Administration and finance

FSM opt-out award FAQs

  • What is the ‘opt-out auto-award’?

    This process identifies and automatically registers entitled early years, primary, and secondary students for free school meals unless families choose not to participate.

    Basis have provided a video explaining the opt-out process and it’s benefits.

  • What happens if a child who is entitled is not auto-enrolled?

    The council will only run the opt-out auto-award process around the agreed checking dates. For any ad hoc, or new joiners without an existing FSM claim, the school needs to follow the usual process with the family and signpost applicants through to the DCC Citizens Portal.

    Any in-year admissions moving within Devon should be included in these checks. If they are not on your FSM list, you can signpost applicants to the Citizens Portal.

  • How many times a year will the council facilitate opt-out auto-award checks in future?

    This process is now a part of our regular practice. As we receive the DWP dataset frequently throughout the year we will share details of newly identified pupils as this is processed, to ensure the best outcomes for schools and families.

    The process will run 4 times per academic year, which will be known as “Auto-Award Waves”:

    Auto-Award timeline per academic year
    Autumn Wave September:

    In time for the October Census
    Winter Wave End November/ Start December:

    In time for the January census considering Christmas closures.
    Spring Wave March:

    In time for the May Census, before the Easter Break.
    Summer Wave June
  • What can schools do to support this?

    Once the list of pupils has been eligibility-checked, we will ask you to send a standardised email to the relevant families. It will provide them with information about the opt-out auto-award process, the benefits it offers, and give them the opportunity to opt out.

    All schools must participate in this exercise to fulfil their legal obligation to register pupils who are entitled to FSM. We will not register any pupil whose family has not had the opportunity to opt out.

    How the Process Will Work 

    • During an Auto-Award Wave, schools will be emailed if any pupils have been identified. This email will include:  
    • An opt-out letter and cover letter for families 
    • Instructions on running the “All Opt-Out Pupils” list in the Provider Portal which is where you will see your pupils identified 
    • As before, we kindly ask that you send the opt-out letter to the families identified in our list. School will have a week to send this before the start of the opt-out period.
    • The opt-out period will be 14 days, and we will inform you of any opt-outs at the end of these periods. 
    • After the opt-out period, Free School Meals can begin for any new pupils identified.  
  • Can parents still apply for free school meals manually if they believe they’re entitled but haven’t been auto enrolled? I.e. will this process replace business as usual?

    The council will only run the opt-out auto-award process around the agreed checking dates.

    For anyone else wishing to make a free school meal application, the school needs to signpost applicants to the Citizen’s Portal, and the Free School Meals team will notify you of any pupils found to be entitled as per the current free school meal process. These children will be added to your entitled list.

  • What happens when a family’s financial circumstances change mid-year?

    If a family’s financial situation changes mid-year and they they haven’t been picked up in our monthly checks, they should make an application for free school meals through the Citizens Portal. This is in line with current processes.

    However, if they don’t make an application, then they should be identified during the next opt-out auto-award check.

    If a pupil with an eligible claim loses entitlement mid-year, they still have their claim protected through transitional protection. Please note that the transitional protection phase will end at the end of the 2025/2026 academic year

  • What training or resources will be provided to schools on the auto-enrolment process?

    Online recourses for schools to access about this process includes:

    ● this FAQ document
    ● a recording of the information sharing sessions

    For each opt-out period, if we identify auto-enrolled pupils, we will provide you with: 

    ●a cover letter from schools for families
    ●an opt-out letter for families

  • What happens if one parent/carer opts-in and the other opts-out?

    If two households are eligible but one parent/carer opts-in and the other opts-out, we will process these on a case-by-case basis and will ask for schools support if required.

  • Will nursery aged children be included in this process?

    If your schools age range includes your early years pupils, and are therefore included on your school roll, then they will be included in the opt-out award process.

    The government advises that children must attended an am and pm session to receive free school meals. We will provide a notice to all school with nursery aged children about this when you receive your opt-out data.

     

     

  • Will children still be recorded as Pupil Premium if the family opts-out?

    No, the child would not be recorded as Pupil Premium.

    If a parent/carer is found as eligible but opts-out of the process, we will not set up the free school meals claim and they will be excluded from any future opt-out checks. If they would like to opt-in in at any point, they can contact us or the school direct about this.

    The family can also still apply as normal through the Citizens Portal if they change their mind in the future. The child/children will then show on your list to be recorded as free school meals and Pupil Premium.