going to be two types of pupils receiving free meals. All infants will automatically receive free school meals but there will be pupils (including infants) who are eligible for free school meals because their parents receive certain benefits. The parents/carers of disadvantaged pupils should still be encouraged to sign up for free school meals and complete the paperwork to ensure that the school receives Pupil Premium funding.
Pupil Premium allocations will continue to be calculated using data collected during the January census of schools and pupils. The amount a school receives in the financial year 2014 to 2015 will depend on how many eligible pupils are registered for free school meals on the day of the school census. It will not be affected by the introduction of free school meals for all infant school children. Schools must continue to encourage parents of eligible children to register their child for free school meals to ensure your school receives the maximum pupil premium allocation for that year.
For the financial year 2015 to 2016, the same criteria currently used to assess FSM eligibility (i.e. receipt of qualifying benefits) will continue to be used to assess whether a pupil qualifies for the pupil premium (£1,300 per child at present). Data on FSM-eligible pupils will continue to be collected by the department annually, through the School Census (for mainstream settings) and the Alternative Provision census (for non-mainstream settings).

Do schools have to provide free school meals for all infants?
Yes. This is now a legal requirement and there will be an amendment to the Children and Families Bill, which is currently before Parliament, to place a legal duty on primary schools to offer free meals to all pupils in reception, year 1 and year 2 from this September. The legislation will also include a power to extend the policy to additional year groups in future. Existing entitlements to free school meals for disadvantaged pupils in nursery classes and at key stages 2-4 will continue as now.

How can I find out how many meals we’ll have to provide from September?
The simplest thing to do is ask parents of Reception and Year 1 pupils if they plan to switch to school meals from September (when they will become Year 1 and 2 pupils). This can be done by using a simple form with a tick box to indicate interest. This will help you to understand if your school meal numbers will increase and help you to plan. You can do the same when parents of new Reception pupils come to school for information evenings.

How do I know how many staff I will need when school meal numbers increase?
For catering staff, you can estimate that each cook can produce around ten meals per hour, but the best thing to do would to talk to your school cook or catering provider and ask them how many staff they will need, once you’ve found out how many parents plan to take up the offer of free school meals for infants.
You can also use this to work out the number of lunchtime supervisors and support staff such as teachers you’ll need to cover meal times.

How do I let parents know that school meals are free for all infants?
The simplest thing to do would be to send a letter to parents and let them know. You can include information in newsletters, on your school website, through text messaging, notice boards or any other ways that you usually communicate with parents. It’s a good idea to also provide them with a simple form to let you know if they plan to take up the offer of a free school meal, which can help you plan and manage the increase in school meal numbers.

The Department for Education, Children’s Food Trust and other organisations will also be promoting the free school meals for infants in the media and on websites and other communications.

How can I get pupils and parents involved in planning for free school meals for infants?
Some families will be aware of the plan from news reports, but will be keen to hear how it’s going to work in your school, others might not know anything about it. A few lines in your newsletter or on your website, explaining that you’re working up your plan and will keep them updated, will reassure them. Get a group of parents and pupils together who can be a school food focus group in the coming year – they’ll be a great source of feedback and ideas. Find out what your current customers think (children and parents) and act on their feedback. A simple survey of pupils can shed light on all sorts of issues – tackle them now and you’ll be streets ahead for next year.

The Children’s Food Trust Learning Network has an online training course to help primary schools involve parents and pupils in school food, which is full of tips and resources. 

How can we manage the increased number of children eating school meals?
Look at the space in your dining room. Could you accommodate lots more children having school meals? Are there ways you could make space? Could you change the layout of your tables and chairs to make things flow better? Will you need to make lunchtime longer? Will you need to think about staggering lunchtimes for different year groups?

Reducing the size of your menu can really help when you’re serving lots of children – find out how your pupils would feel about having fewer choices.

Will children still be able to bring in a packed lunch if they wish to?
As a head teacher, you have the power to decide whether you want to allow pupils to bring in a packed lunch instead of taking up their free school meal. We would recommend introducing a healthy packed lunch policy for those who do continue to do so and for older pupils who choose to bring in a packed lunch

Is there funding available to help my school build the facilities needed to provide free school meals for all infants?
The Department for Education has made £150 million capital funding available to support the universal infant free school meals entitlement in the 2014 to 2015 financial year. You can find out how much funding is available in your area here. Contact your local authority to find out how to apply for this funding.

My school doesn’t have a kitchen or has inadequate kitchen facilities, what can I do?
There are several options open to schools including: applying for capital funding; siting a ‘pod’ (mobile kitchen) on site if there is space; bringing in food from a hub kitchen; or as a last resort bringing cold food items that meet the standards for school food.

How do we cater for children with allergies or special dietary requirements?
School lunch menus are designed for the majority of the school population, so some pupils with special dietary needs may need to be catered for individually. It is up to the school to decide whether this is feasible, although every effort should be made to cater for all pupils’ needs. Schools are not required by law to cater for children with special dietary needs but they are encouraged to do so.
We would recommend that schools develop a policy and procedure to ensure that a request for a special diet is handled in an efficient and appropriate way. It is good practice for these requirements to be written into any contracts that are developed with caterers. Catering providers and local authorities may already have policies and procedures in place.

Is the free school meal required to be a hot meal?
The legal requirement on schools is to provide a lunchtime meal that meets the school food standards, where they apply. It is important that all meals meet these standards and a cold meal is very unlikely to do. It is expected that pupils will routinely be offered a hot meal option.
The standards apply to all LA maintained schools. Academies set up between 2008 and 2010 are required to comply with the existing regulations. Academies and free schools set up after 2010 are currently exempt. The government will be introducing a requirement for new academies to comply with the school food standards regulations through their funding agreements. As part of the work to implement the School Food Plan, schools that do not have to comply with the regulations are being asked to make a voluntary commitment to do so. 
If having explored all options a school finds that it is impossible to provide hot meals for a period of time then they will need to explain the reasons for this to pupils and parents.

Why has a meal price of £2.30 been chosen? 
The Children’s Food Trust’s most recent survey estimate of £2.30 for a primary school meal has been used. This is the best available data, but we know that actual costs vary and in some cases schools will be able to deliver extra meals for less than this.

Can you assume economies of scale? 
The evaluation of the free school meals pilots in Durham and Newham suggested that economies of scale may be generated by an increase in take up, and found that caterers’ prices in the pilot areas did not increase over the course of the pilot while they did elsewhere. The authors of the independent School Food Plan – Henry Dimbleby and John Vincent – estimate that there will be economies of scale as take
up in a school increases. They cite evidence from the Association for Public Service Excellence that there is great variation in productivity in school catering, with gaps in meal production per staff hour that could be closed if take-up increases.

Further information