Free School Meals Parent/Carer User Guide
Contents
1. would like to receive an email with the link _Save Figure 9 The applicant will be asked to supply a password and if they wish to be emailed the link an email address and a check box to confirm this After clicking Save Figure 10 below will appear Your application reference is The reference can be used for any other communication with the school about Free School Meals and to re apphy later You may contact the school using the following details Address You may print your application You can make an application for another child Application Reference Parent Carer Date of Birth National Insurance Number Email An small has besen sant tals amal adress Address Child in benefit Date of birth Gender Parent Carer s relationship School fa Go back to homepage Figure 10 162. Accurate information In some circumstances the data used to for the eligibility check may not be up to date due to the inherent time it takes for the other Govemment Departments to process benefit claims If you have entered all Information comecthy and believe that your chiki should be eligible for Free School Meals you should contact the school named in the application with the appropriate documentary evidence of benefit and they will be able to confinm your eligibility status wi Go beck to homepage Figure 7 The ECS has NOT found data that would confirm that the applicant is eligible to claim for free school meals for their child The application will be held by the school for further checking if eligibility systems are updated The applicant should make a note of the application reference and if they wish to dispute this outcome they should contact their child school as appropriate When contacting schools applicants should quote the reference number given and present original copies of any supporting evidence If the school having seen the physical evidence agree that the application should be deemed eligible they will be able to process this and confirm eligibility 14 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT ECS Return Service Down Figure 8 shows the screen which will appear if the ECS has returned a fNot Foundo result If the ECS is unavailable at the time of submission the f
3. LINKeICT Link2ICT Free School Meals Eligibility Checking Service Parent Carer User Guide LINKeICT Link2ICT Free School Meals Eligibility Checking Service Parent Carer User Guide Contents Jud CNN o RE 3 HOME te EE 4 Legal EG ea ION eissidas aA aaa 5 Application EREN deeg eeneg 6 VU SURO NN EE 10 Application Submission EE 12 EGS Renn e ue E 13 EGS ROM INO FOUNO DEE 14 ECS Return Service DoOWn aaaanannaaannaanavnnanunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnuna 15 Resume Later Save aaaaaaaaaanaanaannnngannnannnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnunnnnnnnnnnnna 16 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Introduction This guide is designed for parent carers to assist with the online application form to apply for Free School Meal eligibility The application form is split into a series of pages Each of these pages represents a specific area of related data entry e g applicant data child data etc After the home or launch page across the top of each of each page is a series of chevrons indicating progress towards eventual completion These chevrons have self explanatory names Declaration Parent Carer Child Submit s End Data from each completed page will be saved until the applicant decides to either Submit the application Save the application details and to return later or Cancel the application Required fields are indicat
4. Locality Town City Postcode rr One at least of Flat or House NumberName is required Required Figure 3 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT The following lists the data subsections the fields within each subsection and their data requirements Name Title A drop down list is provided which includes all commonly used titles If the applicants preferred title is not is not in the list then rOtheroshould be selected and a further box will appear for free text entry Firstname The full given first name of the applicant should be entered not common contractions Lastname The full legal surname derived from family clan or marital association of the applicant as written should be entered Note As the first three characters of this name will be used as a reference by the Eligibility Checking Service ECS the accuracy of the Lastname field is of critical importance Unique Identification Number One of National Insurance Number also known as NI Number or NINO or National Asylum Support Service reference number also known as NASS number must be provided Note As the National Insurance Number if provided will be used as a reference by the ECS the accuracy of this field is of critical importance Note As the National Asylum Support Service reference number if provided will be used as a reference by the ECS the accuracy of this field is of critical impor
5. 11 digit UK telephone number format which will always start with a leading zero e g 02071835700 or b standard international telephone number format which will always start with a plus sign e g 442071835700 It does not matter if applicants introduce spaces into the number After the email and telephone data entry boxes there is a tick box which allows the applicant to select Email as the primary communication channel Below the tick box is a link which when clicked explains some of the advantages of selecting the electronic communication option Address Information Postcode validation is supplied via Local Land and Property Gazetteer LLPG data supplied by BCC Applicants should enter their postcode in the box provided The applicant should select the appropriate address from the list If the postcode is not found the applicant has two options a Ifthe applicant is sure that the postcode entered is correct then it is either not within the LA or is a very recent postcode which has not been included in the LLPG In either of these circumstances the applicant needs to enter the address data manually see below or b The postcode has been entered incorrectly In this circumstance then the postcode should be re entered correctly Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Manual Address Entry lf the applicant does not know his her postcode or the postcode previously entered was not
6. is eligible to claim for free school meals for their child The applicant should make a note of the application reference and the school and the LA will be notified automatically of the outcome A free school meal can be provided for the child as soon as is practicable by the school lf the Parent Carer has another child at the same or another school that is signed up for the Link2ICT FSM Service they can click on the link to make an application for another child This will return the user to the Child Information screen on page 11 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT ECS Return Not Found Figure 7 shows the screen which will appear if the ECS has returned a fNot Foundo result The eligib ity check has not confimmed that the parent carer meets the eligibality criteria It may not mean that the parent carer is not entitled to free school meals for their children Inaccurate information 7 1 Check that the parent carers details are accurate For example a first name rather than a sumame has not been used 2 Check that the parent carers information show the details of person in receipt of the qualifying benefits 3 If there is more than one person in the household in receipt of the qualifying benefits check the eligibility of both Parent Carer Date of Birth National Insurance Number Email Address Child in benefit Date of birth Gender Parent Carers relationship School
7. CS for checking Save and This will save the current data from the application and create a resume later reference so that the application can be resumed in the future Back This will return the applicant to the previous page as indicated by the chevrons across the top of the form Data from this screen will be saved until the form is exited After submission to the ECS there are three possible outcomes Found The ECS has confirmed the eligibility to free school meals Not Found The ECS has not confirmed the eligibility to free school meals Service Down The ECS is unavailable at the current time These outcomes are described in more detail in the next three sections Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT ECS Return Found Figure 6 shows the screen which will appear if the ECS has returned a round result Your application reference is Ss The reference can be used to reapply later and for any other communication with the Local Authority about Free School Meals You may print your application You can make an application for another child The chte school will be notified as soon as possible Application Reference Parent Carer Date of Birth National Insurance Number Email A STA har been ser io tals STA adores Address Child in benefit Date of birth Gender Parent Carer s relationship School E Go back to homepage Figure 6 This confirms that the applicant
8. c character and 9 is a numeric character At the end of this page there are the options to Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Save and This will save the applicant current data and move to the next Continue page of the form Save and This will save the applicant current data and create a reference resume later so that he she can resume their application later See below for resumption of application Back This will return the applicant to the legal declaration page as indicated by the chevrons across the top of the screen Data from this screen will be saved until the form is exited Child s Information Figure 4 shows the data input page for information about the child that the application will affect in relation to the receipt of free school meals Child s name Firstname Lastname Child s details P Select Date of birth DDMMAY r Gender School Choose a school Statement confirm that hawe parental responsible for the child and that the child lives with me OR confirm that have completed this application on behalf of the parent carer with his her full knowledge or have the legal status to do so confirm that the parent carer for whom have given details has parental responsible for the child and that the child les with the parent carer Save and continue Save and resume later Back Figure 4 The following lists the fields and th
9. child and that the s child lives with the parent carer One of these options must be selected to proceed At the bottom of the page there are the options for continuation indicated by buttons as follows Save and This will save the current data from the application and move to the Continue next page of the form Submit Application Save and This will save the current data from the application and create a resume later reference so that the application can be resumed in the future See below for resumption of application Back This will return the applicant to the previous page as indicated by the chevrons across the top of the form Data from this screen will be saved until the form is exited Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Application Submission Figure 5 shows the submit application page After you click the Submit button we will check your eligibility This process may take a few Seconds Check all the details below and submit Parent Carer Date of Birth National Insurance Number Email Address Child in benefit Date of birth Gender Parent Carer s relationship FER EN E Ss j Ss S _Back Save and resume later Figure 5 This page is a review of the data that has been captured on the previous pages At the bottom of the page there are 3 options SUBMIT This will save the current data from the application and submit it to the E
10. ed by an asterisk after the subsection heading The form may be filled in with the Parent Carer authorisation by a member of school staff and if this is the case please note that the values entered should be for the applicant and not the proxy Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Home Page The Home Page is accessible from any browser at www link2ict org tsm The page that will be seen by the applicant will appear similar to Figure 1 below You will need to make a new application for each child but your information will be remembered to help you to complete multiple applications quickly You may apply for eligibility on behalf of a parent carer if you have permission to do so and their details New application Use this button if you are making a new claim for Free School Meals Star Former application Use this button if you have a reference number and wish to continue with this check eligibility status un apply re apply You will need your application reference and your date of birth and Application Reference Date of birth DOMM Y YY Figure 1 This page gives the applicant the option to start a New application or open a previously completed one Former application New Application To start a new application press the Start button Former Application To continue with a previously saved application the applicant will require the 6 character application ref
11. eir data requirements Child s Name Firstname The full given first name of the child should be entered not common contractions Lastname The full legal surname derived from family clan or marital association of the child as written should be entered Child s Details 10 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Date of Birth In the format DD MM YYYY This field is validated against calendar values Gender The sex of the child Male or Female School A pre defined drop down list is provided This list includes all schools which have signed up to use the FSM service The school that the child attends should be selected this will be the school where the free school meal will be provided if eligibility is confirmed If the school your child attends is not in the list please contact the school and they will be able to advise what the problem is If this is the case unfortunately all previously entered data will be deleted Statement The statement consists of two options one of which must be selected to confirm the applicant has the legal right to make the application These options indicated by radio buttons are confirm that have parental responsibility for the child and that the child lives with me OR g his her full knowledge or have the legal status to do so confirm that the parent carer s for whom have given details has parental responsibility for the
12. erence number previously provided by the system and the applicant date of birth as previously entered on that application This option will be given for ALL submitted applications regardless of the outcome Note this is different to a save and resume later option for incomplete applications Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Legal Declaration The Legal Declaration page will appear similar to Figure 2 below 1 Declaration 2 ParentiCarer 3 Child A Submit lam in the receipt and can provide the relevant proof of one of the following benefits e Income Support e Income Based Jobseekers Allowance Child Tax Credit not including Working Tax Credit e Guaranteed Element of State Pension Credit e Asylum Seekers e An Income related Employment and Support Allowance l agree that you will use the information provided to process my claim for free school meals and will contact other sources as allowed by law to verify my initial and ongoing entitlement agree that the information may be used to ensure accuracy of records across the local authority and the check against fraud l agree that you can inform the school s attended by my child of their initial and ongoing entitlement to free school meals lunderstand that my application will need to be renewed at the end of the academic year You may be aware of our Privacy Policy and our Fair Processing Notice Yes continue Pi Go back t
13. found then the address needs to be entered manually To do this the applicant should click the tick box titled Manual Address Data The following information should be provided At least one or both of Flat Number Name and House Number Name Flat Number Nameocan be any smaller part of a building including an apartment or room in a hostel To avoid confusion the full text should be entered e g Ground Floor Flatg Flat 1 FRoom 101 etc House Number Nameocan include both a number and a name e g Mose Cottage 10 For residents of high rise blocks the name of the particular block should be entered here not in Flat Number Namea e g Washington Housed Street Name A Street Name must be entered E g Orphanage Road Locality This is an optional field which may contain extra details such as district or parish area information or if the postal town is provided see below the name of the town or settlement E g Erdington Town City The Town City of the address must be entered This may be the town or city that is commonly understood in the area or the official postal town as defined by the Royal Mail e g Birmingham Postcode The postcode if known should be provided for those applicants where the postcode was not found or who reside outside of the LA area The following validation will be applied In general the format is one of A9 9AA A99 9AA AYA 9AA AA9 9AA AA99 9AA or AAQA 9AA where A is an alphabeti
14. o homepage Figure 2 This page contains the detail of the information that is required for the completion of the application and information about the process security and accuracy of the claim The page also provides a hyperlinks to our Privacy Policy The applicant should press the Yes Continue button to confirm agreement with this declaration and proceed with the application If an applicant is unwilling to do this then the application cannot proceed Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Application Information Figure 3 below shows the Parent Carer data entry page 1 Declaration 2 Parent Carer 3 Child 4 Submit The system will cesse to work if no response or activity is detected for a 40 minute period If this happens anything you have not saved will be lost Unique Identification Number OR National Insurance Number National Asylum Support Service reference number Personal information Faber Date of birth DO MHI YV YY Relationship to the child Contact information Email Telephone Landline Telephone Mobile Yes would like email to be my primary communication channel for free school meal entitlement Why use electronic communication 7 Address information Enter a postcode i Addresses Use the postcode lookup above EZ P Manual Address Data e Flat Number Name es List of demonstration postcodes House Number Name Street Hame
15. ollowing screen will appear The eligibility check cannot not be done because the service is down Butyour application has been saved and the eligibility check willbe done as soon as possible Please note the reference of the application ms The reference can also be used to re apply later or for any other communication with the Local Authority about Free School Meals You may print your application You can make an application for another child Application Reference Parent Carer Date of Birth National Insurance Number Telephone Address Child in benefit Date of birth Gender Parent Carers relationship Figure 8 The ECS may not be functioning due to essential maintenance being carried out If this screen appears the applicant should take a note of the application reference number Applications will be automatically resubmitted when the ECS becomes available and the Parent Carer and school informed of the outcome 15 Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT Resume Later Save Figure 9 shows the screen which will appear if the ECS has returned a fNot Foundo result H at any point during the application the applicant selects to Save and resume laterothen the following will appear G0 back to form A link will be given to you Along with your password you will be able to use this link anytime whithin the next T days Password View Password Password Email
16. tance Personal Information The following items are required Date of Birth In the format DD MM CCYY where DD Two digit Day with a leading zero where appropriate MM Two digit Month with a leading zero where appropriate CC Two digit Century for current applicants should be 19 YY Two digit Year with a leading zero where appropriate For example the QueenG birthday would be 21 04 1926 This field is validated against calendar values Link2ICT Free School Meals Eligibility Checking Service User Guide LINKeICT A drop down list is provided listing the government approved list of Relationship to relationships There is an Other Contactooption but no the child supplementary box will appear if this value is selected Contact Information Email Email addresses are checked against the standard email address format i e local part domain name Telephone The telephone number may be entered in either of two formats Landline a standard 11 digit UK telephone number format which will always start with a leading zero e g 02071835700 or b standard international telephone number format which will always start with a plus sign e g 442071835700 As the system does not use this number in any automated process it does not matter if applicants introduce spaces into the number and if the system stores the numbers in this way Telephone The telephone number may be entered in either of two formats Mobile a standard
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