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Creating Text Files to Report CE Credit --(Please note: This method is not recommended as it does not support all license formats)

Angie
  • Updated

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:

Screenshot of an example text file containing 6 rows.

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

  • 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.

Screenshot of an example Educational Provider Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description.

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "1"
    This column contains character 1 out of 100

  • Column 2 is the CE Broker Provider Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "50-"
    This column contains characters 2-4 out of 100

  • Column 3 is the CE Broker Provider Tracking Number Suffix. You will enter nine numeric characters. Those characters will be the rest of your provider tracking number that follows "50-"
    This column contains characters 5-13 out of 100

  • Column 4 is the Provider Name. You will enter the first 80 characters of your Provider Name as listed in CE Broker (blank spaces count as characters).
    This column contains characters 14-93 out of 100

  • Column 5 is blank and contains 7 spaces.
    This column contains characters 94-100

This example has the character positions labeled in red:

Example of an educational provider record with each column filled out.

Record Type 2: Course Record

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

Screenshot of an example Course Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description.

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "2"
    This column contains character 1 out of 100

  • Column 2 is the CE Broker Course Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "20-"
    This column contains characters 2-4 out of 100

  • Column 3 is the CE Broker Course Tracking Number Suffix. You will enter nine numeric characters. Those characters will be the rest of the course tracking number that follows "20-"
    This column contains characters 5-13 out of 100

  • Column 4 is the CE Broker Course Publication Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "10-"
    This column contains characters 14-16 out of 100

  • Column 5 is optional. It contains the CE Broker Course Publication Tracking Number Suffix. You can enter nine numeric characters. Those characters will be the rest of the publishing tracking number that follows "10-"
    This column contains characters 17-25 out of 100

  • Column 6 is the Course Publication End Date. If the course was not live, you can leave this column blank. If applicable, you will enter 10 numeric characters using the mm/dd/ccyy format. (Example: 01/21/2004)
    This column contains characters 26-35 out of 100

  • Column 7 is optional. It contains the first 50 characters of the course name.
    The column contains characters 36-85 out of 100

  • Column 8 is blank and contains 15 spaces.
    This column contains characters 86-100

This example has the character positions labeled in red:

Example of a course record with each column filled out.

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 eleven (11) columns. If the attendee receives full credit for the course, the following is the record format:

Screenshot of an example Attendee Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description.
Screenshot of an example Attendee Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description.

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "3"
    This column contains character 1 out of 100

  • Column 2 is the CE Broker Course Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "20-"
    This column contains characters 2-4 out of 100

  • Column 3 is the CE Broker Course Tracking Number Suffix. You will enter nine numeric characters. Those characters will be the rest of the course tracking number that follows "20-"
    This column contains characters 5-13 out of 100

  • Column 4 is the licensee's profession code. You will enter four characters.
    This column contains characters 14-17 out of 100

  • Column 5 is the licensee's license number. You will enter nine numeric characters.
    This column contains characters 18-26 out of 100

  • Column 6 is optional. It contains the licensee's first name. You can enter 20 characters.
    This column contains characters 27-46 out of 100

  • Column 7 is optional. It contains the licensee's last name. You can enter 25 characters.
    The column contains characters 47-71 out of 100

  • Column 8 is the completion date. If the course type is anytime, provide the date (mm/dd/ccyy). If the course type is live and columns 6 and 7 (positions 17-25 and 26-25) are utilized in record type 2, then this field is optional.
    This column contains characters 72-81 out of 100

  • Column 9 is blank and contains 5 spaces. (Unless the licensee receives partial credit. See below.)
    This column contains characters 82-86 out of 100

  • Column 10 is the state in which the license is held. You will enter nine characters using the format "State=[abbreviation]" Example: State=FL
    This column contains characters 87-95 out of 100

  • Column 11 is blank and contains 5 spaces.
    This column contains characters 96-100

This example has the character positions labeled in red:

Example of an attendee record with each column filled out.

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 (Column 9) are used to define the partial credit.

Visual breakdown of the information needed for Column 9 in an Attendee Record.

You will enter 5 numeric characters to indicate the number of CE Credit Hours earned. Include leading zeroes. Example: Enter 008.0 if a licensee receives 8 hours 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 awarded 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.

Screenshot of an example Partial Credit Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description.
Screenshot of an example Partial Credit Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description
Screenshot of an example Partial Credit Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description
Screenshot of an example Partial Credit Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description
Screenshot of an example Partial Credit Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "4"
    This column contains character 1 out of 100

  • Column 2 is the CE Broker Course Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "20-"
    This column contains characters 2-4 out of 100

  • Column 3 is the CE Broker Course Tracking Number Suffix. You will enter nine numeric characters. Those characters will be the rest of the course tracking number that follows "20-"
    This column contains characters 5-13 out of 100

  • Column 4 is the licensee's profession code. You will enter four characters.
    This column contains characters 14-17 out of 100

  • Column 5 is the subject area code for which the attendee is to receive credit. You will enter 2 characters.
    This column contains characters 18-19 out of 100

  • Column 6 is the number of partial credits completed for the subject area listed in the prior column, including leading zeroes. You will enter 5 characters. Example: Enter 008.0 if a licensee receives 8 hours credit.
    This column contains characters 20-24 out of 100

  • Columns 7-25 are required if the partial credit entered in Column 6 does not equal the partial credit entered in Record Type 3, Column 9. If partial credit is not awarded in additional subject areas, characters 25-100 should be spaces.
    If partial credit is awarded in additional subject areas, repeat Columns 4, 5, and 6 as needed (up to 7 subject areas).

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

Image of an example course that awards 14 General credits, 2 HIV AIDS credits, and 2 Medical Errors credits for a total of 18 course hours. The subject area codes are GN, HA, and ME respectively.

Two examples demonstrate Record Types 3 and 4:

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

Example of an attendee record and a partial credit record. The attendee record indicates that 16 credits were awarded. The partial credit record shows 14 General credits and 2 Medical Errors credits, for a total of 16.

Example: Richard Roe was awarded 9 hours; 6 General, 2 HIV/AIDS, and 1 Medical Errors.

Example of an attendee record and a partial credit record. The attendee record indicates that 16 credits were awarded. The partial credit record shows 6 General credits, 2 HIV AIDS credits, and 1 Medical Errors credit, for a total of 9.

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.

Screenshot of an example Course Control Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "5"
    This column contains character 1 out of 100

  • Column 2 is the CE Broker Course Tracking Number Prefix. You will enter three numeric characters. Those characters will always be "20-"
    This column contains characters 2-4 out of 100

  • Column 3 is the CE Broker Course Tracking Number Suffix. You will enter nine numeric characters. Those characters will be the rest of the course tracking number that follows "20-"
    This column contains characters 5-13 out of 100

  • Column 4 is the Course Control Record. You will enter four numeric characters. This is the number of Type 3 Records for each course. Include leading zeroes.
    This column contains characters 14-17 out of 100

  • Column 5 is blank. It contains 83 spaces.
    This column contains characters 18-100

This example has the character positions labeled in red:

Example of a course control record with each column filled out.

Record Type 6: End of File (EOF) record

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

Screenshot of an example End of File Record. Each column is labeled with the Character Position, Field Name, Data Type, Character Count, and Description

  • Column 1 is the Record Type. You will enter one numeric character. That character will always be "6"
    This column contains character 1 out of 100

  • Column 2 is the End of File Course Record Count. You will enter six numeric characters. This will be the number of Type 2 Records in the file, including leading zeroes.
    This column contains characters 2-7 out of 100

  • Column 3 is the End of File Total Record Count. You will enter six numeric characters. This will be the number of Type 1, 2, 3, 4, 5, and 6 records in the file. Include leading zeroes.
    This column contains characters 8-13 out of 100

  • Column 4 is blank and contains 87 spaces
    This column contains characters 14-100

This example has the character positions labeled in red:

Example of an end of file record with each column filled out.

Summary

Here is an example of your final file may look:

Screenshot of an example file.

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

Screenshot of an example file from Windows Notepad.

Errors

See the list of file validation errors.

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