Evidence Collection
Strong evidence is the foundation of NCCD compliance. Schools that collect evidence consistently throughout the year find census time straightforward rather than stressful.
Record as It Happens
The single most impactful habit is recording evidence at the point of action. When a teacher modifies a lesson, holds a parent meeting, or implements a new strategy, that is the moment to log it.
Why it matters: Retrospective entries are vaguer, less accurate, and harder to defend in an audit. Timely evidence is richer in detail and more credible.
Practical Tips
- Keep Junipa open during planning periods and use those five minutes after a meeting to log what was discussed
- Use the quick-add evidence flow rather than filling every optional field — a brief, specific entry is better than a detailed one you never get around to writing
- Encourage classroom teachers to log their own entries rather than funnelling everything through the case manager
Quality Over Quantity
A common misconception is that more entries equals better compliance. In reality, auditors look for relevance and specificity, not volume.
What Makes a Good Evidence Entry
| Do | Avoid |
|---|---|
| "Modified Year 8 maths assessment to include visual prompts and extended time (30 min → 45 min)" | "Provided support in class" |
| "Met with parent/carer to review behaviour plan — agreed to introduce a calm-down card system" | "Parent meeting held" |
| "Worked with speech pathologist on social scripts for group work — student practised in English lesson" | "External specialist involvement" |
The Three-Part Test
Every evidence entry should answer:
- What adjustment was made?
- How was it delivered?
- What was the outcome or next step?
If your entry covers all three, it is audit-ready.
Attach Supporting Documents
Where possible, attach the artefact itself — the modified worksheet, the specialist report, the meeting minutes. This strengthens the evidence entry and saves time later when preparing for audits.
Junipa supports PDF, image, and document attachments on any evidence entry.
Spread Evidence Across Categories
Auditors expect to see a variety of evidence types for each student. Aim for a mix of:
- Teaching adjustments — modified lessons, alternative resources, scaffolded tasks
- Consultation records — meetings with parents, specialists, leadership
- Specialist input — reports, assessments, therapy notes
- Planning documents — IEPs, behaviour plans, transition plans
- Communication — emails, notes home, logged conversations
A student whose record shows only one type of evidence may attract scrutiny, even if the volume is high.
Set a Minimum Cadence
As a baseline, aim for at least one evidence entry per student per fortnight during term time. This ensures no student falls through the cracks and distributes the workload evenly.
Use the evidence log to monitor who has recent entries and who is overdue.
Schools that embed evidence collection into their existing meeting rhythms — staff meetings, learning support meetings, case conferences — report the least friction with NCCD compliance.