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Chapter Four: The Registration Process

Registering applicants who are entitled for free school meals is undertaken within each local authority, although each has developed its own registration processes and there is no 'set' format which they have to follow. As such, registration processes undertaken across Scotland are varied. This chapter examines the current processes of registration for new applicants, the provision of evidence to support an application, the timings in relation to how often registration/re-registration takes place and whether local authorities combine applications for free school meals with any other available benefits such as school clothing grants.

4.1 How to obtain application forms

From the desk research, it was possible to identify some measures in place for registering those eligible for free school meals. Six local authorities had no information on their website covering the process for registering new children who are entitled for free school meals.

From the interviews, however, it was possible to gain a greater understanding of registration processes that new applicants have to undergo.

Across all the local authorities, application forms for free school meals can be collected from local authority offices. Some local authorities will only have application forms available in their main office, whereas others may have application forms available at a number of regional council offices. One respondent noted that they had recently introduced a system whereby information on free school meals is available from all council offices and this had been introduced in order to avoid the necessity of some applicants having to travel too far to register.

Additionally, across all 32 local authorities, forms will be posted out to potential applicants if they have requested them over the telephone.

Within 24 local authorities, it is possible for applicants to collect forms from schools. From these 24, around half of the schools will send out application forms along with other information sent out to parents at the beginning of a new school year. Both the roles which schools play and the information campaign(s) undertaken are discussed in chapter 6 of this report.

As has already been noted, information provided by local authority websites on free school meals and the extent of information provided varied enormously. Of those providing relatively extensive information on free school meals from their website, 17 local authorities have an application form for registration that is downloadable. In only two instances, the application form could be completed on-line. Most of those local authorities that do not currently have an application form online, mentioned that this would be introduced in the near future. From those that did not have an application form for registering eligible pupils on-line, it was felt in a handful of cases that the majority of parents/carers would find it easier to collect a form in hard copy as they often do not have access to the internet or may not be computer literate. Most of our respondents agreed that potential applicants should have an option to obtain information online or in hard copy.

Furthermore, in 5 local authorities, application forms can be obtained from other council run buildings such as libraries, swimming pools, leisure centres and job centres for example. It was hoped that this would increase opportunities for applicants to have access to the forms and thereby increase the numbers of those applying for free school meals.

4.2 The registration process

From both the desk research and qualitative phases of this study it was determined that once an application form has been provided, responsibility is placed on the applicant to fill out the form and return it for processing. Once again, our findings demonstrate that there are a variety of ways in which local authorities expect and offer application forms to be returned. Where application forms are available via schools, they may also be returned to the school for sending off to their local authority for processing. Across most local authorities, completed forms could also be returned to any local council offices or to council headquarters.

Across all the respondents participating in this study, once an application form is received by the local authority, it is a relatively quick process to set up free school meals for each applicant and these will generally start within one working day. So, an application on a Monday that is backed up by appropriate evidence to support eligibility can result in free school meals being available from Tuesday.

From telephone interviews it was established that in instances where free school meals do not start immediately, it is generally because of incorrectly completed application forms or a lack of evidence to support an application. In some instances, local authority staff may require a meeting to be set up with the applicant or for more evidence to be submitted and this will serve to extend the registration process. As soon as eligibility is confirmed then the benefit can be awarded.

Once an application is processed by the local authority, they provide the relevant school with details of the name of the applicant.

The findings of the interviews show that the length of time taken to process the registering or re-registering of applicants varies not only between authorities but sometimes within each authority. Each application has to be treated individually and it is common practice for some to take far more time to process and grant than others (generally due to a lack of supporting evidence to prove eligibility).

However, because it is children who benefit from school meals, most local authority staff noted the importance of a quick system to process applications. One respondent noted that, for some children in their area, a free school meal may be the most important meal of the day. In line with current policy on healthy eating in schools, it is perceived to be important to ensure that those entitled to free school meals can achieve this with the minimum possible delay.

4.3 Frequency of registration

Having examined the processes which local authorities employ for registering new applicants for free school meals, it is important to now understand the frequency with which registration takes place.

From both the desk research and interviews it emerged that across all local authorities, initial registration for a new applicant can take place at any time throughout the year. There are however, cut off dates in a very small number of local authorities. For example, one local authority does not accept any new applications after the end of May for the remainder of that school year. So applying in June will mean that the applicant has to wait until the start of the new school year in August before the benefit is awarded.

In contrast, in all other local authorities, an application for free school meals could be made up to two days before the end of the school year in June.

"There really isn't a cut off period, because what we do when anybody applies at whatever stage of the academic year, is that applicants will still get their benefit to the end of the academic year anyway."

"We will do a mail drop on the ones that we know about as of 5 June or the beginning of June. We'll make a determination for free school meals all the way up to the last day. So if we find a family, for whatever reason, that's entitled to free school meals and they've just come online or onstream or whatever, then we will arrange for them, or their kids or the pupils to get school meals all the way up to the last day. I've seen us, in the last week where, someone's transferred their kids or they've moved school or something like that. It doesn't happen very often, but we would look at the free school meal aspect virtually every single day. We wouldn't pay a clothing grant in the last six weeks of an academic year though but free school meals yes - any time."

Throughout discussions, it became apparent that most local authorities register applicants once a year, although many had only recently changed to an annual registration process. This change had come about primarily as it was felt in many authorities that this would help increase uptake of free school meals and reduce the amount of work an applicant had to do. It also saves local authority staff time in processing applications. That said, it is possible to apply for free school meals throughout the academic year. While most local authorities carried out registration once a year, 6 local authorities only granted free school meals for a period of 6 months at a time, 1 local authority required termly applications and another required applications 4 times per year.

In all instances, application forms also require those applying for free school meals to inform the local council of any changes in their circumstances.

"If they actually have any change in their circumstances it is emphasised that they should inform us of any changes. So the onus is on the applicant to inform us of any changes. We don't do any specific checks to check their criteria throughout the year."

4.4 The re-registration process

An equally important process all local authorities undertake is re-registration of those already in receipt of free school meals and the process for this was slightly different across a number of local authorities.

Overall, the telephone interviews confirmed that some form of annual re-registration is necessary across all 32 local authorities. This is due to the fact that the income threshold of Child Tax Credit claimants changes on an annual basis and applicants' personal circumstances may change. Therefore, there is a need for a system that can verify eligibility for free school meals on an ongoing basis. From discussions with local authority representatives there is a feeling that the process of re-registration does not affect the numbers of those registering.

In almost all the local authorities, a reminder letter will automatically be sent out to all individuals in receipt of free school meals, and this generally happens towards the end of each school year in late May or June. In a minority of local authorities there is no practice in place to pro-actively follow up on those due to re-register.

"…at the moment about 70-80 percent of our clientele are previous clients and because of that we would automatically send them out an application form every year with a free post return envelope."

Within the majority of local authorities it was mentioned that the busiest times of year tend to be from June through the summer months until applications settle down again after the start of the new term in August. One reason for this was suggested to be related to the influence of clothing grant applications on application for free school meals:

"The application forms (although combined) for the school clothing grant go out now (beginning of June), so that we can have them processed for the start of the new school session. But you can apply for free school meals at any time of the year or if your circumstances change."

4.5 Evidence in support of applications

Across all local authorities the provision of some form of evidence was compulsory. Findings from the desk research showed that 18 of the local authorities had information on their websites informing potential applicants what evidence would be required and what form this evidence should take. For both initial registration and re-registration, evidence was required.

"If they think they are entitled through the advertising of the information at the school service point, then the applications come in and we double check the information, the criteria and we ask them to supply us with a current letter or tax credit award letter or immigration form. When we do that double check we then write to the parent or carer and tell them they are eligible and they can receive free school meals straight away and that a clothing grant cheque would be forwarded on to them."

The small number of local authorities with access to information via their benefits system do not require applicants to provide evidence of entitlement.

Most local authorities require some form of evidence to prove entitlement. The types of evidence which can be provided include:

• In a number of instances, the DWP/Job Centres can date stamp a letter (confirming receipt of other benefits) proving that the applicant is meeting the necessary criteria;
• A copy of a dated and relevant award letter/tax credit award notice/benefit assessment letter/benefit book and so on are all accepted as proof of evidence, and this is the form of evidence supplied by most applicants;
• In 7 local authorities, there are designated signatories within some schools who have the authority to sign an application. The signature acts as proof that the applicant is receiving the benefit which they need in order for free school meals to be provided;
• In addition to applicants providing proof of eligibility, it is also compulsory within some local authorities to see proof that the child is in attendance at the stated school. In these cases designated signatories within the schools can sign a form to confirm this;
• Furthermore, 3 local authorities require a copy of the birth certificate to prove the date of birth of the child;

"In most cases we ask them to submit their Tax Credit Awards Statement if they still have it and that would tell us straight away if they were eligible. That is one of the difficulties with both meals and clothing - the fact that when they fill out an application they have to submit proof that they are actually in receipt of one of the eligible benefits and it's sometimes difficult for them to provide that proof."

In most cases evidence in support of a claim has to be valid within the last 6 months; in all others, information must be a maximum of 1 year old.

Across all 32 local authorities within Scotland, evidence has to be submitted not only for new applicants but at re-registration as well.

Although all local authorities require to see some form of evidence in support of a claim, the various processes highlighted show the extent to which some local authorities will go to in order to make proving eligibility as simple a process as possible for an applicant. The easiest means of proving evidence is via access to information held on the benefits system, or by a member of job centre staff verifying evidence. A few local authority staff noted that problems can be caused by applicants not retaining award letters and, where proof of entitlement has to be re-provided, this can cause delay in the application process.

4.6 Combining grant applications

Pupils qualifying for free school meals will also qualify for a school clothing grant, although the converse is not true. While many applying for a school clothing allowance will qualify for free school meals, not all will. There are two key differences between these two forms of support. First, local authorities have discretion to set their own local criteria for school clothing allowances (free school meal criteria are set in legislation). Second, the way in which the award is made. Schools will be given information in relation to pupils qualifying for free school meals and the pupil then benefits by being given a free school meal but no money between parent, pupil or local authority changes hands. Parents of pupils entitled to a school clothing grant actually receive a cheque for this, so the monetary value of the entitlement is paid directly to the parent. Some of our respondents felt that this could explain why some parents will apply for school clothing grants but not free school meals and this point will be discussed in chapter 5 of this report.

The desk research showed that 13 local authorities have an application form on their website whereby applicants can apply for both free school meals and a school clothing grant. Seven other local authorities had separate application forms for each (on their websites), and the remaining 12 local authorities had no application forms available on their website for either free school meals or school clothing grants.

Additional information gathered during the interviews with staff who dealt with the registration process for free school meals, was able to fill in the gaps where information could not be sourced from the desk research stage. These findings show that in fact, the practice of combining the application form to include both free school meals and clothing grants, is undertaken by 23 local authorities. Some of those who have a joint application process in place have only recently changed from having separate application processes.

This combination of application forms is generally seen to serve two key points. Firstly, it makes the application process more streamlined and simpler for applicants and for local authority staff dealing with the application process. Secondly, it helps to identify some pupils who may be entitled to free school meals who might otherwise not come forward to apply for them.

"We have a joint application form for school clothing and free school meals so they can be either applying for both or one. That's just started this year - it really cuts down on the administrative side and the number of times the client has to complete a form."

In some instances, local discretion for school clothing allowances has been changed so that the same criteria will apply for both forms of support. This will then enable those who have only applied for clothing grants to be awarded/offered free school meals as it is known that they meet the necessary criteria.

For local authority staff, the key benefit is that they are providing a better service to their customer base.

In some instances, local authority staff noted that having a combined application form has helped lead to an increase in the number of people applying for, and taking up, free school meals.

Where the practice within authorities is to separate applications for free school meals and school clothing grants, a number of reasons are cited:

• Differences in the eligibility criteria;
• Confusion for potential applicants;
• Re-registration timescales are different for each form of support;
• Different departments within an authority dealing with either free school meal applications or clothing grant applications.

In summary, there are a variety of ways in which potential applicants can obtain application forms and return these, and it was felt to be important that a range of options are offered to potential applicants.

Assuming that the required evidence is provided, most applications will be processed quickly and at any time during the school year. Thereafter, re-registration occurs on an annual basis for most local authorities. Some form of evidence is compulsory with all new registrations and re-registrations.

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