Student Meal Eligibility
Gaia tracks each student's meal eligibility status (Free, Reduced, or Paid), which determines how they're charged at the POS and how meal counts are reported for reimbursement purposes.
Eligibility Statuses
Free: student qualifies for free meals under an approved eligibility program (e.g., NSLP direct certification or an approved application)
Reduced: student qualifies for reduced-price meals
Paid: student pays full price; no approved eligibility benefit
Students without an active eligibility record default to Paid status.
Viewing Eligibility Status
Eligibility status is shown as a badge in the Students table. You can filter the table by eligibility status to quickly find all Free or Reduced students at your district.
Click a student row to open the detail panel and view their eligibility timeline, which shows every status change with dates and the eligibility program associated with each period.
Changing a Student's Eligibility
To update eligibility, click the three-dot menu (⋮) on a student row and select Change eligibility. You can also access this from the student's full profile page.
In the eligibility dialog:
Select the eligibility program (e.g., NSLP, SBP)
Choose the status (Free, Reduced, or Paid)
Set the effective date (when the new status begins)
Optionally set an end date if the benefit expires on a known date
The change is recorded in the eligibility timeline and takes effect at the POS immediately.
Eligibility Timeline
The eligibility timeline on a student's profile page shows a full history of status changes, including:
The eligibility program and status for each period
Start and end dates
How the record was created (manual entry, data upload, or application)
This timeline is the source of truth for audit purposes and reimbursement claims.
Eligibility Programs
Gaia supports multiple eligibility programs (e.g., NSLP, SBP, CEP). Your district's active programs are configured during onboarding by Gaia support. Each program can have its own set of eligibility rules and documentation requirements.
Bulk Eligibility Updates
To update eligibility for many students at once, use the Eligibility Data Upload tool under Students > Eligibility Data Upload. Upload a file with student identifiers and eligibility statuses, and Gaia will match and update records automatically. The Eligibility Match Outcome page lets you review matches before confirming the import.
Eligibility Documents
Gaia stores supporting documents for eligibility records, including direct certification files, approved applications, and household correspondence. See Eligibility Documents and Uploads for how to upload documents and track their processing outcome.
Free & Reduced Applications
Families can submit applications for free or reduced meals. Manage incoming applications from Students > Applications Management. The inbox view shows all pending applications, and you can approve, deny, or request additional information for each one.