Creating a New Submission Type for Uploading

A submission type is a structure that defines the parameters of how any submission (document, certification of completion, and/or narrative [text]) can be uploaded to Epicenter.

To create a new submission type, select  ADMINISTRATION from the homepage. In the Submissions section, select the Submission Types link.

Below is a video that provides an overview of the Submission Types Administration page. If you are familiar with the page, you can skip this video.




Below is a video documenting the steps for creating a new submission type:



To add a new type, select the  button. The following explains each field found on the Submission Type Setup page:

1. Submission Type Name: This is the name of the submission. It should be general, short and not contain any dates.


2. Key Submissions: You can flag submission types as "Key" and have the most recent approved submission of that type available for viewing and downloading within the tab in  School Center and  Board Center. In addition, these key submissions that have been approved can also be accessed for all entities by using the Key Submissions link found in Document Center. There is no searching involved.

3. Entity Type: This defines the entity under which this submission will appear on the Submission Types page and other lists

4. Category: The category groups your submission types in order to keep them more organized when you are searching for submissions. If you need a new category, select "(Add New Category…)," type in the new category's name, and select .

5. Entity Selection Rule: This filters which entities are able to upload this submission by the entity's classification. Most boards and management organizations only have one classification, so this is usually only applicable to schools (i.e. operating schools, applicant schools, etc.)

6. Description: This explains what the submission type is.

7. Submission Instructions: This explains how to upload the submission. The more direction you can provide, the fewer questions you will be asked later. You can use the rich text options when writing the instructions to draw attention to the important instructions.

8. Add resource files: If you have a template, form, guide or more than 1000 characters for the instructions, files can be added to this submission type by clicking this link. Once selected, you can then check the appropriate files to add or select the  button. If a new file is uploaded, you will have an opportunity to rename the file before saving and having the resource automatically checked.

Once all the resources are selected, you can then select the button. To remove a resource, select the located at the end of the resource name. If a resource needs to be replaced, you will need to go back to  Administration, select the Submission Resources link, find your resource, select its  icon, click  button, select the file from your computer, and click

9. Submission Tags: Submission tags are form inputs that can be used to add information via typing in (or selecting) rather than uploading. This information can be used elsewhere, particularly when searching for submissions because tags can be placed into the filename template. To add submission tags, select the "Add" and select one from the "Type" drop-down. If you want a new submission tag, go back to the Admin page, click the Submission Tags link, and add the appropriate submission tag (follow the link and/or see the video below). Typically, the "School Year" submission tag is added if the submission will be uploaded each year. Otherwise, another submission tag type might be more appropriate. In addition, if the submission will be uploaded more than once during the year, add on the appropriate frequency or unique identifier submission tag such as quarter, month, date, fall or spring, name etc.

You can control the order in which the tags display by modifying their "Display Order."

You can remove or add new submission tags at any time. Yet, the tags will not be automatically added to any submissions already uploaded or compliance requirements that have been scheduled. 


Below is a video that provides an overview of adding or updating tags within the Submission Tags and Resources administration screen:




10. File Type or Certification of Completion Type: If a file is required to be submitted, select (this will be selected by default). Select the if you are merely requiring confirmation of an action having been completed. A file is not required to be submitted for a Certification of Completion type.


11. Filename Template: If is selected, the next area is the "Filename Template." [If is selected, both the "Filename Template" and the "Acceptable Formats" areas will not be displayed.] This is how you want Epicenter to rename the files uploaded for these requirements. To insert the submission type's name, select the Copy Submission Name link (note: this clears out anything else that was in the "Filename Template" field). Next, you might want to insert submission tag placeholders into the filename template. To do this, position the cursor where you want the submission tag to be inserted and click the Paste link in the Template column of the appropriate submission tag. Typically, the "School Year" tag or other dates should be before the filename. You can look at other file type submission types to see examples of where the best places are to put submission tags. 

12. Acceptable Formats: These are the file formats that can be submitted for the submission type. Select all the formats that are acceptable. For example, if you want financials to only be submitted in Excel, you can just select the "MS Excel" format and only excel files will be submittable. If you need a format that isn’t listed, please contact the Epicenter Client Support team and they will get it added to your list.

**As a best practice, if the type will be flagged for transparency and available on a public website, then we recommend selecting Adobe Acrobat (PDF) as the only acceptable file format 

13.
 Enable narrative: For submission types that require a file to be uploaded, you can also enable a narrative option. If this feature is enabled on a submission type, the end user can simply type in a response to the submission requirement, upload a file, or complete both. If a certain school happens to be exempt from a particular requirement, instead of having them create and upload a memo to satisfy the requirement or contact your office to be excluded from the requirement, you can enable the narrative option on the submission type. This will allow exempt schools to simply enter in the reason why they are exempt and click . We also suggest adding detailed submission instructions on the submission type to explain what information should be added to the narrative text box. For additional best practices with enabling the narrative option, click here

14. Review and Approval Workflow: After a submission is sent to Epicenter, it can go through a Review and Approval workflow. The first step is called Review. During this step, the submission is reviewed for higher level verifications such as making sure the file can be opened and is not blank, that the correct type of document was uploaded and the submission tags are correct. They do not review the document’s content for accuracy and completeness. The actual review of the document's content is completed by the appropriate Approver which is the next step after a submission is first reviewed. These steps can be turned off by unselecting the “ Is Required” checkboxes. Therefore, if you don’t have a staff member that is completing the first initial review or if you don’t need the submission to go through any type of review or approval, uncheck the “
 Is Required” boxes.

In addition, instructions and resources can be inputted into these sections for the Reviewer and Approver to have available when completing their task for the submission.

15. Compliance: If you want too be able to assign a due date/task to this submission type, select the “Use Compliance to acquire these files checkbox. You can then set up the default number of days before/after the event date: 1) to notify the submitter and 2) for the submission to be due.

For many requirements, the event date might be equal to the due date. In these cases, set the "Due" number of days to 0. We also recommend setting the "Notification" number of days to at least 30. You can always adjust the number of days when you are scheduling the requirements for this submission type. 

16. “ Include on transparency report”: This box should be checked if the submission type should be made available for public posting on a website. Once selected and compliance requirements have been scheduled, the submission type will be available for selecting when using the Transparency Report administration screen. Only approved compliance submissions will appear on the public website. If the submission is a file, when selected on a public website, it will download in the format in which it was uploaded (it is recommended to set the acceptable file format to Adobe Acrobat (PDF) only). For narrative submissions, the text will only appear once the narrative filetype name on the public website has been selected.

17. “ Include in board packet”: This box should be checked if the submission type should be shown in the Board Packet area on the Overview tab in Board Center. 

Please note that with the Transparency Report and the Board Packet area, the submission must be scheduled in Compliance Center and the status must be  (or Approved-like) in order to be displayed. This is why these checkboxes are found in the Compliance area on the Submission Type Setup page.

18. " Allow copy forward": This check box will be selected by default. It should be checked if the submission type should be allowed to be copied forward to the next school year or a time period. If it is checked and the submission type was scheduled in Compliance Center it will be copied over when preparing your calendar for the next school year. Examples where this box might be unchecked include application, startup, reauthorization, probation and closure types. 

19. "
 Allow revisions using subtype": This checkbox allows for revisions on a compliance requirement by using a subtype. If this checkbox is selected, you will then need to create a subtype under this parent type. The subtype itself doesn't need to be flagged as acquiring through compliance. Typically, if there are revisions, you won't have the ability to set a due date. Common examples for the submission type name for the subtype might include Revision or Amendment. Revisions can be uploaded using the original compliance requirement or via the Upload Submission area found in Document Center. When viewing the original submission, any revisions will be shown on the submission detail page. Therefore, it is recommended to setup revision subtypes for submissions that are common for revisions - such as budgets or contracts.

After selecting this checkbox, you would then need to setup a subtype for the compliance revision. When setting up the subtype, you will then have the option to choose the Include on transparency report checkbox. When uploading a revision subtype, the user selects a previous compliance requirement. Therefore, the revision subtype itself doesn't need to be scheduled as its own compliance requirement in order to meet the compliance requirement business rule for having the submission appear in the Transparency Reporting administration and therefore, on a public website.

20. Maximum number of revisions to show on transparency report: This option only appears if the following three options are already checked: Use Compliance to Acquire These Submissions, Include on Transparency Report, and Allow Revisions Using Subtype. If this is set at 0, the transparency report will show all revisions. If it is set at 1, then it would only show the most recent revision.

 

21. Submission Type Group(s): This area is used to choose the appropriate submission type group(s). These groups are linked to user roles. To add Submission Type Groups, click "Add." You will then see a drop-down of possible submission type groups in the type column to choose from. If this submission type should only be viewed by internal staff, then you will want to select the folder that contains your organization’s name and has – "Secured Resources" at the end. If this submission type will be seen and most likely submitted by the school staff, then you will want to select the appropriate folder that begins with "General Access." There might be separate folders setup for those that are responsible for submitting and/or approving the submission. 

Below is a video for setting up submission type groups: 



22. Email Notification Group(s):This area is used to choose the appropriate email notification group(s). These groups are linked to user groups. To add email notification groups, click "Add." You will then see a drop-down of possible email notification groups. If this submission type should be sent to internal staff upon approval or upon submission for files that don't require the approval process, you will want to select the appropriate group(s).


Once you have entered all the required information, select . If you need to schedule a requirement for the new submission type, you will need to go into  Compliance Center and select the button from either the , , , or  tab.

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