Create an Accreditation Evidence Index That a Reviewer Can Follow

An evidence index is a map of your application. It tells a reviewer which document answers each requirement and helps you identify gaps before submission. The index does not replace the application form or create eligibility; it makes the evidence you already have easier to understand.

Start with the current checklist

Obtain the application instructions for the membership route you intend to use. Record the version or date where available. Work from the wording of each requirement instead of organising the application only around the files already on your computer.

Create one row per requirement. Add columns for the document, relevant page or section, date, verification and any action still needed. If the requirement is unclear, mark it for clarification. Do not silently decide that an unrelated certificate must be an acceptable substitute.

Use clear document names

A name such as 'Training-transcript-2024.pdf' is easier to follow than 'scan-final-new.pdf'. Keep names concise and consistent. Where the application specifies a naming convention, use that convention instead of introducing your own.

Check that scans are legible and correctly oriented. A document may be technically attached while the necessary date or signature is unreadable. Where several pages form one record, ensure that the complete document is included and in the right order.

Explain the link between requirement and evidence

The index should identify what a document demonstrates. A transcript may show completed academic work, while a verified log may support a practice requirement. Do not ask the reviewer to infer those links from a large collection of files.

If one document supports more than one requirement, reference it from both rows rather than producing confusing duplicate versions. If a clarification letter is needed, keep it factual: explain the discrepancy, identify the supporting document and state what you are asking the reviewer to consider.

Check the evidence boundary

Provide the material requested through the approved submission process. Avoid including identifiable client information in examples or logs unless an expressly authorised and appropriate process requires it. If you are uncertain about a record, ask what level of detail is needed before sending it.

Complete a final check against the form, the index and the attachments. Names, dates and totals should agree. Keep a copy of the submitted version so that any later request can be answered against the same set of documents.

Frequently asked questions

Will a polished index make an incomplete application acceptable?

No. It improves organisation but does not replace missing requirements or verification. Use it to locate gaps while there is time to resolve them.

Should I include every certificate I have?

Select evidence that answers the current requirements. Ask about additional material if it is relevant but not clearly requested.

Use the ICPHAA application page and send evidence questions through Contact. Read Standards & Ethics alongside the application instructions.