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Creating Excel Files (Full Course Credit)

Martha Chastain
  • Updated

Easy Excel Upload

This format is for rosters in which all licensees receive full credit. If some of your participants earned partial credit, follow the partial credit guidelines.

 

When all participants must complete an entire course to receive credit, creating a Full Credit Easy Excel Roster is a great option to streamline the reporting process. Follow the guidelines below to properly format your roster:

  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)

View examples and detailed explanations of each column below.


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.

 


Do's and Don'ts

❌ Don’t have any blank rows between rows of data. When the system encounters an empty Column A in any row, the system interprets that blank cell as the end of the file.

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

❌ Don’t use this format for licensees who've earned partial credit. If you would like to include attendees who did not complete the course in full, please check out this article for partial credit formatting guidelines.

Please note: You can award full credit and partial credit on the same Excel sheet as long as the proper formatting guidelines for each are followed.

 

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

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

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

 

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


File Columns Explained

The following is a description of each column of data in the Easy Excel 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 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

 

Here is an article for instructions on how to Reporting Course Completions Using Excel after you have created your Excel Roster File.

If you encounter a Validation Error upon uploading your file, here is the list of file Validation Errors.

 

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