Pupil Asset: How do I record or change a pupil's Free School Meal allocation?

Pupil Asset

Overview

This article explains how to add a new Free School Meal instance for a pupil, and how to update a pupil's Free School Meal entitlement category when it changes. 

Free School Meal (FSM) eligibility in Pupil Asset is recorded against one of three categories following DfE changes to FSM eligibility taking effect from the 2026 / 2027 academic year:

  1. Targeted FSM. This is the existing (old) income-based entitlement. This covers pupils in households receiving Universal Credit with annual household earnings of £7,400 or less. Targeted FSM counts towards Pupil Premium and Ever 6 funding.
  2. Expanded FSM. This is a new DfE category. This covers pupils who do not meet the Targeted threshold but whose households still receive Universal Credit. Expanded FSM is a meals-only entitlement and does not count towards Pupil Premium or Ever 6.
  3. Other FSM. This is used to record locally funded free meal provision that falls outside the Targeted and Expanded criteria, for example a scheme funded by your local authority. Other FSM does not count towards Pupil Premium or Ever 6.

Any existing Free School Meal records that have been entered into Pupil Asset before 1st June 2026 have been automatically converted to the Targeted category. You do not need to update these yourself.

Prerequisites

  • You must have the appropriate edit permissions to make the change. 
  • You must have checked pupil eligibility for Free School Meals using the DfE's Free School Meals eligibility checking service. Eligibility should be checked as soon as possible from 1 June each year, ahead of the new academic year. 

Record a new Free School Meal instance

Follow these steps to add Free School Meal eligibility to a pupil's profile:

  1. Select Edit:

  2. Go to the Pupil Premium area and select to expand the accordion:

  3. To add a new FSM instance, select FSM history:

  4. Under <New Entry>add the FSM Category:

    1. Select the appropriate FSM Category for your country from Targeted FSM, Expanded FSM, or Other.
    2. Select a Start Date.
    3. Select Save.

  5. Optionally, complete the other FSM details:

    1. Enter the FSM Eligibility Verification Date. This is the date you checked the pupil's eligibility using the DfE's Free School Meals eligibility checking service.
    2. Enter the FSM Review Date. This should be one year after the FSM Eligibility Verification Date.
  6. Select Save to save the entry.

Update a pupil's category when it changes

If a pupil's Free School Meal category changes, add an End Date to the existing FSM Category in the Free School Meals History, then add the new FSM Category as follows from within the pupil's profile

 Select Edit:

  1. Select Edit:

  2. Go to the Pupil Premium area and select to expand the accordion:

  3. To view the pupil's Free School Meals history, select FSM history:

  4. The current FSM Category will be listed without an End Date. Select an End Date:

  5. Once an End Date has been added to the latest FSM Category, under <New Entry> set up the new FSM Category:

    1. Select the appropriate new FSM Category, for your country from Targeted FSM, Expanded FSM, or Other.
    2. Enter the new Start Date.
    3. Select Save.

  6. Optionally, complete the other FSM details:

    1. Enter the FSM Eligibility Verification Date. This is the date you checked the pupil's eligibility using the DfE's Free School Meals eligibility checking service.
    2. Enter the FSM Review Date. This should be one year after the FSM Eligibility Verification Date.
  7. Select Save to save your update.

Tips and best practices

  1. The DfE requires schools to verify Free School Meal eligibility from 1 June each year, and to review it annually after that.

Related information

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