Easy Excel Upload (Partial Course Credit)

This Excel upload method of awarding credit to licensees is used when participants receiving credit are receiving partial credit for the course being reported. 

The Excel file needs to have an .xls extension.

Example:  CourseCompletions.xls

Pro Tip: You can also award full credit on on the same Excel Sheet.  This method is used when either awarding just partial credit or a mix of full and partial credit to participants.

Each column of data is described in detail below:

File Samples

Here is a sample file when one participant is receiving full credit and another is receiving partial credit.

Here is a sample file when the CE Broker Publishing Number is also used.  The advantage of using a Publishing Number is that your Roster History will be grouped by the publishing (Date, Time, Location)

Here is a sample when you’ve elected to use your own course numbers in CE Broker.

The following is a sample when one participant  is receiving full credit and another is receiving partial credit in more than one subject area.

The following is a sample when a licensee has multiple licenses and is receiving partial credit for both. 

The following is a sample when licensees are receiving partial credit in different subject areas.  

Pro Tip:  Different Boards sometimes have different Subject Area Codes for the same type of subject area.  Be sure to review the Subject Area Code list for the codes that correspond to different professions under different Boards. 

Do's and Don'ts

The following are some do's and don'ts

✘ Don’t have any blank rows between rows of data. When the system encounters a blank in column A of any row, the system interprets that blank cell as the end of the file.

 Do feel free to include multiple course and publishing numbers in any one file

 When the licensee is not receiving full credit, do include two extra columns (subject area code and number of hours) for each subject area the licensee receives credit.

✘When there is partial credit on a row, don’t leave any cells blank starting with column H until all partial credit subject areas and hours have been reported for the row. When the system encounters a blank in Column H or any column to the right, the system interprets that blank cell as the end of the entry for that row.

✘Don’t leave blank the following columns: Column A, E, F, or G.

Do include a course number in either column B or C, but not both.

✘ Don’t include “50-“ in front of your educational provider number nor the “20-“ in front of your course number. Only include the suffixes.

 Do use the Excel date formatting in Column F. Don’t use dashes or any other date format.

File Columns

The following is a description of each column of data in the Excel Upload format:

Column A - CE Provider number issued by CE Broker

  • Required? Yes
  • Only enter the suffix of the CE Provider number issued by CE Broker. For example, if your CE Provider number is 50-2486 you will enter 2486 in Column A.
  • The CE Provider number in Column A must match the number on your CE Broker organizational profile or else the file will reject.
  • Column A tells the system how many rows to read. The first column A cell that is blank indicates the end of the file.

Column B - Course number issued by CE Broker

  • Required? B or C is required
  • Only enter the suffix of the course number issued by CE Broker. For example, if your course number is 20-12056 you will enter 12056 in Column B. The only exception is you will leave this column blank if you have elected to use your own course IDs in CE Broker. Most educational providers use the CE Broker issued course number.
  • You may report any number of courses in one Easy Excel file.

Column C - Own Course ID

  • Required? B or C is required
  • If you’ve elected to use your own course IDs in CE Broker, enter your course IDs in Column C. Do not use Column B.

Column D - Publishing number issued by CE Broker

  • Required? No
  • This is an optional field. The advantage of a publishing number is that your roster history will be grouped by the publishing (date, time, location).
  • Only enter the suffix of the course publishing number issued by CE Broker. For example, if your publishing number is 10-5892 you will enter 5892 in Column D.
  • You may report any number of publishings in one Easy Excel file.

Column E - License Number

  • Required? Yes
  • Enter both the alpha and numeric portions of the attendee’s license number. For example, RN9999.
  • See the list of the profession codes (alpha portions of license numbers)

Column F -  Course Completion Date

  • Required? Yes
  • Report the date each attendee completed the course. Use the Excel date formatting in Column F. For example: 12/3/2008. Don’t use dashes or any other date format.

Column G - State Indicator

  • Required? Yes
  • For example: Enter “State=FL” for the Florida Department of Health and the Florida Statewide Public Guardianship Office or “State=DC” for the District of Columbia Department of Health.

Column H - Profession Indicator

A special profession indicator is required for the following Boards:

  • Alabama Occupational Therapy
  • Idaho Electrical
  • Idaho Plumbing
  • Idaho Factory Built Homes Advisory Board
  • Louisiana - All Professions
  • New Mexico Board of Nursing
  • Ohio Speech
  • South Carolina - All Professions
  • Tennessee - All Professions

You can find a list of the profession codes for these boards Here: Profession Codes

* Please note if not posting for any of these boards then your subject area codes will begin in Column H.

If reporting for any of the professions above you will need to use Column H for the profession indicator then your subject area codes will begin in Column I and your CE Credit Hours Completes will begin in Column J.

This is a example for posting partial credits for both FL and OH on the same file.


Column H, J, L, N, P, R, T, V - Subject Area Code

  • Required? 
  • If the attendee is receiving full credit for the course, this cell should be blank.
  • If the attendee is receiving partial credit, each subject area code should be entered.
  • For instance, if an RN enrolled in an 8 hour course providing 7 hours General and 1 hour Medical Errors credit. The RN left after 2 hours. As the educational provider, you decide to award 1 hour General and 1 hour Medical Error credit. You’d enter GN in column H and ME in column J.
  • See a list of Subject area codes.
  • Up to eight subject area codes may be entered.

Column I, K, M, O, Q, S, U, W - CE Credit Hours Completed

  • Required? No
  • If the attendee is receiving full credit for the course, this cell should be blank.
  • If the attendee is receiving partial credit, the number of hours for the subject area code should be entered.
  • For instance, if an RN enrolled in an 8 hour course providing 7 hours General and 1 hour Medical Errors credit. The RN left after 2 hours. As the educational provider, you decide to award 1 hour General and 1 hour Medical Error credit. You’d enter 1 in column I and 1 in column K.

Uploading Your File

When you have successfully created an Excel spreadsheet based on the criteria outlined above you will enter it by following these simple steps:

Click Courses > Upload Rosters Entries

Drag and Drop or Click the highlighted box (where it says Click Here), below to find the Excel file you created to upload.

Click Post Now once upload is Complete! 

Errors

See the list of file validation errors.

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