Text File Upload (System Export Format)

Text files (“.txt” extension; for example, “CourseCompletionData.txt”) is a format often used when exporting data from a registration system. The data contained should be organized in a “plain text” table structure like the one shown here.

There will always be a minimum of five (5) rows. Each row represents a different record type and employs a different number of columns. The record types are:

  • Record Type 1: Educational provider record
  • Record Type 2: Course record
  • Record Type 3: Attendee record
  • Record Type 4: Partial credit record (optional)
  • Record Type 5: Course control record
  • Record Type 6: End of File (EOF) record

Each record must contain exactly 100 characters, divided according to the specific needs of the record type. Each record type is described in detail.

Record Type 1: Educational provider record

There is only one educational provider row per file. This record contains five (5) columns.

This example has the character positions labeled in red:

Record Type 2: Course record

At least one course row is required per file. This record contains eight (8) columns.

This example has the character positions labeled in red:

Multiple course rows may be included in a single file making it possible to report course completion credit for multiple courses in the same upload. An example will be provided at the end of this document

Record Type 3: Attendee record

There must be at least one attendee row following each course row. This record contains ten (10) columns. If the attendee receives full credit for the course, the following is the record format:

This example has the character positions labeled in red:

Each attendee receiving credit should have a Record Type 3 row.

If the attendee is awarded less than full credit for the course, fields 82-86 are used to define the partial credit. When fields 82-86 are used, the next row to follow the attendees must be Record Type 4.

Record Type 4: Partial credit record (optional)

When Record Type 3 states partial credit is award in fields 82-86, Record Type 4 is the next row to follow. Record Type 4 defines which subject areas the attendee is to be awarded partial credit. Up to seven (7) subject area codes may be entered. This record

 contains 25 columns.

The sum of Record Type 4 Rows 20-24 + 31-35 + 42-46 + 53-57 + 64-68 + 75-79 + 86-90 must equal Record Type 3 Row 82-86.

The following example below pertains to a course approved for Registered Nurses with the following subject areas and hours breakdown:

Two examples demonstrate Record Types 3 and 4:

Example: John Smith was awarded 16 hours; 14 General and 2 Medical Errors.

Example: Richard Roe was awarded 9 hours; 6 General, 2 HIV/AIDS, and 2 Medical Errors.

More than one Record Type 4 may follow a single Record Type 3. When partial credit is awarded, it is necessary to include a Type 4 record for each license number that is awarded credit.

See a list of subject area codes

Record Type 5: Course control record

There is course control row per Record Type 2 course record. This record contains five (5) columns.

This example has the character positions labeled in red:

Record Type 6: End of File (EOF) record

There is only one end of file row per file. This record contains four (4) columns.

This example has the character positions labeled in red:

Summary

Here is an example of your final file may look.

Depending on the program you use to generate this file, the image will look different than the examples shown above. Move likely, it will resemble something like the following image taken from Windows Notepad.

Errors

See the list of file validation errors.

Did this answer your question?