CEU Online System, The Friday Center for Continuing Education, UNC-Chapel Hill How to Obtain Participant IDs for Awarding of CEUs

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1 The Friday Center for Continuing Education has the responsibility of approving continuing education activities for which CEUs are recorded and maintained as a permanent record for individual participants. At the completion of an approved continuing education activity, the program coordinator will submit a Roster of individual participants. The roster identifies individual participants by their Friday Center Participant ID number. Program coordinators will need to obtain participant ID numbers prior to submitting a roster. What is a Friday Center Participant ID? The Friday Center Participant ID number (FID) is an identifier assigned to an individual participant of an approved continuing education activity. A FID is a nine-digit number and is the primary record keeping key for CEUs. How do I get Friday Center Participant IDs? The CEU Online system provides program coordinators with two methods for obtaining Friday Center Participant ID numbers: 1) obtain a FID for one participant at a time; 2) obtain FIDs for many participants at one time. Method 1 Obtain a FID for an individual participant: Log in to the CEU Online system then select the Create Participant Identifier menu item. This option will appear in your menu when you have a least one approved activity that is pending a Roster. Enter the required participant information on the FID Online Creation form then click the Apply button. Note: To avoid delays, duplicates, and data errors please carefully enter Participant information into this form. Nicknames and misspelled information will likely generate duplicate participant identifiers and will delay the process for a Participant to obtain their Transcript. Page 1 of 6

2 Method 1 continued Record the participant identifier in your activity records. You will need it later when you submit your program roster. If you encounter an error or need to contact the Friday Center CEU Administrator, click the Friday Center CEU Administrator button. Method 2 To obtain FIDs for many participants, follow the steps listed below and on the following pages. This method is called the FID Batch Request process (FBR). Open a web browser and navigate to the Friday Center CEU Online System information web page. Select the link for the CEU Administrative Guidelines then locate the link to download the FBR template file. Click the download link. Save the template file to your machine or to an appropriate shared network storage space. Note: If you are unable to locate the download link for the FBR template file, contact the Friday Center CEU Coordinator to request this file by ; lrespess@ .unc.edu. Rename this file or create a copy with a different name. Use a descriptive file name (example: your Activity Program Title) so that you will easily identify it later. Page 2 of 6

3 Open your file and enter participant information into the appropriate columns or copy-paste this information from an export of your registration system. Note: The FBR Template file is an Excel spreadsheet that contains three worksheets and several macros to assist with validating participant information. When you open this file, a Security Warning prompt will appear asking you to enable macros. Click the Enable Content button. If your file is stored on a shared network location, an additional prompt may appear asking you to make this file a trusted document. If the second prompt appears, click Yes. When all of your participant information is entered into the respective columns, click the Check Lines button to perform validations. If any errors are detected you will be alerted by error messages, highlighted in red, that appear to the right of the participant row that contains the error. All participant rows should be valid (OK) to continue with this process. All participant rows must be valid in order to obtain FIDs. Save your spreadsheet before continuing to the next step. Page 3 of 6

4 In order to process your FID Batch Request spreadsheet file, the CEU Online System requires your file be formatted as a Tab Separated Value file. Save your spreadsheet as a Tab Separated Value file (TSV). In the top left corner of your spreadsheet, click File and select Save As. Select the location where you want to store this TSV file and, optionally provide a different file name. Expand the Save as type: pick list, scroll the list to locate Text (Tab delimited) and select that type. Click the Save button. Note: Recall that your file is a spreadsheet that contains several worksheets and macros. In this step, you will save the active worksheet (the List worksheet) as a tab separated value file. Microsoft Excel will prompt you at various steps in the Save process to let you know that you are saving your file to a different format. Click OK to save the active sheet. Click Yes to keep using the Text (Tab delimited) format. Your Text (Tab delimited) FBR file is now ready to process into the CEU system. Page 4 of 6

5 Upload your Text (Tab delimited) FBR file into the CEU Online System. Log in to the CEU Online system then select the Manage Batch Requests for Participant Identifiers Menu option. On the CEU Batch Requests Menu, select the Create FBR option. Provide a descriptive name, and then click the Browse button. When the File Upload Explorer window opens, navigate to the folder where your TSV file is located. Double-click on your TSV file to select it for upload. Page 5 of 6

6 Click the Upload button. The CEU system will process your participant information and prepare it for assigning of Participant Identifiers. While on the CEU Batch Requests Menu, select the Manage Incomplete FBRs option. Locate your newly uploaded FBR in the list and click on the FBR number link. This will open your FBR list to the first participant record. If your batch contains any errors, the CEU system will open your FBR list to the first participant record that contains an error. Note: The information message that appears above the participant describes the number of participant rows are in the FBR and how many of these items contain validation issues. If the CEU system detects any issues with your participant information, you will need to apply corrections. When all participant information is valid, the Finalize button becomes clickable. To obtain Participant Identifiers, click the Finalize button. Review the list of participants for accuracy and completeness. Next, click the Assign FIDs button. The CEU system will obtain FIDs for existing participants or will create FIDs for new participants. The list of participants will refresh to show the FID numbers. What next? Submit your roster. Page 6 of 6