Help

Step 1: Register with the School Food Checklist

Before you can begin evaluating your school food provision, you will need to register your details on the website.

By registering, you will be able to log-in using any computer and access checklists you have created for previous weeks.

Choosing a username and password means your details, checklists and evaluations will remain secure.

To create an account, simply complete the Registration form by clicking on Get started (Register/Log in) button

You will be sent an e-mail confirming your registered details.

Once you have registered you will be taken to the first page of the checklist process. On future visits to the website, and to return to the checklist process, you need to enter your username and password.

If you are checking the provision for more than one school, you will need to create an account for each school. We have recently updated the website to allow users to check the compliance of food provision for multiple schools using a single log-in. If you are checking provision for a school, you will need to enter the school’s Unique Reference Number (URN).

Please note: All school data entered into this website is confidential. Data may be used for reporting purposes, but all data will be aggregated and will not be reported at school level. Individual schools will not be identified.

Step 2: Record what is provided

The majority of food-based standards are measured over one week, so you will have to record what food and drink is provided across all services every day for five consecutive days.

Please note: Some food-based standards apply over the course of two weeks (meat products) or three weeks (oily fish). For feedback on your provision against these food-based standards you will need to enter more than one week’s food provision.

Before you enter your provision online, you need to list all the food and drink provided in each service:

How to record what is provided:

1. If you already have a list of the food and drink provided at each food service use this information to enter the food and drink provided for the service you are checking (e.g. mid-morning break).
   
   Remember: menus may change; check with the person responsible for the food service if ALL the food and drink provided has been accurately recorded on the menu.
2. If you do not have a menu or other list of items that have been provided, you can download and print our handy record sheet to list the food and drink provided. To do this, you need to be logged into the website. You can then click on ‘Print checklist’ and select the appropriate list for the service you are recording (e.g. breakfast, lunch or mid-morning break).
3. For each of five consecutive days, list ALL the food and drink items provided for the service you are checking, on the record sheet. Include everything available (including sandwiches, sauces, condiments, snacks, cakes and biscuits, and drinks etc.).

Please note: for fruit and vegetables, and dishes made with fruits and vegetables, you will need to record the total number of portions available and the estimated average number of children who were eating each day.

Step 3: Enter the information online

• Once you have all the information about the food and drink provided, the number of portions, and the number of pupils (for the lunchtime Checklist only), you can begin to enter it into the online ‘School Food Checklist’.
• You need to be logged-on. If it is your first visit to the Checklist you need to add your school by clicking on the 'Add a school' button and following the instructions. To begin the Checklist, click ‘Add provision’ either click ‘Enter Provision’ or, if the service for which you want to add provision is not enabled, you need to click ‘Add this service’ and follow the instructions.
• Select the food group for which you want to enter information (e.g. Milk and dairy).
• Enter the food and drink which was provided on each day by clicking the respective box. Remember that fruit and vegetable dishes and accompaniments at lunchtime require total number of portions available and estimated numbers of children served.
• Always save your entries by clicking the ‘Save’ button at the bottom of the page and proceed to the next food group. Try to visit all of the food groups – it is likely that you will provide at least one item from each group.

Any questions?

Q. How do I categorise a food or dish that is not listed on the checklist?

A. Ask the catering staff how they would categorise the food or dish and agree on the category that you think best fits the food. The provision tool is still in development, so it would be very helpful if you write down any problems that you have, and what you have done, and email info@sft.gsi.gov.uk with ‘Provision Tool’ in the subject line.

Q. Where do I get information on the average daily number of pupils eating lunch?

A. Ask the school cook how many pupils they usually cater for each day.

Q. I have a question and I’d prefer to speak to someone. Can I call someone?

A. Yes. Go to the Contact us page for more details.

Tips: To accurately complete the checklist, go to the serving points in the dining room just before each food service starts, so that you can see what is being provided (don‘t rely just on the menus posted). Consult with catering staff, as there may be items available that are not visible, and these should also be recorded. You will also need to find out about the total number of portions of fruit and vegetables (and dishes) that are available.