Creating Excel Files (Full Course Credit)

Creating an Excel File - Full Course Credit

1. Create a brand new Excel file with an ".xls" extension. (Example: CourseCompletions.xls).

   Please note that in order to help ensure a successful upload, a new Excel sheet is required each time you report new course completions. Please make sure that you do not include any licensee information that has already been reported.

2. Input your provider tracking number (without the 50-) into Column A

3. Input your course tracking number (without the 20-) into Column B 
   OR 
   Input your own course ID in Column C

4. Input a CE Broker-issued publishing number into Column D (optional, this will be blank for most providers)

5. Input the attendee's license number into Column E

6. Input the course completion date into Column F using the Excel date format (Example: 12/3/2008)

7. Input the licensee's state using the format "State=[abbreviation]" into Column G (Example: State=FL)

8. Input the licensee's profession code using the format "Profession=[profession code] into Column H. (Example: Profession=RN)

   You can view a list of Profession Codes by clicking the following link: Profession Codes

File Samples

Here is a sample file when only the CE Broker course number is used.

Here is a sample file when the CE Broker publishing number is also used. The advantage of 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.

Best Practices 

❌ Avoid blank rows between rows of data. If Column A is empty in any row, the system will interpret it as the end of the file.

✅ You can include multiple course or publishing numbers in a single file.

❌ Do not use this format for licensees earning partial credit. If attendees did not complete the course in full, refer to the partial credit formatting guidelines.

Note: You can include both full and partial credit on the same Excel sheet as long as the formatting guidelines for each are followed.

✅ Include a course number in either Column B or C, but not both.

❌ Do not leave the following columns blank: Column A, E, F, or G.

✅ Use proper Excel date formatting in Column F. Avoid dashes or other date formats.

❌ Do not include prefixes like "50-" for your educational provider number or "20-" for your course number—only include the suffixes.

File Columns Explained
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 be rejected.

• 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

• Required? Yes

• Example: Enter "Profession=OT" for an Alabama Occupational Therapist or "Profession=CC" for a Clinical Chemistry Diplomate.

• You can find a list of the profession codes here: Profession Codes

Validation Errors

If you encounter a Validation Error upon uploading your file, please click on the following link to view the list of Validation Errors: Validation Errors

• Reporting Course Completions Using Excel