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Home > Census instructions > School and site details

School and site details

Site details

Site centre code

Enter the four digit code of the school or site. This was provided in the notification email sent to the principal in early February 2020. It is also available on the Non-State schools directory.

Site type

Select the site type (Host centre or Associated facility) from the drop-down menu.

A multi-site school operates on at least two separate sites with separate location addresses. The parent site (host centre) governs subsidiary sites (associated facilities) at a multi-site school. Schools with multiple sites will need to ensure that all details are correct and current for each site (for example, year levels at each site).

A separate Census form should be completed for each site of a multi-site school.

The majority of schools are single-site schools and, as such, will only need to complete one Census form. Select Host centre from the drop-down menu for a single-site school.

Mode of delivery

Select the mode of delivery (Classroom education or Distance education) from the drop-down menu.

For non-State schools accredited to offer both classroom and distance education, a separate Census form should be completed for each mode of delivery. One Census form should be completed for students enrolled in classroom education and one Census form should be completed for students receiving a full service delivery in distance education programs.

Distance education students

Students undertaking part of their course through a school of distance education (for example, undertaking a subject that is not available at their school or is available at the school only at the same time as another subject being studied) are not categorised as distance education students.

For a governing body to be eligible for funding for distance education students, the school must be accredited by the Board to deliver education in distance mode. Only distance education students resident in Queensland, enrolled full-time and undertaking a full service delivery course in distance education and who enrolled at least 11 days before Census Day (or less, if the delay was beyond the control of the parent or independent student) should be included in the Census form.

The school administration must maintain robust management systems of enrolment, attendance, learning activity and teacher interaction with all students who are included in this Census form.

More information is available in Appendix 1.

Name of school

Enter the full and correct name of school exactly as it appears on the Non-State schools directory.

If the school name has changed, complete a Name change notification form and submit it via NSSAB Online Services in order for the name to be updated on the directory.

Street address

Enter the street address exactly as it appears on the Non-State schools directory.

If the school or site address has changed (for example, if the school or site has now been allocated a street number rather than a lot number), complete the Update principal or school details form and submit it via NSSAB Online Services.

A physical change of location will need to be applied for and approved by the Board. To do this, complete the Change of Attributes of Accreditation for New Site and Relocate Site Application (ASIT-F) form and submit it via NSSAB Online Services.

Suburb/Town and Postcode

Enter the suburb or town and postcode of this school or site. If the suburb name or postcode has changed (for example, due to postal boundary changes), contact the NSSAB Secretariat.

Phone/Email/Web address

Enter the phone number and email address for the school or site. This information will be used should it be necessary for the Board to contact the school. General contact details for the school or site should be provided rather than those of an individual.

Enter the phone number using numerical characters only, for example enter (07) 1111 2222 as 0711112222.

Enter the web address beginning with www (not http://).

If you have submitted a change/update notification to any of the information above, continue completing the Census form with the previous information as it appears on the Non-State schools directory unless confirmation has been received from the Board that the register of non-State schools has been updated.

Principal details

Title/First name/Last name

Enter the principal’s title, first name and last name.

Full position description

Enter the principal’s position description. If the school has an acting principal at the time of the Census, use ‘Acting Principal’.


Enter the principal’s email address. If the school has a generic email address reserved for the person holding the office of principal (for example principal@...), use the generic email instead of one specific to an individual.

Contact person details

Full name/Email/Phone number

Enter the full name, contact email address and phone number of the person who can assist with queries about the data.

Type(s) of education

Primary students

A primary student is a student participating in the Preparatory (Prep) Year or from Year 1 to Year 6.

Preparatory Year

To be eligible for the Prep Year, a child must be at least 5 years and 6 months old on 31 December in the year of attendance (also refer to section 17 of the Education (General Provisions) Regulation 2017).

The principal may enrol a child in the Prep Year if the child will be at least 5 years and 5 months old on 31 December and if the principal is satisfied that the child is ready for education in the year of schooling, considering the child’s attributes.

The principal may enrol a child, regardless of age, if the child has started education in another state or country that is equivalent to the Prep Year, and the principal considers the child is ready for education in the Prep Year, considering the child’s attributes.

It is compulsory for all students enrolling in Year 1 to have undertaken a Prep Year at a State or non-State school, or equivalent, unless the principal is satisfied the child is otherwise ready to be enrolled in Year 1 of schooling at the school, considering the child’s attributes.

Year 1 to Year 6

Section 18 of the Education (General Provisions) Regulation 2017 relates to the age for enrolment in Year 1 to Year 6.

Secondary students

A secondary student is a student participating in education from Year 7 to Year 12.

Ungraded students (special unit/class or non-special)

Ungraded students are students attending a primary, secondary or combined primary/secondary school but who are unable to be allocated to a particular year level. The students should be identified as primary or secondary students for grant purposes.

Ungraded secondary students will need to be further classified as being either under 15 years of age (that is, equivalent to Year 7 to Year 10) or 15 years of age or older (that is, equivalent to Year 11 and Year 12) as at 1 January 2019 to meet the requirements under the Textbook and Resource Allowance scheme. Payments under the scheme are made at one rate for Year 7 to Year 10 students and at a different rate for Year 11 and Year 12 students.

Ungraded students may include students with disability. These students may be in special classes or units in regular schools and will have been formally assessed as having a disability, and may or may not be integrated into a regular class for certain curricula activities, for example, mathematics or physical education.

Student profile

Select the type(s) of students at the school or site. Refer to the individual categories for further information and to identify which students meet the qualifying criteria for each type.

Please note, for students requiring English as a Second Language (ESL) assistance, there must have been an assessment conducted prior to Census Day for them to be included on the Census form. Students who have not been assessed as requiring ESL assistance by Census Day should not be included on the Census form. Documentation substantiating the inclusion of ESL students on the Census form must be kept for a period of five years from Census Day in a way that ensures the integrity and security of the data and documents.


(new for 2020)

The Board recognises that individuals may identify and be recognised within the community as a gender other than the sex they were assigned at birth or during infancy, or as a gender which is not exclusively male or female.

Students can be reported as Male (M), Female (F) or Unspecified (U).

Refer to the Australian Government Guidelines on the Recognition of Sex and Gender for further information.

Last updated 30 January, 2020

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