The week before Census Day is not the time to start collecting NCCD evidence. It is the time to verify that each included student has evidence on file, that the level of adjustment and broad category of disability still match that evidence, and that the principal can sign off with confidence before submission.
What this checklist covers
This checklist covers what to review in the final school week before Census Day, how to check evidence, consultation, monitoring and adjustment decisions without creating last-minute panic, what principals usually need to see before they verify and confirm NCCD data, and which gaps to fix first if time is tight.
The week-before checklist
Use this checklist to confirm your school is ready for Census Day submission.
1. Lock the student list before you chase details
Start with a clean working list. In the final week, your job is not to reopen every possible nomination. Your job is to confirm that each student already proposed for inclusion can be defended with evidence and school judgement.
- Remove duplicate names or stale drafts.
- Flag any student whose level of adjustment, category or evidence file is still unclear.
- Separate low-risk files from edge cases so the team knows where to spend time first.
2. Check evidence against the real NCCD requirements
A fast final review works best when the team checks against the NCCD requirements, not against a home-made guess. A student's file should show that the school identified the student's functional needs, provided adjustments for at least 10 weeks, consulted with the student and/or parents or carers, and monitored the impact over time.
- Look for existing school records first: IEPs, ILPs, meeting notes, teacher planning documents, annotated work samples, progress data and communication records.
- Do not create paperwork just for appearance. Strong existing records are acceptable if they clearly show what happened, when it happened and why it was needed.
- Flag files where consultation or monitoring is implied but not actually recorded.
3. Re-check the level of adjustment before the principal sees it
The week before Census Day is when weak assumptions show up. A level of adjustment should reflect the frequency and intensity of support actually provided, not what the school expected earlier in the year.
- Use moderation discussion for students sitting near the line between levels.
- Test each file with one question: does the evidence on file justify this level if someone outside the school reads it cold?
- Where the evidence is lighter than the claimed level, correct the decision or strengthen the file with existing dated records.
4. Fix the files most likely to break sign-off
Not all gaps carry the same risk. In the last week, fix the files that can delay principal sign-off first.
- Prioritise students with missing consultation, missing dates, unclear adjustment descriptions or no review evidence.
- Next, fix any mismatch between what teachers say is happening and what the school system currently shows.
- Leave cosmetic tidy-up tasks until after the high-risk files are safe.
5. Build a principal-ready summary, not a data dump
Principals do not need a giant folder dropped on their desk with no pathway through it. They need a clear view of what is being verified, what the school checked, and where the evidence sits if they want to spot-check a student file.
- Prepare a one-page summary with total included students, any unresolved risks, and who completed the final validation pass.
- Map where files sit: student management system, shared drive, paper file or learning support archive.
- Highlight edge cases already moderated so the principal is not surprised at sign-off.
6. Run one final moderation pass
A short final moderation meeting can prevent weak sign-off. This is where the school team confirms that the final student list, levels of adjustment and broad categories still align with the evidence on file.
- Bring the short list of edge cases, not every student in the school.
- Record the final decision and the reason in plain English.
- Make sure the data entered in the relevant system matches the moderated school decision.
7. Submit only when the school record and system record match
The last check is simple but often missed: the validated school record and the entered system record must say the same thing. If they do not match, the school invites confusion at the worst possible time.
- Check totals and student entries against the final validated list.
- Confirm the submission path and deadline set by the education authority.
- Keep the verified evidence accessible after submission, not buried in a staff inbox.
Why this matters
The final week before Census Day should reduce uncertainty, not create it. The NCCD Portal places verification and confirmation in the Validation phase, and the principal verifies and confirms the accuracy of the school's NCCD data before submission. A strong week-before process makes that sign-off calm because the school has already checked evidence, levels of adjustment and system accuracy.
How Superadjust makes Census Day week calm
Superadjust gives coordinators a clear view of every student's evidence status before the final week begins.
- School-wide dashboard showing evidence status by student
- Automatic gap alerts before Census Day
- Principal-ready summary exports
- Moderation-ready reports by level or category
Common mistake
Treating the final week as a paperwork sprint. If the school is still trying to invent evidence, rewrite history or guess levels of adjustment in the last few days, the problem started earlier. Use the week-before checklist to verify and organise what already exists, then fix only the real gaps.
What to do next
Use this checklist to run one final coordinator review, then prepare a short principal sign-off pack. After submission, keep the validated record accessible so the school can respond quickly to any internal review or audit request.