Validation
The system sends a validation email automatically for any Census form that indicates a variance of 3 or more students and greater than 10 per cent or a change of more than 50 students in certain categories compared to last year’s data. This email will go to whichever address you provided for the contact person for enquiries about the data.
Check the variances in the email and log back into NSSAB Online Services to:
- either confirm that the numbers are accurate and provide a reason for the change in numbers from the previous year, or
- advise that a resubmit is required.
You can find the validation response, select Edit or Click here under validation response.
A new window will appear where you can provide your response.
The variances are displayed under the heading variances. Please note that the variances already consider any new years of schooling that commenced in 2024.The students enrolled in any new years of schooling have been deducted from the total number for validation purposes.
Resubmit required
Select "Resubmit required" if you find an error in the data and need to adjust the census return for the site and mode of delivery.
Explain why you need to resubmit in the Explanation field and click on the OK button.
Once you have given a reason for the resubmission, click on Change to status to Ready to authorise.
Refer Authorisation and declaration (Validation) to continue.
Continue with Resubmission draft created.
Provide explanation
If the data are correct, select Provide explanation. Explain the variance in the Explanation field.
Authorise the validation. Refer to Census form submission flowchart for information on who can authorise the census form and validations.
Authorisation and declaration (Validation)
Fill in the authorisation details and select the OK button.
Once authorised, submit the validation. Select the Submit button3.
Further information required
If you have provided an explanation regarding the variances and Secretariat staff have further questions or require additional clarification, Secretariat staff will request further information. The contact person will receive an email that the Secretariat requires further information.
Log into NSSAB Online Services to respond to the additional information request.
To provide a response, select Provide a response. A new window will appear.
Provide your further information in the Comments field and select Submit.
The response will appear in the section Further information requests.
Secretariat staff will review this information. Once they are satisfied with the explanation you have provided, they will complete the validation. If they still require further information, they will send a new further information request.
Resubmission draft created
If you have advised that you need to resubmit because you have found an error in the data you submitted, the Secretariat will review your request and create a new resubmission draft.
Please note: you will need to log back into NSSAB Online Services to access the resubmission draft.
The draft will be a copy of the original submission. Make any changes you need, then complete the Checklist, Authorisation and declaration and Submission.
The validation of the original submission will be completed as all further validations will apply to the subsequent resubmission.
Completed
If you do not need to provide any further information or complete another resubmission draft, Secretariat staff will complete the validation.
Check the status of all validations
You can check the status of all validations for the schools, sites and modes of delivery that you have access to by going to the Census overview.
There are three columns that relate to Validations:
- Validation status
- Validation status updated
- Validation response due
The validation status can be as follows:
| Status | Description | Requested | The validation email has been sent and is awaiting actioning by governing body or school user. |
|---|---|
| In progress | Governing body or school user has started completing the field (i.e. start typing even if not saved). |
| Ready to authorise | Details of the person authorising the validation need to be provided. |
| Ready to submit | Validation has been authorised and is ready to be submitted. |
| Submitted | Validation has been submitted and needs to be reviewed by Secretariat staff. |
| Further information required | Secretariat staff have requested further information. |
| Further information submitted | User has submitted further information that needs to be reviewed by Secretariat staff. |
| Completed | Either a new submission draft has been created or Secretariat staff have accepted the explanation provided. |
3' A school user can submit the validation only if the user is the authorised person for the census for the school
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Last updated 1 February, 2024